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Practical File
On

Computer Fundamentals
& Its Applications

Branch/Year – Computer Science & Its

Applications / I-Year

Submitted To: Submitted

By:

Mr. Sunil Malik Mr.

Ayush
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72

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S.N Experiment / Topic Signature /

o. Remarks
1. MS Word

2. Word ─ Explore Window

3. Word ─ Backstage View

4. Word – Entering Text

5. Word ─ Move Around

6. Word ─ Save Document

7. Word ─ Opening a Document

8. Word – Functions and More

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Microsoft Office Word

Microsoft Office Word allows you to create and edit personal and
business documents, such as letters, reports, invoices, emails and
books. By default, documents saved in Word are saved with the .docx
extension. Word Processing is perhaps the most common and
comparatively easier application to work on any computer. A word
processor lets you to change words or phrases, to move whole sections
of text from one place to another, store blocks of text, align margins all
in few seconds. Use of word processors has changed the look of official
correspondence, reports, and proposals etc. to a great extent. MS Word
is an advanced word processing product by Microsoft company. The
powerful features of Word will allow you to create even graphic based
multicolumn publications such as Fliers, Newsletters and Internet web
pages.
Microsoft Word can be used for the following purposes:
 To create business documents having various graphics including
pictures, charts, and diagrams.
 To store and reuse readymade content and formatted elements
such as cover pages and sidebars.
 To create letters and letterheads for personal and business
purpose.
 To design different documents such as resumes or invitation cards
etc.
 To create a range of correspondence from a simple office memo to
legal copies and reference documents.

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Word ─ Explore Window

In this, we will understand how to explore Window in Word. Following is the basic
window which you get when you start the Word application. Let us understand the
various important parts of this window.

File Tab:
The File tab replaces the Office button from Word 2007. You can click it to check
the Backstage view. This is where you come when you need to open or save
files, create new documents, print a document, and do other file-related
operations.

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Quick Access Toolbar:

This you will find just above the File tab. This is a convenient resting place for the
most frequently used commands in Word. You can customize this toolbar based
on your comfort.

Ribbon:

Ribbon contains commands organized in three components:

 Tabs: These appear across the top of the Ribbon and contain groups of
related commands. Home, Insert, Page Layout are examples of ribbon tabs.
 Groups: They organize related commands; each group name appears below
the group on the Ribbon. For example, group of commands related to fonts
or group of commands related to alignment, etc.
 Commands: Commands appear within each group as mentioned above
Title bar
This lies in the middle and at the top of the window. Title bar shows the program
and document titles.
Rulers
Word has two rulers - a horizontal ruler and a vertical ruler. The horizontal ruler
appears just beneath the Ribbon and is used to set margins and tab stops. The
vertical ruler appears on the left edge of the Word window and is used to gauge
the vertical position of elements on the page.
Help
The Help Icon can be used to get word related help anytime you like. This
provides nice tutorial on various subjects related to word.
Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control
consists of a slider that you can slide left or right to zoom in or out; you can click
the + buttons to increase or decrease the zoom factor.

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View Buttons
The group of five buttons located to the left of the Zoom control, near the bottom
of the screen, lets you switch through the Word's various document views.
 Print Layout view: This displays pages exactly as they will appear when
printed.
 Full Screen Reading view: This gives a full screen view of the document.
 Web Layout view: This shows how a document appears when viewed by a
Web browser, such as Internet Explorer.
 Outline view: This lets you work with outlines established using Word’s
standard heading styles.
 Draft view: This formats text as it appears on the printed page with a few
exceptions. For example, headers and footers aren't shown. Most people
prefer this mode.
Document Area
This is the area where you type. The flashing vertical bar is called the insertion
point and it represents the location where text will appear when you type.
Status Bar
This displays the document information as well as the insertion point location.
From left to right, this bar contains the total number of pages and words in the
document, language, etc.
You can configure the status bar by right-clicking anywhere on it and by selecting
or deselecting options from the provided list.
Dialog Box Launcher
This appears as very small arrow in the lower-right corner of many groups on the
Ribbon. Clicking this button opens a dialog box or task pane that provides more
options about the group.

