Chapter 1 Exploring the Word 2013 Interface

To start Word 2013, perform the following steps:

1. Press the Windows logo key. The Start screen
Introducing Microsoft Office Word appears.
2013 2. Start typing Word 2013. The Search pane and
Apps screen appear, as shown in the following
In the past, a user had to create and edit personal and figure.
business documents manually. However, over time,
advancement of technology led to electronic creation of
documents. With the widespread use of computers today,
there is a need for a software application that has a
userfriendly interface. Microsoft Word 2013 is one of the
most user-friendly, word-processing applications that
enable users to create appealing and presentable
documents. This chapter introduces the Word 2013
interface and its different constituents. The chapter also
discusses how to create and format documents in Word. In
The Results Window
addition, it explains the use of the Help feature in Word.
3. Select the Word 2013 option on the Apps screen.
The Word start window appears, as shown in the
Objectives following figure.
In this chapter, you will learn to:
 Explore the Word 2013 interface
 Identify the features available in the Ribbon panel
 View a Word document in different layouts
 Edit text in a Word document
 Use the Help feature in Word

Exploring Word 2013

Word 2013 is one of the most popular products of the The Word Start Window The Word
Microsoft Office 2013 suite. It is a word processor that start window offers a choice of great new templates to
helps you to create, edit, and format documents, such as help you get started. You can find a list of your recently
letters, reports, or Web pages. For example, you can create viewed documents allowing you to get back to where you
a report, add and delete text, apply formatting like italics left off in no time. You also have the option to create a
to the text, insert graphics, videos and charts, print, and new document. To create a new document, choose the
save the finished report as an electronic file for future use. Blank document option and a new Word document
Word 2013, with its streamlined user interface and a host window appears, as shown in the following figure.
of editing and layout tools, makes the writing experience
simple and efficient. Its tools and features are easily
accessible, making it easy for users to work on digital
documents.
Moreover, as a part of Office 2013 suite, Word 2013
offers integration with the cloud-with SkyDrive and
SharePoint, in particular. Thus, when you save your Word
2013 documents online, they will be available to you (and
others) from any device at any time, via Office 2013 on a
PC or tablet or via WebApps.
In addition, Word 2013 allows you to open PDF files, edit
them, and then save them as either DocX files or PDFs. The Word Document Window
When opened in Word, the file retains the structure of the Before you start working with Word 2013, learn the
PDF file, even for elements, such as tables. various elements that are available on its interface. The
Word 2013 interface consists of the following main and use the Share command to let others read or
elements: edit your copy of the file. You can also send the
 File tab document as an email attachment.
 Quick Access Toolbar  Export: This option allows you to export your
 Status bar Ribbon panel document to the PDF or XPS format. You can
also change the file type of your document.
Exploring the File Tab  Close: This option allows you to close the
The File tab is placed at the top-left corner of the Word currently active document. In case you have not
interface. When you click the File tab, the Backstage view saved your document, a Microsoft Word
appears, as shown in the following figure.
message box appears, prompting you to save your
document.
 Account: This option allows you to use your
Microsoft Account, which is a free, cloud-based
account that gives you access to Microsoft
services including Windows 8, SkyDrive,
Hotmail, Skype, and more.
 Options: This option allows you to customize the
Ribbon panel and Quick Access Toolbar.
Moreover, it enables you to customize the display
settings of the document. This option lets you
change the Word correcting and formatting
options. In addition, it allows you to manage the
The Backstage View Add-Ins and the privacy settings of the document.
Apart from a set of options, the Backstage view also Using the Quick Access Toolbar
displays additional information and properties of the Quick Access Toolbar provides access to frequently used
document. The Backstage view is partitioned into three commands of Word 2013. It is a component that is a part
panes: left, center, and right. The left pane consists of a set of the title bar, as shown in the following figure.
of options. The center and right panes display the section
corresponding to the option selected in the left pane.
The purpose of each option in the Backstage view is
explained in the following list:
 Info: This option displays additional information
and properties of a document. In addition, it
enables you to convert the document to previous The Quick Access Toolbar Commands By default,
versions, protect your document, and check for the toolbar displays the save, undo, and redo commands.
issues. Moreover, it enables you to manage You can also add other options to the toolbar by clicking
versions of the document. the Customize Quick Access Toolbar dropdown arrow
 New: This option allows you to create a new on Quick Access Toolbar.
document. Customizing Quick Access Toolbar
 Open: This option allows you to open a Along with the default commands, you can add frequently
document stored on your computer. used commands to the Word 2013 interface by
 Save: This option allows you to save a document. customizing or modifying the Quick Access Toolbar. In
 Save As: This option allows you to save a copy of addition, you can customize Quick Access Toolbar to hide
a document. In addition, it enables you to save a the commands you usually do not use.
document in different formats. To add commands to Quick Access Toolbar, perform the
 Print: This option allows users to preview and following steps:
print documents. 1. Click the Customize Quick Access Toolbar
 Share: This option allows you to share your button on Quick Access Toolbar. The Customize
document with other users. You can save your Quick Access Toolbar pop-up menu appears, as
document on SharePoint or Microsoft SkyDrive shown in the following figure.
  Word Count: Shows the word count of the
currently active document. It keeps updating the
word count as you type.
 Contextual Spell Checker: Keeps track of the
spelling mistakes in a document. A checked sign
( ) refers to the presence of mistakes to be
corrected.
 Document View: Allows you to view a document
in various modes. For example, it allows you to
view a document as it would look on a Web page.
The Customize Quick Access Toolbar Pop-up Menu
 Zoom Controls: Allows you to zoom in to get a
2. Select the More Commands option from the pop-
close view of your document or zoom out to see
up menu. The Word Options dialog box appears,
more of the page (or multiple pages) at a reduced
as shown in the following figure.
size.
Introducing the Ribbon Panel
Ribbon is a panel at the top of a Word document window.
It comprises easily accessible commands required to work
on a document. The Ribbon panel consists of the
following eight basic tabs:
 Home: This tab contains options that help you
perform basic functions in a Word document,
such as formatting and editing text.
 Insert: This tab contains options that help you
add different objects, such as pictures, tables,
shapes, apps, media, and symbols in a document.
You can insert these objects from your local PC
or from various online sources. The online
The Word Options Dialog Box
options include inserting images within the Office
3. Select the category that you want from the Choose Clipart collection online, via a Bing search, or
commands from drop-down list in the from your own SkyDrive.
Customize the Quick Access Toolbar section.  Design: This tab makes it easier to use themes,
4. Select the command that you want to add to Quick styles, and other formatting features, such as the
Access Toolbar from the list box appearing page background color, page border, or document
below the Choose commands from drop-down watermark.
list.  Page Layout: This tab contains options that help
5. Click Add. The selected command appears in the you define page settings in a document. In
list box appearing below the Customize Quick addition, it contains options for controlling the
Access Toolbar drop-down list. position of text and graphics.
6. Click OK.  References: This tab contains options for citing
Exploring the Status Bar sources of information and creating a
The Status bar is placed at the bottom of the Word 2013 bibliography. It also helps you select a style for
window. It displays the information related to the formatting the citations and references in a
currently open document, such as the page number and the document.
total number of pages in a document. In addition, it  Mailings: This tab contains the options related to
contains some controls for changing the display of the a feature called mail merge. Mail merge helps
currently open document. you create and print letters and mailing labels.
By default, the following details/controls are displayed in  Review: This tab contains various options that
the Status bar: help you review and edit the contents of a
 Page number: Shows the current page number of document.
the currently active document.  View: This tab contains various options that help
you view a document in different layouts.
 down list under the Customize the Ribbon
section in the right pane.
Each tab is divided into several groups 4. Click New Tab under the Customize the Ribbon
incorporating features designed to perform section in the right pane. The New Tab
specific tasks during document creation. You can (Custom) option appears in the Main Tabs list.
hide the Ribbon panel by double-clicking any 5. Click New Group (Custom) under the New Tab
active tab. (Custom) option from the Main Tabs list.
Customizing Ribbon 6. Select the desired command from the list under the
You can customize the Ribbon panel as per the need. For Choose commands from section in the right
example, you can create a new tab or a new group to pane, and then click Add.
contain the frequently used commands and add it to the 7. Repeat Step 6 to include as many commands into
Ribbon panel. the New Group (Custom) option.
To customize the Ribbon panel, perform the following 8. Right-click New Tab (Custom) from the Main
steps: Tabs list. A context menu appears.
1. Click the File tab. The Backstage view appears. 9. Select Rename from the context menu. The
2. Select the Options option in the left pane. The Rename dialog box appears, as shown in the
Word Options dialog box appears, as shown in following figure.
the following figure.

The Rename Dialog Box

Alternatively, select New Tab (Custom) from the
Main Tabs list and click Rename under the
Customize the Ribbon section in the right pane.
10. Enter the desired name of the new tab in the
Display name text box.
11. Click OK.
12. Similarly, rename the New Group (Custom)
option.

The Word Options Dialog Box

3. Select the Customize Ribbon option in the left
pane. The Customize the Ribbon and
keyboard shortcuts page is displayed in the
right pane, as shown in the following figure.
The Rename Dialog Box
13. Click OK.
14. The customized Ribbon panel displaying the
new created tab appears, as shown in the
following figure.

The Customized Ribbon Panel

Although you can rename and change the order of

the default tabs and groups, you cannot rename
The Word Options Dialog Box Ensure the default commands.
that Main Tabs is selected from the first drop-
 Creating a Document per the selected template appears, as shown in the
following figure.
Each time you start Word 2013, you can choose whether
to start from a blank document or a template from the
gallery. You can click a category to see the templates it
contains or search for more templates online. To create a
new Word 2013 document, perform the following steps:
1. Launch the Start screen and search the Word
application. Select Word 2013 to launch the
Word application. The Word start window
appears. Here, you can choose whether to start
from a blank document or a template.
The Microsoft Word Window Displaying the
2. Select the Blank document option from the Selected Template
available templates section. The Document<No>
- Word window appears, as shown in the
following figure.
Apart from using built-in templates to create
documents, you can also create your own
templates to include specific information. You can
create a new template by either modifying an
existing template or creating one from scratch.

