INTRODUCTION OF INFORMATION

TECHNOLOGY

UNIT-1

MS Word:
Used to make professional-quality documents, letters, reports, etc., MS Word is a
word processor developed by Microsoft. It has advanced features which allow you to
format and edit your files and documents in the best possible way.

Where to find MS Word on your personal computer?

Follow these simple steps to open MS Word on your personal computer:

Start → All Programs → MS Office → MS Word.

What are the uses of MS Word?

MS Word enables users to do write-ups, create documents, resumes, contracts, etc.

This is one of the most commonly used programs under the Office suite.

How to create an MS Word document?

To create an MS Word doc, follow the steps mentioned above to open Microsoft
Word. Then once the program is open, click on “File” followed by “New”. This opens
a new doc where something new can be created.

Since it is used by people of all age groups, in schools, in colleges and for official
purposes, having proper knowledge of Microsoft Word is a must. The preview of the
MS Doc file once it.
is opened is given below:

Features of MS Word

The image given below shows the different elements and categories which are
available in MS Word doc:

 Home

This has options like font colour, font size, font style, alignment, bullets, line spacing,
etc. All the basic elements which one may need to edit their document is available
under the Home option.

 Insert

Tables, shapes, images, charts, graphs, header, footer, page number, etc. can all be
entered in the document. They are included in the “Insert” category.

 Design
The template or the design in which you want your document to be created can be
selected under the Design tab. Choosing an appropriate tab will enhance the
appearance of your document.

 Page Layout

Under the Page Layout tab comes options like margins, orientation, columns, lines,
indentation, spacing, etc.

 References

This tab is the most useful for those who are creating a thesis or writing books or
lengthy documents. Options like citation, footnote, table of contents, caption,
bibliography, etc. can be found under this tab.

 Review
 Spell check, grammar, Thesaurus, word count, language, translation,
comments, etc. can all be tracked under the review tab. This acts as an
advantage for those who get their documents reviewed on MS Word.
.

Uses of MS Word
Given below are the different fields in which MS Word is used and simplifies the work
of an individual:

 In Education: It is considered as one of the simplest tools which can be used by both
teachers and students. Creating notes is easier using MS Word as they can be made
more interactive by adding shapes and images. It is also convenient to make
assignments on MS Word and submitting them online

 In Workplace: Submitting letters, bills, creating reports, letterheads, sample documents,

can all easily be done using MS Word

 Creating & Updating Resume: One of the best tools to create your resumes and is easy
to edit and make changes in it as per your experience
 For Authors: Since separate options are available for bibliography, table of contents,
etc., it is the best tool which can be used by authors for writing books and adjusting it as
per the layout and alignment of your choice

Also, creating a Doc file and converting it into PDF is a more suitable option, so it is
highly recommended.
Menus and Toolbar

Menu Bar
A menu bar is a graphical user interface element used in many computer

applications, situated on the top of the window just below the title bar. It

provides users with access to commonly used functions within an application

and can be used to navigate through menus of commands or list options. The

menu bar typically consists of several pull-down menus that allow you to select

various commands or tools.

What is an example of a Menu Bar?
The most common example of a menu bar is the one found at the top of your
computer screen with various submenus like File, Edit, Tools., which allow you to
navigate through the program’s features and settings quickly. If you are using
Windows and hover your mouse over any of these menus, they will expand allowing
you to select further options such as saving documents, changing colors.

Toolbar
The toolbar gives you quick access to various commands. To see what a
toolbar button does without actually selecting it, float your cursor over the
button to view a short description of its function.

.
.

The bar shown in the screenshot below containing the menu options System, Edit,
and so on, is called the Menu Bar.

The icon for the window menu is always on the far left of the menu bar: . This
menu contains Microsoft Windows functions and the two functions added by SAP
- Create New Session and Cancel Transaction.
The following menus are standard on every SAP screen:

Menu Description

System This menu contains the functions that affect the whole system. For example: Create
Session, User Profile, and Log Off.