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Word ─ Backstage View

In this, we will discuss the Backstage View in Word. The Backstage view was
introduced in Word. This acts as the central place for managing your documents.
The backstage view helps in creating new documents, saving and opening
documents, printing and sharing documents, and so on. Getting to the Backstage
View is easy: Just click the File tab, located in the upper-left corner of the Word
Ribbon. If you already do not have any opened document, then you will see a
window listing down all the recently opened documents as follows:

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If you already have an opened document, then it will display a window showing
detail about the opened document as shown below. Backstage view shows three
columns when you select most of the available options in the first column.

The first column of the backstage view will have following options:

New This option is used to open a new document.

Print This option is used to print an open document.

Save & This option will save an open document and will display options to send the
send document using email, etc.

Help This option is used to get the required help about Word.

Options This option is used to set various option related to Word.

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Exit Use this option to close the document and exit.

Document Information
When you click the Info option available in the first column, it displays the
following information in the second column of the backstage view:
 Compatibility Mode: If the document is not a native Word 2007/ document,
a Convert button appears here, enabling you to easily update its format.
Otherwise, this category does not appear.
 Permissions: You can use this option to protect your word document. You
can set a password so that nobody can open your document, or you can lock
the document so that nobody can edit your document.
 Prepare for Sharing: This section highlights important information you
should know about your document before you send it to others, such as a
record of the edits you made as you developed the document.
 Versions: If the document has been saved several times, you may be able
to access the previous versions of it from this section.
Document Properties
When you click the Info option available in the first column, it displays various
properties in the third column of the backstage view. These properties include the
document size, the number of pages in the document, the total number of words
in the document, the name of the author etc.
You can also edit various properties by clicking on the property value and if the
property is editable, then it will display a text box where you can add your text
like title, tags, comments, Author.
Exit Backstage View
It is simple to exit from the Backstage View. Either click on the File tab or press
the Esc button on the keyboard to go back to the working mode of Word.

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Word – Entering Text

In this, let us discuss how to enter text with Microsoft Word. Let us see how easy
it is to enter text in a Word document. We assume you know that when you start
Word, it displays a new document by default as shown below:

Document area is the area where you type your text. The flashing vertical bar is
called the insertion point and it represents the location where the text will appear
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when you type. keep the cursor at the text insertion point and start typing the
text. We typed only two words "Hello Word" as shown below. The text appears to
the left of the insertion point as you type:

The following are the two important points that will help you while typing:
 You do not need to press Enter to start a new line. As the insertion
point reaches the end of the line, Word automatically starts a new
one. You will need to press Enter, to add a new paragraph.
 When you want to add more than one space between words, use
the Tab key instead of the spacebar. This way you can properly
align text by using the proportional fonts.

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Word ─ Move Around

In this, we will discuss how to move around in Word. Word provides several ways
to move around a document using the mouse and the keyboard.
To begin with, let us create some sample text. To create a sample text, there is a
short cut available. Open a new document and type =rand () and press Enter.
Word will create the following content for you:

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Moving with Mouse

You can easily move the insertion point by clicking in your text anywhere on the
screen. There may be instances when a document is big, and you cannot see a
place where you want to move. Here, you will have to use the scroll bars, as
shown in the following screenshot:

You can scroll through your document by rolling your mouse wheel, which is
equivalent to clicking the up-arrow or down-arrow buttons in the scroll bar.

Moving with Scroll Bars

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As shown in the above screenshot, there are two scroll bars: one for moving
vertically within the document, and one for moving horizontally. Using the vertical
scroll bar, you may:
 Move upward by one line by clicking the upward-pointing scroll arrow.
 Move downward by one line by clicking the downward-pointing scroll
arrow.
 Move one next page, using the next page button (footnote).
 Move one previous page, using the previous page button (footnote).
 Use the Browse Object button to move through the document, going from
one chosen object to the next.
Moving with Keyboard
The following keyboard commands, used for moving around your document, also
move the insertion point:

Keystroke Where the Insertion Point Moves

Forward one character

Back one character

Up one line

Down one line

Page Up To the previous screen

Page Down To the next screen

Home To the beginning of the current line

End To the end of the current line

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You can move word by word or paragraph by paragraph. You would have to hold
down the Ctrl key while pressing an arrow key, which moves the insertion point as
described here:

Key Combination Where the Insertion Point Moves

Ctrl + To the next word

Ctrl + To the previous work

To the start of the previous paragraph

Ctrl +

Ctrl + To the next word

Ctrl + To the previous work

Ctrl + To the start of the previous paragraph

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Moving with Go to Command

Press the F5 key to use the Go To command. This will display a dialogue box
where you will have various options to reach to a particular page.
Normally, we use the page number, the line number or the section number to go
directly to a particular page and finally press the Go To button.

