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Word Processing in Ms-Word

Chapter One Review

Microsoft word is a powerful word-processing software program that gives its users the tools to create a
variety of professional-looking documents. Word automatically checks your spelling and grammar,
corrects common mistakes-for example, if one mistypes teh, Word will automatically change it to the. It
even lets you insert charts, tables, and pictures into your documents. Microsoft Word is the most widely
used and, according to most reviews, the most powerful and user-friendly word-processor programs
available.

Benefits of using word processor

1. You can type a document only once.
2. All deletions, changes and corrections are accomplished by editing.
3. You can change the format of a document without retyping.
4. You can create a new document by combining parts of previously created document.
5. You can store documents by saving and retrieve the same document by opening.
6. You can create repetitive letters by merging a document with a list of names and addresses.

Starting Word

 Start Word by clicking the Start button, selecting Programs and selecting Microsoft Word.

Understanding the Word Screen

Be able to identify the main components of the Word program screen.

Table 1-1: The Word Program Screen 1 234

Element What it is Used For

9 Title bar Displays the name of the program you are currently using (Microsoft Word, of course) and the name of
1. Title bar
8 the document you are working on. The title bar appears at the top of all windows programs.
Menu Bar Displays a list of menus used to give commands to Word. Clicking on a menu 2. name
Minimize
displaysbutton
a list of
3. Maximize/restore
commands-for example, clicking the Format menu name would display different formatting commands.
Standard Toolbar Toolbars are shortcuts-they contain buttons for the most commonly used commands 4. Close button
(instead of wading
through several menus). The standard toolbar contains buttons for the Word5.commands you use the
Scroll bars
most, such as saving, opening, and printing documents. 6. Status bar
7 Formatting toolbar Contains buttons for the most commonly used formatting commands, such as making text bold or in
7. Ruler
italics. 5
Ruler Displays left and right paragraph and document margins, and tab stops. 8. Toolbars
Document Window This is where you type in text and work on your documents. You can have 9. moreMenu bar.document
than one
window open at a time, allowing you to work on several documents.
Document/ 10. Office assistant.
Insertion point The small blinking bar is where the text you type appears in the document. You can move the insertion
main
point by moving your window
mouse to a new location in the document window (the pointer should change to I)
and clicking or by using the arrow keys on the keyboard.
View buttons The view buttons appear on the left-hand side of the horizontal10 scroll bar and are used to display
documents in several different views: normal, online layout, print layout, and outline. Later you will
learn more about how these different views are used.
Scroll bars There are both vertical and horizontal scroll bars-you use them to view and move around your document.
The scroll box shows where you are in the document-for example; if the scroll box is near the top of the
scroll bar you are at the beginning of a document.
Status bars Displays various important information, such as the total number of pages in a document, which one you
are currently working on, and the position of the insertion point.
6
Using Menus

 To Use a Menu: Either click the menu name with the mouse pointer or press the <Alt>key
and the letter that is underlined in the menu name.

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 Word 2000’s new personalized menus hide more advanced commands from view. To
display a menu’s hidden commands click the downward pointing arrow at the bottom of the
menu, or open the menu and wait a few seconds.

 To Change How Menus Work: Select View Toolbars Customize from the menu,
check or clear either the Menus Show Recently Used Commands First and/or Show Full
Menus after a Short Delay options, then click Close.

Table 1-2: Menus found in Microsoft Word

File Description
File File-related commands to open, save, close, print, and create new files.
Edit Commands to copy, cut, paste, find, and replace text in a document.
View Commands to change how the document is displayed on the screen.
Insert Lists items that you can insert into a document
Format Commands to format text, paragraphs
Tools Lists tools such as the Thesaurus and Word Count
Table Table related commands.
Window Commands to display multiple windows.
Help Get help on using Microsoft word.

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Using Toolbars and Creating a New Document

 To Use Word’s Toolbars: Simply click the toolbar button you want to use. Leave the
pointer over the button to display a screen tip of what the buttons does.

 Word 2000 places the Standard and Formatting toolbars together on the same row. To stack
these toolbars on separate rows select View Toolbars Customize from the
menu and remove the check from the Standard and Formatting Toolbars Share Same Row
option.

 To Create a New Document: Click the New button on the Standard toolbar or select
File New from the menu then blank document and click Ok or press Ctrl + N

Hiding, Displaying, and Moving Toolbars

 To View or \Hide a Toolbar: Select View Toolbars from the menu and select the
toolbar you want to display or hide or right-click any toolbar or menu and select the toolbar
you want to display or hide from the shortcut menu.

 Move a toolbar by dragging its move handle (if the toolbar is docked) or title bar (if the
toolbar is floating)

Filling Out Dialog Boxes

 Be able to identify and use text boxes, list boxes, combo boxes, check boxes, command
buttons and sheet tabs.

Textboxes
Tab

List box

Combo box

Check box
Preview window

Command button.

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Keystroke and Right-Mouse Button Shortcuts

 Keystroke shortcuts: Press <Ctrl> and the letter that corresponds to the shortcut command
at the same time.

Right-mouse Button shortcut menus: Whenever you are unsure or curious about what you can
do with an object, click it with the right mouse button to display a list of commands related to the
object.
Table 1-3: Common Keystroke Shortcuts
Keystroke Description
<Ctrl>+<B> Toggles bold font formatting
<Ctrl>+<l> Toggles italics for formatting
<Ctrl>+<U> Toggles underline font formatting
<Ctrl>+<Spacebar> Returns the font formatting to the default setting
<Ctrl>+<O> Opens a document
<Ctrl>+<S> Saves the current document
<Ctrl>+<P> Prints the current document
<Ctrl>+<C> Copies the selected text or object to the Windows clipboard
<Ctrl>+<X> Cuts the selected text or object from its current location to the Windows clipboard
<Ctrl>+<V> Pastes any copied or cut text or object in the Windows clipboard to the current location
<Ctrl>+<Home> Moves the insertion point to the beginning of the document
<Ctrl>+<End> Moves the insertion point to the end of the document.
<Ctrl> + <Z> Undo. Cancels the last action.