Functions Hold/Set/Delete Data for input fields are only availble if they were explictly
implemented in the application. With these functions data entered in a screen within
the same session can be held even if the user leaves the program or transaction and
then returns to it later.

Help Provides various forms of online help.

The following menus are standard in most SAP applications:

Menu Description

<Object> Usually named after the object you are currently working with, For
example: Material. It contains functions that affect the whole system. For
example: Display, Change, Print, or Exit.

Edit Allows you to edit components of the current object. Common functions
include Select, Edit and Copy. The Cancel option allows you to leave a task without
saving the data you have entered.

Goto Allows you to move directly to other screens of the current task. Also contains
the Back option, which takes you back one level in the session hierarchy. Before
going back, the system checks the data you have entered on the current screen, and
displays a dialog box if it detects a problem.

The following menus may also appear:

Menu Description

Extras Contains additional functions you can choose to complete the current object or
 Menu Description

an object component, but which you do not need regularly.

Environmen Contains functions to display additional information about the current object.
t

View This menu enables you to display the current object in different views. Example:
Switching between one line and two line display of a table.

Settings This menu allows you to set user-specific transaction parameters.

Utilities Allows you to do object-independent processing, such as deleting, copying, and

printing functions.

Toolbar
The toolbar gives you quick access to various commands. To see what a
toolbar button does without actually selecting it, float your cursor over the
button to view a short description of its function.

Standard Toolbar
The standard toolbar is located below the menu bar. It consists of a range of icons
with general GUI functions and the command field. The command field is used to
enter a transaction code.
Icon Quick Info Keyboard Function
Text Command

Enter Enter Confirms the data you selected

or entered on the screen. Has
no save function.

Command Ctrl + / Enables commands, such as

field transaction codes, to be
entered.

Save Ctrl + S Saves your work. Has the same

function as Save in
the Edit menu.

Back F3 Returns to the previous screen

without saving any data. If
there are mandatory fields on
the screen, these must be
filled first.

Exit Shift + F3 Closes the current function

without saving data. Returns
to the initial or main screen.

Cancel F12 Closes the open application

without saving data. Has the
same function as Cancel in
the Edit menu.

Print Ctrl + P Prints data on the current

screen.

Search Ctrl + F Searches for requested data

on the current screen.
 Icon Quick Info Keyboard Function
Text Command

Find Next Ctrl + G Searches further for requested

data on the current screen.

First Page Ctrl + PgUp Goes to the first page.

Previous PgUp Scrolls to the previous page.

Page

Next Page PgDn Goes to the next page.

Last Page Ctrl + PgDn Goes to the last page.

Create New Ctrl+ + / Ctrl+ Creates a new SAP session. Has

Session N the same function as Create
Session in the System menu.

Creates a Ctrl + ; Enables you to create a

shortcut shortcut on your desktop to an
SAP report, transaction, or
application.

Help F1

Customizing Alt + F12 Enables you to set your own

local layout display options.

The layout menu, identified by the icon Customize Local Layout at the far right
of the standard toolbar, allows you to customize certain SAP GUI for Windows
settings (for example: cursor position and the TAB function.)

What is the difference between a Menu Bar and Toolbar?

The main difference is that menu bars contain contextual hierarchical commands
while toolbars typically only contain quick shortcuts and icons related to performing
specific tasks. Toolbars can free up space on your screen when compared to menu
bars and usually occupy just one row which makes them easier to navigate while
also providing users with easy access to certain commands without having to
navigate through the full menu structure.

Create a document

1. Open Word.

2. Select Blank document.

Or, if Word is already open, select File > New > Blank document.

To create a document using a template

1. Open Word. Or, if Word is already open, select File > New.

2. Double-click a template to open it.

 Search for a template

1. Open Word. Or, if Word is already open, select File > New.

2. In the Search for online templates box, enter a search word

like letter, resume, or invoice.Or, select a category under the search box
like Business, Personal, or Education.

3. Click a template to see a preview. Click the arrows on the side of the
preview to see more templates.

4. 4.Select Create.

