BASICS OF MS WORD

7.1 INTRODUCTION
MS Word 2000 is an application program that allows you to create letters,
reports, newsletters, tables, form letters, brochures, and Web pages. Using Word
you can add pictures, tables, and charts to your documents. You can also check
spelling and grammar.
7.2 OBJECTIVES
After going through this lesson you would be able to l explain
basic features of MS Word 2000 l define word’s document
defaults l create a new Word document
l move around in a document more quickly and efficiently l manage word
files and their printing
7.3 MAIN FEATURES OF MS WORD
– You can create documents fast, using built-in and custom templates.
– You can easily manage large documents using various features, like the
ability to create table of contents, index, and crossreferences.
– With the help of mail merge, you can quickly create merge documents like
mass mailings or mailing labels.
– You can easily create and format tables using the features like AutoFormat.
– AutoCorrect and AutoFormat features rectify typographical errors
automatically and allow you to use predefined shortcuts and typing patterns
to quickly format your documents.
– The print zoom facility scales a document on different paper sizes, and
allows you to print out multiple pages on a single sheet of paper.
– The nested tables feature supports putting one table inside another table.
– The picture bullets make it easy to insert tiny pictures before each item in a
list.
– Collect and paste lets you copy more than one item to the clipboard at a
time. You can collect information from many sources and paste it into one
place.
– By putting your word documents on the Web server, you can share your
information with other people.
– The multilingual features of Word allows to type different languages in the
same document.
 Basics of MS Word :: 137

– You can save your documents in HTML format. You can also create Web
Pages using Web Page Wizard.
7.4 STARTING WORD PROGRAM
You can start your Word program different ways. One way is through Start button:
1. Click on the Start button.
2. In the menu that appears select Programs → Microsoft Word. In few
seconds you will see Word screen on the monitor.
You can also start your MS Word program by simply clicking on Microsoft Word
icon, which lies on the Microsoft Office Shortcut Bar (MOSB).
7.5 WORD SCREEN LAYOUT
The Word screen (Window) contains a number of objects. We will discuss the
Word’s default screen layout (shown in Figure 7.1) here.

Fig. 7.1: Screen Layout

7.6 MENUS
If you are familiar with previous versions of Word you will notice a significant
change in the menu structure. The menus in Word 2000 display only the
commands you have recently used (collapsed form). To view all options
(expanded form) in each menu, you must click the double arrows at the bottom
of the menu. The images in Figure 7.2 show the Format menu in collapsed form
(Figure 7.2a) and in expanded form (Figure 7.2b).
 Fig. 7.2a: Collapsed Format menu

Fig. 7.2b: Expanded Format menu

You can also display menus similar to previous versions of Word (like MS Word 97)
with all the choices listed initially:
1. Select View→Toolbars→Customize commands on the menu bar from the
menu bar. The Customize dialog (see Figure 7.3) box will appear.
2. Click on the Options tab.
3. Uncheck the Menus show recently used commands first check box.
4. Click on Close to close the Customize dialog box.
 Basics of MS Word :: 139

Fig. 7.3

7.6.1 Shortcut Menus

These features allow you to access various Word commands faster than using the
options on the menu bar. View shortcut menus by
right-clicking the mouse. The options on this menu
will vary depending on the element that was right-
clicked. For example, the shortcut menu below is
produced by right-clicking on a bulleted list.
Fig. 7.4
Actions such as “Decrease Indent” and “Increase
Indent” are only applicable to lists and therefore only appear on the list shortcut
menu. The shortcut menus are helpful because they display only those options
that can be applied to the item that was right-clicked and, therefore, prevent
searching through the many menu options.

7.6.2 Toolbars
 Fig. 7.5
Many toolbars displaying shortcut buttons are also available to make editing and
formatting quicker and easier. Select View→Toolbars command on the menu bar
from the menu bar to select the toolbars. The toolbars that are already displayed
on the screen are checked. Add a toolbar by simply clicking on the name.
7.6.3 Rulers
The rulers display horizontal and vertical scales that reflect the width and height
of your typing area. The horizontal scale is invaluable when you want to quickly
set tabs, margins, and indents. If you do not see the rulers select View→Ruler. If
you are in normal view, you will see only horizontal ruler. To see both the rulers
you should be in Page Layout view. If you don’t want to see the ruler select
View→Ruler to turn off the ruler.
7.7 TYPING SCREEN OBJECTS
The open area below the rulers and toolbars is writing or typing area. There are
certain objects that are a permanent part of the typing area. These are: (a)
Insertion Point, (b) Mouse Pointer, and (c) End-of-Document Marker.
7.7.1 Insertion Point: The black vertical blinking line is the insertion point, that is
initially at the top left side of the typing area. It indicates the place where your
typing is inserted into the document. As you type, the blinking line continuously
moves along. When you use the up, down, left, or right arrows of the keyboard,
the insertion point moves accordingly. When you move and place the cursor any
where in the text and click, you will see the insertion point indicating that it is
ready to accept your typing.