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Word ─ Save Document

In this, we will discuss how to save a document in Word.

Saving New Document
Once you are done with typing in your new Word document, it is time to save your
document to avoid losing work you have done on a Word document. Following are
the steps to save an edited Word document:
Step 1: Click the File tab and select the Save As option.

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Step 2: Select a folder where you would like to save the document, Enter the file
name which you want to give to your document and Select the Save As option, by
default it is the .docx format.

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Step 3: Finally, click on the Save button and your document will be saved with
the entered name in the selected folder.

Saving New Changes

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There may be an instance when you open an existing document and edit it
partially or completely, or an instance where you may like to save the changes in
between editing of the document. If you want to save this document with the
same name, then you can use either of the following simple options:
 Just press the Ctrl + S keys to save the changes.
 Optionally you can click on the floppy icon available at the top left corner
and just above the File tab. This option will also help you save the changes.
 You can also use the third method to save the changes, which is the Save
option available just above the Save As option as shown in the above
screenshot.
If your document is new and it was never saved so far, then with either of the
three options, Word will display a dialogue box to let you select a folder and enter
the document name as explained in case of saving new document.

Word ─ Opening a Document

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In this, we will discuss how to open a document in Word.

Opening New Document
A new, blank document always opens when you start Microsoft Word. Suppose
you want to start another new document while you are working on another
document, or you closed an already opened document and want to start a new
document. Here are the steps to open a new document:

Step 1: Click the File tab and select the new option.

Step 2: When you select the new option from the first column, it will display a list
of templates in the second column. Double-click on the Blank document; this is

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the first option in the template list. We will discuss the other templates available
in the list in the following chapters.
You should have your blank document as shown below. The document is now
ready for you to start typing your text.

You can use a shortcut to open a blank document anytime. Try using the Ctrl + N
keys and you will see a new blank document like the one in the above screenshot.

Opening Existing Document

There may be a situation when you open an existing document and edit it
partially or completely. Follow the steps given below to open an existing
document:

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Step 1: Click the File tab and select the Open option.

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Step 2: This will display the following file Open dialog box. This lets you navigate
through different folders and files, and lets you select a file which you want to
open.

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Step 3: Finally, locate and select a file which you want to open and click the
small triangle available on the Open button to open the file. You will have
different options to open the file, but simply use the Open option.

This will open your selected file. You can use the Open Read-Only option if you are
willing just to read the file and you have no intention to modify, i.e., edit the file.
Other options can be used for advanced usage.

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PARTS OF WORD WINDOW

Please see the picture below for a visual image of parts of an active window has:

Menu bar This is the traditional windows style drop-down menu. When you point
to any menu title and click once with the mouse, the menu will open displaying all
the commands available under this menu. Clicking on the desired command
would tell Word to execute that command. Some commands have ellipses (…) in
front of them. These commands have further sub commands. Commands
appearing in dim mode cannot be executed unless the prerequisite functions
required by that command have been performed, e.g. you cannot use the Copy or
Cut command from the Edit menu unless you have selected a piece of text first.
Many commands also have a keyboard shortcut specified against their names.
Standard toolbar Toolbars contain buttons, drop-down menus and other controls
that help you to quickly alter the appearance and arrangement of documents by
executing a variety of word commands. Toolbars are very helpful and convenient
in quickly executing commands without having to go through menus. The

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standard toolbar contains icons for basic functions like opening files, saving files,
printing files, cut, copy, paste etc.
Formatting toolbar This contains icons for changing the look of your text (called
“formatting” in computer jargon); for example, there are icons for changing fonts,
styles, font sizes, text alignment etc.

Ruler The Ruler lets you make changes to margins and indents, and helps you
create document as per dimensions required.