Closing a Document, Creating a New Document, and Entering Text

 To Close a Document: Click the document window X close button or select

File Close from the menu or press Alt + F4.

 To Create a New Document: Click the New button on the Standard toolbar or select File ,
New from the menu, select Blank Document and click OK or Press Ctrl + N.

Inserting and Deleting Text

 Moving the insertion point with the mouse: Click where you want to place the insertion
point with pointer.

 Moving the insertion point with the keyboard: Move the insertion point by pressing the
keyboard arrow key that corresponds to the direction you want to move.

 Insert text by using the keyboard arrow keys or the mouse to position the insertion point
where you want to insert the text, and then begin typing.

 The <Backspace>key deletes text before, or to the left of the insertion point. The <Delete>
key deletes text after, or to the right of the insertion point

Table 1-4: Text Selection Shortcuts

To Select Do this
A word Double-click the word
A sentence Press and hold <Ctrl>and click anywhere in the sentence.
A line or text Click in the selection bar next to the line
A paragraph Triple-click in the paragraph, or double-click in the selection bar next to the paragraph.
The entire document Triple-click in the selection bar or press and hold <Ctrl>and click anywhere in the selection bar or
press <Ctrl>+<A>.

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Chapter Two Review

Saving a Document with a Different Name

 To Open a Document: Click the  Open button on the Standard toolbar or select
File Open from the menu, or press <Ctrl>+<O>. then specify the location of the document,
select the filename then click open
 To Save an Existing Document in a New location with a Different Name: Select
File Save As from the menu, type the new name for the file in the File name box, choose
the new location in save in combo box and click <OK>

Navigating a Document
To move around the documents you:-
 Press <Home>to move to the beginning of a line, <End>to move to the end of a line.
 Press<Page Up>to move up one screen, <Page Down>to move down one screen.
 Press<Ctrl>+<Home>to move to the beginning of a document, <Ctrl>+End>to move the end
of a document.
 To Jump to a Specific Page in a Document: Select Edit Go To from the menu. Verify
that page is selected in the Go to what combo box, type the page number in the Enter page
number text box, and click OK.

Table 2-1: Keyboard shortcuts for moving around in a Document

Press To Move
Home Start of line
End End of line
Page Up Up one screen
Page Down Down one screen
<Ctrl>+Home To the beginning of the document
<Ctrl>+End To the end of the document.

Viewing a Document

 You can view a document in Outline, Normal, and Print Layout Views. Change views by
clicking one of the various View buttons located on the horizontal scroll bar or by selecting them
from the View menu.
o Normal view- shows a simplified version of a document. Best for editing typing and
formatting in small monitors.
o Outline view – used for outlining and organizing a document. Makes it easy to collapse a
document and see the main headings or expand to see the entire document.
o Print layout view- used to see how elements such as graphics, text will appear on printed
page.
o Web layout view- used for developing web pages for the Internet.
 Display/Hide hidden characters (tabs, spaces, and paragraph marks) by clicking the Show/hide
button on the standard toolbar.
 Change the zoom level of a document view by using the Zoom box on the Standard toolbar or by
selecting View then Zoom.
 View a document in Full Screen mode by selecting View Full Screen from the menu.

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Working with Multiple Documents and Windows
 You can open and work on several documents at the same time. To switch between documents,
click the document icon on the windows taskbar or select Window and select the name of the
document you want to view.
 To View Multiple Windows at the Same Time: Select Window Arrange All
 Maximize a window, making it fill the entire screen, by clicking the window’s Maximize
button.
 Restore a window, returning it to the previous size, by clicking the window’s restore button.
 Resize a window by dragging it by its edges or corners.

Cutting and Pasting Text

 To Cut Something: Select the text and cut it using one of the following methods:
1) Click the  Cut button on the Standard toolbar.
2) Select Edit Cut from the menu.
3) Press <Ctrl>+<X>
Cutting and Pasting Text
 To Copy Something: Select the text and copy it using one of the following methods:
1) Click the Copy button on the Standard toolbar.
2) Select Edit Copy from the menu.
3) Press <Ctrl>+<C>

 To Paste a Cut or Copied Object: Place the insertion point where you want to paste the text or
object, and use one of the following methods to paste it.
1) Click the Paste button on the Standard toolbar.
2) Select Edit paste from the menu.
3) Press <Ctrl>+<V>.

Moving and Copying Text with Drag and Drop

 Select the text you want to move, and drag the selected text to the where you want to move it.
Then release the mouse button to drop the text.
 To copy text with drag and drop press the Ctrl key as you drag the selected text to the new
location.

Finding and Replacing Text

 To Find Text: Select Edit Find from the menu, type the text you want to find in the
Find box and click the Find Next button.
 Replace Text: Select Edit Replace from the menu, type the text you want to find in the
Find what box and the text you want to replace it with in the Replace with box. Click either
Find Next and then replace to find each occurrence of the text or else Replace All to replace
every occurrence of the text in the document at once.

Collecting and Pasting Multiple Items

 The Office 2000 clipboard can collect up to twelve items copied or cut from any Microsoft
Office 2000 application.
 To Add Items to the Office 2000 Clipboard: Copy and/or cut the items as you normally would
or consecutively.
 To Display the Clipboard toolbar: Select View Toolbars Clipboard from the menu
or right-click any toolbar or the menu bar and select Clipboard from the shortcut menu.
 To View the Contents of a Clipboard Item: Point to the item on the Clipboard toolbar.
To Paste from the Office Clipboard: Display the Clipboard toolbar and then click the item you want
to paste. Click the Paste all button to paste everything.

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Correcting spelling and grammar.
Word automatically underlines spelling errors with red underline and grammar errors with green
underline.
 To check for spelling errors:
o Right click the red underlined word: a shortcut appears with suggestion for the correct
spelling and several other options like Ignore all (leaves the spelling as it is), add (adds
the word to the spelling dictionary).

o To check grammar errors

o Right click the green underlined word: a shortcut appears with suggestion for the correct
grammar and several other options like ignore all (leaves the spelling as it is).