Saving a Document
As you create a document in Word 2013, it is often
The Microsoft Word Window When you important to save it. Until you save a document, the
create official documents, you might want them to have a information is stored in the computer’s temporary
consistent look. For example, you want all documents for memory. Saving your work to a file ensures that any
internal communication to contain the logo and the name information that you may have added to the document is
of your company. You can use templates to give a uniform written to a disk. This helps in storing the document for
structure to documents. Templates are predesigned future use.
documents that contain formatting and, in some cases, A document can be saved in many formats. Some
generic text. commonly used formats are:
Word supplies several built-in templates, which you can  .docx: This format is the default format for Word
use to create documents, such as letters, faxes, labels, and 2013 and Word 2007.
resumes. To use a built-in template, perform the following  .doc: This format is the default format for Word
steps: 97-2003.
1. Click the File tab. The Backstage view appears.  .pdf: This format is a device and
2. Select the New option in the left pane. The New platformindependent format that allows you to
section appears in the center pane. share documents over the Internet.
 .htm or .html: This format allows you to save a
Word document as a Web page.
 .txt: This format allows you to save a document
as an unformatted text file.
 .xps: This format allows you to preserve
document formatting and enables file sharing.
The XPS format ensures that the data in the file is
not modified.
You can save a document by using any of the following
The New Document Templates Section 3. options:
Select the desired template from the New section.  Save As
The Document<No> - Word window formatted as  Save
Using the Save As Option Using the Save AutoRecover Option
The Save As option in the left pane of the Backstage view While working on a document, you may forget to save the
allows you to save a document for the first time or to save document. This could mean losing the changes you have
an existing document with a new file name, with a new made to the document. Word 2013 provides an automatic
file extension or at a new location. save feature that you can set to ensure that your
To save a Word document, perform the following steps: documents are saved after specified intervals of time. This
1. Click the File tab. The Backstage view appears. feature is known as Save AutoRecover. You can specify
2. Select the Save As option in the left pane. The the interval in minutes, after which Word automatically
Save As window appears, as shown in the saves a document.
following figure. Here, you can select the location To specify the number of minutes that needs to pass
to which you want to save the file. To choose a before Word automatically saves the document, perform
new location, you can use the Browse option. the following steps:
1. Click the File tab. The Backstage view appears.
2. Select Options in the left pane to open the Word
Options dialog box.
3. Select Save from the left pane of the Word
Options dialog box.
4. Select the AutoRecover information check box in
the right pane.
5. Specify how often you want the program to save
your data in the minutes spin box.
The Save As Window 6. Click OK to save the settings.
3. Click the Browse button. The Save As dialog box
appears, as shown in the following figure.
Opening a Document
Each time you start the Word application, you will see a
list of your most recently used documents in the right
column of the File tab. If the document you are looking is
missing, perform the following steps:
1. Launch the Word application. The Word start
window appears.
2. Select the Open Other Documents option. The
Open window appears where you can see the list
The Save As Dialog Box of recent documents and other options to locate
4. Browse to the folder where you want to save the your file, as shown in the following figure.
file.
5. Enter the file name in the File name combo box.
6. Click Save.
Using the Save Option
The Save option in the left pane of the Backstage view
allows you to save an existing document. However, it
helps in saving a document for the first time. While saving
a file for the first time, the Save As dialog box appears,
which prompts the user to type a name for the file and to
specify the location at which the file needs to be saved. By The Open File Window
default, a Word document is saved with the .docx file 3. Select Computer. The list of recently accessed
extension. folders appears in the right column. You can
select any of the recent folders. You can also use
the Browse option to choose the location of the
The Save command can also be accessed from Quick file.
Access Toolbar or by pressing the Ctrl + S keys.
 4. Select the folder or the Browse option. The Open preview, and if the text is too small to read, use
dialog box appears, as shown in the following the zoom slider to adjust the same.
figure.

The Print Preview Window of a Word Document

Closing a Document
The Open Dialog Box 5. Browse
After you finish working with a document, you need to
and select the file that you want to open.
close it. Close a Word document by selecting the Close
6. Click Open to open the file.
option in the left pane of the Backstage view. If you make
some changes to a document and then try to close it
without saving, Word will prompt you to save the
To select multiple files adjacent to one another document.
from the Open dialog box, click the first file in the
list. Then, holding down the Shift key, click the
last file that you need to select. Next, click Open.
You can also close an active document by pressing Ctrl
To select multiple files not listed sequentially in
the Open dialog box, click the first file. Now, +F4 or clicking the Close button displayed in the
holding down the Ctrl key, click each remaining upper-right corner of the document window.
file in the list.
Word 2013 offers the option to reopen a document
and resume reading from where you left. Word Exploring the Ribbon Panel
remembers where you were, even if you reopen an The Ribbon panel and its interface have already been
online document from a different computer. introduced. You know that the Ribbon panel has eight tabs
that enable the user to interact with the Word application.
In this section, let us further explore the Ribbon panel and
Previewing a Document its interface.
Consider a scenario wherein you have created a document The Ribbon panel is divided into various groups
and want to print it. However, before printing the depending on the functions they contain. Each of these
document, you want to check how the document will groups provides several commonly used features.
appear when it gets printed. Word 2013 combines the Although there are eight tabs on the Ribbon panel, the
Print and Preview features in the same window. following five tabs are used often while working with
Word 2013:
Print Preview  Home
Print preview is a view mode that allows you to view a  Insert
document as it would be printed on paper.  Page Layout
To view your document using the print preview feature,  Review
perform the following steps:  View
1. Open the required document. Let us discuss each of these five tabs in detail.
2. Click the File tab. The Backstage view appears.
3. Select the Print option in the left pane. The print
preview of the required document appears in the The Home Tab
right pane, as shown in the following figure. To
The Home tab contains commonly used commands related
see each page, click the arrow at the bottom of the
to editing and formatting of text in a Word 2013
document. The following figure shows the interface of the email id and a computer with the Internet
Home tab. connection.
 Media: This group allows you to insert an online
video into your document and then watch the
video right in Word without leaving the
The Home Tab The document. So, you can stay focused on the
Home tab contains the following groups: content.
 Clipboard: This group provides features for  Links: This group allows you to insert hyperlinks
cutting, copying, and pasting text. In addition, it and bookmarks in a document. It also enables you
allows you to copy a format from one part of a to add a cross-reference to items, such as
document and apply the same to another part of headings, figures, and tables, within a document.
the same or another document.  Comments: This group allows you to add a note
 Font: This group provides features for formatting about a part of your document.
the text in a Word 2013 document.  Header & Footer: This group allows you to
 Paragraph: This group provides features for insert headers, footers, or page numbers in a
formatting paragraphs by applying indents, document.
spacing, borders, and shading. In addition, it  Text: This group allows you to insert a text box,
allows you to create lists and set the alignment of WordArt, drop cap, signature line, and date and
the text. time in a document.
 Styles: This group allows you to select a style for  Symbols: This option allows you to insert
the selected text in a document. symbols or equations in a document. It also
 Editing: This group helps you find and replace enables you to build your own equation using a
text in a document. It also provides various library of mathematical symbols.
options to select text and objects in a document.

The Page Layout Tab

The Insert Tab The Page Layout tab contains the groups that help you
The Insert tab contains functional groups that enable you customize the pages in a document. Using this tab, you
to insert different objects, such as charts, tables, and can also control the placement of text and graphics in the
pictures in a document. The following figure shows document. The various groups in the Page Layout tab are
various groups in the Insert tab. shown in the following figure.

The Insert Tab The The Page Layout Tab

Insert tab contains the following groups: The Page Layout tab contains the following groups:
 Pages: This group allows you to insert a cover  Page Setup: This group allows you to select page
page, a blank page, or a page break in a margins, flip the page orientation, and alter a
document. column setup. In addition, you can add page
 Tables: This group allows you to insert a table in breaks, line numbers, and hyphens by using this
a document. option.
 Illustrations: This group allows you to insert  Paragraph: This group allows you to align the
pictures, ClipArt, shapes, SmartArt graphics, or paragraphs in a document.
charts within a document. In addition, this group  Arrange: This group helps to organize, align,
enables you to take screenshot of any window and group, or rotate objects in a paragraph.
insert it into the document.
 Apps: This group allows you to insert an app,
such as Dictionary or Bing image search, into The Review Tab
your document. You can use the app inside your The Review tab contains functional groups with various
document to enhance your work. To use Office options to review and edit the contents in a document. The
apps in Office 2013, you must have a Microsoft various groups in the Review tab are shown in the
following figure.
 The View Tab

The Review Tab

The Review tab contains the following groups:
 Proofing: This group helps you check, modify,
and improve the textual content in a document by
using various features, such as Spelling &
Grammar, Research, and Thesaurus.
 Language: This group provides options for
setting the proofing language and translating the
text to another language.
 Comments: This group helps you add and delete various document views.
comments in a document. It also provides options  Show: This group helps you show or hide
to navigate between the various comments in a different settings of each page in a document.
document.  Zoom: This group helps you zoom in and zoom
 Tracking: This group helps you keep track of the out of a document.
changes made to a document. It also allows you  Window: This group helps you arrange windows
to set various options for displaying the changes as per the requirements of the user.
made to a document. Simple Markup, the default  Macros: This group helps you record and run a
view for viewing tracked changes, makes it easier macro.
to read the document. It allows you to see
comments and tracked changes by clicking the
red bar to the left or right side of the text. To view
Commands for all settings may not be available
all tracked changes and comments, you can
on Ribbon. To make such settings, you can use
switch to All Markup, as shown in the following
dialog box launchers. Dialog box launchers allow
figure.
you to launch dialog boxes with commands
related to the options associated with a group.
You can open a dialog box by clicking the dialog
box launcher icon on the corresponding group.
For example, you can open the Paragraph dialog
The Display for Review Drop-down List box by clicking the Paragraph Settings dialog box
 Changes: This group helps you go through the launcher in the Paragraph group on the Home
tracked changes in a document. It also allows you tab.
to accept or reject the suggested changes.
 Compare: This group helps you compare or
combine multiple versions of a single document.
 Protect: This group helps you protect a document
Viewing a Word Document
Word provides various methods of viewing a document.
by restricting people from changing the contents
This allows you to see different levels of details in a
of a document.
document. The various types of views of a document are:
 Share: This group helps you send your file in an
 Print Layout
instant message.
 Web Layout
 Outline
 Read Mode
 Draft

Print Layout View

The Print Layout view is the default view in Word 2013.
It shows the original document with font sizes, indents,
and line spacing. It does not show formatted columns,
footers, and headers. Editing and formatting is faster in the
normal view compared to other views. The following

The View tab contains functional groups with various

options that enable you to switch between different
document views. The various groups in the View tab are
shown in the following figure.

The View Tab

The View tab contains the following groups:
 Views: This group helps you switch between
figure shows a document in the Print Layout view.

The Print Layout View

Web Layout View
The Web Layout view of a document gives a view similar
to that of a page in a Web browser. In this view, the tables
and text in the document are wrapped to fit into the
window, as shown in the following figure.

