UNIT 2 WORD PROCESSING

Structure Page Nos.

2.0 Introduction 43
2.1 Objectives 44
2.2 What is Word Processing? 44
2.3 Word Basics 45
2.3 .1 Start Word Program 45
2.3.2 Creating Documents 48
2.3.3 Saving and Closing Documents 50
2.4 Edit and Formatting 52
2.4.1 Text Formatting 52
2.4.2 Page Setup 57
2.4.3 Printing Documents 60
2.4.4 Paragraph Options ,61
2.4.5 Bullets and Numbering 65
2.4.6 Checking Spelling and Grammar 68
2.5 Page Design and Document Management 71
2.5.1 Header and Footers 71
2.5.2 Inserting Cliparts and Picture 73
2.5.3 Creating Tables 75
2.6 Mail Merge 77
2.6.1 Data Sources and Main Documents 77
2.6.2 Starting and Editing the Main Document 78
2.7 Summary 84
2.8 References/Further Readings 84

2.0 INTRODUCTION •

Office automation software packages are in huge demand and hence, vet)' many
companies are the arena of office automation, among them Microsoft is the leader
offering MS office package, however, other office automation software's are also there
like star office, open office etc. The office automation packages are to facilitate the
execution of office related tasks in an easy manner. Generally, office related tasks
involve documentation management, presentations, mathematical calculations, Esmails,
Web sites management; and the package as a whole involves component for each of the
foresaid task, desired to facilitate the official working. Among the mentioned tasks, the
documentation part is handled by Microsoft Word which is an excellent program of MS-
Office package. Now, you might be thinking that in which language this application
program is written, undoubtedly it's a variant of our Visual Basic, called VBA i.e.,
Visual Basic Assistant. If you don't believe then after opening your word document as
mentioned in section 3.2 below, just press ALT+Fll and you will find that a Visual
Basic like environment is opened. Using VBA you can customizeyour document, to
work according to your requirements. Although this unit is about the fundamentals, and
VBA programming is out of the scope ofthis unit. But if you have interest in such tasks,
just explore the internet, the world is yours. 43
Practical - Lab Manual - 1 The.tools discussed in this unit are also small components of the programs. So, firstly
learn how to use these tools then go to the depth of designing your tools. MS Word
performs documentation related tasks such as creating, editing, formatting, managing and
protection of our documents in very simple way. In this unit you will learn the basics of
all these techniques. The end product of a creating document is usually a printed
document. Before printing from Word for the first time, you must check that your printer
setup is correct. And Word's Print Preview feature used before printing any documents,
helps in checking that all its elements are in place. All these printing options have been
explained in detail in this unit. Word is a fairly simple program to use for completing
simple tasks. It may be difficult to learn complex features of word but you should explore
the more advanced possibilities of Word at this stage.

2.1 0 B~JE4CTIVES

The objective of this course is to help you understand how MS Word can be used to
manage documents easily, quickly and effectively. By the end of this practical course,
you will know how to do the following;
• recognize and understand many of the functions in the Microsoft Word window;
• create, save, open "andclose a document;
• delete text and replace text;
• format text Le., font, size, colour, alignment, bullets, numbering, styles, line spacing,
tabs etc., ;
• edit text i.e., c:ut, copy, paste, fmd and replace etc., ;
• working with tabs;

)
,
• use different page views to examine the document;
• format the document i.e., headers, footers, page breaks, page set-up etc., ;
• use the drawing toolbar and insert images;
• use the spelling, granunar, thesaurus and word count facilities;
• perform a word count in the document;
• use the help facility and preview and print the document;
• creating and working with a table; and
• creating multiple letters using mail merge.

-----------------------------------------------------------------
2.2 WHAlT IS WORD PROCESSING?
--~--------------------- ..-----------------------------------~-
Word processor is the tool to perform different editing and formatting operations on the
text and process is called word processing. This constitutes a fundamental difference
between a typewriter and word processor. The earliest word processors were: electric
typewriters with a tape recorder that could be edited. They were first used for automatic
typing of'letters. Later, they were used to playback material that was typed correctly
when corrections were added. The "manual" way, at the time, was to have a typist type
something, have it proofread, and then retype it with corrections, hoping that no new
errors were in.troduced with the retyping. In addition to simply storing documents for
later manipulation and retrieval, modem word processing software applications offer
general features such as: spelling and grammar checks, thesaurus, word counts and
search-and-replace functions. With these, capabilities among the major word processing
packages, such as Microsoft Word, WordPerfect (Corel Corporation), and Word Pro
44 (Lotus Development Corporation).
Microsoft Word is a word processor program from Microsoft. Richard Brodie originally Word Processing

wrote it for IBM P computers running DOS in 1983. Further versions were created for
the Apple Macintosh (1984), sea UNIX, and Microsoft Windows (1989). Further it
became part of the Microsoft Office suite as Microsoft Word. Microsoft Word is an
essential and excellent tool for the creation of documents. Its ease of use has made Word
one of the most widely used word processing applications currently on the market.
Therefore, it's important to become familiar with thevarious facets of this software, since
it allows for compatibility across multiple computers as well as collaborative features.

2.3 WORD BASICS

This section covers the basic details of MS-WORD. It will provide you step by step
procedure for starting, creating saving and closing ad document in the WORD.

2.3.1 Start Word Program

To open the Microsoft Word application you can

(a) Double click on the Microsoft Word icon (as given below) on the desktop.