 Other ways to correct both the spelling and grammar errors

o Select tools menu then spelling and grammar or
o Press F7 key.

Using the thesaurus and word count.

Thesaurus will look up the synonym of a selected word and allow you to replace that word with another.
Word count: - counts the number of words in a document i.e. the number of pages, lines and
characters).
To use thesaurus
o Select a word.
o Right click the selected word
o Select synonyms from the shortcut menu. Several synonyms for the word appear in the shortcut
menu.
o Click thesaurus to look for synonyms of other words.
To use word count
o Select tools menu.
o Click word count and check the word count summary.
Inserting symbols and special characters
You can insert many more characters and symbols than can be found on the keyboard. You can insert
copy right symbol, accented and foreign characters etc.
o To insert a symbol or a special character: place the insertion point where you want to insert the
character, select insert then symbol from the menu, select the symbol you want and click insert.

Using undo, repeat and redo.

o To undo click the undo button on the standard toolbar, or select edit then undo from the menu, or
press ctrl + z.
o To redo: click redo button on the standard toolbar or select edit then redo from the menu, or
press ctrl + Y on the keyboard.
o To repeat a command click repeat icon on the standard toolbar or press ctrl + Y or select edit
then repeat from the menu.

To print a document.
o Press ctrl + P
o Click print icon on the standard toolbar.

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o To specify other print options e.g. number of copies, pages to print then select File then print
from the menu and select the options that you want.

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Chapter Three Review

Formatting Characters using the Toolbar
 To Bold Text: Click the Bold button on the Formatting toolbar or Press <Ctrl>+ (B).
 To Italicize Text: Click the I italics button on the Formatting toolbar or press <Ctrl>+(I)
 To Underline Text: Click the U Underline button on the Formatting toolbar or press <Ctrl>+
(U).
 To change Font Size: Select the pt. Size from the 12 Font Size list on the Formatting toolbar.
 To Change Font Type: Select the font from the Font list on the Formatting toolbar.

Using the Format Painter

 The Format Painter lets you copy character and paragraph formatting and apply or paste the
formatting to other characters and paragraphs.
 To Copy Formatting with the Format Painter: Select the text, paragraph, or object with the
formatting options you want to copy. Click the Format Painter button on the Standard toolbar
and drag the format Painter pointer across the text or paragraph where you want to apply the
copied formatting options.
 Double-click the Font and Painter button to apply formatting to several locations. Click the
Format Painter Button again when you’re finished.

Using the Font Dialog Box

 Formatting characters with the Font dialog box isn’t as fast or easy as using the Formatting
toolbar but offers more formatting options.
 To Open the Font Dialog Box: Select Format Font from the menu.
 To Change a Font’s Color: Click the Font Color Button arrow on the Formatting toolbar and
select the color.

Table 3-2: Font Formatting Options.

Option Description
Font Displays and allows you to change the font from those installed on your computer
Font Style Formats the style of the font: Regular (no emphasis), Italic, Bold, and Bold Italic
Size Displays and allow you to increase or decrease the size of the font.
Underline Displays and allows you to change font underling options.
Color Display and allows you to change the font color.
Effects Allows you to add special effects to fonts as follows:
Strikethrough SHADOW SMALL CAPS
Double strikethrough Outline ALL CAPS
Super
Script Emboss Hidden*
SubScript Engrave
*Hidden text does not normally appear when the document prints-it is used to keep notes to yourself that
you do not want to be printed.
Default Makes the current font formatting the default font Word uses automatically whenever you create a new
document (be very careful about using this option!)
Changing Paragraph Alignment
o To Left-Align a Paragraph: Click the Align Left button on the Formatting toolbar or press
<Ctrl>+<L>.
 To Center a Paragraph: Click the Center button on the Formatting toolbar or press
<Ctrl>+<E>.
 To Right-Align a Paragraph: Click the Align Right button on the Formatting toolbar or press
<Ctrl>+<R>.
 To Justify a Paragraph: Click the Justify button on the formatting toolbar or Press <Ctrl>+<J>
 To align a Paragraph with the Paragraph dialog box: Select Format Paragraph from
the menu and select the paragraph alignments from the Alignment list.
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Indenting Paragraphs
Increasing or decreasing the space between the margins and the text.
 To Indent a Paragraph: Click the increase Indent button on the Formatting toolbar; click and
drag the Left Indent marker on the ruler, or select Format Paragraph from the menu
and enter how much you want the paragraph Indented in the Indention section.
 To Decrease Indent: Click the Decrease Indent Button on the Formatting toolbar.
 To Right Indent a Paragraph: Click and drag the Right Indent marker on the ruler, or select
Format Paragraph from the menu and enter the Right Indention amount.

Special Indents

 Hanging Indents (Using the Paragraph Dialog Box): Select Format Paragraph from
the menu, select Hanging from the special box in the indention section. Enter the amount of the
hanging Indent in the At box, and click OK.
 Hanging Indents (Using the Ruler): Click and drag the Hanging Indent marker on the ruler.
 To Indent Only the First Line of a Paragraph (Using the Paragraph Dialog Box): Select
Format Paragraph from the menu; select first line from the Special box in the Indention
section. Enter the amount of the first line indent in the box, and click OK.
 To Indent Only the First Line of a paragraph (Using the Ruler): Click and drag the First Line
Indent marker on the ruler.

Setting Tab Stops with the Ruler

 Tab stops can be aligned to the left, center, right and to decimal points.
 To Add a Tab Stop: Click on the ruler where you want to add the tab stop or select
Format Tabs from the menu and specify where you want to add the tab stop (s).
 To Change the Tab Alignment: Click the alignment options on tab dialog box (left, center,
right, and decimal).
 To Adjust a Tab Stop: Click and drag the L tab stop to the desired position on the ruler.
 To Remove a Tab Stop: click the clear command button to remove the selected tab stop or clear
all to remove all the tab stops.