The Outline View

Read Mode View

The Read Mode view of a document helps you read long
documents in a manner similar to reading an actual book.
It displays two pages of text at a time, as shown in the
following figure.
The Web Layout View

Outline View
The Outline view shows the structure of a document.
Each heading and subheading in a document is formatted
with built-in heading styles, and headings are indented
according to their levels. In this view, paragraph
formatting, paragraph formatting commands, and rulers
are not available. The following figure shows a document
in the Outline view.
The Read Mode View
To switch between various views, click the buttons Home Used to shift the cursor to
available in the Document Views group of the View tab. the beginning of the current
line.
End Used to shift the cursor to
Draft View the end of the current line.
The Draft view of a document displays the normal view Page Down Used to shift the cursor to
of a document, where it does not display certain elements,
the beginning of the next
such as pictures, headers, footers, and text boxes. Draft
screen.
view enables you to edit a document quickly. Once you
have edited the document, all the invisible elements can Page Up Used to shift the cursor to
be made visible again by switching to another view. the beginning of the
previous screen.
Ctrl + Home Used to shift the cursor to
Editing Text the beginning of the
Editing involves making changes, such as inserting or document.
deleting text, in an existing document. In case of a Ctrl +End Used to shift the cursor to
handwritten document, you need to rewrite the entire the end of the document.
document to include any revisions or changes. Word Ctrl + Page Up Used to shift the cursor to
minimizes the effort required to revise your documents by the beginning of the
enabling you to change your existing documents anytime, previous page.
without having to start writing your document all over
Ctrl + Page Down Used to shift the cursor to
again.
the beginning of the next
Some of the basic edit operations that you can perform on
page.
a Word document are:
 Navigating through text Ctrl + Down arrow Used to shift the cursor to
 Inserting text the beginning of the next
 Selecting text paragraph.
 Deleting blocks of text Ctrl + Up arrow Used to shift the cursor to
 Rearranging blocks of text the beginning of the
 Searching and replacing text Undoing the previous paragraph.
changes made in the text The Keys Used for Navigation

Navigating Through Text Inserting Text

Before start editing, you need to navigate through the By default, a Word document is in the insert mode. As you
document and place the cursor at the location where the type new text in the document, the existing text gets
changes need to be made. The various keys that allow you pushed to the right. When the text reaches the right margin
to navigate in a document are described in the following of the document, the cursor automatically shifts to the
table. next line. This feature is known as word wrap. The
Arrow Key Functions following figure shows a Word document containing
Up arrow, Down arrow, Used to shift the insertion word-wrapped text.
Left arrow, Right arrow point one character up,
down, left, and right,
respectively.
Ctrl + Right arrow Used to shift the cursor to
the beginning of the next
word.
Ctrl + Left arrow Used to shift the cursor to
the beginning of the
previous word.
 The Word-wrapped Text
Deleting Blocks of Text
To insert a new paragraph, position the cursor at the end
of the line after which you want to insert the paragraph, Word enables you to delete characters, words, lines,
and then press the Enter key. paragraphs, or a block of text from a document. To delete
To insert a line before a paragraph, position the cursor at a character, press either the Backspace or Delete key. The
the beginning of the first line and press the Enter key. Delete key deletes a character located on the right of the
Next, press the top arrow key to move to the inserted line. current cursor position. On the other hand, the Backspace
Similarly, to insert a line at the end of a paragraph, key deletes a character located on the left of the current
cursor position.
position the cursor at the end of the last line and press the
Enter key. Sometimes, deleting an entire word, line, or paragraph is
When you enter text into a Word 2013 document, you do more convenient than deleting one character at a time. To
not have to manually terminate each line by pressing the delete a word, line, or paragraph, perform the following
steps:
Enter key. When the text reaches the right margin of the
document, the text wraps itself to the beginning of the next 1. Select the required word, line, or paragraph.
line automatically, thereby enabling you to continue 2. Press either the Backspace or Delete key.
typing.

Rearranging Blocks of Text

Selecting Text You can move or copy text from one location in a
document to another location, either in the same document
You need to select text before performing any action, such
as delete, move, or copy. You can select the text in a or in another document. This avoids retyping, saves time
and effort, and ensures consistency across a document or
document by using the mouse, the keyboard, or both. To
multiple documents. For example, you can copy a heading
select a word using the mouse, position the cursor on the
at the top of the page to each page in a document.
required word and double click the same. The word is
highlighted. Thereafter, you can copy, delete, move, or
format the word, as required.
You can select the whole document by selecting the Select You can insert text in a document by duplicating the
All option in the Editing group on the Home tab. To existing text either from the same document or from a
select a sentence within a paragraph using the mouse, different document. This method is known as Copy-
perform the following steps: andPaste.
1. Position the cursor at the beginning of the sentence You can insert text in a document by removing the existing
to be selected. text either from within the same document or from a
2. Holding down the Ctrl key, click the left mouse different document and adding it at the desired location.
button. The required sentence is selected. To select This method is known as Cut-and-Paste.
an entire paragraph using the mouse, perform the Copying Text
following steps: To copy text in Word, perform the following steps:
1. Position the cursor within the paragraph. 1. Select the text to be copied.
2. Click the mouse three times. The required 2. Click the Home tab.
paragraph is selected. 3. Click Copy in the Clipboard group.
Alternatively, perform the following steps to copy text:
1. Select the text to be copied.
You can also select a line, a paragraph, or an 2. Right-click the selected text and select Copy from
entire document using the selection bar. The the context menu.
selection bar is the region on the left margin of a
document. When you position the mouse pointer
on the selection bar, its shape changes from an You can also copy the selected text by pressing the
Ibeam to an arrow. Click the selection bar to Ctrl+C keys.
select a line, double-click to select a paragraph,
or triple-click to select the entire document.
The copied text is stored in an area called the
clipboard.
Pasting Text 5. Click Paste in the Clipboard tab.
The contents of the clipboard can be pasted at any position
in the current or another document. To paste the contents
of the clipboard in a document, perform the following You can also cut the selected text by pressing the
steps: Ctrl+X keys.
1. Place the cursor at the position where you want to
paste the content.
2. Click the Home tab. You can also move the selected text by dragging it
3. Click Paste in the Clipboard group. from the current location to the desired location.

You can also paste the content of the clipboard at Searching and Replacing Text
the current cursor position by pressing the Ctrl+V When you are working on a document that has many
keys. pages, finding a specific word or group of words proves to
Pasting Text Using a Smart Tag be a time-consuming task.
Smart tags are special buttons that appear when Word For example, you want to find a paragraph that you know
recognizes some special type of action or data. For contains the word project. However, you are unsure about
example, once you paste the text, the Paste Options smart the page where that paragraph is located at. Similarly, you
tag appears to the right of the pasted text. When you click decide that you want to replace company with
this smart tag, a list of paste options appears, as shown in corporation. Imagine how time consuming it would be to
the following figure. find and retype each occurrence of the word ‘company’
with the word ‘corporation’ in a long document. Word
2013 provides certain features to find and replace text in a
document.
Finding Text
The Find feature of Word 2013 enables you to locate a
specific word or phrase in the currently open document.
To find a specific word or phrase in a document, perform
the following steps:
The Options Available in the Paste Options Smart Tag 1. Click the Home tab.
You can use this list to specify the formatting of the pasted 2. Click the Find drop-down arrow in the Editing
information. For example, you can choose to keep the text group. A drop-down menu appears.
formatting the way it is or inherit the formatting of the 3. Select Advanced Find from the drop-down menu.
destination paragraph. The Find and Replace dialog box appears, as
Paste with Live Preview shown in the following figure.
This feature enables you to preview various paste options,
such as Use Destination Theme, Keep Source
Formatting, Merge Formatting, or Keep Text only.
When you move the mouse pointer over any of these paste
options, you will see the way your pasted content appears
on screen.
The Find and Replace Dialog Box
Moving Text
4. Enter the word or phrase that you want to locate in
To move a section of text to a different position within the
the Find what combo box.
same document or to another document, perform the
5. Click Find Next to find the next occurrence of the
following steps:
word or phrase.
1. Select the text to be moved.
2. Right-click the selected text and select Cut from Replacing Text
the context menu. To replace a specific word or phrase, perform the
3. Place the cursor at the position where you want to following steps:
move the text.
4. Click the Home tab.
 1. Press the Ctrl+H keys to open the Find and
Replace dialog box. The Replace tab is selected
by default, as shown in the following figure. You can press the Ctrl+F keys to open Navigation
Pane.

Undoing the Changes Made in Text

While typing text in a document, you may accidentally
delete something or you may dislike the changes you have
The Find and Replace Dialog Box made to the document. In such a situation, you can reverse
2. Enter the word or phrase that you want to replace the changes made to the document. This topic discusses
in the Find what combo box. the ways to undo and redo changes made to a document.
3. Enter the word or phrase with which you want to
replace a word in the Replace with combo box. Using the Undo Feature
4. Click Find Next to find the occurrence of the word Word 2013 provides an easy way to undo, or reverse,
or phrase. actions performed while editing or formatting a document.
5. Click Replace to replace the word or phrase with The undo command reverses one or more of the recent
the specified word or phrase. You can also click actions performed.
Replace All to replace all the occurrences of the You can undo the last action that you performed by
searched text. clicking the button on Quick Access Toolbar. You
Using the Go To Option can also undo the last action by pressing the Ctrl+Z keys.
To undo several actions, you can press the Ctrl+Z keys
Consider a situation wherein you need to read Page 83 of a
multiple times.
document. Scrolling down through 82 pages of the
You can also undo several actions at a time by clicking the
document would be a time-consuming task. In such a
situation, you can use the Go To option of Word 2013 to down arrow next to the button. This displays a list
access a specific page immediately. of actions that you have recently performed. You can
To move to a specific page of a document, perform the select the actions that you want to undo from the list, and
following steps: Word 2013 will undo all of them. Note that when you
1. Press the Ctrl+G keys to open the Find and select an action from the list, all the actions listed above
Replace dialog box. The Go To tab is selected by the one you want to undo will be undone as well.
default, as shown in the following figure. Using the Redo Feature
The redo option allows you to go back to the last undo
action. To redo the last undo action, click the button
on Quick Access Toolbar.
You can also redo an action by pressing the Ctrl+Y keys.