Microsoft
Word

(b) Open Microsoft Word from the Start menu (Start-s Program-s Microsoft
Office-s Microsoft Word) as shown in the Figure 1.
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Figure 1: 'Open Microsoft WOI"d
45
Practical- Lab Manual- 1 When Word opens, a blank document with name Documentl will appear similar to
Figure 2,

Window Control Buttons

Standard Toolbar

Formatting

As you can see in

figure 2; A bar at the
top of a document
shows the name of
MS-Office program
(like Excel, Word)
This is Your
and document.
Working Area

Status Bar Figure 2: Components of Word Document

Note: Sometime it may happen that the word will not show these above given toolbars,
if you want to bring them on your screen also then as shown in following Figure 3 go to
the View menu which is given on 3rd position of your menu bar, choose Toolbars and
ensure that the Standard, Formatting and Drawing toolbars are all selected,

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'I Cl ~ I1J E:l. t:1o~m·al. 14'll If1.:I, ~ I ~, - 1,100'
rr:=;-;:-'- CQ w..•• b·L••.yout MS-Word provide us
r~ \ e "m e,rlnt L"yoCI~
, 2 ' ,
different toolbars,
• __ •• 11IIIII",[ .: stl!lndl!lrd those you can select
i;!.Qcum"mt. Mo!JJ:1 r:,... FormattlnQ according to your'
A':'totox~
. I:f.eader·and Footer
cii'pbol!lrd
need. We advise you
"So~ttol, T'OIOlbox not to select those
~. D ••t""b", •••• toolbar, which you
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Forms
don't need at
Frames
I'Plctut'.e:
"( .
Revl6wlno
•Tables and Bord.ers
VI:>uil a••sl-;:
Web
Web Tool••
:WordArt

----_, __ ~'t!.:Iston
:0.... .•l~e., . -"

Fig"1 C 3 : Different Toolbars in iWol'd

46
 The Microsoft Word window contains several menus and toolbars. Menus and toolbars Word Processing
are used to give instructions about what you want to do. Some of these are detailed as
follows:

Menu Bar : A menu gives a list of commands. Most menus are located on the menu bar
at the top of the applications as given Word window. This menu contains drop menus,
which allow the user to access all of Microsoft Word's functions. The functions canbe
accessed using either the mouse or the keyboard button.

Standard and Formatting Toolbar: Standard toolbar contains icons, which allow the
user to perform conunon tasks such as save, print, copy and paste etc. where Formatting
You know all
Toolbar contains icons which perform variety of formatting functions such as changing office programs
fonts and font size, choosing headings, justifying text, modifying text colour etc. These contain almost
icons are shown in the following Table 1 with the use of these icon and associated action: common screen
Table 1: Meaning of different icons In the Standard and Formatting Toolbar elements and
toolbars. '

ame
Creates it tltw, blallk file bNd 00 Ihe defitiit 16IIlfil!I!&S&le£!edby
ltieust[

Qpeli (File mClluj

. Save (File mmu) SaveS the IldW, flIt: WIth If8 eill'fCfit flJ~ f\lIJif, 11It:!ltioo, liltd tile
forlfllK..

If you want to use

email option
through word so
you must have
proper MS-
Outlook (another
MS-Office
program)
connection and
configurations

Zoom

Th. Qf1'iu ~ l!if"'" p!'!lVidf§ n.ttr t~Ic!!1 ItIdlltJ§ m-lIf'p ftlU

IItclllrlllll!ll your Ui ,

47
Practical - Lab Manual- 1 Drawing Toolbar : This toolbar allows the user to draw and edit objects (like images
graphics, clip art etc) in a document.

Status Bar: This displays important document information to the user relating to page
number, location of insertion point on the page etc. There are also additional features on
the status bar such as OVR, which allow the user to 'overtype' or replace existing
characters when typing.
As shown in Figure 3, there are a number of other toolbars a ailable in Microsoft Word.
To show or hide the toolbars, click on the View menu and select Toolbars. This shows a
list of all toolbars available to use in the Microsoft Word application.

2.3.2 Creating Documents

There are different ways for creating new documents, opening existing documents, and
saving documents in MS Word. All these are further explained in this unit. Whenever
you want to type something; you need to create a new document (or open old document),
like we take a new paper from our notebook. Lets see how can you create a new
document in word.
To create a new document do the following steps:

1) Choose File~ New from the menu bar.

OR
From the File menu, choose New. A New dialog box should appear similar to
given Figure 4.

As yOU can see in

J I

figure 4, you have an GeOflr~1.1Legijl'Pleadings I ketters &. Faxes I r~e.mQsI ,Other..D.oq.Jn'len~s1 p.ublica~~ns 1 Reports I Web 'Pages I
option to select the'
kind of docum ent
you like to make for
~~I~'
'l:!1~~
Preview'- - -----
example letter, E-mail
publication, report Message
de

Preview. not available.

I
-)
I
[
. Create New -
r. Document r
----
Tem~ldt~ ~ I
I

OK Cancel

Figure 4 : New Document Options

48
 2) Confirm that the General tab is selected and the Blank Document icon is Word Precessmg ,

highlighted. Now click OK, a new document window should appear as given in
Figure 4 above.
OR
Click the New Document button on the menu bar.
OR
Just press CTRL+N on your keyboard.

When you click the New button on the Standard toolbar, you get option of creating a
document such as memo, letter, report, or resume, one can often save time by using one
of the wizards or templates that come with Word. When you will do practical from your
own, you will find that whenever a new document is open, word gives it a temporary
name "Document 1". Ifwe open another new document then it would be named
"Document 2" with the next "Document 3" and so on. The next step is to enter the text
for the document

How to-open an existing document"

, To quickly open one of the last documents you worked on, choose it from the bottom of
the file menu. To open a document, click the Open button on the Standard toolbar.
When the dialog box appears, select the document in the File Name box (Windows) and
then choose the OK button.

Choose File~ Open from the menu bar, Figure 5 will appear on your screen.

~ ~ ~~
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__~~~~'~
Figure 5 : Open an Existing Document

Click the Open File button on the menu bar.

OR
Press CTRL+O on the keyboard.

Each the above method will show the same Open dialog box as shown in Figure. Y ou can
choose the file and click the Open button to open the file. 49
Pracncal- Lab Manual v-I
2.3.3 Saving and Closing Documents
ake a habit of saving
your document after each o save a document on disk, click the Save button on the Standard toolbar. When you
paragraph, asWord may
stop abruptly due to save a document for the first time, Word displays the Save As dialog box so that you can
hardware or software . type a.name for the document.
problem.

How to save a document?

It is good practice to
choose a filename with
eight characters or less, as 1. Select File~ Save from the menu bar.
additional letters may not
2. Select File~ Save As from the menu bar.
be visible.

You must be interested to know that what is a difference between Save and Save As
option? The main difference is that the Save option will simply overwrite your existing
ou can save yOUJ file, whereas Save As will give you the chance to choose any of the options/format given
document in different in its dialog box.
format iike Web Page,
Text format, Rich re«
format, Document
3. Click the Save button on the standard toolbar.
templates using Save As
option. . 4. Press CTRL+S on the keyboard.