Scroll tools These helps you travel within your document. You can go anywhere,
up and down, right and left in your document mainly by two ways: Using the
horizontal and vertical scroll bars with the help of the mouse; Or using the
keyboard to press PgUp, PgDn, Home, End and arrow keys.

Status bar Also called the Status Area, this is the normally the last line on your
screen. This gives the following information about your work—
 Current Page
 Section Number
 Current/Total pages in the document
 Current Cursor Position (where the cursor is presently located)
 Current Line Number
 Current Column Number
 Record Macro-whether macro recording is On or not
 Track Revision-whether revisions have been made or not
 Extend Selection
 Over type mode-whether you are in Insert mode or overwrite mode
Cursor Also called the Insertion Pointer, this denotes the place where text,
graphics or any other item would be placed when you type, overwrite or insert
them. This looks like a tall, skinny toothpick and keeps blinking so that you can
locate it easily.
Mouse pointer When your mouse pointer looks like an I-beam you should be able
to move it freely on the screen. This is used for either placing the cursor at the
desired place (take the mouse pointer there and click) or choosing any command
either from the menu or from toolbars. The mouse pointer changes shape when in
the process of doing certain tasks and the cursor disappears.

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TOOLBARS AND THEIR ICONS

Word Standard Toolbar

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Editing Word document

Cut, Copy and Paste options

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These options will allow you to Cut or Copy a piece of text from one location and
to paste at a new location.
To do these functions,

 Place the cursor at the beginning of the text to be selected. Drag the mouse
pointer over the text. The text will now appear in reverse vedeo as shown:
Jawahar Knowledge Centre

 Click Edit menu and then click on Cut option (or) click icon on the
Standard Toolbar move the cursor to the place where you want the text to
be pasted.

 Click Edit menu and then click Paste option (or) click icon on the
Standard Toolbar.

For copying the text from one location to other location the same procedure is to
be followed. The difference between Cut and Copy is that while using the Cut
option the text will be removed from its original location and pasted at a new
location, whereas when using Copy option, a copy of the selected text is pasted at
new location without disturbing the original text.
Searching text
 Open any document.
 Click Edit menu and then click Find option. You will get a screen as shown
below.

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 In Find What text box type the word you want to find and then click Find
Next button.
 Continue clicking Find Next button until you get the screen shown below.

 Click OK button and then click X to close Find and Replace dialog box.

Replacing text

 Open any word document.

 Click Edit menu and then click Replace option. You will get the dialog box
as shown below and type the word with which you want to replace.

 Click Replace All button once. You get the below dialog box.

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Moving the cursor to a specific page

 If your word document contains more than one page, you can directly go to
specified page by clicking Edit menu and then clicking Go To option. You will
get the dialog box as shown below.

 In the Enter page number text box, type the required page number as shown
below.

 Click Go To button. Cursor will immediately jump to page 4.

 Click Close button to close Find and Replace dialog box.

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Formatting documents

Bold, Underline and Italicize the selected text

 Open a word document.
 Block the text by first clicking at the start of the text and holding the left
mouse button and drag to the desired position and then release the left
mouse button. The selected area will be highlighted.
 Move the mouse pointer to the button on the Standard Toolbar and click
once.
 Move the mouse pointer outside your text and click to release the
highlighting. Your text will now appear in BOLD FACE.
 Like this you can underline or italicize the desired text by using the following

buttons

Left aligning, centring, right aligning and justifying text

Left Centre Right Justify

 Open a word document.
 Block the text by first clicking at the start of the text and holding the left
mouse button and drag to the desired position and then release the left
mouse button. The selected area will be highlighted.
 Move the mouse pointer to Align Left button on the toolbar and click once.
Your selected text will be left aligned.
 Move the mouse pointer to Align right button on the toolbar and click once.
Your selected text will be right aligned.
 Move the mouse pointer to Centre button on the toolbar and click once. Your
selected text will be cantered.
 Move the mouse pointer to Justify button on the toolbar and click once. Your
selected text will be justified.

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Creating Bulleted and Numbered list

If a list of items is to be numbered automatically it can be done using

Numbered List option Examples: Microsoft Office consists of MS-Word
MS-Excel
MS-PowerPoint MS-Access
MS-Outlook
 The above text is to be selected with mouse.
 Click on the Numbered List button on the toolbar
 Move out of the text and click to release the highlighting.
 Your text will now look like this
1) MS-Word
2) MS-Excel
3) MS-PowerPoint
4) MS-Access
5) MS-Outlook

 Now re-select the text

 Click the Bulleted List button on the toolbar.