The Go To Tab in the Find and Replace Dialog Box

2. Type the required page number in the Enter page Using the Help Feature in Word
number text box. The Next button changes to the So far, you have covered tools and options that were quite
Go To button, as shown in the following figure. unknown to you. At times, you must have felt the need of
some built-in help to find out how to use certain options.
In this section, you will learn how to use the built-in help
system of Word 2013 to get assistance whenever you have
a concern.
The built-in help system allows you to search for answers
on your own. As a result, you are not left with your
The Go To Button Enabled technical knowledge alone for support. You can always
3. Click the Go To button to display the specified seek assistance from Word 2013 Help, which will ensure
page on your screen. that you get all the answers quickly and without any
trouble.
 Exploring the Word Help Feature tablets.
The Word 2013 Help feature is a complete user manual
that provides assistance on using Word 2013. The Word
Help feature is a quick and easy way to find replies to all The Word Help Elements
types of Word-related queries. Using the Word Help Toolbar
You can open the Word Help window by clicking the On the Word Help toolbar, there are various buttons that
Microsoft Word Help icon at the upper-right corner help you navigate to the help topics. The various buttons
of the Ribbon panel. The following figure displays the in the Word Help toolbar are:
Word Help interface.  Back: This option helps you navigate to the help
page that was previously accessed.
 Forward: This option helps you navigate to the
next page. You can use this button once the Back
button has been used.
 Home: This option helps you view the home page
of Word Help.
 Print: This option helps you print the contents of
a help page.
 Change Font Size: This option allows you to
grow or shrink the font size of the text in a help
topic.
 Keep On Top/Not On Top: This option helps
you specify whether the Word Help window will
be placed on top of the other windows of Word
The Word Help Interface
2013. You can select the Keep On Top option to
place the Word Help window on top of other
The Word Help window contains various elements, such
windows.
as the Word Help toolbar, Search online help box, and
Popular searches section. The various elements of the
Word Help window are listed in the following table.
Element Description
Practice Questions
1. The ___________ button on Quick Access
Word Help toolbar Allows access to Toolbar helps correct unnecessary or erroneous
navigational, print, and actions.
format commands. a. Redo
Search online help box Allows you to type the text b. Undo
you want to search. c. Delete
Popular searches section Provides various options, d. Cut
based on the text entered, 2. Which one of the following options is a tab in the
for Help information either Find and Replace dialog box that allows you to
from online content or specify the location where you want to navigate
offline content. in the document? a. Find
Getting started Provides information and b. Replace
tutorials on See what’s new c. Go To
d. Line and Page Breaks
and Keyboard shortcuts. In
3. Which one of the following keys or key
addition, the Get free
combinations will take the insertion pointer to
training option provides
the end of the line? a. End
training courses on Word
b. Ctrl + End
2013.
c. Ctrl + Home
Basics and beyond Provides tutorials on Learn d. Home
Word basics, Use Word
Web App, and Tips for
 4. ______________ is the area at the left margin of a  Using the Word Help toolbar options
document that allows you to select text. a.
Selection Bar
b. Quick Access Toolbar Exercises
c. Ribbon
d. Mini Toolbar Exercise 1
5. Which one of the following options is the default Create a new document using the Essential report
file format for Microsoft Word 2013? a. .doc template.
b. .docx
c. .dotx
d. .dot
Exercise 2
Create a new tab named INFO in the Ribbon panel. Add
Summary groups named Personal and Official to the INFO tab.
In this chapter, you learned that:
 Word 2013 is a word processing application that
enables you to create, format, and print
documents.
 The components of a Word window are: Exercise 3
 File tab Save the Essential report document in the Web layout.
 Quick Access Toolbar
 Status bar
 Ribbon
 The basic operations that you can perform in a
Word document are: Exercise 4
 Creating documents Saving documents Save the Essential report document in the .pdf format in
 Opening documents the Documents folder of your computer.
 Closing documents
 The different document views provided by Word
are:
 Print Layout view
 Web Layout view Exercise 5
 Outline view Modify the title and subtitle on the first page of the
 Read Mode view Essential report document. Copy the document title and
 Draft view subtitle and paste them on the second page of the Essential
 The text editing operations that you can perform report document.
in a Word document are:
 Inserting text
 Navigating through text
 Selecting text
 Deleting blocks of text Exercise 6
 Rearranging blocks of text In the Essential report document, search the word ‘change’
 Searching and replacing text Undoing and replace it with ‘modify’.
the changes made in the text You can
access the Help system of Word 2013 by:
 Exploring the Word Help feature
 Identifying the Word Help toolbar
At times, you may need to present some information in a
Chapter 2 tabular format. You may also need to insert some graphics
in your document.
This chapter discusses the use of tables in making a Word
Working with Tables and Graphics document more organized and readable. In addition, it
discusses the use of graphic elements in a Word document Insert Table dialog box appears, as shown in the
to make the content appealing to the reader. following figure.

Objectives
In this chapter, you will learn to:
Work with tables
Work with graphics

Working with Tables The Insert Table Dialog Box

4. Specify the number of columns and rows in the
A table consists of horizontal rows and vertical columns
Numberofcolumns and Numberofrows spin
and helps to organize and present data in a structured
boxes, respectively.
manner.
5. Select one of the following options from the
Consider a scenario where you need to present the grades
AutoFit behavior section:
of students over the last three years. You can organize and
 Fixed column width: Use this option to
present the information in a concise and easy-to-read
specify the width of the columns in inches.
format by using a table, as shown in the following figure.
 AutoFit to contents: Use this option if you
want the width of a column resized
automatically, based on the text entered into
a cell.
 AutoFit to window: Use this option if you
want the table automatically resized such
that it fits the window.
6. Click the OK button to create a table with the
Sample Table specified rows and columns.
You can use tables to arrange information and data in The following figure shows a table with two rows
columns and rows. You can then add formatting to and five columns.
enhance the look of the table.

Creating Tables
When you create a table, you need to specify the number
of rows and columns you want. The rectangular box
created at the intersection of a row and a column in a table
is called a cell.
Table in a Document

that provide a visual reference for the rows and columns of

a table. Navigating in a Table
After the table structure is ready, you can add text to the
table by positioning the cursor in the required cell and
To create a table in a Word document, you need to perform then typing the text. You can use the arrow keys to move
the following steps: between the table cells. Using a keyboard for navigation is
By default, Word applies a border around the cells of a more convenient and quicker. Some of the keyboard
table. If you remove the table border, you will see navigation techniques that are used for moving around in a
gridlines table are:
1. Position the cursor at the location where you want  Tab or Right Arrow: It moves the cursor one cell
to insert the table. to the right side from the current position.
2. Ensure that the Insert tab is selected.  Shift + Tab or Left Arrow: It moves the cursor
3. Click the Table button in the Tables group, and one cell to the left side from the current position.
then select Insert Table from the menu. The
  Down Arrow: It moves the cursor one cell below group, and then select the Select Table option.
the current position. The following table describes some shortcut
 Up Arrow: It moves the cursor one cell above the methods to select the elements of a table.
current position. To Select Do This
A row Click the blank space to the
You can add a new row to the bottom of a table. It left of the specific row. You
can be done by pressing the Tab key when the can also click the first cell
cursor is at the last cell. of the row and drag to the
last cell of the row (or vice
versa).
Which one of the following keyboard navigation A column Move the mouse pointer to
techniques is used to move the cursor one cell to the top border of the column
the left side from the current position? until the mouse pointer
1. Down Arrow changes to a down-headed
2. Up Arrow arrow and click to select the
3. Shift + Tab column. You can also click
4. Tab the first cell of the column
Answer: and drag to the last cell of
3. Shift + Tab the column (or vice versa).
A cell Move the mouse pointer in
the blank space before the
Modifying Tables text in a cell and when the
Once you have created a table, you can modify its mouse pointer changes to a
properties to enhance the readability of the displayed data. right-tilted arrow, click it.
For example, you can alter the size of the table, the height Shortcut Methods to Select the Elements of a Table
and the width of rows and columns, and the alignment of
the text in the table. You can also add different types of Applying Borders and Shading
borders and shading to the table. To apply border and shading to a table, you need to
perform the following steps:
Selecting Elements 1. Select the cells or columns that you need to
Before you start modifying a table, you need to select the modify.
suitable elements of the table, such as cells, rows, or 2. Ensure that the Design tab next to the View tab is
columns. When you select a table element, the element selected.
gets highlighted. You can select a table element through 3. Click the drop-down arrow under the Borders
the following ways: button in the Borders group, and then select the
 To select a cell, place the insertion point in the Borders and Shading option. The Borders and
cell and click the Layout tab. Next, click the Shading dialog box appears with the Borders tab
Select button in the Table group, and then select selected by default, as shown in the following
the Select Cell option. figure.
 To select a row, place the insertion point
anywhere in the row, and then click the Layout
tab. Next, click the Select button in the Table
group, and then select the Select Row option.
 To select a column, place the insertion point
anywhere in the column, and then click the
Layout tab. Next, click the Select button in the
Table group, and then select the Select Column
option.
 To select an entire table, place the insertion point
anywhere in the table, and then click the Layout
tab. Next, click the Select button in the Table The Borders and Shading Dialog Box: Borders Tab
 4. Select a border from the Setting section. In
addition, you can select:
 A style for the border by selecting an On placing mouse over the Width spin box in the
appropriate style from the Style list box. Cell Size group, you may find its name as Table
 A color for the border by selecting an Column Width.
appropriate color from the Color dropdown
list. Changing the Alignment of Text Within
 A width for the border by selecting an a Cell
appropriate width from the Width To change the alignment of text within a cell, you need to
dropdown list. perform the following steps:
5. To apply shading to the table, click the Shading 1. Place the cursor within the cell, in which you want
tab. The Shading tab appears, as shown in the to change the alignment of text.
following figure. 2. Ensure that the Layout tab is selected.
3. Click the button corresponding to the desired
alignment in the Alignment group. The
Alignment group contains the following options:
 Align Top Left : It aligns text to the
top-left corner of the cell.
 Align Top Center : It centers text and
aligns it to the top of the cell.
 Align Top Right : It aligns text to the
top-right corner of the cell.
The Borders and Shading Dialog Box: Shading Tab  Align Center Left : It centers text
6. Select the desired color from the Fill drop-down vertically and aligns it to the left side of the
list. You can also select a pattern from the Style cell.
drop-down list.
7. Select the desired option from the Apply to  Align Center : It centers text
dropdown list, which contains the Text, horizontally and vertically within the cell.
Paragraph, Cell, and Table options. Align Center Right : It centers text
8. Click the OK button to apply the selected settings. vertically and aligns it to the right side of
Modifying Row Height the cell.
To modify the height of a row, you need to perform the  Align Bottom Left : It aligns text to the
following steps: bottom-left corner of the cell.
1. Place the cursor anywhere in the row whose height
 Align Bottom Center : It centers text
you want to modify.
and aligns it to the bottom of the cell.
2. Click the Layout tab.
3. Specify the row height in the Height spin box in  Align Bottom Right : It aligns text to
the Cell Size group. The height of the row will be the bottom-right corner of the cell.
changed as specified. Merging Cells
Modifying Column Width Word enables you to combine the contents of multiple
To modify the width of a column, you need to perform the cells. For example, you may need to create a common
following steps: heading in one cell for the selected group of columns or
1. Place the cursor anywhere in the column whose for the entire table.
width you want to modify. To merge cells, you need to perform the following steps:
2. Ensure that the Layout tab is selected. 1. Select the cells that need to be merged.
3. Specify the column width in the Width spin box in 2. Ensure that the Layout tab is selected.
the Cell Size group. The width of the column will 3. Click the Merge Cells button in the Merge group.
be changed as specified. The selected cells are merged to form a single
cell.
Splitting Cells 3. Click the Delete button in the Rows & Columns
You can also split the cells in a table to create nested cells. group, and then select Delete Columns. The
To split a cell, you need to perform the following steps: selected column(s) will be deleted.
1. Place the cursor in a cell that is to be split. Deleting a Table
2. Ensure that the Layout tab is selected. To delete a table, you need to perform the following steps:
3. Click the Split Cells button in the Merge group. 1. Place the cursor anywhere in the table to be
The Split Cells dialog box appears, as shown in deleted.
the following figure. 2. Ensure that the Layout tab is selected.
3. Click the Delete button in the Rows & Columns
group and then select Delete Table. The selected
table will be deleted.