How to close a Document?

When finished working in Word close the active document and then quit Word by
choosing Exit (Windows) from the file menu. To work on another document in Word,
close the active document by choosing Close from the file menu and then open the other
document.
Also, several documents can be open at the same time. To work in a particular
document, click anywhere in its window, 01' select the document name from the window
menu.
To close the current document by you can either select File~ Close or click the Close
icon you can locate it on your standard toolbar. If you are prompted with a dialog box
asking, "Do you want to save the changes you made to documentl.doc?" it means you
ihave not saved the file. Think always before Clicking on No.
Remember View
options will not Document Views
change your
docurn ent at all. It
changes only the Word provides several ways to view a document:
appearances. As'
when you see a 1. Normal view
building from front 2. Print layout view
view it appears
different and when 3. Web layout view
you see it from top it
is different, but 4. Outline view
actually the building
IS same.

50
1) Normal View: It is the preset view in Word. It shows a simplified version of a Word Precessing

document. It's the best all-purpose view for typing, editing, and formatting text,
and tor moving around in a document.

To switch to normal view, click the Normal view button on the horizontal scroll
bar, or choose Normal from the view menu.

Normal view is preferred for most of heavy-duty text entry and editing. Normal
view keeps rcpagination and screen redraw delays to a minimum. It shows the text
as it is typed and displays graphics where they are inserted.
It does not show side-by-side column positioning, footers, headers or the printing
position of framed items. Columns are shown at their actual width, but not side-
by-side, Automatic page breaks are shown as dotted lines. Manual page breaks, if
they are defined, are shown as darker lines containing tile words Page Break, while
section breaks are double dark lines with the words end of section, and so on.

2) Print Layout View: In Normal view, you can only see the one column formatting
option which is the default. To view multiple columns on screen, you need to
switch to Page Layout view, or look at the document in Print Preview.
Page layout view displays the layout of each page in a document as it will look
when printed. The vertical and horizontal ruler allow you to see precisely where
things are positioned on the page.

Page layout view is useful when you are working with columns, or to check the
final appearance of the document, and make last minute changes to the text
formatting and layout.

In a page layout view, text and graphics are positioned where they will print.
Headers and Footers can be both seen and edited.

Page breaks, whether automatic or forced, are represented by new pages on the
screen rather than by dashed lines in the text.
.•
3) Web layout view: Web layout view is similar to above given print layout view,
only it refers to web page. It works when you are creating a Web page or a
document that is viewed on the screen. In Web layout view, you can see
backgrounds, text is wrapped to fit the window, and graphics are positioned just as
they are in a Web browser.

4), Outline View: If the document is properly formatted, switching to outline view
allows to quickly navigate and reorganize even large, complex documents. Outlline
view allows you to see the entire contents of the document, just chapter heading or
just section headings, and so on.

In outline view, you can break a document into sections to see only the main
headings or expand it to see the entire document. This view makes it easy to scroll
or-move text a long distance or to change the hierarchy of topics.

To scratch to outline view, click the outline view button on the horizontal scroll
bar, or choose outline from the view menu. 51
Practical - Lab Manual -1
2.4 EDIT AND FORMATTING

Once you learnt about creating document successfully now, you should get familiar with
different editing and formatting aspects of a document. This section will help you in
editing and formatting of your document.

2.4.1 Text Formatting

Adding Text

To enter text, you need to start typing on keyboard; whatever you type will appear where
the cursor is blinking, You can move the cursor by arrow buttons or using mouse. The
keyboard shortcuts listed below in Table 2 are also helpful when you are typing the text
in a document:
Table 2: Keyboard Shortcuts in Documents

Keystroke Action in Document

flUME Beginning of the line

END End of the line

b CTRL+HOl\1E
CTRL+END
Top of the document
End of the document

Deleting" Selecting and Formatting Text

If you make a mistake in your text, to delete text we can use the BACKSPACE and
DELETE keys. Backspace will delete text to the left of the cursor and Delete will erase
text to the right. To delete a large selection of text, highlight that portion and press the
DELETE key.

To change any attributes of text in your document first highlight that portion then select
the text by moving mouse over that text or hold down the SHIFT key on the keyboard
while using the arrow buttons to highlight the text.

In table 3 are the shortcuts for selecting a portion of the text:

Table 3: Shortcuts for Selecting a Portion of the Text

em ember to de-
select the text, you Text Portion Selection method
can click anywhere
outside of the Whole word Double-click within the word
selection on the page
or press an arrow key Whole paragraph Triple-click within the paragraph
on the keyboard.
Whole document Choose Edit-7 Select All or press CTRL+ A

The formatting toolbar is the easiest way to change many attributes of text. If the toolbar
is not available on your screen, select View-s Toolbars and select Formatting.
, 52
 ._--",-_. __ .- .,-
Word Processing

~ooyText ~ Times r~ewRoman '" 10 ~ /""-B,'1' 1

1, '
U I = ~rg '~:s
;" -' -
l: :: ti 'f;: Q" 1-; tAT
I '~-i- -:"•.
: ,tlJ .'

Figure 6: Formatting Toolbar

All the tools of formatting are discussed below from left to right of the formatting
tool bar.
Style: You can select different styles on document in this.
Font: Click the arrowhead to the right of the font type box to view the list of fonts
available. Scroll down to the font you want and select it by clicking.
Font Size: Click to enter a value for the font size or click the arrowhead to view a list of
font sizes available.
Font Style: You can use these buttons to bold, italicize, and underline text.
Alignment: You can give aligning in text to the left, center, or right side of the page or it
can be justified across the page.
Numbered and Bulleted Lists: Tins is used to give numbering or bullets in the text (in
heading or subheadings of text)
Increase/Decrease Indent: Change the indentation of a paragraph in relation to the side
of the page.
Outside Border: Add a border around a text selection.
Highlight Col or: Use this option to change the calor behind a text selection.
Text Color: This option changes the calor of the text. The color shown on the button is
the last color chosen.

The Font dialog box as given in Figure 7 allows you to choose from a larger selection of
formatting options. You can select it as Format-s Font from the menu bar.