Editing a document in Word

To make changes to a document, in the upper-right corner, select Edit
Document > Edit.
If someone else created the document, they might not allow editing. You
can go to File > Save as, save it with another name, and edit the new
document. Or you can ask the document owner to enable editing.

You can do these simple tasks in Reading view:

 View and add comments

 Share a document so you can work together with other people at the same
time
 Download a copy

 Print

Formatting in MS Word
By dividing material into parts and giving them headers, emphasising essential
phrases or concepts using bold, italics, or lists.
Word documents may be made legible and presentable by formatting them.
The formatting options in Microsoft Word include the Format menu and
Formatting toolbar. Three different character formatting options are available
in Word documents: individual character forms, which include font, font size,
bold, italic, underlining, strikethrough, subscript, and superscript formatting
options, as well as font colour and highlight colour.

Character Formatting
Character formatting in MS Word is the term for formatting you apply to text.
You may apply three different character formatting styles in Word
documents: Font, font size, bold, italic, underline, strikethrough, subscript,
superscript, font colour, and highlight colour in individual character formats.

Text Highlighting
A highlight feature is included in Microsoft Word and allows highlighting text.
To make crucial content in the paper easier to discover, highlight relevant
passages.
The following actions must be taken to highlight the text:
 Decide which text should be highlighted.
 On the formatting toolbar, click the Highlight list.
 Decide whatever colour you wish to use to emphasise the text.

Paragraph Formatting
Formatting Text alignment, margin adjustments, and line spacing are all a part
of paragraph formatting. If formatting needs to be applied to more than one
paragraph, at least one character should be chosen from each paragraph.
The following steps should be taken to apply paragraph formatting:
 Choose the paragraph(s) to which formatting needs to be applied.
 The paragraph dialogue box will appear when you choose Format ->
Paragraph, as seen in the following figure.
  Choose the alignment of the paragraph in the General section's
Alignment drop-down menu.
 Set the left, right, and special indents in the indentation section using
the drop-down menus for left, right, and special.
 Set the space before and after the paragraph in the Spacing section
using the drop-down menus for before and after. Selecting a number
from the Line spacing drop-down list will determine how many spaces
between each line.
 To apply the formatting, click OK.
Points to Remember
 The font, font size, font colour, alignment, spacing, margins, and other
formatting choices are often used.
 The Format menu and Formatting toolbar are two of Microsoft Word's
formatting choices.
 Microsoft Word has a highlighting tool that enables you to highlight
particular text.
Insert a Header and Footer in MS
Word




Microsoft Word or MS Word (officially called word) is a graphical word

processing program by Microsoft Corporation. The purpose of MS Word is
to permit the users to type and save documents. Same to other word
processors, it has various helpful tools to make documents.
Sometimes the data you include in your document is best displayed in
columns. Not only can columns help improve readability, but some
varieties of documents—like newspaper articles, newsletters, and flyers—
are often written in column format. Word also allows you to regulate your
columns by adding column breaks.

Adding Headers and Footers

Headers and footers will help keep long documents organized and make
them easier to read. Text entered within the header or footer will appear
on each page of the document. Let us see a demonstration.
Step 1. Click on the Insert menu.
Step 2. Go under the Header & Footer column.

Step 3. Click on the Header and choose any of the following options in
the drop-down menu.

The Design tab will appear on the Ribbon, and thus the header or footer
will appear within the document. Here you can place Date & Time, Picture
Clip, Page number Art and other desired information.
When you have finished editing, click Close Header and Footer within the
Design tab, or hit the Esc key.

After you close the header or footer, it’ll still be visible, but it’ll be locked.
We can edit it again, you just have to double-click anywhere on the
header or footer margin, and it’ll become unlocked for editing
Steps to insert the time or date into a header or footer:
Step 1. Click on the Date and Time option under the Insert category of
the Design Tab.

Step 2. Select a date format within the dialog box that appears.
 Step 3. Place a checkmark within the Update Automatically box if you’d
like it to always reflect the present date. Otherwise, it’ll not change when
the document is opened on an old date.
Step 4. Click OK Then date & time will appear in the Word document.