Split Cells Dialog Box

Deleting Cells in a Table
4. Specify the required number of columns and rows To delete cells, you need to perform the following steps:
in the Number of columns and Number of rows 1. Place the cursor in the cell(s) to be deleted. To
spin boxes, respectively. delete multiple cells, select all the cells to be
5. Click the OK button. The cell is split based on the deleted.
specified number of rows and columns. 2. Ensure that the Layout tab is selected.
3. Click the Delete button in the Rows & Columns
Inserting Rows and Columns group.
To insert a row in a table, you need to perform the 4. Select Delete Cells. The Delete Cells dialog box
following steps: appears, as shown in the following figure.
1. Place the cursor in the row above or below which a
new row has to be added.
2. Ensure that the Layout tab is selected.
3. Select the Insert Above or Insert Below button in
the Rows & Columns group, depending upon The Delete Cells Dialog Box
whether you want to insert a row above or below 5. Select the appropriate option from the Delete Cells
the current row. dialog box. The Delete Cells dialog box contains
To insert a column in a table, you need to perform the the following options:
following steps:  Shift cells left: It moves the cells adjacent
1. Place the cursor in the column just to the left or to the deleted cells towards the left side.
right of the new column to be added.  Shift cells up: It moves the cells below the
2. Ensure that the Layout tab is selected. deleted cells up in the column after deletion
3. Click the Insert Left or Insert Right button in the of the selected cells.
Rows & Columns group, depending upon  Delete entire row: It deletes the entire row
whether you want to insert a column to the left or that contains the selected cell.
to the right of the current column.  Delete entire column: It deletes the entire
Deleting Rows and Columns column that contains the selected cell.
You can delete rows and columns in a table as required. To 6. Click the OK button. Rotating Text
delete rows, you need to perform the following steps: Word allows you to rotate the text in a table at several
1. Place the cursor in the row(s) to be deleted. angles. To rotate text in a table, you need to perform the
2. Ensure that the Layout tab is selected. following steps:
3. Click the Delete button in the Rows & Columns 1. Select the cells in which the text needs to be
group, and then select Delete Rows. The selected rotated.
row(s) will be deleted. 2. Ensure that the Layout tab is selected.
To delete columns, you need to perform the following 3. Click the Text Direction button in the Alignment
steps: group to change the direction of text. You can
1. Place the cursor in the column(s) to be deleted. click the Text Direction button several times until
2. Ensure that the Layout tab is selected. you get the desired direction.
 Formatting Tables 3. Click the Table button in the Tables group, and
then select Convert Text to Table. The Convert
Word provides several options to enhance the look of the Text to Table dialog box appears, as shown in the
tables in a document. You can use these options to make a following figure.
table more attractive and readable.
Quick Tables
Quick Tables are predefined tables with sample data
entered into the cells. You can quickly insert a table with a
predefined format by using the Quick Tables option. To
insert a Quick Table in your document, you need to
perform the following steps:
1. Place the cursor at the position where you want to
insert the table. The Convert Text to Table Dialog Box
2. Click the Insert tab. 4. Set the table properties in the Convert Text to
3. Click the Table button in the Tables group, and Table dialog box. The Convert Text to Table
then move the mouse pointer to the Quick Tables dialog box contains the following sections that
option to view a gallery of available formats. allow you to specify the conversion details:
4. Select the desired format from the gallery. A table  Table size: It contains options that enable
with the selected format is added to the document you to modify the number of columns to
at the current cursor position. suit the text content.
Table Styles  AutoFit behavior: It contains options that
allow you to automatically resize the table
Table Style is a formatting option that contains a group of
based on the content, window, or width of
table styles that can be applied to a table. A style can be
the columns.
applied to a table by using the Table Styles group on the
 Separate text at: It contains options that
Design tab next to the View tab. The Table Styles group
allow you to specify whether paragraphs,
is shown in the following figure.
tabs, commas, or any other options should
be used as the delimiter to separate the text
while converting text to a table.
5. Click the OK button to insert the table. The
Table Styles Group selected text will be converted to a table.
To apply a style to a table, you need to perform the
following steps:
1. Place the cursor anywhere in the table to which you Converting a Table to Text
want to apply a style. Sometimes, you may want to convert the data of a table
2. Ensure that the Design tab next to the View tab is into a paragraph format. To convert a table into text, you
selected. need to perform the following steps:
3. Select the desired style from the Styles gallery in 1. Select the desired table.
the Table Styles group. The selected style will be 2. Click the Layout tab.
automatically applied to your table. 3. Click the Convert to Text button in the Data
group. The Convert Table To Text dialog box
appears, as shown in the following figure.
Converting Text to a Table
Entering data in a table can be time consuming, especially
if you have to enter data from an existing document. The
situation becomes even more complex if you have to copy
some tabbed text into a table. However, Word allows you
to quickly convert text into a table. In addition, you can
The Convert Table To Text Dialog Box
format the table. To convert text to a table, you need to
4. Select the desired delimiter from the Separate text
perform the following steps:
with section.
1. Select the text that you want to convert to a table.
5. Click the OK button to convert the table to text.
2. Click the Insert tab.
 Working with Graphics image, you need to use the Format tab. The Format tab
contains the following groups:
You can insert graphics in Word documents to represent
 Adjust: It consists of options to remove
information that is difficult to explain in the textual form.
background, improve the brightness, change the
These graphics can be in the form of images or pictures
color, and add some artistic effects.
and charts.
 Picture Styles: It consists of options to change
styles and apply border, effects, and layout.
 Arrange: It consists of options to choose position
Inserting Images and wrapping of text.
In Word, you can insert images from graphic files. Word  Size: It consists of options to crop and change
supports many graphic file formats, such as: height and width.
 Joint Photographic Experts Group (.jpg)
 Portable Network Graphics (.png)
 Windows Metafile (.wmf) Inserting Charts
 Windows Bitmaps (.bmp, .rle, .dib), such as .bmp,
A chart is a representation of numeric data in a graphical
.rle, and .dib
format. It represents information in a format that enables
To insert an image from a file, perform the following you to spot the trends and relationships among various
steps: sets of data.
1. Position the cursor at the desired location. For example, consider the following chart, which clearly
2. Click the Insert tab. depicts how the sales figure of a company has changed
3. Click the Pictures button in the Illustrations over four quarters.
group. The Insert Picture dialog box appears, as
shown in the following figure.

Sample Chart Showing the Trend of Quarterly Sales

There are various types of charts. Some of the common
types of charts are:
 Column chart: A column chart is used when you
want to display the change in data over a period
of time and compare items in a group. The items
are represented horizontally (X-axis) and their
Insert Picture Dialog Box values vertically (Y-axis) to demonstrate the
4. Browse for the required image on the computer. If variations between the values over a period of
you are looking for a particular format of the time.
image, select the specific file type from the  Bar chart: A bar chart is used to compare
dropdown list next to the File name text box. individual items in a group of items. The items
5. Select the desired image, and then click the Insert are organized vertically (Y-axis) and the values of
button to insert the image. The selected image is the items are displayed horizontally (X-axis). A
inserted in the document at the current cursor bar chart is different from a column chart as the
position. focus is on comparing the values of the items and
not on time.
 Line chart: A line chart is used to display the
The steps for copying, moving, and deleting trend of data at various intervals of time. It can be
images are similar to the steps for copying, used to compare the trend of two or more types of
moving, and deleting text. data at equal intervals of time.
After inserting an image in a Word document, you can edit  Pie chart: A pie chart is used to display the ratio
the image to modify its size, color, and layout. To edit an of the piece of data in a selected data series. It can
 be used to provide information about only one 2. Which one of the following keys/key combinations
data series. can be used to move the cursor one cell to the left
To insert a chart in a document, you need to perform the side from the current position in a table?
following steps: a. Tab
1. Place the cursor at the position where you want to b. Shift + Tab
insert the chart. c. Shift + Home
2. Click the Insert tab. d. Shift + End
3. Click the Chart button in the Illustrations group. 3. A _________ is used to display the ratio of the
The Insert Chart dialog box appears, as shown in piece of data in a selected data series. It can be
the following figure. used to provide information about only one data
series.
a. Line chart
b. Pie chart
c. Bar chart
d. Column chart
4. Which one of the following options in the AutoFit
behavior section of the Insert Table dialog box
can be used to resize the width of a column based
on the text entered in a cell? a. AutoFit to content
b. AutoFit to window
c. Fixed column width
d. Cell size
5. A _____________ is used to display the trend of
data at various intervals of time. It can be used to
compare the trend of two or more types of data at
equal intervals of time. a. Column chart
Insert Chart Dialog Box
b. Bar chart
4. Select the desired chart type from the Insert Chart c. Line chart
dialog box.
d. Pie chart
5. Click the OK button. An Excel window is opened
displaying sample data on a worksheet, as shown
in the following figure.
Summary
In this chapter, you learned that:
 A table consists of horizontal rows and vertical
columns and helps to organize and present data in
a structured manner.
 You can use the Tables group on the Insert tab to
Sample Data create a table.
6. Replace the sample data by clicking a cell on the  You can use various keyboard navigation
worksheet and then typing the data that you want. techniques to move around in a table.
7. Close the Excel file. The chart is inserted in the  Once you have created a table, you can modify its
Word document. properties to enhance the readability of the
displayed data.
 Before you start modifying a table, you need to
Practice Questions select the appropriate elements like cells, rows, or
1. The rectangular box created at the intersection of a columns of a table. When you select a table
row and a column in a table is called a element, the element gets highlighted.
___________. a. Cell  You can modify the row height and column width
b. Row in a table.
c. Column  You can change the alignment of text within a
d. Field cell.
  You can merge multiple cells to form a single
cell.
 You can split a cell to create nested cells.
 You can insert and delete rows, columns, and
cells in a table.
 You can rotate the text in a cell.
 Quick Tables are predefined tables with sample
data entered into the cells. You can quickly insert
a table with a predefined format by using the
Quick Tables option.
 Table Style is a formatting option that contains a
group of table design styles that can be applied to
a table.
 You can convert text to a table and vice versa.
 You can insert various types of images and charts
in your document.