As you can see in

J.:ei~::~ff~ces.1 figure 7 you have
two more options
'f;qpe"'s~~~~ .~;2l2-e: named Character
----- ...••.IB~ld"- ..'Ifi""'is-"*"""'""-_ ..•.• Spacing and Text
.••,
.----,---------;r
Regul.ar .••• 11- Effects. You can
,Sylfaen
,Symbol . Italic 12 try these options on
, Tehorna i4 a sample text.
, Times Bold Italic 16
~
_Font, color;-
.1. ""Automatic

"'fiffects
....•-, ;; ',' ------------------
r :S.uJgethrQ:ugh'· ·r'Sli.:lqb~ r 5mait,caps
r BdL~le'st'i'J~ft.rbUg.b rOJ.}~lir,e r 8!lcdp,s:'
r .su~rS~~jjt'~ r.~in5~S$ r:ti'dden
rs~ii~~i;Pt
" .r En9rave-

r iN
••
Times New Roman
-~,

-I
This-is a:TweTypeJ()n~. This f:o~wwill:b'e.used'(jn,b6th Ptinter'.anciscreen.
x we

Q.efawlt .. , OK
nl
53
Figure 7: Font Din)og Box
Practical- Lab Manual - 1
Inthis toolbar you can have the preview of whatever effect you want to enforce on your
text, you can check the implementation of different type effect given above. Feel free to
experiment with various text styles and option. You can always undo your last action by
Write =Randt) and
press Enter, Check clicking the Undo button or selecting Edit-s Undo.
what text is
duplicating and how Cut, Copy and Paste of text
many times?
Find what is special
about this text?
Two different editing functions can be performed using the Cut, Copy and Paste
functions in Microsoft Word,
• Use Cut and Paste to move a piece of text in a document.
• Use Copy and Paste to duplicate a piece of text in a document.

Moving Text

Select any word in the document. Select Edit ~ Cut from the menu bar or click the Cut
button on the standard tool bar, or press CTRL+ X . The word will disappear. Do not
worry, the word is not lost. It is stored in a temporary storage area called the Clipboard,
Click Edit-s Paste from the menu bar, or click the Paste button on the standard tool bar, or
press CTRL+ V, the word will reappear in the text.

Duplicating Text

Select any word in the text. choose Edit-s-Copy, 01' click the Copy button on the standard
tool bar, or press CTRL+C to copy the text to the clipboard. Unlike the Cut function, the
word remains visible, However, a copy of the word is also stored on the Clipboard.
Place the cursor after the word and select Edit~ Paste from the menu bar, or click the
Paste button on the standard toolbar, or press CTRL+V, the selected word should now be
duplicated in the text.

Using MS-Word Help

When you want any assistance or help regarding any feature and function of MS-word.
You can use either of the following option.
1. Press Fl
OR
2. Select Help from Menu Bar and Click Microsoft Word Help.
OR
3. From Formatting Bar, Click Microsoft Word Help Button.

What would you like to do'?

.;;"Add text to a drawing object or
plCtLIre
'i Trol.lblsshodt aligning and
ananging text and drawing
objects
•.•.Align and. arrange drawing objects
':I 'Post: d docL,ment to d Mlcr-osoft
E){~nang8 public folder
uI ways to share II"'Iforrnatlon in
Wo,-d
...•..See more ...

.
l2,earch

54
 When you have a question about a Microsoft Office program, you can ask the Office Word Processing

Assistant. For example, to get Help about "duplicating text", type it.

what would you liketo do?

• what formattlng IS applied
when you copy te)(t betwf#en
documents?
Move or copy ttems In a table
Copy text
• Drag information betw!3Sn
programs
The format of informatIOn
pasted from the Clipboard
T Seemore ...

duplicating "text

If the correct topic doesn't appear in the Assistant balloon, click None. You will get
\
suggestions on how to phrase a question to the Office Assistant or how to narrow your
search by using keywords. The Assistant automatically provides Help topics and tips on
tasks you perform as you work - before you even ask a question. For example, when
you write a letter, the Assistant automatically displays topics to help you create and
'format a letter. The Assistant also displays tips on how to use the features in the Office
programs more effectively. Click the light bulb next to·the Assistant to see a tip.

Just click Microsoft Word Help on the Help menu. If the Assistant is turned on, it
appears. If the Assistant is turned off, the Help window appears. To type a question in the
Help window, click the Answer Wizard tab. To scroll through a table of contents for
Help, click the Contents tab. When you want to search for specific words or phrases,
click the Index tab.

• To see a ScreenTip for a menu command, toolbar button, or screen region, click
What's This? on the Help menu, and then click the item you want information about.

• To see a Screen Tip for a dialog box option, click the question mark button in the
dialog box, and then click the option. (If you don't see the question mark button,
select the option and then press SHIFT +Fl.)

• To see the name of a toolbar button, rest the pointer on the button until the name
appears.

55
Practical - Lab Manual - ]

Hide, show, 01' turn on' the Office Assistant

You (;a11 temporarily hide or show the Office Assistant while you're working in Microsoft
Word. You can also tU111off the Office Assistant for your entire Word session and use
only the Help window. How to get Help without the Office Assistant.

To temporarily hide or show the Office Assistant follow the steps:

1. On the Help menu" click Hide the Office Assistant or Show the Office Assistant.

2. Tui11 off the Office Assistant for an entire Word session

3. In the Assistant balloon, click Options.

4. If the Assistant balloon isn't visible, click the Assistant.

On the Options tab, clear the Use the Office Assistant check box.

To turn on the Assistant at any time, click Show the Office Assistant on the Help menu.

You can remove the Assistant if you don't want to use it any more.

Lab Exercises 1
a) Bring 'WordAtt toolbar' on your Word Screen and place it with other
toolbars,
b) Create a document in which write a letter to your friend, send the letter with,
the name of your friend. Use different colors in the body ofletter, starting &
end of the paragraph.
c) Using Resume Wizard, Create your resume for applying the post of software
Engineer. Note: From File-? New, choose other document and select resume
wizard.
cl) Check and write the differences between the normal view, print layout view,
web layout view and outline view.
e) Create the following characters" A210g2C" having superscript and subscripts
characters as shown.

1) Type the following lines in the document as shown in the given box below,
and save the file with name "Insert Special Symbols".