Drop Cap in MS Word




MS Word provides a special feature known as a drop cap. A drop cap is a
large capital letter that presents at the beginning of a text block or a
paragraph and has the depth of two or more lines of regular text. Or in
another word, we can say that a drop cap is the largest capital letter or a
word(according to the user requirement) which is used as a decorative
element at the beginning of a paragraph. Generally, the size of the drop
cap is two or more lines, but you can also customize the size and spacing
according to your needs.
Now let us discuss how to use drop cap step by step:
Step 1: Open MS Word and write a paragraph like as shown in the below
image:
Now we use the drop cap option on the first letter of this paragraph, i.e.,
P.

Step 2: Click on the INSERT, then go to the Text section and click on
the Drop Cap button. A list will display(like as shown in the below image).
Now, this list contains four options:
 None
 Dropped
 In margin

 Drop Cap Option s

Step 3: Select the Drop Cap option that you want:

 To create a Drop Cap that fits within your paragraph, select “Dropped”
option.


 To create a Drop cap that is in the margin, outside of your paragraph,

select “In Margin” option.

 To remove the Drop Cap letter select the “None” option.

 To customize the Drop Cap letter select Drop Cap Options.

AutoText
AutoText handles large chunks of text, and is stored with your Word template.
AutoCorrect can replace a few characters with up to 255 characters of full text,
and will be available across all your Office apps.
Create and use an AutoText entry

1. In your document, select the text that you want to make into a reusable
snippet.
2. Press Alt+F3.
3. Fill out the information in the Create New Building Block dialog box.
Most of the default values are fine, but including a unique name and
description makes the AutoText easier for you to find and use.

To use AutoText
To use the text, go to Insert > Quick Parts, > AutoText, and choose the entry
you want.

AutoCorrect
AutoCorrect is a feature that automatically corrects commonly misspelled
words and replaces certain symbols and abbreviations with specific text. As
you type, instead of being highlighted as misspelled, words in the AutoCorrect
list will automatically be replaced with the correct spelling.

Add New AutoCorrect Entries

You can customize AutoCorrect by adding new words to the list of
replacements.

1. Click the File tab.

2. Select Options.
3. Click the Proofing tab.
4. Click the AutoCorrect Options button.

The AutoCorrect options window opens.

At the top, there are a few options for fixing capitalization errors that can
be turned on or off.
At the bottom is the AutoCorrect word list. When text from the left
column is typed, it will be automatically replaced with the text from the
right column.
5. Enter text in the Replace field.
When you type this text, AutoCorrect will trigger and this word will be
replaced.
6. Enter text in the With field.
This text is what will replace the previous field when AutoCorrect is
triggered.
7. Click Add.
 The AutoCorrect entry is created.
You could also delete entries here by selecting an entry and
clicking Delete. You can disable AutoCorrect entirely by clearing
the Replace text as you type check box.
8. Click OK to close the AutoCorrect dialog box.
9. Click OK to close the Word Options dialog box.

The AutoCorrect entry is created, and will be automatically inserted from now
on.
Spell Checker in MS Word

Microsoft Word has a special feature called spell check that allows you to check
spelling and grammatical mistakes that you made in the document. Basically spell
check is a software tool that identifies the misspelled words present in the
document. It also allows you to search a particular word in the document that you
know you’ve misspelled in the whole document.
In Microsoft Word documents, Word’s spell check function is set to
automatically check your spelling while you type. Errors in your document will
have color-coded underlines reflecting your choices, like red for spelling errors,
green for grammar errors, and blue for contextual spelling errors.

Steps to Start the Spelling and Grammar Checker

It is essential to always double-check your documents for spelling and
grammar errors before delivering them. Word, thankfully, makes it simple. This
feature works in all current versions of Microsoft Word.
1. Select Spelling & Grammar from the Proofing group on the Review tab.