7.7.2 Mouse Pointer: When you move the mouse around in the typing area, the
mouse pointer is in the shape of a thin I-beam. As you move the mouse near the
menu bar and toolbars, the mouse pointer becomes a pointing arrow. If you
move
 Basics of MS Word :: 141

the mouse pointer to some existing piece of text and click the mouse, you will
see the insertion point in that spot of the text.
7.7.3 End-of-Document Marker: The horizontal line (like a short underline) at the
end of the document (seen only when Word is in Normal view) is called end-of-
document marker. This marker lets you know where the end of document
occurs. If you don’t see the end-of-document maker on the screen, choose
View→Normal from the menu to see the marker.

7.7.4 Vertical and Horizontal Scrollbars

The typing area is bordered on the right side by the vertical scroll bar with a scroll
button and arrows. The single down arrow scrolls through the document line by
line. The double down arrow allows you to move to the top of the next page. The
double up arrow allows you to move to the top of the previous page. The double
down arrow allows you to move to the top of the next page. You can also drag
the vertical scroll button up and down the scroll bar to move up and down
through the document.
The first bar along the bottom of the typing area is the horizontal scroll bar. To
see the text that is off the right side of the screen, use the left arrow button. To
see the text that is off the left side of the screen, use the right arrow button. You
can also drag the horizontal scroll button to move left or right of the document.

INTEXT QUESTIONS

1. Write True or False for the following statements

(a) Shortcut menu feature allows access to various Word commands faster
than using options on the menu bar.
(b) In the collapsed menu, all the commands will be displayed.
(c) For both Show and Hide Rules, the command is View →Ruler.
(d) The black vertical blinking line in the typing area in a word document is
the insertion point.
(e) The use of Scrollbars is to set margins in a document.
2. To view shortcut menu, we need to:
(a) Click the mouse
(b) Right click the mouse
(c) First click and then right click the mouse
3. Horizontal scale is useful to quickly set:
(a) Margins
(b) Tabs
(c) Indents
(d) All of the above
4. What is the command to start the Word Program using Start button?

7.8 MANAGING DOCUMENTS

This section of the lesson explains how to open a new/existing document, save a
document, renaming a document, working with multiple documents, protecting
a document, finding a document, and closing a opened document. There are
several ways to create a new document, open existing documents, and save
documents in Word. 7.8.1 Create a New Document

To create a new document, follow any one of the following methods:

1. Click the New Document button on the menu bar.

2. Choose File→New command from the menu bar.

3. Press CTRL+N keys on the keyboard.
7.8.2 Open an Existing Document
To open an existing document, follow any one of the following methods:

1. Click the Open File button on the menu bar.

2. Choose File→Open command from the menu bar.
3. Press CTRL+O keys on the keyboard.
Each of the above method will show the Open dialog box. Choose the file and
click the Open button.
7.8.3 Save a New/Existing Document
To save a new/existing document that is opened, follow any one of the following
methods:

1. Click the Save button on the menu bar.

2. Select File→Save commands on the menu bar from the menu bar.
 Basics of MS Word :: 143

3. Press CTRL+S keys on the keyboard.

If the document is already named and saved earlier, it will simply save the
document. On the other hand, if the file is a new document then it will prompt
you by opening Save As dialog box. Select the folder where you want to place
your document in Save In: box, type the name of the document in File Name:
box, and then click OK. You can also save a new document by choosing File→Save
As commands on the menu bar and then selecting the above actions in Save As
dialog box.
7.8.4 Working on Multiple Documents
Several documents can be opened simultaneously if
you are typing or editing multiple documents at
once. All open documents are listed under the
Window menu as shown below. The current
document has a check-mark beside the file name.
Select another name to view another open
document or click the button on the Windows
taskbar at the bottom of the screen.
7.8.5 Protecting a Document
You can protect your document from being accidentally changed its format and
text or from other users to get access to it.
Protecting a Document from Accessing
If you want to protect a document from other users accessing to it, give a
password to your file. Follow the steps given below:
1. When the file is open, select File→Save As command on the menu bar. The
Save As dialog box appears. Move the cursor on the Tools tab on the top
right side of Save As dialog box and click. A submenu will appear (see Figure
7.7).
 Fig. 7.7

2. Click on General Options. The Save dialog box opens. You will see two
boxes: Password to open and Password to modify.
3. Type a password in Password to open box. (A password can be up to 15
character case-sensitive letters, numerals, spaces and symbols. As you type
the password, Word displays an asterisk (*) for each character you type.)
4. Click OK. The Confirm Password dialog box appears (see Save dialog box and
Confirm Password dialog box in Figure 7.7a). Retype the password you
typed earlier. Click OK on Confirm Password dialog box and then click OK on
Save dialog box and then click OK on Save As dialog box.