1. Click Insert from the Menu bar and then click Symbol.
2. Choose the Symbols tab.

a. From the Font drop down list select the style of symbols you
would like to insert,
b. Click on the symbol that you wish to insert, and then click Insert.

56
 Word Precessing

2.4.2 Page Setup

You should start each new project after duly thinking about the document's overall
design and final appearance. Word for windows gives you on-screen clues about how
your document will look on paper. If you give Word some basic information, such a the
pap r size and the kind of printer you will be using, it can show you line endings, page
endings, the relative size and placement of text, graphics, margins and so on. In order to
do this, Word needs some information from you, such as the paper size and the kind of
printer you will be using. The Page Setup dialog box, allows you to give Word all the
information it needs.

The Page Setup command in the file menu enables to set the paper size, page orientation
(portrait or landscape), the working of headers and footers, and similar options before
you began a document. But you can easily change these and other settings at any time.
You can also use sections and set different options for each section.

Paper Size & Page Orientation

The paper size tab in the Page Setup dialog box can be used for selecting the paper size
and the options that are available depend on the capabilities ofthe printer you selected.
To use a custom paper size, type the dimensions of the paper you want to use and also be
sure that the printer is capable of feeding the custom paper size through its printing
mechanism.

Once you specify the size of the paper on which you will print the document, Word
calculates margins by measuring in from the edges of the paper.

Page orientation can be vertical (portrait) or horizontal (Landscape).

I.J~apef50urte.' I' .la'YO~t I

L~·~p'·~{.~.?~J
~.rglr1~
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~dffi; ,18.27" 31'
'~§ghtJ J 11.69" :!J'
rier:ltatiOF:t·.,..· ---~---.
r. ·Pqrtrai,t

57
Figure 8: Page Setup Dialog Box Showing Paper Size Options
Practical- Lab Manual - 1
To select the paper size and page orientation follow these steps:
1) Select the text you want to have a different paper size or page orientation.
2) From the File menu, choose Page Setup and then select the Paper size tab.
3) Select the paper size on which you want to print and the page orientation.
4) In the Apply To box, select how much of the document you want to print on the
elected paper size or in the selected orientation. Then click the OK button.

Also it is possible to change the default page size and orientation. Like, if you often print
on paper other than the standard letter size - 8.5xll inches or if you use landscape
orientation more frequently than portrait orientation, you can save time by changing the .
default settings. After specifying the new settings, choose the default button. When
Word asks you in case you want to change the default, choose the Yes button. Word
saves the new default settings in the template attached to the document.

Page Margins

Margins determine the distance between the text and the page of the paper. In Word, text
and graphics are normally printed inside the margins while headers, footers and page
numbers are printed in the margins.

Word gives you three ways to set margins, The most straightforward method is to use,
the Margins portion of the Page Setup dialog box, reached with the File ~ Page Setup
command.

'!1arQi~s I ,I [I!!per Source J

P'ap~r2jie ~~Yb!.l:tI
revi9w----:::------~'
lop: J- :S' ~.
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p M~rQrmargihs
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r .2 pages per sheet
~J .Appl~to: IWhole document
'GiJ\:ter< positidn ------,,-----
~·~~t c ("1gp
:::if

~efault.~ -
I 'bK·
,\
I -' -_
, .•..•.. .CaJ:lcei .....

Figure 9 : Page Setup Dialog Box Showing Margins Options

You can also drag margins using the rulers in Print Preview. This lets you see the results
58
of margin changes after a slight. repagination delay.
 Word Processing
Finally, you can drag new margins with the rulers in Page Layout view. The margin
brackets are located on the ruler. Let's look at all three techniques, starting with the
dialog box.

Follow these general steps to change margins from within the Page Setup dialog box:

1) Place the insertion point on the page where you want margin settings to be. changed
(unless you plan to see the Whole Document choice).

2) Choose File -t Page Setup.

3) If need be, change paper size and orientation by using the Paper Size tab,

4) Switch to the Margins tab if it is not already displayed.

5) Current settings are shown in the various margin dimension boxes.

6) Type the dimensions you desire, or click the little triangles to increase and decrease
settings. The Preview will change as you work.

7) When satisfied, click OK.

Dimensional settings in most of Word dialog boxes can be expressed in inches (in),
points (pt), centimeters (cm), picas (pi), and, frequently lines (H). For instance, to set a
top margin's height to 12 points, you would type 12pt in the Top margin box, to set a
one-and-one half line top margin, you'd type 1.5li, etc.

While you can type other measurements, Word will convert them to the default
measurement when you close the dialog box. You change the default measurement in the
General tab of the Options dialog box (Tools -t Options).

Mirror Margins

Select the Mirror Margins feature in the Margins tab of the Page Setup dialog box (File
-t Page Setup) when you want different left and right margin widths and your final
output will be two-sided. Word makes inside margins of odd and even numbered pages
the same size; and does the same with the outside margins of odd and even pages. This is
how you get white space on the appropriate side of even and odd, two-sided pages.
When adjusting margins in Print Preview, if you've chosen the Mirror Odd/Even feature,
display two pages in Print Preview so that you can see the different margins.

Gutters position

Gutter margins-additional white space in the inside margins-compensate for the paper
tucked away in the binding of a two-sided book that would be unreadable. The gutter
width, which you specify in the Margin tab of the Page Setup dialog box {File -t Page
Setup), reduces the text area. Instead of using gutters, you might simply want to increase
the size of the inside margins to accommodate binding.

59
 Pracrtcal , Lab Manual- 1
2.4.3 Printlng Docmnents

Before printing a document, Page breaks and the overall appearance of the document is
checked by choosing print preview from the File menu. To view the document one page
at a rime, and also edit the text more easily, choose Page Layout from the View Menu.
When ready to print, click the Print button on the Standard toolbar.

Printer'-
riamEl: I (fj; PDF995 :::J £ropertfes

Stotus: Idle
Type: PDF995 Printer DrIVer

....,
Where: PDF995PORT r Print to file
Comment::
PageranIJe-- --, -I rCoples·'---'--------
(0' flJl ( Nurrlber of (Opi~s~ 11 :E
r: CIJ,rr!lf1t page r St>I,.,rtlon I
I ::~:~".~"
I
"'''_,
separated by cenmas. For example,
1,3,5-12
_ .•
,L1 L1 --~
1 __
rv Collate

Figure 10 : Print Dialog Box and Printing Options

While printing a document, you can:

1) Print the entire document or only specific pages.