Spelling and Grammar Option

2. Starting from where your cursor is in the document, Microsoft Word will
check for spelling and grammar mistakes.
3. A navigation pane similar to the one below will appear if Word discovers
a spelling error.
 Pane of Spelling Error

Next, you have the following choices:

 Ignore: Click Ignore to leave the text alone in a specific situation
while receiving notification if Microsoft Word discovers the same
thing again.
 Avoid All: Click Ignore All to keep the text exactly as it is in this
and future instances.
 Add: When a word is entered into your dictionary, Microsoft Word
will no longer flag it as being mistyped.
 Change: Click Change to change the spelling only in this
particular context.
 All Changes: Click Change All to make all the spelling
corrections throughout the entire document.
4. If Word detects a grammar mistake, a dialogue box similar to the one
shown below will appear.
Dialogue Box for Grammar Error

 Ignore: Click Ignore to leave the text as is in a specific instance

but be notified if Microsoft Word finds the same thing again.
 Change: Click Change to accept Word's suggested correction.
 The grammar error that Word has detected is explained at the
bottom of the pane.

Dictionary
Dictionary lists a set of words with information about them. The
list may attempt to be a complete inventory of a language or may
be only a small segment of it.
The word lexicon designates a wordbook, but it also has a special
abstract meaning among linguists, referring to the body of
separable structural units of which the language is made up. In
this sense, a preliterate culture has a lexicon long before its units
are written in a dictionary.

Page formatting
The most important thing in a word processor is how to format the page with
elements such as margins, numbering, page layout, headers and footers.
Formatting your pages makes them look more attractive and makes them easier
to read.
1. Setting the page size and margins Changing page size
The default page size in writer is 8.5 x 11”, the same as that of a standard A4
printing paper. However, for different types of documents, you may need to
change the page size. To change the paper size:

 Select the page whose page size is to be changed

 Select Format -> Page, the page style dialog box appears as shown in Figure
6.26.
 Select Page Tab

 In the paper format group, select the format like A4, legal ….

 Or the width and height option can be used to set the page size.

Changing page margins

Page margins are the white space around the top, bottom, left, and right of your
document. Margins let Writer know where to start placing the text at the top of a
document, when to move on to the next page at the bottom, where to start
typing text on the left side, and where to stop and move to the next line on the
right.

Changing or setting page margins in Openoffice writer can be done in two

ways:

 Using the Rulers - quick and easy, but does not have precise values.

 Using the Page Style dialog box - can specify precise values for the margins.

1. Changing page margins - using Ruler

 The shaded sections of the rulers are the margins.

 Hold the mouse pointer over the line between the gray and white sections.

 The mouse pointer turns into a double-headed arrow.

 Hold down the left mouse button and drag the mouse to move the margin and
release it at the required point.

 The new margin is set.

2. Using the Page Style dialog box

To change margins using the Page Style dialog box

 Right-click anywhere on the page and select Page from the popup menu and
select page tab of page style dialog box.

 In the Margins boxes, specify the values for left , right , top and bottom
margins.

 Click on ok button.

2. Orientation

Page orientation refers to how the document will be displayed on screen and
printed. There are two different orientations:

Landscape - The width of the document is more than the height. This is best
suited for displaying professional photos, invitations, albums, tables etc.

Portrait – This is the most common and default orientation . Here, the height of
the document is more than the width. Normally books, newspapers will be
displayed in this format.

To change the orientation:

 Select the page whose orientation is to be changed

 In the Page style dialog box, under the Orientation group,

 Select Portrait or Landscape button.

3. Page colour and borders

Changing the page color is not quite common. To do so, in the Page style
dialog box, select Background tab, In As option click on color and select the
“color” from the color palette or select “graphic” to apply an image as a page
background, as shown in Figure 6.27.

Borders can be applied to an entire document, an entire page, paragraph, or just

to certain sections of the document. From the page style dialog box, select
the Border tab, the user defined area helps to define the area of borders, the
line style of borders, color of borders can be selected. The dialog box in Figure
6.28 shows the borders setting in the page style dialog box.
Mail Merge
Mail Merge allows you to create multiple documents based on information contain in
two different files. You’ll need the main document (e.g. a letter), and a data source
(e.g. list of addresses) from Excel or Outlook Contacts. Then follow the instructions
below to produce a merged document with these files using Mail Merge.