 The numbers should be replaced with bullets as shown below

 MS-Word
 MS-Excel
 MS-PowerPoint
 MS-Access
 MS-Outlook

Indenting Paragraphs

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 Select a paragraph with the mouse.

 Click on the Right (increase) Indent button on the
toolbar.

 Leave the highlighting on and click once more

on the Right Indent button.
 Click once on the Left Indent
button. Your text should now be indented by
one Tab stop. Each time you click, the
paragraph is moved one tab stop.

Changing case of text

 You can change the selected text into

either UPPERCASE, lowercase, Title case or
tOGGLE cASE

 Highlight the text. Select the Format menu option

 Choose Change Case option. You will get the
dialog box shown below.

 From the list of options select UPPERCASE to

convert lower case into uppercase

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Indenting text with tabs

 Type your name and address as you would at the head of a

letter, but aligned with the left margin e.g.
K.Manohar H.No
10-334/3,
V.P. Nagar,
Malakpet,
Hyderabad.

 Move the cursor to the start of each line and press the Tab
key. Just as with the right indent button, your text will move
right. How much it moves will depend on the tab settings,
which you can change in the Format, Tabs menu as shown
below.

Font Controlling

 To get different character styles we can change Font type

 Click on Format menu
 Select Font option. You will get the following screen.

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 You can set Font type, Font Style and Font size and Color
of the selected text.
 Click OK button.

Note: The above options are also available on the Formatting Toolbar

Font style Font Type Font size Color

Creating column wise documents

 Open any word document file.

 Click Format menu and click Columns option. You will get a
screen as shown below:

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 In the Presets tab, select Two option to get below

screen.

 Click OK button.
 Your document will be converted to two-column document.

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Spelling and Grammar Checking of word document

 Open any word document.

 Click Tools menu and then click Spelling and Grammar option.
You will get the below dialog box.

 Note all words that appear red color in First box are spelling
mistakes. If you want to accept the suggested word, in the
second box click on Change. If not, click Ignore button. You
can also add a word to the dictionary by clicking on the Add
button.
 Continue this process until you get the dialog box, shown below:

 Click OK button.
 Save your work when the spell-check is complete, so that the
corrections are saved.

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Printing document

Set Page Setup options

 Click File menu

 Select and click Page Setup option. You will get the following
screen.

 Here you can set margins (top, bottom, right and left),
paper size, paper source and layout.
 Click OK button.

Creating Header and footer

 You can create header and footer that include text or

graphics. For example, page numbers, the date, a company
logo, the document’s title or file name, the author’s name, and
so on. You can use the same header and footer throughout a
document or change the header and footer for part of the

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document. For example, use a unique header or footer on the first page, or
leave the header or footer off the first page. You can also use different
headers and footers on odd and even pages or for part of a document.

The Header and Footer tool bar is

To Create header or footer

Creating different footers or headers for even and odd pages

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Preview document

 Open any word document.

 Click File menu and then click Print Preview option. You will
get a screen similar to this.

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 You won’t be able to read your text, as preview is just for

checking the layout. If you move the mouse pointer into the
page a tiny magnifying glass icon appears. If you click on
this, it magnifies the selected page.

 Press PgDn to move through your document if it is more than

one page long.

 If you need to make changes before printing, click the Close

button to return to your document

Print document.

 Click File menu

 Click Print option.
 You will get a screen shown as below.

 In the above figure you can set default Printer name or you can
select other printers from the drop down menu. You can set
which pages to print, how many copies to print, the page range
like ”1-3,5-7”, whether to print all pages and so on.

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 Before printing, make sure your printer is switched on, is loaded

with the appropriate paper [A4], and is on-line.
 If you are satisfied with the layout of your document, click on
the Print icon on the toolbar to obtain a printout. You should see
a message on screen showing that your file is being prepared for
printing.
 Click OK button.

Inserting pictures into the document Inserting Clip

arts
 Click Insert menu, click picture and then click Clip Art. You
will get screen as shown below

 Select the picture and then click Insert button. The selected
picture will be inserted at the cursor position.