Adjusting and Removing Tabs, and Using the Tabs Dialog Box

 To Adjust a Tab Stop: Click and drag the L tab stop to the desired position on the ruler.
 To Remove a Tab Stop: Drag the L tab stop from the ruler.
 Open the Tabs dialog box by selecting Format Tabs from the menu and click clear or clear
all command buttons.
 To Add a Leader to a Tab Stop: Select Format Tabs from the menu to open the Tabs
dialog box and select the Leader you want to use from the Tabs dialog box.

Formatting Paragraph Line Spacing

 To Change paragraph Line Spacing: Select Format Paragraph from the menu, click
the line Spacing list arrow and select the spacing option you want to use (Single, 1.5 lines,
Double, At least, Exactly, or Multiple).
 Click the spacing icons on formatting toolbar.

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Formatting Spacing between Paragraphs

 To Adjust the Space above a paragraph: Select Format Paragraph from the menu and
specify how much space you want in the Spacing Before box.
 To Adjust the Space below a Paragraph: Select Format Paragraph from the menu and
specify how much space you want in the Spacing after box.

Creating Bulleted and Numbered Lists

 To Create A Bulleted List: Click the Bullets button on the Formatting toolbar, or select Format
Bullets and Numbering from the menu, click the Bullets tab, and select the bulleting option you
want to use.
 To format a bullet: click on the bullet then click customize command on bullets and numbering
dialog box to display the customize bullet list window. Now click bullet button then choose the
symbols you want for the bullet. You can format it by clicking font button to display font dialog
box.
 To Create a Numbered List: Click the Numbering button on the Formatting toolbar, or select
Format Bullets and Numbering from the menu, click the Numbering tab, and select the
numbering option you want to use.
 To format numbered list: click on the number format then click customize command on bullets
and numbering dialog box to display the customize number list window. Now you can format it
by clicking font button to display font dialog box.

Adding Borders to Your Paragraph

 To Add a Border to a Paragraph: Select Format Borders and Shading from the menu,
click the Borders tab, and click the side(s) (top, bottom, left, and/or right) of the Border Preview
section on the Formatting toolbar and selecting the border you wish to add.
 To Add a Shading or Coloring to a Paragraph: Select Format Borders and Shading
from the menu, click the Shading tab, and select the pattern or color you wish to apply to the
selected paragraph(s).
 From the tables and borders toolbar: draw icon then draw the border surrounding the
paragraph you want.

Adding Shading and Patterns

 To Add a Shading to a Paragraph (toolbar): Select the paragraph(s) where you want to apply
the borders, click the Shading list arrow on the Tables and Borders toolbar and select the color
you want to apply.
 To Add Shading to a Paragraph (Menu): Select Format Borders and Shading from the
menu click the Shading tab and select a shading option.

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Chapter Four Review

Formatting pages.
Adjusting Margins

 To Change a Document’s Margins (Using the Menu): Select File Page Setup from
the menu, and click the Margins tab and adjust the top, bottom, left, and/or right margins as
necessary.
 To Change a Document’s Margins (Using the Ruler): Click and drag the left or Right Margin
line on the ruler.

Creating Headers and Footers

 To Add or View a Document Header or Footer: Select View Header and Footer
from the menu. Insert the header text.
 To Switch Views Between the Header and Footer: Click the Switch between Header and
Footer button on the Header and Footer toolbar.
 To Insert a Page Number in a Header or Footer: Display the header or footer and position
the insertion point where you want the page number, click the Insert Page Number button on
the Header and Footer toolbar.

Changing the Paper Orientation and Size

 To Change a Page’s Orientation: Select File Page Setup from the menu, click the
Paper Size tab, and select Portrait or Landscape in the Orientation section.
 To Change the Paper Size: Select File Page Setup from the menu, click the Paper Size
list arrow to select from a list of common paper sizes. You can also change the paper size
manually by entering the paper’s size in the Width and Height text boxes.

Previewing a Document

 To Preview Multiple Pages on the Screen: Click the Print Preview button on the Standard
toolbar or select File Print Preview from the menu. Click the Multiple Pages button and
drag to select how many pages you want to preview.
 To Prevent a Document from Flowing onto an Additional Printed Page (Shrink to Fit):
Preview the document, then click the Shrink to Fit Button while in Print Preview mode.
 Shrink to Fit will work only if a small amount of text appears on the last page of a short
document.

Controlling Where the Page Breaks.

 To Insert a Manual Page Break: Place the insertion point where you want to insert the page
break and press <Ctrl>+<Enter>.
 To Delete a Page Break: Place the insertion point on the line that contains the page break and
press the <Delete> key.
 It’s easier to delete a page break if you’re in Normal View. Switch to Normal View by clicking
the Normal View button on the horizontal ruler at the bottom of the screen, or select
View Normal from the menu.
 To Adjust the Line and/or Page Break Settings for a Paragraph: Select the paragraph and select
Format Paragraph from the menu and click the Line and Page Break tab. Select the
line and/or page break options for the selected paragraph and click OK.

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Working with Section Breaks and Multiple Page formats
 By separating a document using section breaks you can apply different page formatting to the
different sections.
 To Insert a Section Break: Select Insert Break from the menu and select the type of
break you want to insert.

Types of breaks.

Break type Description

Page break Inserts a simple page break at the insertion point
Column break Inserts a column break at the insertion point
Next page section break Inserts a section break at the insertion point and inserts a page break so the
new section starts at the beginning of a new page
Continuous section break Inserts a section break at the insertion point and starts the new section
immediately without inserting a page break.
Even page section break Inserts a section break at the insertion point and starts the next section on the
next even numbered page.
Odd page section break Inserts a section break at the insertion point and starts the next section on the
next odd numbered page.

Creating and Working with Envelopes

 To Print an Envelope: Select Tools Envelopes and Labels from the menu, and click the
Envelope tab if necessary. If necessary, enter the delivery and return address in the indicated
areas.
Click Options to specify what size envelope you are using, if you want a delivery point barcode
included, format the fonts of the addresses or the method the envelope is fed into the printer.