1. In Word, open your main document such as a letter or the content of an e-

mail. If creating labels, start with a blank new document.
 2. Click on Mailings > Start Mail Merge >Step-by-Step Mail Merge Wizard…

3. The Mail Merge Wizard will open as a Task Bar to the right of the document.
Select the document (Letters, E-mail
messages, Envelopes, Labels or Directory) you would like to create

4. Click on Next: Starting document at the bottom of the Mail Merge Task Bar
5. At Step 2, select the following option if you are

 Creating letters or e-mails: Select Use the current document. This step will
make sure the opened document will become the main document in the
process

 Creating labels: Select Change document layout and click on Label

options…

a. Under Tray, select Manual Feed (Place your label paper facing up on the
manual feed tray of your printer and open the rear output tray)
b. Under Label vendors, make sure Avery US Letter is selected.
c. Then under Product number, find the label that matches the label number on
the Avery label box.
d. Click on OK.

6. Click on Next: Select recipients

7. At step 3, select one of the two options below

 If using an Excel list, select Use an existing list, then click

on Browse… Find your Excel file and click on Open
 If using Outlook Contacts, click on Select from Outlook
contacts and Choose Contacts Folder. Select your contact folder from the
list and click on OK

8. Click on OK to complete the selection of the list

9. Click on Next: Write your letter or e-mail message (if creating an e-mail)
10. At step 4, click on the main document to position the cursor where the Merge
Fields will be added. If the main document are labels, the cursor will be at the
first label by default. Just add the Merge Fields there
11. With the cursor in place, click on More items… Double click on all the Merge
Fields needed to complete your document. When done, click on the X to close

«First_Name»«Last_Name»«Street1_Line1»«City»«State»«Zip_Code»

12. Next, click in between each merge field, outside the chevron symbols (»|«),
and add spaces and any punctuation needed to separate the Merge Fields
(see below)

«First_Name» «Last_Name»
«Street1_Line1»
 «City», «State» «Zip_Code»

13. Click on Next: Preview your letters, Labels or e-mail message to do just
that. Use the arrow buttons between Recipient on the Task Bar to preview
the information from the data source in your main document.

14. Click on Next: Complete the merge

15. Select one of the following option depending on what you are creating

 If creating letters or labels

a. Click on Edit individual letters… and OK. This option will open your merged
document in a new document. Check the information for accuracy.
b. The last step is to either Print or Save the document for later use
 If creating e-mail messages

a. Click on Electronic Mail…

Important: Make sure your Outlook client is opened and you are logged on
with the appropriate account (e.g. your office account). Word will use this
account to send the e-mail messages

b. At the To prompt, select the Merge Field containing the e-mail addresses.
c. Enter a Subject line and click on OK. The process will take a few minutes to
complete, depending on the size of the list.

MACROS
In Word, you can automate frequently used tasks by creating and running
macros. A macro is a series of commands and instructions that you group
together as a single command to accomplish a task automatically.
 A macro is a recorded sequence of actions or commands that can be used
to automate repetitive tasks. To do this, you record a series of steps and
then replay them when needed.

Macros can be used to perform various tasks within a document, such as

formatting text, applying styles, and inserting content.

Record a macro using the Button option

Microsoft Word has the ability to record and run macros to improve the
efficiency of the document.

.There are the following steps to record a macro in Microsoft Word -

Step 1: Open the new or an existing Word document.

Step 2: Click on the View tab on the Ribbon and click on the drop-down
icon associated with the Macros in the Macros section.

Step 3: Click on the Record Macro from the drop-down menu.

Step 4: A Record Macro dialog box will appear on the screen in which do
the following -

1. Enter the Name for the macro in the Macro name text field.
2. To use the same macro for the further document, click on the All
Documents (Normal.dotm) option from the Store macro in drop-down
menu.
3. Click on the Button icon in the Assign macro to section to run your macro.
Step 5: A Word Options window will appear on the screen with
highlighted Quick Access Toolbar at the left pane.