Fig. 7.7a
Fig. 7.7b
 Basics of MS Word :: 145

5. When you open the file next time it will ask you to type the password (see
Figure 7.7b). Remember, you will not be able to open that file without the
password. Also, don’t forget that the passwords are case sensitive; that is,
‘XYZ’ and ‘xyz’ are two different passwords.
Modifying a Password Given to Protect a Document
If you suspect that some one knows your password you can change it or modify it
by typing present password in Password to open: box and new password in
Password to modify: box in the Save dialog box.
7.9 CLOSE A DOCUMENT
Close the current document by selecting File→Close command on the menu bar
or click the Close icon if it is visible on the Standard toolbar.

7.10 PRINTING DOCUMENTS

While printing a document you have the following options in Print dialog box:
(see Figure 7.8).

Fig. 7.8
1. Name of the printer (if you have more than one printers).
2. Choose paper size, orientations, resolution etc. by pressing Properties
button.
3. Print the entire document or only current page or specific pages 4. Print a
draft copy, which omits graphics to allow faster printing.
5. Number of copies to be printed, etc.
7.10.1 Printing a Document
To print a document or selected pages follow the steps given below: 1. Open the
document to be printed.
2. Choose File → Print command on the menu bar. The Print dialog box will
open. Select the Options like print range, Number of copies, Printer name
etc. See that printer is switched on and the paper is available in the printer
tray.
3. Click OK.
7.10.2 Printing a Document on a Different Paper Size
You might have created a document using some selected paper size. You may
want to print that document in a different paper size or multiple pages in a single
sheet of paper without disturbing the general format. You can do it using Zoom
feature in Print dialog box. Follow the steps given below to resize your document
to fit into a new paper size.
If you want to print a document in a different paper size, follow the steps given
below:
1. Open the document to be printed.
2. Choose File → print command on the menu bar. The Print dialog box will
open. Select the Options like print range, Number of copies, Printer name
etc. See that printer is switched on and the paper is available in the printer
tray.
3. Select the appropriate paper size in Scale to paper size: under Zoom in Print
dialog box.
4. Click OK.
7.10.3 Printing a Document’s Multiple Pages in a Single Sheet of Paper
If you want to print multiple pages of a document in a single sheet of paper,
follow the steps given below:
1. Open the document to be printed.
2. Choose File → print command on the menu bar. The Print dialog box will
open. Select the Options like print range, Number of copies, Printer name
etc. See that printer is switched on and the paper is available in the printer
tray.
3. Select the appropriate paper size in pages per sheet: under Zoom in Print
dialog box.
4. Click OK

7.10.4 Print Preview

 Basics of MS Word :: 147

Print preview provides a way to see how your document will look when printed.
You can see several pages at once. It is similar to Print Layout View. An
advantage of Print preview is that it has its own toolbar. The toolbar allows you
to easily view multiple pages and change the magnification of the screen. You
can also edit your document in print preview mode.

Fig. 7.9

To switch to print preview, use one of these methods:

1. Click on the Print preview button on the Standard toolbar.
2. Press CTRL+F2 keys.
7.10.5 Using the Print Preview Toolbar
When you click on the Print button on the Print Preview toolbar, Word
immediately prints one copy of your entire document with the default options
(the Print dialog box will not be displayed). If you want to print more than one
copy, or want to print specific pages, press Ctrl+P keys or choose File→Print
command on the menu bar to make choices in the Print dialog box.

Fig. 7.10
When the Magnifier button is depressed, the view toggles between 10% and
100% magnification. With the magnifier button depressed, pause the mouse
over the
page of text, and the mouse pointer turns into a magnifying glass with a plus
sign, which means you can increase the magnification. Click on the mouse button
once, and the magnification increases to 100%. The magnifying glass will then
show a minus sign, which means you can decrease the magnification. Click on the
mouse button once, and the magnification decreases to 10%.
Clicking on one Page button shows a single page at a time. Use the vertical scroll bar or press the PgUp and
PgDn keys to move backward and forward through the pages of your document, one page at a time.
The Multiple Pages button allows you to decide how many pages you can see at a time on the screen. Click on
the Multiple Pages button, and drag the mouse down and over the number of pages to be shown at one time;
when you release the mouse button, you will see a display of miniature pages.

Fig. 7.11
The zoom control drop-down list (to the right of the Multiple Pages button)
functions the same in Print Preview as it does in the other views. You can click on
the drop-down list arrow on the right side of the zoom control box and choose
from the different zoom percentages, or you can type in a zoom percentage. The
View Ruler button allows you to toggle the display of the horizontal and vertical
rulers on and off. These rulers allow you to see margin and tab stop settings.
If the last page of your document has only a few lines of text, you can click on the
Shrink to Fit button. This tells Word to try to shrink the document so that the line
of text stuck on a page by themselves fit on the previous page. Sometimes you
can do a better job yourself by changing the left and right margins to fit more
text on a line or by changing the font size. Full Screen view is a toggle button that
switches between a screen with the menu bar and the ruler (if you have the ruler
turned on) and one without. The Print Preview toolbar will always remain on the
screen.