Exercises
Exercise 1 Exercise 2
Peter, the Sales Analyst in PoleStar Publications, needs to You need to create a column chart for the sales details
perform the sales analysis for the year 2011. For this, he mentioned in Exercise 1.
asks you to send the required sales details. You need to
create a Word document with the sales details in the
following tabular format.
document. This further helps in improving the quality of
Chapter 3 writing so that it can be easily read. For example, you can
apply different font styles and font sizes to text, or you
can underline and italicize text.
Formatting a Document
A document needs to capable enough to hold the attention
of a reader. A document containing high quality content Modifying the Font
may not be able to grab the interest of a reader, if it is not A font is a formatting feature that defines the way in
properly formatted. which text appears in a document. It is a predefined type
This chapter discusses the various ways to format a with a unique style and character spacing. The set of
document in Word 2013. The chapter also discusses how characters in a font includes letters, numbers, and
to insert headers and footers in a document. punctuation marks. You can change the look of text by
modifying different features of fonts.
Objectives You can change the various features of fonts by using the
In this chapter, you will learn to: options provided in the Font group within the Home tab.
 Format text The following figure shows the Font group and its various
 Format paragraphs Insert options.
headers and footers

Formatting Text
You can customize and enhance the appearance of text in
a document using various formatting tools. Making the
document appear attractive with character formatting
enables you to draw attention to important parts of the
 In Word, the font size is measured in points. A
point is equal to 1/72 of an inch.
You can also change various font properties by using the
Font dialog box. To change the font using the Font dialog
box, perform the following steps:
1. Select the text to be changed.
2. Click the Font dialog box launcher in the Font
group of the Home tab to open the Font dialog
box, as shown in the following figure.

The Font Group The Font

group provides the following options:
 Font: This combo box helps define the font type,
which is the preformatted design for letters in the
font.
 Font Size: This combo box helps specify the size
of the text, which is measured in points (pts).
 Bold: This button helps make the text appear
heavy and thick.
 Italic: This button helps make the text appear in
italics.
 Underline: This button helps underline the text.
 Strikethrough: This button helps draw a line The Font Dialog Box
through the middle of the selected text. 3. Make the required settings in the Font dialog box.
 Text Highlight Color: This button helps 4. Click OK to apply changes to the selected text.
highlight the selected text as if it was marked
with a highlighter pen.
 Font Color: This button is used to change the Which one of the following font size modification
text color. options produces small letters below the level of
 Clear All Formatting: This button helps clear all the text line?
the formatting from the selected text, leaving only 1. Subscript
the plain text. 2. Superscript Answer:
 Increase Font Size: This button increases the 1. Subscript
font size.
 Decrease Font Size: This button decreases the
font size.
 Subscript: This button produces small letters
Highlighting Text
below the level of the text baseline. For example, You can draw attention to specific text in a document by
the 2 in CO2 is a subscript. marking it with a different color. Yellow is the default text
 Superscript: This button produces small letters highlight color in a Word document. You can turn the
above the level of the text line. For example, the highlighter on by clicking Text Highlight Color in the
Font group of the Home tab. When the mouse pointer is
2 in X2 is a superscript. moved over the text, it is converted into an I-beam with a
 Change Case: This button helps change the highlighter. You can then select the required text to set the
casing of the selected text. yellow color to it. To select a different color, click the
 Text Effects and Typography: This button helps Text Highlight Color drop-down arrow and select the
change the appearance of your text or WordArt desired color.
by changing its fill or outline or by adding an
effect, such as a shadow, reflection, or glow.
Changing Text Color
At times, even after you have done a good amount of
formatting in the document, you still feel that something
more needs to be added to the document to make it more 2. Click the Format Painter button in the
attractive. One way of making a document more attractive Clipboard group on the Home tab. Notice that
is by changing the text color. the cursor changes to a paintbrush and an I-beam.
To change the text color, perform the following steps: 3. Select the text to which the formatting needs to be
1. Select the text that you want to change. applied, and then release the mouse. The required
2. Click the Font Color drop-down arrow in the Font formatting is applied to the selected text.
group of the Home tab and select the desired
color. Clearing a Format
Alternatively, you can change the text color by using the Sometimes, you may dislike the formatting in a document
Font dialog box by performing the following steps: and want to change the same to make it suitable for a
1. Select the text that you want to change. different audience. For this, you need to clear the
2. Click the Font dialog box launcher in the Font formatting done on the text.
group of the Home tab. The Font dialog box To clear the formatting done on text, perform the
appears. following steps:
3. Click the Font color drop-down list and select the 1. Select the text from which formatting needs to be
desired color, as shown in the following figure. removed.
2. Click the Clear All Formatting button in the Font
group of the Home tab.
Alternatively, you can clear the formatting by performing
the following steps:
1. Select the text from which formatting needs to be
removed.
2. Click the More button in the Styles group of
the Home tab, and then select the Clear
Formatting option.

Changing Case
The case of the text defines the type of capitalization used
The Font Dialog Box in the document. Word allows you to change the case of
4. Click OK to apply changes to the selected text. text to any of the following forms:
 Sentence case: Capitalizes only the first letter in
the selected sentence.
Copying a Format  Lower case: Converts all letters in the selected
Often, you come across a situation where you need to text to lower case.
apply similar formatting to various parts of a document. In  Upper case: Converts all letters in the selected
such a case, copying the format will ensure that you save text to upper case.
time and effort, while maintaining consistency throughout  Title case: Capitalizes the first letter of each word
the document. To copy a format, you can use Format in the selected text.
Painter.  Toggle case: Changes uppercase to lowercase and
Format Painter is an option in the Clipboard group on lowercase to uppercase in the selected text. Using
the Home tab. It helps in copying the formatting of text different combinations of font cases in documents
and applying the same to another portion of the text. This helps identify the difference in the headings,
tool can save time if you are working with a document subheadings, and body text.
already formatted to some extent. For example, if you like To change the capitalization of text, perform the following
the format of a heading already applied in a document, steps:
you can use Format Painter to copy the format and apply 1. Select the text whose capitalization is to be
the same to any headings that you add to the document. changed.
To use Format Painter, perform the following steps: 2. Click the Change Case button in the Font group of
1. Select the text with the required formatting. the Home tab. A drop-down menu appears, as
shown in the following figure.
 5. Click OK to apply the specified settings to the
selected paragraph.

Applying Line Spacing

The Change Case Drop-down Menu In Word, you can define the amount of spaces between the
3. Select the required case. The case of the selected lines of a paragraph. Line spacing refers to the amount of
text changes to the case you select. space needed from the bottom of one line of text to the
bottom of the next line. By default, Word adjusts the line
spacing to accommodate the largest character or the tallest
Formatting Paragraphs graphic in that line.
You can increase the readability of your document by To change the spacing between the lines of text in a
presenting the text in paragraphs and formatting these paragraph, perform the following steps:
paragraphs to include distinct characteristics, such as 1. Select the required paragraph.
spacing, alignment, bullets, and shading. 2. Click the Line and Paragraph Spacing button in
the Paragraph group on the Home tab. A
dropdown menu appears, as shown in the
Readability refers to the quality of the written language following figure.
that makes the language easy to read and understand.