Inserting WordArt

 Click Insert menu, click picture and then click WordArt. You
will get a screen as shown below:

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 Select a WordArt Style format and then click OK button to get

the below screen.

 Here enter your own text ( for example type Welcome)and then
click OK button.

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Dragging Margins on the Ruler

 Change to Page Layout view

 Choose View  Ruler, if the ruler is not visible
 Point to transition area (where the grey area turns white) on
the ruler. The mouse pointer changes to double headed
arrow.
Drag the margin to the desired position using the mouse. Watch the change in
the Ruler's dimension as you drag.

Page Breaks

Page Breaks are the places in your document where one page ends and a new
page begins. Many things affect where page breaks will occur. Factors include
the size of your paper, Margin setting, Paragraph Formats and section breaks.
Page breaks appear as dotted lines in Normal view.

Forcing Page Breaks

 Move cursor to the place of the break.

 Choose Insert  Break

The Page Break dialogue box appears as below.

 Click OK & the page break appears in the required position.

 To insert page breaks press Ctrl+Enter. Page Break will be

inserted at the place of the cursor.

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Drop Cap Feature

 Select the Paragraph then Click Format menu and then Click
on Drop Cap then you will get a screen as shown below:

Now Select the required position for Drop Cap and click OK Creating Tables

Tables are preferred when compared to using spacebar or tab for alignment
to give a table format, but Word has another excellent feature for alignment
called "Tables". This feature is used to create financial reports, catalogues,
accounts etc.

Tables consist of rows and columns. The text can be typed in the cells.
The size, shape and appearance of a cell are controllable features. You can also
convert a text to a table and a table back to text. It also supports importing and
exporting data onto a spreadsheet.

To create a table using Insert Tables Button

 Move the cursor to the place where you want to insert the
table
 Choose tables button from the Standard Toolbar
 Drag the mouse to highlight the desired number of rows and
columns in the tables menu

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 Release the button. An empty table is inserted.

To create a table using table menu

 Choose Insert table from Table Menu . You will find a

dialog box as shown below:

 Now type the Number of Columns and rows as you require

and set column width Auto. So that the Column with will
be equal to the width of the text. Now click OK.

An empty table is inserted in the document. Now inserting rows, columns,

Deleting rows and widening the columns is very easy.

Insert Rows:

 Place the cursor in the table, where rows are to be inserted

 Choose Table and click Insert Rows option to insert rows in
the table
Delete Rows:

 Select the Row which is to be deleted

 Click Table and click Delete cells option.

In the same way you can do with columns also

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Using Formulae in the table

Tables can be used to prepare financial statements. Different functions can be

used to calculate Column totals, Row totals, Average , Count, Minimum and
maximum of given values etc.

To use a formula in the table

 Keep the mouse cursor at the place where the value has to
come
 Click Table menu and then click Formula option.

You can see the following dialog box.

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 Then click OK button

If you don’t want the above function, then choose another from
Paste function drop down list.

Sort the Table

We can arrange the data in the table in some order i.e. By name, By ID no, By
basic etc.

To sort the table

 Select the table by using menu Table -> Select table

 Sort the table by using menu Table -> Sort options

You will find the following dialog box:

 Now select the sort by field and click

OK Numbering Pages

 Open any word document.

 Click Insert menu and then click Page Numbers option.
 You will get the screen as shown below:

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 By default the page number is placed at bottom right corner

within the page. You can change the position of the page
numbers by selecting other options like "top of the page,
center" from the Drop down List boxes.
 Choose the Format button to review the other page
numbering options or choose OK button to set the changes
made in the Page Numbering dialog box.

Auto correct

AutoCorrect stores a list of common typographical errors and their

spellings. When you make an error, Word detects it and inserts the correctly
spelled version of the word. You can add words to the AutoCorrect list, based on
the mistakes you make. Look at the AutoCorrect dialog box.

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Note that tm within parenthesis is automatically replaced by ™ with trademark

symbol. To Add an AutoCorrect

 Click Tools then click AutoCorrect, type the word in the place
provided for Replace and With Options then click Add and
then click OK. You can Delete an AutoCorrect option if you
don't want it.