To return to the view you were in before you chose Print Preview, click on the
Close button on the Print Preview toolbar.

7.10.6 Editing in Print Preview

 Basics of MS Word :: 149

You can type in Print Preview at any time. The typing will appear where your
pointer was positioned in the document before you switched to Print Preview. To
start typing elsewhere in the document, make sure you are viewing at 100%
magnification, and then click on the Magnifier button on the Print Preview
toolbar (so that it does not appear pushed down). The mouse turns into an I-
beam. Click anywhere on your document screen to reposition the insertion point.
You can use this method to type additional text or edit the text on the page.

Now that you are in full edit mode, you may want to use your Standard or
Formatting toolbars. Right-click in the toolbar area and select the Standard or
Formatting toolbar from the pop-up menu. When you have finished editing, click
on the Magnifier button again to return the mouse pointer to a magnifying glass
that toggles between magnifications.

7.11 EXIT WORD PROGRAM

When finished you can close all the files, and quite the Word program by
selecting File→Exit command on the menu bar.

Action
Document Text Style
Open a file New file Close a file Save As Save
Print Preview Print
Font face CTRL+SHIFT+F
Show/Hide paragraph
symbols Font size CTRL+SHIFT+P
Spelling and grammar Help
Find Bold CTRL+B
Replace Go To Italics CTRL+I
Underline CTRL+U
Double underline CTRL+SHIFT+D
Word underline CTRL+SHIFT+W
All caps CTRL+SHIFT+A
Change case SHIFT+F3
Subscript CTRL+=
Superscript CTRL+SHIFT+=
Make web hyperlink CTRL+K
 Tables
Go to next cellTab
Go to previous cellSHIFT+Tab
Cursor mo Go to beginning of column ALT+PageUp Highlight to beginning of
Select all - entire document
columnALT+SHIFT+PageUp Go to end of columnALT+PageDown
Select from cursor to beginning of line to end of column ALT+SHIFT+PageDown
Highlight
Select from cursor to end of line
Go to beginning of line Go to end of line
Go to beginning of
document
Go to end of document
Go to beginning of row ALT+Home
Highlight to beginning of row
Go to end of row
ALT+SHIFT+Home ALT+End ALT+SHIFT+End
Highlight to end of row Column break
CTRL+SHIFT+Enter

Format
Cut Copy Paste Undo Redo Miscellaneous
nment Right alignment Justified
s word Apply bulleted list Indent
Copyright © ALT+CTRL+C
Page break
Date field ALT+SHIFT+D
Go to footnotes ALT+CTRL+F
Show/Hide ¶ CTRL+SHIFT+8
Thesaurus SHIFT+F7

Note: A plus sign indicates that the keys need to be pressed at the same time.

5. What are the shortcut keys using keyboard for opening a new document?
6. What is the command on the menu bar to save:
(a) a new file, (b) existing file
7. What are the steps to print a document on a different paper size in Print
dialog box.
8. State True or False.
(a) Window menu allows you to work with two documents simultaneously.
(b) A pass word can be up to 10 characters and not is case sensitive.
(c) You can open the file even without using the password once you have
protected it.
 Basics of MS Word :: 151

9. CTRL+F is the keyboard shortcut for

(a) Help
(b) Save (c) Find
(d) Replace
7.12 WHAT YOU HAVE LEARNT
In this lesson you learnt about Mainfeatures of MS-Word like create, format and
Print. Apart from that you learnt about how to add pictures, tables and charts to
the documents. You can save documents in HTML format and create web pages
using web page wizard.

7.13 TERMINAL QUESTIONS

1. Write any two uses of rulers in Word Program.

2. What is a mouse pointer?
3. What is an end-of-document marker?
4. What are the keyboard shortcuts for open, new, close and save file
commands?
5. Define the steps in protecting a document from accessing.
6. How do you modify a password given to protect a document?
7. Explain the steps in printing a document’s multiple pages in a single sheet of
paper?
8. Write any three options available in the Print dialog box.

7.14 KEY TO INTEXT QUESTIONS

1. (a) True, (b) False, (c) True, (d) True, (e) False
2. (b) (right click the mouse)
3. (d) (all of the above)
4. Programs→Microsoft Word
5. CTRL+N keys
6. (a) File→Save As, (b) File→Save
7. Select the appropriate paper size in Scale to paper size: under Zoom and
then click OK.
8. (a) True, (b) False, (c) False
9. C