Arranging Text in Multiple Columns

 To Create Multiple Columns (Using the Toolbar): Click the Columns button on the Standard
toolbar and then drag to select the number of columns you want.
 To Create Multiple Columns (Using the Menu): Select Format Columns from the
menu, specify the number of columns you want to insert from the Columns dialog box and any
additional formatting options, then click OK.
 To Use Different Column Formatting on the Same Page: Place the insertion point where you
want to separate the different formatting options and select Insert Break from the menu.
Select the Continuous option and click OK. You can now change the column formatting
options for each section independently of each other.
 To Modify Existing Columns: Select Format Columns from the menu and make the
required changes on yur columns.

Printing on Both Sides of the Paper

 Some printer software supports printing on both sides of the paper. To see if yours does, Select
File Print from the menu and click the Properties button. Look for a “Double-sided”,
“Book”, or similar option
 To Print on Both Sides of the Paper: Select File Print from the menu, select Odd
Pages from the print list and click OK. When the printer has finished printing the odd pages,
turn them upside down and put them back in the printer, select File Print from the
menu, select Even Pages from the Print list and click OK.

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Chapter Five Review

Creating a Table

 To Create a Table (Using the Toolbar): Click the Insert Table button on the Standard toolbar,
drag inside the grid to select how many columns and rows you want.
 To Create a Table (Using the Menu): Select Table Insert Table from the menu,
specify the number of rows and columns you want and click OK.
 Move between cells by pressing <Tab> to move forward one field or cell and <Shift>+<Tab>to
move back one field or cell.
 Delete the contents of a cell by selecting the cell(s) and press the <Delete>key or click clear on
edit menu.

Working with a Table

 To Select a Cell: Click the left edge of the cell.

 To Select a Row: Click the left of the row.
 To Select a Column: Click the column’s top gridline or border (the pointer will change to a ).
 To Select Several Cells: Drag across the cell, row, or column (or select a single cell, row, or
column) and then hold down <Shift>while you click another cell, row, or column.
 To Select the Entire Table: Click the move handle next to the table.
 To Display the Tables and Borders Toolbar: Click the Tables and Borders button on the
Standard toolbar or Select View Toolbars Tables and Borders from the menu, or
right-click any toolbar or menu and select Tables and Borders.

Adjusting Column Width

 To Select a Column; Click the top of a column to select it. You can also select a column by
placing the insertion point anywhere in the column and selecting Table Select Column
from the menu.
 To Select an Entire Table: Make sure the insertion point is located somewhere inside the table,
and then select Table Select Table from the menu.
 To Adjust the Width of a Column: Click and Drag the column’s right border to the left or
right. You can also adjust a column’s width by selecting the column, selecting
Table Cell Height and Width from the menu, clicking the Column tab, entering the
width of the column, and clicking OK.
 AutoFit: You can use AutoFit to adjust a column’s width to fit the column’s widest entry. To
use AutoFit, select the column, select Table Cell Height and Width from the menu, click
the column tab, and click AutoFit. You can also use AutoFit by double-clicking the right border
of a column.
 To Distribute Columns Evenly in a Table: Select the columns and Select
Table Distribute Columns Evenly from the menu.

Adjusting Row Height

 To Select a Row: Click to the far left of the row. You can also select a row by placing the
insertion point anywhere in the row, and selecting Table Select Row from the menu.
 To Adjust the Height of a Row: Select the row, select Table Cell Height and Width from
the menu, click the Row tab, enter the height of the row, and click OK. You can also adjust a
row’s height by being in Print Layout View and dragging the row’s bottom border up or down.

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Inserting and Deleting Rows and Columns

 To Delete a Column or Row (Using the Right Mouse Button): Select the column or row you
want to delete. Click the right mouse button and select Delete Columns or Delete Rows from the
shortcut menu.
 To Delete a Column or Row (Using the Menu): Select the column or row you want to delete,
then select Table Delete Columns or Delete Rows from the menu.
 To Insert a Column or Row: Select the column or row where you want the new column or row
to be inserted in front of. Click the right mouse button and select Insert Columns or Insert Rows
from the menu.
Table 5-1: The Table Menu
Command Description
Draw Table Use a freehand pencil to draw a table and add cells, columns, or rows.
Insert (Cells, Rows, Columns, Depending on the location of the insertion point, inserts columns, rows, cells, or a new table.
Table)
Delete (Rows, Columns) Deletes the selected cells or the cell that contains the insertion point or the selected column or row.
Merge Cells Combines several selected cells into a single larger cell.
Split Cells Splits the selected cells into a specified number of rows and columns.
Select row Selects the row that contains the insertion point.
Select Column Selects the column that contains the insertion point.
Select Table Selects the entire table that contains the insertion point.
Table AutoFormat Automatically applies predefined formatting to a table.
Distribute Rows Evenly Changes the selected rows or cells to equal row height.
Distribute columns Evenly Changes the selected columns or cells to equal column width.
Cell Height and Width Adjusts the height, width, alignment, indents, and other formatting of rows and columns in a table.
Headings Designates the selected rows to be a table heading that is repeated on subsequent pages if the table
spans more than one page.
Convert Text to Table Converts selected text to a table, or converts the selected table to delimited text. Text you convert
to a table must include separator characters, such as tab characters or commas.
Sort Arranges the information in selected rows or lists alphabetically, numerically or by date.
Formula Performs mathematical calculations on numbers.
Split Table Divides a table into two separate tables and inserts a paragraph mark above the row that contains
the insertion point.
Hide Gridlines Displays or hides dotted gridlines to help you see which cell you’re working in. Table gridlines
don’t print, if you want to add printable gridlines to your table, use the Borders and shading
command, located in the Format menu.

Applying Borders to a Table

 Adding Borders (Using the Formatting Toolbar): Select the cell(s), Column(s), or Rows
where you want to apply the border(s) AND click the Border Style list arrow on the Tables and
Borders toolbar. Select the border(s) you want.
 Adding Borders (Using the Menu): Select the Cell(s), Column(s) or row(s) where you want to
apply the border(s), Select Format Borders and Shading from the menu, click the Borders
tab and add the border by clicking the preview area of the dialog box.
 You can view the Tables and Borders toolbar by clicking the Tables and Borders button on the
Standard toolbar or selecting View Tables and Borders from the menu.