1. Click on the new macro name (Normal.NewMacros.MyMacro) on the

left side of the screen.
2. Click on the Add button to add the macro on the Quick Access Toolbar at
the right side of the screen.
3. Click on the Modify button, as shown in the below screenshot.

Step 6: Select macro that you want to record from the Modify Button
dialog box, type the Display name, and click on the OK button.

Step 7: Click on the OK button at the Word options window.

Step 8: Now, click on the View tab and click on the Macros drop-down
menu. Click on the Stop Recording Macro from the drop-down menu.
Now, you can see that recorded macro will appear on the Quick Access
Toolbar.

Table
Tables in MS Word are made up of rows and columns with an organized
arrangement of text. These tables can be used to align numbers in
columns and then various operations can be performed on them. Tables
can also be used to create page layouts. Rows in a table are series of
data banks laid out horizontally in a table or spreadsheet. Columns are
vertical series of cells in a chart, table, or spreadsheet.
How to Create a Table?
Tables in MS Word can be created in the following two ways:
1. Using the Grid
2. Using Table Dialogue Box
Using the Grid
Following are the steps of creating a table using the Grid provided in MS
Word:
Step 1: Go to the Insert tab and click on the Table button.

Step 2: In the dropdown menu, select the number of rows and columns
from the Grid.

Using Table Dialogue Box

Following are the steps of creating a table using Table Dialogue Box in
MS Word:
Step 1: Go to the Insert tab and click on the Table button.

Step 2: Under the grid, you will see an Insert Table button. Click on it.

Step 3: In the Insert Table Dialogue box, mention the number of rows and
number of columns as per the requirement and click on OK button.

File management and printing

 Folder and File

Folder (or directory) – a virtual storage space used to store and organize computer files.

 A folder can also contain additional folders (known as subfolders).

 A folder has a name and is represented by an icon.

File – a storage unit on a computer that stores information, data, etc. (such as a document, an image,
etc.).

 Folders contain files

 Files have names and are represented by various icons

Filename – a unique name given to a file to identify it. A filename can contain letters,
symbols, numbers, spaces, etc.

Right-click to create a new folder (Windows 10)

1. Go to the location where you want to create the folder (Desktop, Documents, or anywhere on your
computer).
2. Right-click on a blank space (don’t right-click on an existing item in the folder).
3. Click or hover over New.
4. Click Folder.
5. Type a name for the new folder and press Enter (on the keyboard).

Ribbon

Ribbon – a group of buttons and icons (tabs) at the top of the window that allows users to
access the commands that they need to complete a task.

Create a new folder from the ribbon menu (Windows 10)

1. Go to the location where you want to create the folder (e.g., Documents).
2. Click Home.
3. Click New folder.
4. Type a name for the new folder and press Enter (on the keyboard).
 File Management

Basic file management refers to a way to name, save, backup, organize files/folders and keep
track of files on a computer.

Some file management tips

 Create folders/subfolders to organize files.

 Save your work frequently in folders/subfolders (organize by category).
 Save your files on a backup disk regularly (back up your files).
 Give files and folders short, but meaningful names.

Save a file for the first time or save a file with a different name or location (Microsoft
Word)

1. Click the File tab in Microsoft Word.

1. Click the Save As command.

1. Choose a location on your computer (e.g., USB drive or hard disk drive) to save your file.
2. Type a name for your document in the File Name box.
3. Click the Save button.

Save an existing file in its current location (Microsoft Word)

1. Click the File tab.

2. Click the Save command.
3. Or click the Save button icon.

Operate a Printer

Printer – a device that is usually connected to a computer in order to transfer the text and
graphic information to paper.

1. Load paper in the paper tray if needed.

2. Press the Power button to turn the printer on.
3. Open the file you want to print.
4. Click the File tab.
5. Click the Print command.
6. Select the print options: Number of Copies, Print All pages, or Pages (e.g., from page 2 to
page 5), etc.
7. Click Print or Okay to start the printing process.