2) Print summary information, annotations or list of styles? AutoText entries or key

assignments .

3) Print a draft copy, which omits graphics to allow faster printing.

4) Set printing options, such as number of copies.

You can also automatically create and print an envelope, using an address from a
document or one that you type. You can either print directly on an envelope or store the
~....
information so that you can print the envelope later.

The printer you can use affect the way Word prints and displays text on the screen.
Before you print a document, you must install and select the printer you intend to use to
print the document.

Word displays a document as it will look when you print it. If you want to preview a
document before you print it, use page layout view or print preview. In each of these
views, you can make last minute changes to text formatting, page breaks and margins.
60
 Word Processing
Line breaks and page breaks should be the same on the screen and in the printed
document. However, the fonts and view options you choose can affect the match
between what you see on the screen and what appears on the printed page.

Three kinds offonts affect your work in Word: Scalable fonts, Printer fonts and Screen
fonts.

Use Scalable fonts, such as True Type fonts to ensure that what you see on the screen is
what appears on the printed page.

For using printer fonts, you must have a corresponding screen font and font size to
display each font on the screen. If each screen font you use has a matching printer font,
the screen display of the document will closely match the printed document.
The three basic steps for printing a document are:

1) Connecting the Printer: Connect the printer either directly to your computer or to a
network.

2) Selecting the Printer: Choose Print from the file menu then choose the Printer
button and select the printer you want to use.

3) Print Preview and Printing: Click the Print button on the .Standard toolbar. In
Windows, Word prints one copy of the active document using the word default print
settings. But it is better to check the preview of document before giving the print
command. You can see the Preview of your document by clicking the Print Preview
button on the standard toolbar or by selecting File~ Print Preview. When the
document is ready to print, click the Print button from the Print Preview screen or
select File~ Print.

2.4.4 Paragraph Options

In Word, a paragraph is any amount of text, graphics, object or other items that are
followed by a paragraph mark. A paragraph mark is inserted each time while pressing
the ENTER key. In order to change the formatting of a paragraph, select the paragraph
and then apply the formats you apply. Paragraph formats affect the entire paragraph and
new paragraphs keep the formatting of the preceding paragraph. Paragraph marks store
the format of each paragraph. if the paragraph mark is deleted, the text in that paragraph
~.~comespart of the next paragraph.

10 insert a new line mark, press Shift +.J which pushes the text down to the next line,
but does not create a new paragraph. To modify the appearance of paragraphs, use the
ruler, the formatting toolb~ and the Paragraph Dialog Box or one of Word's paragraph
formatting shortcut key combinations. The various ways in which the Paragraph
. formatting can be done is described in the following subsections:
61
Pracncaf - Lab Manual - 1

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~h\'JI\'fCf~"IQ1~1!;I'~'1t r~1 '

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Figure 11 : Components of Paragraph Dialog Box

Centering, Right Alignment and Left Alignment

By default, the text in Word is left aligned. But these alignments can be changed.
Indenting a paragraph enables it to set off from other text.

• To indent paragraphs automatically, drag the top half of the triangular indent marker
to the right to the desired position. Alternatively, you can select Format ~
Paragraph and enter a setting in the first line Indent box in the Paragraph dialog box.

• To increase or decrease indents by one Tab stop, use the Increase Indent and
Decrease Indent button on the formatting tool bar.

• To create a hanging indent (an indent that sticks out beyond the paragraph), drag the
top half of the triangular indent marker to the left to the desired position. You can
also select Format ~ Paragraph and enter a setting for the first line indent box in the
paragraph dialog box that is farther left than the indent of the paragraph as a whole.

Notice the difference between left and right margin and the paragraph indentations.
The margins establish the overall width of the main text area and the space between the
main text area and the edges of the page.
62
 Word Procealng
Left and right indents are measured from the left and right margins, respectively. The
first line indent is measured relative to the left indent. The negative left-indent
measurement for the text appears when the text runs into the left margin.

Tab Stops

By default, the Tab Stops are set at O.5-inch intervals from the left margin. The insertion
point can be moved to the next tab stop in the current paragraph by pressing the TAB
key.
Use the ruler to set a tab stop at a particular position or to change the way text lines up at
a tab stop.

To set tab stops

1) Select the paragraph in which you want to set or change tab stops.
2) To set or change the tab alignment, click the Tab Alignment button at the far left of
the horizontal ruler until the tab alignment is the way you want it to be.

Table 5: Tab Alignment button

To select Click·
Left-aligned tab stops L
Centered tab stops .1
Right-aligned tab stops J
Decimal tab stops .1

3) On the ruler, click where you want to set a tab stop.

Also you can set precise measurements for tab stops by using the Tabs command on the
format menu.

:n:..sIbap ~ ~ •. sltmps::

Ir-------.". .illllfgn1lD1IIIIl1t --- ---------

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.(""~

Bii
~-..•..l.MtIne
~ i...., 1hll

__ e_t __ I __ c_t.e__ 1

I I
. Figure 12 : Tab Dialog Box 63
Practical - Lab Manual - 1 To move a tab stop, point to the tab marker and drag it to a new position. To clear a tab
stop, drag the tab marker off the ruler.
The spacing between the default Tab Stops can also be changed but this will affect only
the active document.

To do this, type or select the distance you want between the tab stops in the Default Tab
Stops box and then click the OK button.

Line Spacing

Line Spacing determines the height of each line of text in the paragraph. The default
(single line spacing) depends on the size of the font characters. Individual line spacing is
easy to change.

The indents and spacing tab of the Paragraph dialog box provides a drop-down for simple
but effective control of the space between lines under most circumstances. The preview
area demonstrates the relative effect of single, one-and-a half and double line spacing.
Single spacing causes 12~point line spacing, 1~ line spacing is 18 points and double
spaced lines will be 24 points apart.

All these line spacing settings can be made by choosing the appropriate options from the
Line spacing menu in the Paragraph dialog box.