Applying Paragraph Spacing

You can define the amount of white spaces to be placed
before and after paragraphs. You can change the spacing
before and after a paragraph by performing the following The Line Spacing Drop-down Menu
steps: 3. Select the required spacing from the menu. The
1. Select the desired paragraph. selected line spacing is applied to the selected
2. Click the Paragraph dialog box launcher in the paragraph.
Paragraph group on the Home tab. The You can also change the spacing before and after a
Paragraph dialog box appears, as shown in the paragraph by performing the following steps:
following figure. 1. Select the required paragraph.
2. Click the Paragraph dialog box launcher in the
Paragraph group on the Home tab to open the
Paragraph dialog box launcher.
3. Select the desired line spacing from the Line
spacing drop-down list.
4. Click OK.
The Line spacing drop-down list provides several options.
Some of these are:
1. Single: This option enables you to set a single line
space between two lines in a paragraph.
2. 1.5 lines: This option enables you to set a space of
1.5 lines between two lines in a paragraph.
3. Double: This option enables you to set a double
line space between two lines in a paragraph.
4. At least: This option enables you to set the
The Paragraph Dialog Box
minimum space possible between two lines in a
3. Specify the amount of spacing before the selected
paragraph.
paragraph in the Before spin box.
You can preview the formatted text in the Preview section
4. Specify the amount of spacing after the selected
of the Paragraph dialog box.
paragraph in the After spin box.
 Aligning Text 2. Select the desired alignment option from the
Paragraph group of the Home tab.
The position of text with respect to the left and right
margins is called alignment. A margin is a blank area
bordering the text along the top, bottom, left, and right
borders of a document page. It specifies the size of the
Indenting Text
document’s effective text area. By default, Word 2013 Indents define the left and right sides of a paragraph
sets the top and bottom margins at 1 inch and the left and relative to the margins of the page. By default, Word sets
right margins at 1 inch. indents to match the left and right margins. You can set
You can change the margin settings by using the Margins indents without changing the margins of a document so
gallery. The Margins gallery refers to the menu displayed that a block of text stands out from all other texts around
when you click the Margins button in the Page Setup it.
group of the Page Layout tab. When indenting a paragraph, you control where the first
Word has six default margins, which differ on the basis of line of text begins, where all the subsequent lines begin,
their respective dimensions. You can either use a and where the paragraph text wraps at the right margin.
predefined margin type by selecting it from the Margins You can set indents by using the horizontal ruler bar. The
gallery or customize the margin size according to your horizontal ruler contains four indent markers to help you
needs. set indents. At the edges of the horizontal ruler of a Word
document, there are four indent markers that reflect the
active paragraph’s indentation. These are:
 First Line: This indentation checks the left
A gallery is a library that lists the outcomes of certain
margin for the first line of a paragraph.
commands found within the Ribbon panel. Galleries
 Hanging: This indentation checks the left margin
support several layouts by putting together a variety of
of each line in a paragraph, except the first line.
predefined margins, text styles, table formats, or graphical
effects.  Left: This indentation checks the left margin for
each line in a paragraph.
 Right: This indentation checks the right margin
The various paragraphs in a document need to be aligned for each line in a paragraph.
with respect to the document’s margins. You can set the The following figure shows the horizontal ruler bar with
alignment by using the following options available in the indent markers.
Paragraph group of the Home tab:
 Align Left : This button aligns the left edge
of the paragraph along the left margin. The
paragraph’s right edge appears ragged. The Indent Markers
 Center : This button aligns the left and right To set indents, drag the indent marker you want to change
edges of a paragraph at equal distance from the to a new location on the ruler. For example, to set a new
left and the right margins, respectively. Both the left or right indent for each line in a paragraph, perform
edges of the paragraph appear ragged. the following steps:
 Align Right : This button aligns the right 1. Click anywhere in the paragraph that you want to
edge of a paragraph along the right margin. The indent.
left edge of the paragraph appears ragged. 2. Drag the Left indent or Right indent marker to the
new location on the ruler.
 Justify : This button aligns both the sides of a
paragraph evenly along the left and right margins. You can also set indents by using the Paragraph dialog
None of the edges of the paragraph is ragged. box. To set indents, perform the following steps:
Word adjusts the spacing between words such 1. Select the required paragraph or block of text.
that a line stretches from the left margin to the 2. Click the Paragraph dialog box launcher in the
right margin. The last line of a justified paragraph Paragraph group on the Home tab. The
is not stretched and may be short. Paragraph dialog box appears, as shown in the
To align the text in a paragraph, perform the following following figure.
steps:
1. Place the cursor anywhere in the paragraph to be
aligned.
  Left : This tab stop allows you to position the
text to the right side of the tab stop.
 Right : This tab stop allows you to position
the text to the left side of the tab stop.
 Center : This tab stop allows you to position
the text at the center of the tab stop.
 Decimal : This tab stop allows you to align
numeric columns on the decimal point.
 Bar : This tab stop adds a thin vertical line to
separate the columns.

The Paragraph Dialog Box The tab position of any existing tab on the ruler can be
3. Specify the desired values for the left and right changed by dragging it to the desired position. To display
indents in the Left and Right spin boxes, accurate measurements correct to 0.01 of an inch in the
respectively, in the Indentation section. You can ruler, hold down the Alt key as you drag a tab.
also specify if you want the indenting to be Word also provides tab leaders that can be inserted before
Hanging or First line by selecting the desired the tab. A leader character is a row of dots or dashes
option from the Special drop-down list. inserted in the space between the tab stop and the text
4. Click OK. elements. For example, in the table of contents in a book,
the space between the chapter name and the page number
can be filled with a series of dots. These dots, called
Setting Tabs to Align Text leader characters, can be inserted in a Word document by
using tab leaders.
You can format the text in a document by using different
The following figure is a section of the table of contents
fonts, styles, effects, and colors. Moreover, to ensure
that has leader characters inserted between the topic
better readability of a document, provide the text with
names and the page numbers.
proper alignment and spacing from the margins. To align
a document, Word provides a measuring tool known as a
ruler. Using a ruler, you can identify and change margins
and define the tab settings among other tasks. The default
unit of measurement for the ruler is inch, which can be
changed to other units as well. Word has two rulers in a
document, a horizontal ruler at the top and a vertical ruler The Use of Tab Leaders
at the left hand side of the document, as shown in the To set tab stops and tab leaders, perform the following
following figure. steps:
1. Click the Paragraph dialog box launcher in the
Paragraph group on the Home tab. The
Paragraph dialog box appears, as shown in the
following figure.

The Horizontal and Vertical Rulers

Tab Stops
Tab stops are locations along the horizontal ruler that you
can use to set how far to indent text or begin a new
section.
There are five types of tab stops in Word. These are:
 Creating Bulleted Lists
A bulleted list is a type of list that represents a collection
of elements. You can modify the bulleted list according to
the requirement. A bulleted list can be both single-level
and multiple-level. An element in a list may be a single
word, a short phrase, or even a paragraph. The following
figure shows a single-level bulleted list.

A Single-level Bulleted List To create

The Paragraph Dialog Box a bulleted list, perform the following steps:
2. Click the Tabs button. The Tabs dialog box 1. Select the list to be bulleted.
appears, as shown in the following figure. 2. Click the Bullets drop-down arrow in the
Paragraph group on the Home tab, and then
select the desired bullet style from the Bullet
Library drop-down menu, as shown in the
following figure. The bullet style is applied to the
selected list.

The Tabs Dialog Box

3. Type the desired position in the Tab stop position
The Bullet Library
text box.
You can also change the format of the bullets and numbers
4. Select the desired alignment from the Alignment
in a list without affecting the text in the list. For example,
section.
you can change the color of bullets in a list without
5. Select the appropriate tab leader from the Leader
changing the text color. To customize the appearance of
section.
bullets, perform the following steps:
6. Click OK. The tab with the specified settings is set
1. Select the bulleted list whose format you want to
at the specified position.
change.
2. Click the Bullets drop-down arrow in the
Paragraph group on the Home tab, and then
You can also open the Tabs dialog box by select the Define New Bullet option. The Define
doubleclicking any tab stop on the ruler. New Bullet dialog box appears, as shown in the
following figure.

Creating Lists
When creating reports and other business documents, you
might want to group a set of information pieces in the form
of a list. A list is a method to collate data, which has been
displayed in the form of items in a series. It has a lead line
text that gives a short description of the items in the list.
Word lets you to make both ordered and unordered lists
that can be either single-level or multiple-level. Ordered
lists are known as numbered lists, and unordered lists are
The Define New Bullet Dialog Box
known as bulleted lists.
 3. Change the bullets by using any of the following Applying Borders and Shading
options:
Word enables you to apply borders and shading around the
 Click the Font button to change the font of
selected text in a document. This option enables you to set
the selected bullet list.
off a paragraph or selected text from the rest of the
 Click the Symbol button to display a wide
document. For example, you can apply a border around an
range of bullet options.
important note.
 Click the Picture button to select the
To apply borders and shading, perform the following
required bullet from the picture gallery.
steps:
Creating Numbered Lists 1. Select a paragraph or block of text.
A numbered list is a type of list in which the elements can 2. Click the Borders drop-down arrow in the
be put according to a sequence or a ranking order to Paragraph group of the Home tab, and then
signify a proper flow in the sequence. A numbered list can select the Borders and Shading option. The
be customized by selecting different alphabets or number Borders and Shading dialog box appears with
formats. Just like a bulleted list, a numbered list can also the Borders tab selected, as shown in the
be either single-level or multiple-level. following figure.
The following figure shows a single-level numbered list.

A Single-level Numbered List To create

a numbered list, perform the following steps:
1. Select the list to be numbered.
2. Click the Numbering drop-down arrow in the
Paragraph group on the Home tab, and then
select the desired numbering format from the The Borders and Shading Dialog Box 3.
Numbering Library drop-down menu, as shown Make the required settings in the Borders tab. The
in the following figure. The selected numbering Borders tab enables you to apply borders to the
format is applied to the list. selected objects, such as text and graphics. The
Borders tab provides the following options:
 Setting: Enables you to select from a list of
available borders.
 Style: Enables you to specify the type of
line for the selected border.
 Color: Enables you to specify the color for
the selected border.
 Width: Enables you to specify the width for
the selected line.
 Apply to: Enables you to apply the selected
border to the paragraph, picture, or selected
text.
4. Click the Page Border tab. The Page Border tab
The Numbering Library appears, as shown in the following figure.

If a numbered list does not start from 1, rightclick

the first item in the list and select Restart at 1 to
start the list from 1.
  Color: Enables you to select the foreground
color from a list of available colors.
 Apply to: Enables you to specify whether
the shading should be applied to the
selected text or the entire paragraph.
8. Click OK to apply the settings to the selected block
of text.