Adding Shading and Patterns

 Adding Shading (Using the Formatting Toolbar): Select the cell(s), columns, or row(s) where
you want to apply the shading and click the Shading Style list arrow on the Tables and Borders
toolbar and select the shading you want.
 Adding Shading (Using the Menu): Select the cell(s), column(s), row(s) where you want to
apply the border(s), select Format Borders and Shading from the menu, click the
Shading tab, and add the shading options.

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Using AutoFormat

 AutoFormat lets you quickly format all elements of a table, including its fonts, borders, and
shading option by selecting from 40 preset formats.
 To AutoFormat a Table: Make sure the insertion point is located in the table, then select
Table Table AutoFormat from the menu.

Totaling Numbers in a Table

 To calculate the total of a row or column, select the last cell in the row or column and click the
AutoSum button on the Tables and Borders toolbar.

Sorting Information in a Table

 Using the Menu: Select the cells or information you want to sort, select Table
Sort from the menu, and specify the order you want to sort (ascending or descending).
 Using the Toolbar: Click either the Sort Ascending button or the Sort Descending button on the
Tables and Borders toolbar.

Using the Draw Table and Eraser Buttons

 Use the Draw Table and Eraser buttons on the Tables and Borders toolbar to create a table like
you would on a piece of paper
 To Use the Draw Table Tool: Click the Draw Table button on the Tables and Borders toolbar
and drag to create a table and add cells to a table
 To Use the Eraser Tool: Click the Eraser button on the Tables and Borders toolbar and erase
cells lines by dragging across them.

Creating Table Formulas

 To Add a Formula to a Cell: Select the cell where you want to place the results of the
calculation, then select Table Formula from the menu, and enter the cell formula.
 All formulas must start with an equal sigh (=), and usually contain the values or bookmark
names you want to calculate and the arithmetic operator(s) or function name(s) you want to use
to calculate the values (such as + or SUM).

Table 5-3: Examples of Formulas, References, and Operators in Tables

Operator or Function Purpose Example

Name
= All formulas must start with an equal sign
+ Performs addition between values =A1+B1
- Performs subtraction between values =A1-B2
* Performs multiplication between values =B1*2
/ Performs division between values =A1/C2
SUM Adds all the numbers in a range of fields =SUM (ABOVE)
AVERAGE Calculates the average of all the numbers in a =AVERAGE (A2, B1, C3)
range of fields
COUNT Counts the number of items in a list COUNT (A2:C3)

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Merging and Splitting Cells
 You can merge multiple cells into a single, larger cell by selecting the cells you want to merge,
and selecting Table Merge cells from the menu or by clicking the Merge Cells button on
the Tables and Borders toolbar. You can also use the Draw Table button on the Tables and
Borders toolbar to split cells by drawing lines between them.
 You can split cell into several smaller, multiple cells by selecting the cell you want to split and
selecting Table Split cells from the menu by clicking the Merge Cells button on the
Tables and borders toolbar. You can also use the eraser button on the tables and Borders toolbar
to merge cells by erasing the lines between them.

Orienting, Aligning, and Spacing Cell Contents

 To horizontally Align a Cell’s Contents: Select the cell(s) and click the Align left, Center, or
Align Right button on the formatting toolbar, or select Format Paragraph from the
menu and select the alignment.
 To Vertically Align a Cell’s Contents: Select the cell(s) and click the Align top, Center,
Vertically, or Align Bottom button on the Tables and Borders toolbar.
 To Change Text Direction: Click the Change Text Direction button on the Tables and Borders
toolbar to toggle between the three different text directions, or select Format Text
Direction from the menu and select the text direction.

Working with Tables that span Multiple Pages

 To Add a Heading to a Table: Select the table’s heading row, and then select
Table Heading rows repeat from the menu.
 To keep a Row from Breaking across pages: Select the row, select Table Cell Height
and Width from the menu, and select Allow row to break across pages.

Mail merging
You can mail merge to create form letters, mailing labels, envelopes, or catalogs. The Mail Merge
Helper guides you through organizing the address data, merging it into a generic document, and printing
the resulting personalized documents.

Steps to follow in mail merging

1. Open or create a main document, which contains the generic information that you want to repeat
in each form letter, mailing label, envelope, or catalog by clicking on mail merge on tools menu
then select create command button. On the dialog box choose either active document or new
document you have not created the source data

2. Open or create data source, which contains the data that varies in the merged documents — for
example, the name and address of each recipient of a form letter. By clicking on get data
command button on the mail merge dialog box then select the fields you want to use. Click ok
button and follow the instructions in your dialog box.
3. In the main document, insert merge fields from the mail merge toolbar, which are placeholders
that tell Microsoft Word where to insert data from the data source.
4. Merge data from the data source into the main document. Each row (or record) in the data source
produces an individual form letter, mailing label, envelope, or catalog item. You can send the
merged documents directly to a printer, or to e-mail addresses or fax numbers. Or you can collect
the merged documents into a new document so you can review and print them later.

Table of contents
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Table of contents is a list showing the titles and sub titles in your document. To create it you have to
know which titles are to be set as heading 1, heading 2 or heading 3. i.e.

Heading 1

Heading 2

Heading 3

Steps
1. Highlight a title
2. On format menu choose style
3. Indicate whether your highlighted text is heading 1, heading 2 or heading 3
4. Then click apply
5. When through insert a blank page where you want your table of contents to be copied to.
6. On insert menu choose index and tables
7. Click on table of contents tab then click ok.