When we are working with paragraphs word provides special toolbar for formatting a
paragraph you can also select it from Format-s Paragraph from thc menu bar, when you
select it the following figure will appear having following figure as given in figure:
When you use these choices, Word will compensate for graphics, superscript and large or
small type sizes.

Paragraph Spacing

Word enables each paragraph to give unique before and after spacing if you wish. The
spacing settings can be in points (pt), inches (in), centimeters (cm) or lines (li),
One advantage of adding space this way is that the spacing before and after paragraphs
does not change the point size of your text. Another advantage is that you can use
different spacing combinations for different purposes.

Headings often have different spacing requirements for body text. For instance, you may
require different before and after spacing designs for figures and figure captions as well.
Also you can have unique spacing specifications as part of a style, making it easy to keep
the look of your documents consistent.

The Paragraph command on the format menu can be used to add space before and/or the
' •• ' I

paragraph. The other advantages of using the Paragraph command are:

64
 1) You can make precise adjustments to the spacing between the various text elements. Word Processing

For example, you can use paragraph spacing to clarify the relationship between
headings and body text.
2) If the paragraph is moved or deleted, its spacing goes with it. The paragraph doesn't
leave behind extra blank lines.
3) If you include spacing in the paragraph styles you use to format text, Word adds the
space along with the other formatting. You need not add blank lines manually.

Borders & Shading

a
You can add borders, to any side of paragraph, and you can add background shading
using Format-s Borders and Shading as shown in the figure 13. Yo~ can also add borders
and shading to ordinary text and to the paragraphs in table cells and frames .

.~Q't):lo/s; I, ~~~,~~B9j~.e~'l
'~f.t~,d!b~ r
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3
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~t!RP~li;iI

Figure 13: Border and Shading Dialog Box

2.4.5 Bullets and Numbering

You can easily create a bulleted or numbered list by selecting a list and then clicking the
Bullets button or the Numbering button on the formatting toolbar. Type the first entry
and press ENTER. This will create a new bullet or number on the next line, If you want
to start a new line without adding another bullet or number, hold down the SHIFT key
while pressing ENlER. press EhJlER twice when you are finished typing to end the list.
You can use the Increase Indent and Decrease Indent buttons on the formatting toolbar
to create lists of multiple levels.

65
Practlcal- Lab Manual - 1 To create a nested list, such as a numbered list inside of a bulleted list, first type the list
and increase the indentation of the items that will make up the nested list by clicking the
Increase Indent button for each item. Highlight the items and click the Numbered List
button on the formatting toolbar.
For example:

• Garden

~ Apple

Formatting Lists

The bullet image and numbering format can be changed by using the Bullets and
Numbering dialog box.

l:IuUets and Numbering , [gJL?ij

fi,ulletei:l I fiumbered r Oytline Numbered I
.
• 0 - •
---
None • 0 -- •
• 0 •
,
0 .:. )-
•
0
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)-
I

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0' .:. )-
•

Ei~ture.. , I (lJstomfi~'1' ,

Re);.i3f
I I ..o/(: f ,CCj/'lGeJ
"I
Figure 14 : Bullet and Numbering Dialog Box

• Highlight the entire list to change all the bullets or numbers, or

• Place the cursor on one line within the list to change a single bullet.

• Access the dialog box by selecting Format-s Bullets and Numbering from the menu
bar or by right-clicking within the list and selecting Bullets and t

• Select the list style from one of the seven choices given, or click the Picture ... button
to choose a different icon. Click the Numbered tab to choose a numbered list style.

• Click OK when finished.

La b Exercises 2
a. Do the following using the page setup dialog box.
i. Set the paper size to A3.
H. Set the length and width to 19.59 cm and 18.56 cm respectively.
iii. Set all margins (top, bottom, left, right and gutter) to 2.10 cm.
66 IV. Set the gutter position to top
 Word Processing
b. What you need to write in page range when you want to take printout of the
following pages:
1. Pages 3 to 8 only
ii. Page 2, 5,9, 14 only
Hi. Only active page of word document

c. How you can take print out when it should come on both sides of a page
(front & back to it).

d. Create a paragraph with line spacing "2" and use alignment as justification.

e. Set your tab position to 1.3 inch.

f. Create the border of your document to your page to 3D shadow border setting.

g. Create the Border setting of your document using horizontal lines.

h. Set the paragraph spacing 6 pt before and after.

i. Show how you can make following Bulleting and Number in word. ( remember
you need to create your own bullets as shown in the part (i) which having bullet
name : first line, second line and third line)

(i)
first line Garden
second line Tree
third line Apply

(ii) 1. Garden
Ci) Tree
Cii) Plant
a) Flower
b) .Seed

Find and Replace

Find and Replace allows you to search for specific text in your document. Word will
find text whether it was typed in upper or lowercase. You can search for and replace
text, specific formatting, and special items such as paragraph marks, fields, or graphics.
You can also search for and replace all forms of a word (for example, replace "make"
with "build" as well as "made" with "built"). To fine-tune a search, use wildcards (for
example, search for "s?t" to find "sat" or "set").

To Find and Replace text:

1. Click the Edit menu select Replace

2. The box below will appear
3. Type the word you want to find the Find What box
4. Type the word you wish to replace it with in the Replace With box
When finished, click Find Next to find the next occurrence of the word you are searching
for. You can click Replace to replace the current word found, you can click Find Next to
skip that word and go to the next occurrence or Replace All occurrences of the word you . ,.
were searching for. 67
Pracncal- Lab Manual - 1

F:1~\iI. ~'e~,,~e ,I '~'I'9

, Find'whet:

se,an;;h 0j:ltitms ---

~e~chi' lr-A-n--2']
r fYlal:+ti. case
r FihcIwfiolin\)ordsonli!.
r \Jse'\"Iitdcrllfd5 , .
r Sounds.li~
r'Flr:ld all','&or:dJorrns
Rapiate' ....----'....;
Sp~dal· I No Forhl",tting

Figure 15 : Find and Replace Tool

Editing and Proofing Tools

The editing and proofing tools in Word help to improve your writing and the readability
of your text. These tools can:

• Find and correct spelling errors,

• Automatically correct typing and spelling errors that you've specified.
• Locate possible grammatical or stylistic errors, suggest improvements and help you
evaluate the readability of your text.