Applying Styles
To make the document appealing to the reader, you can
The Page Border Tab in the Borders and Shading
apply a style to the text. A style is a format-enhancing tool
Dialog Box
that enables you to customize the colors and characters in
5. Make the required settings in the Page Border tab. a document. Applying a style to a document improves the
The Page Border tab provides the following overall appearance of a document. There are many in-built
options: styles to choose from. Each style option includes a
 Setting: Enables you to select the page different combination of typeface, color, and effect. The
border from a list of available borders. relevant information in a document can be highlighted by
 Style: Enables you to specify the type of using various text styles, as shown in the following figure.
line for the selected page border.
 Color: Enables you to specify the color for
the selected page border.
 Width: Enables you to specify the width of
the selected line.
 Art: Enables you to select a graphical page
border design.
 Apply to: Enables you to apply the selected
page border to the entire document, the
current section, the first page of the current A Sample Document with Different Text Styles Applied
section, or the whole section, except the You can apply a style to the text in a document by
first page. selecting a predefined style from the Styles group on the
6. Click the Shading tab. The Shading tab appears, Home tab.
as shown in the following figure. Inserting Headers and Footers
Headers and footers are inserted in a document to display
the information repeated in the top and bottom margins of
each page. For example, you can use the headers and
footers to display the book title and page numbers in all
the pages of a document. Headers are printed at the top,
and footers are printed at the bottom of a page. Headers
and footers are also used to display information, such as
names or graphics, formatted text, dates, and automatic
page numbers. Headers and footers may be either the
same or different on each page.
Insert a header or footer by clicking Header or Footer in
The Shading Tab in the Borders and Shading Dialog
the Header & Footer group of the Insert tab and
Box
selecting an appropriate header or footer from the Built-in
7. Make the required settings in the Shading tab.
menu, as shown in the following figure.
The Shading tab provides the following options:
 Fill: Enables you to select the background
color from a list of available colors.
 Style: Enables you to set the style for the
selected object.
 c. Lower Case
d. Title Case
3. _______________ is a formatting tool that allows
you to duplicate the character or paragraph
formatting in the selected text to a new text
selection without duplicating efforts. a. Cut and
Paste
b. Copy and Paste
c. Format Painter
d. Paste Special
4. ____________ is the blank area surrounding the
The Various Header Options in the Built-in Menu
text along the top, bottom, left, and right edges of
a page.
To edit the header or footer, double-click it. This opens
a. Ruler
the Header & Footer Tools group on the Design tab, as
shown in the following figure. b. Margin
c. Selection Bar
d. Scroll Bar
5. Which one of the following options capitalizes the
first letter of each word in the selected text? a.
The Header & Footer Tools on the Design Tab The
Sentence Case
different groups of Header & Footer Tools on the
b. Toggle Case
Design tab are:
c. Lower Case
 Header & Footer: This group contains a list of
d. Title Case
in-built styles for header, footer, and page
numbers.
 Insert: This group contains various options using
which you can insert different objects into a Summary
document. In addition, date and time can be In this chapter, you learned that:
inserted into it.  You can modify the appearance of a text in a
 Navigation: This group allows the user to document by performing various tasks, such as:
navigate to various sections in a document.  Modifying fonts
 Options: This group contains various options to  Highlighting text
modify the header and footer settings according to  Changing text color Copying formatting
your requirements. Clearing formatting
 Position: This group contains options to change  Changing case
the size of the header and the footer. In addition,  A font is a formatting characteristic that defines
you can also arrange the content of the header or the way in which text appears in a document. You
footer in a line. can change the appearance of a text by modifying
 Close: This group helps close the Design tab. different characteristics of fonts.
 You can draw attention to a specific text in a
document by marking it with a different color.
Practice Questions  The case defines the type of capitalization used in
a word or a sentence.
1. ____________ is a format enhancing tool that
 You can increase the readability of a document by
enables you to customize the colors and characters
changing the features related to paragraph
in a document. a. Style
formatting, such as spacing, alignment, and
b. Font Styles
indenting.
c. Font
 You can define the amount of white space before
d. Font Case
and after paragraphs.
2. Which one of the following options capitalizes
 In Word, you can define the amount of white
only the first character of the selected sentence? a.
space between the lines of a paragraph.
Sentence Case
b. Toggle Case
  You can align the position of a text on a page in
different ways, with respect to the left and right
margins.
 You can set indents without changing the margins
of a document so that a block of text stands out
from all other texts around it.
 You can use bullets and numbers to make the lists
in a document attractive and easy to read.
 Word enables you to apply borders and shading
around the selected text in a document.
 A style is a collection of formatting
characteristics that defines the way in which text
appears in a document.
 You can copy the format of a portion of the text
and apply it to another portion by using the
format painter.
 Headers and footers in the upper and lower
margins of each page display repetitive pieces of
information, such as book title and page number.
 You can have different headers and footers for
even and odd-numbered pages.
 Word provides the option to insert text
automatically in a header or footer.

Exercises
Exercise 1 The Sample Outputs
Best Books Inc. has started a weekly magazine titled
WORLD OF SCIENCE. The company has a Magazine
style guide, which defines the standards of formatting a
document and changing the appearance of text in a
document. One such standard is that the topic of the article Exercise 2
should be highlighted using the turquoise color. All the The Senior Editor at Best Books Inc. has asked you to
authors need to follow these standards. You have to write make the following corrections and changes in the
articles for the WORLD OF SCIENCE magazine this document you created in the previous exercise:
week. 1. Find and replace all the occurrences of the word
Create and format five pages, as given in the sample CO2 with CO2.
output in the following figures. 2. Move all the text under the heading, Global
Warming Experiment Fails, to the page containing
the heading, A Galactic Disaster.
3. On the second page, change the capitalization of
text, NEWS FROM THE WORLD OF
SCIENCE, to title case.
4. Insert a footer section to display appropriate page
numbers.
Exercise 3 78/100 iii. Chemistry =
Fiona Boycott is a coordinator at St. Aloysius School. She 93/100
has to create the following list of students who have b. Module Test 2:
performed well in the examination: i. Mathematics =
1. Cecilia: 89/100 ii. Physics =
a. Module Test 1: 88/100 iii. Chemistry =
i. Mathematics = 95/100
95/100 ii. Physics = 4. Charles:
87/100 iii. Chemistry = a. Module Test 1:
89/100 i. Mathematics =
b. Module Test 2: 96/100 ii. Physics =
i. Mathematics = 85/100 iii. Chemistry =
94/100 ii. Physics = 78/100
89/100 iii. Chemistry = b. Module Test 2:
94/100 i. Mathematics =
2. Jonathan: 91/100 ii. Physics =
a. Module Test 1: 87/100 iii. Chemistry =
i. Mathematics = 85/100
90/100 ii. Physics = 5. Joe:
79/100 iii. Chemistry = a. Module Test 1:
93/100 i. Mathematics =
b. Module Test 2: 89/100 ii. Physics =
i. Mathematics = 79/100 iii. Chemistry =
90/100 ii. Physics = 88/100
88/100 iii. Chemistry = b. Module Test 2:
85/100 i. Mathematics =
3. Agnes: 94/100 ii. Physics =
a. Module Test 1: 86/100 iii. Chemistry =
i. Mathematics = 87/100
95/100 ii. Physics = Perform the steps to create and format the given list in a
Word document.

Chapter 4 Objectives
In this chapter, you will learn to:
Print a document
Printing Documents and Using Mail Use mail merge
Merge
There can be several occasions where you may want to Printing a Document
print the contents of a document. Sometimes, you may Word documents are created in the digital format. This
want to send a document to multiple recipients, with some means that all the documents are stored in the hard disk of
details customized for each of them. a computer. However, when you may need to present a
This chapter discusses the prerequisites for printing a document in a meeting or place it on the company's notice
document. In addition, it discusses how the mail merge board, you need to print the document on paper.
feature of Word can help you create multiple copies of a Before printing a document, you can apply various page
letter, each customized with the details of the intended setup options to the document. Word provides various
recipient. page setup options, such as alignment, margins, and
orientation to adjust the layout of the document on paper.
 Adjusting Margins orientation, the page is positioned horizontally, whereby
its width is more than its height.
You can set custom margins for a document, but you need
to keep the following things in mind while adjusting
margins: To change the orientation of a document, you need to
 Margins affect all the pages of a document. perform the following steps:
 Headers and footers are contained in the top and 1. Open the desired document.
bottom margins. Therefore, you need to ensure 2. Click the Page Layout tab.
that you do not decrease the margins too much; 3. Click the Orientation button in the Page Setup
otherwise, header and footer information may not group, and then select the desired page
print completely. orientation, as shown in the following figure.
If you adjust the margins, it is a good practice to preview
the entire document before printing.
To adjust the page margins, you need to perform the
following steps:
1. Click the Page Layout tab.
2. Click the Margins button in the Page Setup group, The Page Orientation Options
and then select the desired margin type. The selected orientation is applied to the document.
The entire document automatically changes to the Adjusting Paper Size
margin type that you have selected. At times, you may need to change the paper size for
printing. To change the paper size, you need to perform
the following steps:
In addition to the predefined margin settings, you 1. Open the desired document.
can also specify custom margin settings. For this, 2. Ensure that the Page Layout tab is selected.
you need to click the Margins button in the Page 3. Click the Size button in the Page Setup group on
Setup group of the Page Layout tab, and then the Page Layout tab, and then select the desired
select Custom Margins. paper size from the Size gallery.
Next, you need to specify the values of top, You can also customize the size of the paper by selecting
bottom, left, and right margins in the Top, the More Paper Sizes option from the Size gallery to
Bottom, Left, and Right spin boxes of the Page open the Page Setup dialog box. You can then specify the
Setup dialog box, respectively. Finally, click the width and height of the paper in the Paper size section,
OK button to apply the settings to the document. and then click the OK button to apply the paper size
settings to the document.

Modifying Page Orientation

Sometimes, certain objects in a document, such as charts Inserting a Page Break
or tables, may not fit in the width of a page. In such a When there is more text on a page than the margins can
case, you can choose to print the document in landscape accommodate, Word creates a new page by inserting a
orientation rather than the default portrait orientation. separator called a page break. The process of separating
The following figure depicts the difference between text into pages is called pagination. Word's page breaks do
landscape orientation and portrait orientation. not always come where you want them. So, after
completing a long document, you may need to paginate it
by adding page breaks manually.
Pagination is affected by both the margins and the page
orientation. Most business documents have a portrait
orientation. Any time you change the margins or the page
Difference Between the Landscape and Portrait Orientation orientation, you need to check your pagination before
printing the document.
To insert a manual page break, you need to perform the
In portrait orientation, a page is positioned vertically, following steps:
whereby its height is more than its width. In landscape 1. Place the insertion point directly to the left of the
text that you want on a new page.
 2. Click the Page Layout tab.
3. Click the Breaks button in the Page Setup group.
A menu containing several page break options
appears, as shown in the following figure.

The Print Menu

The Page Break Options 3. Select the number of copies from the Copies spin
4. Select the Page option in the Page Breaks box in the Print menu.
section. A new page is inserted at the desired 4. Select the name of the printer from the Printer
point. drop-down list in the Print menu.
5. Select Print All Pages in the Settings section to
print all the pages in the document. If needed, you
You can also insert a manual page break by pressing the can select Print Current Page to print the current
Ctrl + Enter keys at the insertion point. page only. Alternatively, you can specify the page
range in the Pages text box.
6. Select the following options in the Settings section
To delete a manual page break, you need to select it and
as per your requirement:
press the Delete key. If you want to delete an automatic
 Printing on Sides: Using this option, you
page break, place a manual page break above it. Word
can specify whether to print on one side of
automatically removes the automatic page break.
the page or on both sides of the page
(reverse side).
 Collated or Uncollated Printing: Using
Printing a Document this option, you can either print pages of a
Once you are sure that you have formatted the document set of document in a pre-determined
as desired, you can print the document. To print a sequence, such as Set 1- 1,2,3, or in
document, you need to perform the following steps: uncollated sequence such as 1,1,1, 2,2,2 ,
1. Click the File tab. The Backstage view appears. 3,3,3.
2. Select the Print option in the left pane. The Print  Orientation: Using this option, you can
menu appears. You can also see the print preview print the document in Portrait or Landscape
on the right-side of the Print menu, as shown in Orientation.
the following figure.  Paper Size: Using this option, you can
select the paper size for printing the
document. You are presented with different
paper sizes, which include A4, A3, Letter,
Executive, and many more.
 Margins: Using this option, you can select
predefined margins for the page or define
custom margins for the document that needs
to be printed.
 Pages per Sheet: Using this option, you can
specify whether to print more than one page
on the paper sheet. Some of the Pages Per