Drawing on your documents.

o To display the drawing toolbar: click the drawing button on the standard toolbar or click
view menu, toolbars then drawing from the menu.
o To draw an object: click the object you want to draw on the drawing toolbar (such as
lines, rectangles or circles) and draw your shape by clicking on the document with the +
pointer and drag until the shape reaches the desired size.
o To resize an object: click the object to select it, drag the object’s sizing handles until the
shape reaches the desired size then release the mouse button.
Adding, arranging and formatting text boxes.
o To add a text box to a document: click the text box icon on the drawing toolbar, click where
you want to insert the text with the insertion point and type the text.
o To resize the text box: click the text box to select it, drag the sizing handles until the box
reaches the desired size then release the mouse button.
Selecting, resizing, moving and deleting objects.
o To resize the object: click the text box to select it, drag the sizing handles until the box reaches
the desired size then release the mouse button.
o To resize an object proportionally: follow the above procedures, only hold down the shift key
while dragging to maintain the objects proportions while resizing it.
o To move the object: click the object and hold down the left mouse button, drag the object to the
new location and then release the mouse button to drop it.
o To copy the object using drag and drop: follow the above procedure only hold down the crtl
key while dragging to copy the object.

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Formatting an object.
o To fill the shape with a color: select the shape then select fill color button arrow on the drawing
toolbar and select the color you want.
o To change the line color or remove the line color: select the shape, then click the line color
button arrow on the drawing toolbar and select the color you want.
o To change the line style: select the line, then click the line style button on the drawing toolbar
and select the line style you want.
o To change the dash style: select the line, then click the dash style button on the drawing toolbar
and select the dash you want.
o To add or remove arrow heads: select the line then click the arrow style button on the drawing
toolbar and select the arrow style you want.
o To use the format object dialog box: select the object and select format, autoshape from the
menu or right click the object you want to format and select format autoshape from the menu.

Inserting clipart.
o To insert a clipart graphic: select insert, picture, clip art from the menu, select a clip art category,
select the clip art you want to use and click ok.
o On clip art dialog box type what you are looking for and press enter key. Select the clip art you
want to use and click insert clip.

Inserting and formatting pictures.

o To insert graphic created from other programs: select insert, picture, from file from the menu,
then select the file location and name and click ok.
o Use the picture toolbar to change the brightness and contrast of a selected picture.
o Use the image control button on the picture toolbar to modify a picture colors, making it appear
black and white, grayscale or as water mark.
o To crop a picture: click the picture to select it, click the crop button on the picture toolbar, drag
one of the picture’s edges with the crop tool.

Positioning objects.
o To specify whether an object should float over text or not: select the picture or object and select
format, picture from the menu, click the position tab and check or uncheck float over text check
box
o To change how the text wraps around the object: make sure that the picture is floating over the
text in a document, select the picture or object and select format, picture from the menu, and
click the wrapping tab, select a wrapping option and click ok.

Aligning and grouping objects.

o To select multiple objects: press and hold down the shift key as you click the objects you want to
select.
o To group several objects: select the objects you wan t to group, right click the selection then
select group from the pop up menu
o To ungroup a grouped objects: select the grouped objects, right click then choose ungroup from
the shortcut menu.

Drawing auto shapes.

o To insert an autoshape: click the autoshape button on the drawing toolbar and select the
autoshape category and autoshape that you want to insert. Drag the crosshair pointer to draw the
autoshape.
o To adjust an autoshape: select the autoshape and drag its adjustment handles to adjust.

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o To add text to a shape: right-click the shape, select add text from the shortcut menu and type the
text.
Rotating objects
o To free rotate an object: select the object, click the free rotate button on the drawing toolbar,
click and drag any of the rotating handles with the pointer (). You can also rotate an object by
selecting the object, selecting format, autoshape from the menu, clicking the size tab and
entering the amount in degrees you want to rotate the object in the rotation box.

Layering objects.
o To change order in which the document appear on a document: select the object, right click then
select order and select the following commands.
 Bring to front: Places the selected object at the very top layer of the document. All other
objects will appear behind the selected object.
 Send to back. : Places the selected object at the very back layer of the document. All
other objects will appear in front the selected object.
 Bring forward: Brings the selected object one layer up on the document.
 Send backward: Sends the selected object one layer down on the document.

Applying shadows and 3-D effects.

 To add a shadow to an object: select the object, click the shadow button on the drawing toolbar
and select the shadow effect you want to use.
 To add a 3-D effect to an object: select the, click the 3-D button on the drawing toolbar and
select the 3-D effect you want to use.

Working with word art and graphs

Inserting wordart object
 Select insert, picture, and wordart from the menu, select a text style, type the text for the wordart
object, change the font and size if necessary and click ok.
 To move a wordart object: click the wordart object to select it, and then drag the wordart to a
new location.

Formatting wordart object.

 To change style of a wordart object: click the wordart object to select it, and click the wordart
gallery button on the wordart toolbar. Select a wordart style from the gallery.
 To change the shape of a wordart object: select the wordart object, click wordart shape button on
the wordart toolbar, and select the shape you want.
 To change the text spacing of a wordart object: select the wordart object, click wordart character
spacing button on the wordart toolbar, and select the spacing option
 To edit wordart object’s text: select the wordart object, click the edit text button on the wordart
toolbar, and edit the text.

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Creating a chart.
 To insert a chart object: select insert, picture, chart from the menu. Enter your own data into
the datasheet.
 To move around inn the datasheet:
o Use the mouse to click the cell that you want to select or edit with the pointer.
o Use the arrow keys
o Press enter key to move down
o Press the tab key to move to the next cell or to the right, press shift + tab to move to the
previous cell or to the left.

Modifying a chart.
 To select the chart object: click the chart.
 To format a chart object: use any of the following methods
o Double click the object.
o Right click the chart object and select format object from the short menu.
o Select object and select format object from the menu then click the tab that contains the
items you want to format and specify the formatting options.

Selecting a chart type.

 To change the chart type: select chart, chart type and select the type chart you want from the
menu or click the chart type list arrow on the graph toolbar.

Footnotes and endnotes

Footnotes and endnotes are used in printed documents to explain, comment on, or provide references for
text in a document. You might use footnotes for detailed comments and endnotes for citation of sources.
A footnote or an endnote consists of two linked parts — the note reference mark ( A number, character,
or combination of characters that indicates that additional information is contained in a footnote or
endnote.) mark and the corresponding note text.
You can add note text of any length and format note text just as you would any other text. You can
customize note separators, the lines that separate the document text from the note text.