AutoFormat

Use AutoFormat to reformat an entire document using a selected document

template as a basis for the changes. Templates are supplied with Word, or you
can create your own templates based on a document in which styles are
applied to text, headings, lists and other text and graphic elements within the
document. You can use Format/Style Gallery to view and apply available style
templates to your document. Autoformat applies a style to every paragraph and
heading. It typically replaces indentations created with spaces or tabs with
paragraph indents, asterisks and dashes with bullets, and so on.

Auto Text

The AutoText feature lets you store commonly used passages, such as
addresses, contract clauses, etc., and insert them whenever needed with a click
of your mouse to create an AutoText entry.

 Select a graphic or text block such as your name and address in

your document.

 Pick the Insert / AutoText menu selection: The Auto Text

dialog box is displayed as shown below

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 Type a Short name in the Name box and click Add.

To use Stored Auto Text

 Type the short name of your Auto text and Highlight it.
 Click Insert/ AutoText from menu and then click Insert . The
text is inserted in place of the selected AutoText name.
To remove an AutoText item:

 Pick Insert/AutoText to get the AutoText dialog box.

 Pick an AutoText name and click Delete and Close

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Password Protecting the document

 Open any word document.

 Click Tools menu and then click Options Click Security tab.
You will get screen as shown below.

 In the Password to open text box, type your password (Ex:

type mahesh). Your password will appear as group of ***.
Click OK button. You will get the following screen.

 Reenter the same password and then click OK button.

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 Close the document by clicking File and then clicking Close

option.
 Open the same document by clicking File and then clicking
Open option.
 You will get a screen as shown below.

 If you type the same password as earlier (mahesh) then only

you can open the file.
 Enter the password and then click OK button.
 If you want to delete the password click Tools menu and then
click Options.
 Delete the password in the Password to open text box.
 Click OK button. Your document will be unprotected.

Thesaurus
The tools /Thesaurus menu selection gives you possible meanings and
synonyms for selected words in your documents. This helps you be more
precise in your writing. To use the Thesaurus, position the cursor in front of a
word or highlight it. And Right Click and Then you will find a dropdown menu
and select synonyms option select Thesaurus menu as shown below .

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Lists of possible meanings and synonyms are displayed. Pick a desired word
so that it is in the Replace with Synonym box and click the Replace button to
use it. Use the Look Up button to find alternate meanings of a selected word in
the Meanings box. Click Cancel to exit the Thesaurus dialog box without
accepting any of the suggested changes.

Creating a Mail Merge document

Following are steps involved in creating a Mail Merge document.

 Create a new data source and enter information

 Create the main document
 Insert fields into the main document.
 Merge data source and main document.
Creating a new data source

This file is created basically to store the information like

addresses which is to be used to merge with the main document.

 Open a New word document

 Create a Table with following information :

First Name Last Name Add1 Add2 Add3

Bhaskar Rambha Banjara Hills Road No.3 Hyderabad
Ashok Reddy Kukatpally Main Road Hyderabad
Ravi Kumar Gandhi RTC X Roads Hyderabad
Nagar

Save the file as address.doc and close.

Creating the Main Document

 From the Tools menu  Letters and MailingMail Merge.

 In the Main Document area of Mail Merge Helper window click

the Create button. Clicking on the down arrow opens the pull
down menu.

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 Select Letters. and under Step 1 of 6, Click on Next : Starting

document as shown in the above window (step 1).

 You will get 3 options to select from the following window

 Use the Current Document

 Start from a template.
 Start from Existing Document

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 Select the first option : Use the current document

Type the letter leaving sufficient space to place addresses later

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 Now click on Write Your letter link (step 3)

Then you will get following window.

 Now Select an Existing Data Source i.e. the file

address.doc and Click on Open Button.

Then you will get following window.

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Click Ok.

Then you will see the following screen

To add recipient information to your letter Click on More items and insert the fields whereve

After inserting fields your document may look like this :

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 Now see Step 4 of 6 and click on Next : Preview

your letters

 You can preview all the letters by clicking on

Recipient 1..2.. so on

 After Preview come to Step 5 of 6 and click on

Next : Complete merge

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 After completing the merge you may

print letters or edit them using the
following options :

There are several options while printing letters. You may print all
letters or selectively. It is advisable to check the formatting and
other details of merged documents before sending them to
printer.

***

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