Automatic numbering
Microsoft Word automatically numbers footnotes and endnotes for you, whether you use a single
numbering scheme throughout a document or different numbering schemes within each section in a
document. After you insert the first footnote or endnote in a document or in a section, subsequent
footnotes and endnotes are automatically numbered with the correct format.

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Insert a footnote or an endnote

Single number format
1. In print layout view, click where you want to insert the note reference mark.
2. On the Insert menu, point to Reference, and then click Footnote.
3. Click Footnotes or Endnotes.
By default, Word places footnotes at the end of each page and endnotes at the end of the document.
You can change the placement of footnotes and endnotes by selecting in the Footnotes or Endnotes
box.
4. In the Number format box, click the format you want.
5. Click Insert.
Word inserts the note number and places the insertion point next to the note number.
6. Type the note text.
7. Scroll to your place in the document and continue typing.
As you insert additional footnotes or endnotes in the document, Word automatically applies the
correct number format.

Multiple number formats

A document must first be divided into sections in order to insert footnotes and endnotes with multiple
number formats.

1. If you haven't already done so, insert a section break where you want to start a different footnote
or endnote number format.
2. In print layout view, click where you want to insert the note reference mark.

3. On the Insert menu, point to Reference, and then click Footnote.

4. Click Footnotes or Endnotes.

5. In the Number format box, click the format you want to use for the current section.

6. In the Numbering box, click whether to restart numbering at each section or each page, or to
number in a continuous sequence across page and section breaks.

7. In the Apply changes to box, select which part of the document you want to insert a footnote or
endnote in with a new number format.

8. Click Insert.
Word inserts the note number and places the insertion point next to the note number.
9. Type the note text.
10. Click where you want to insert footnotes or endnotes with a different number format and repeat
steps 3 through 9.

As you insert additional footnotes and endnotes in each section, Word automatically applies the
correct number format for each section.

Custom footnotes or endnotes

You can insert a footnote or endnote with a different format on the same page, without entering a section
break, by using custom footnotes or endnotes. For example, you could use an asterisk (*) as a custom
note. Custom notes will not automatically renumber.

1. On the Insert menu, point to Reference, and then click Footnote.

2. Click Footnotes or Endnotes.

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Word Processing in Ms-Word
3. Select whether to create your own custom mark or use a symbol for a custom mark. Do one of
the following:

o In the Custom mark box, enter a mark.

o Click Symbol to insert a built-in symbol.

4. Click Insert.

Change the number format of footnotes or endnotes

1. Place the insertion point in the section in which you want to change the footnote or endnote
format. If the document is not divided into sections, place the insertion point anywhere in the
document.
2. On the Insert menu, point to Reference, and then click Footnote.
3. Click Footnotes or Endnotes.
4. In the Number format box, click the option you want.
5. Click Apply

Change the placement of footnotes and endnotes

Microsoft Word, by default, places footnotes at the end of each page and endnotes at the end of the
document. You can change placement of footnotes so that they appear directly below the text. Similarly,
you can change the placement of endnotes so that they appear at the end of each section.

1. On the Insert menu, point to Reference, and then click Footnote.

2. Under Location, click Footnotes or Endnotes.
3. Click the option you want in the Footnotes or Endnotes box.
4. Click Apply

Convert footnotes to endnotes and vice versa

After you insert footnotes in a document, you can change them to endnotes, and vice versa.

Convert one or more notes to footnotes or endnotes

1. Switch to normal view.

2. On the View menu, click Footnotes.
If your document contains both footnotes and endnotes, a message appears. Click View footnote
area or View endnote area, and then click OK.
3. In the note pane, click All Footnotes or All Endnotes.
4. Select the notes you want to convert, and then right-click.
5. Click Convert to Footnote or Convert to Endnote.

Convert all notes to footnotes or endnotes

1. On the Insert menu, point to Reference, and then click Footnote.

2. Click Convert.
3. Click the option you want, and then click OK.
4. Click Close.

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Word Processing in Ms-Word
Change or remove a footnote or endnote separator

Microsoft Word separates document text from footnotes and endnotes with a short horizontal line called
a note separator. If a note overflows onto the next page, Word prints a longer line called a note
continuation separator. You can customize separators by adding borders, text, or graphics.

1. Switch to normal view.

2. On the View menu, click Footnotes.
3. In the note pane, click the type of separator you want to change or remove in the Notes box:
o To change the separator that appears between the document text and notes, click
Footnote separator or Endnote separator.
o To change the separator for notes that continue from the previous page, click Footnote
continuation separator or Endnote continuation separator.

4. Select the separator and make changes:

o To remove the separator, press DELETE.
o To edit the separator, insert a Clip Art divider line or type text.

To restore the default separator, click Reset.

Notes

 Note text does not appear with the separator.

 To view the continuation separator as it appears in the printed document, click Print Layout
View on the horizontal scroll bar.
 In the browser, custom note separators appear as short horizontal lines
 Continue footnote and endnote numbering from one document to another

To number notes sequentially from one document to another, you must set the starting number of
notes for each document.

1. On the Insert menu, point to footnote.

2. In the Start at box, enter the starting number you want.
3. In the Numbering box, click Continuous.
4. Click Insert.

Delete a footnote or an endnote

When you want to delete a note, you work with the note reference mark in the document window, not
the text in the note pane. If you delete an automatically numbered note reference mark, Microsoft Word
renumbers the notes in the new order.

 In the document, select the note reference mark of the note you want to delete, and then press
DELETE.

25 Students Summary
Word Processing in Ms-Word
Restart footnote or endnote numbering from 1
You can restart numbering on each page or in each section.
1. On the Insert menu, point to Reference, and then click Footnote.
2. In the Start at box, click 1.
3. In the Numbering box, click the option you want.
4. Click Apply.

View footnotes and endnotes

View footnotes and endnotes in a Microsoft Word document

 In the document, rest the pointer on the note reference mark.

The note text appears above the mark in a ScreenTip.

26 Students Summary