• Look up synonyms, antonyms, and related words.

• Automatically hyphenate text.

• Check text in other language.

• Display document statistics such as word count 01' paragraph count.

In this section we will discuss some of the important tool available in word.

2.4.6 Checking Spelling and Grammar

Spell check is one of the powerful features of MS-Word. It also provides to check the
spellings of the entire document including the header, footer and the hidden text. Adding
words to the dictionary is possible. The Spelling Check provides a convenient way of
correcting spelling mistakes at your documents. It compares the words in your document
against its own dictionary. You should always check your documents with the Spelling
68 Checker before you print them. To use the spelling and grammar checker, follow these
 Word Processing
steps. Select Tools-7SpelIing and Grammar from the menu bar. The Spelling and
Grammar dialog box will notify you of the first mistake in the document and misspelled
words will be highlighted in red.

Not in Dictionary •.
[-
It also provides to check the ~p lirta of the
entire docum ent including the header. footer
,.. Ignore
f
and the hidden text.
Igpore All
I
Adr:!
r
SUaaestioo::;:
~hange J
Change AD

AutoCorrect

r.;; Chec!s. gr.amm~r

(1)j Qptions ... hl.b Cancel

Figure 16 : Spell Checking

When the Spelling Checker locates a word it cannot find in the dictionary it stops,
highlights the offending word, and display it on the "Not in Dictionary" line.

You have the option to:

Ignore its selection;

Manually type in a correction to the word;

Replace the word with a suggested word;

Add the word to the dictionary.

The" Suggestions" box lists possible alternatives to the word. If it cannot find a close
match this box will be empty. To retain the word, choose Ignore and to ignore the
change at all its occurrences in the document Choose Ignore All. To change the word,
choose Change and to change the word at all its occurrences in the document choose
Change All. To add the current selected word into the dictionary, choose the Add
button.

You have the choice to add the word to the default Word custom dictionary, or a new
custom dictionary that you create.

During a grammar check, Word identifies sentences that contain possible grammatical or
stylistic errors and suggests improvements. For example, if you wrote "The project were
completed by your team," Word could question the grammar, first for subject-verb
agreement and then for passive voice. Word also question style errors, such as wordiness
and the use of cliches.
69
Practical- Lab Manual - 1 As long as the Check Grammar box is checked in the Spelling and Grammar dialog
box, Word will check the granunar of the document in addition to the spelling. Follow
these steps for correcting granunar:

a) If Word finds a grammar mistake, it will be shown as the spelling errors with green
underline. Several suggestions may be given in the Suggestions box. Select the
correction that best applies and click Change.

b) If no correction is needed, click the Ignore button.

The Spelling Check provide a convenienrway In -mtQ!L0re z "XI

cf correcting spelling mistakes in your
iQflore:Rule: ~
documents.
~I N.~~(SeRten(e. I
SuggestioQ?:
prov'ides .,' ::'0 . ., . ·~hang.e I

p Chec~grammar
Qj)tions .. ,
"
Undo Cancel
,
~

Figure 17: Grammar Checking

Synonyms

Word has a new feature for finding synonyms. Simply right-click 011 the word and select
Synonyms from the shortcut menu. From the list of suggested words, highlight the word
you would like to use or click Thesaurus ... for more options.

I am enjoying this bookf _

df. C>~1;.
Et) ~ur>Y
f:o!Iste

A cont ...
~ e.~r~9r6ph...
:=JBull~ts end tlI,umberinQ .• ,

tJ,Vperllri<. ...

volWMe
tome'
manuscript
p ••p&~bo!l~k
hardback
reserve
order
put your name down for

Ihese,urus,. , ,

70 Figure 18: Finding Synonym ~

 Word Precesslng
Thesaurus

The "Thesaurus" can be used to improve the precision and variety of your writi1~g. It
looks at the words you select and presents alternatives with similar meanings. You then
have the option to select a word that better fits your needs. The Thesaurus cannot
understand the context in which the original word is used, so the alternatives it offers are
not always valid. It is for you to decide whether another word which you choose
improves the meaning of the sentence. For some words, you may also find antonyms
(words with opposite meanings) and related words. To use the thesaurus, select
Tools-s Language-s Thesaurus from the menu bar or select it from the Synonyms
shortcut menu as given above.

JT~~saurus
nwariing$::
,.....,.. . • 5-r~·
vocoQular~1
glOssary.
phrase book
word list

.k_Cl~_~i~<"e
11
Figure 19 : Thesaurus

A list of meanings and synonyms are given on the windows. Double-click on the words
in the Meanings box or click the Look Up button to view similar words. Double-click
-words in the Replace with Synonym box to view synonyms of those words. Highlight
the word you would like to add and click the Replace button.

2.5 PAGE DESIGN AND DOCUMENT

MANAGEMENT

This section covers few advanced topic of WORD. To make your document more
effective and impressive you would like to add few images, table or graphs in your
document. In this section you can get procedures for creating header, footer, table etc.

2.5.1 Header and Footers

Headers and Footers are places to put repetitive information in a document's top and
bottom margins-headers print at the top, footers at the bottom. You can use headers and
footers to print something simple on each page, such-as you name, or something
complex, such as a graphic. Stylized text, dates .and automatic page numbering can all be
included in headers and footers.
Pracrlcal- Lab Manual - 1 You can use identical headers and footers on all pages in your document, or you can
specify different contents for each section of the document. Odd and even pages can
have different designs if you wish. The first page of each document of each section can
be unique.

Once headers and footers have been added to a document, it is possible to see and edit
them in Page Layout view. They are also displayed in Print Preview, but when you
attempt to open a header or footer in Normal view or Print Preview, Word switches you
to Page Layout view and displays the Header and Footer toolbar.

Crellnng Basic Headers and Footers

To enter a header that repeats on all pages in your document:

1) Choose View -+ Header and Footer or double-click in the header area of the first
page to be modified in Page Layout view or Print Preview.
2) Word will switch to Page Layout view if it is not already there and display the
Header and Footer tool bar.

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:On the top of the working area ~ou can create your header, similarJy at the end you can :
I •

:create footer, " Its simple.... ' :

I I
•.•••••••..••......•.•....••.••......••.•....••••....•••••••.•••
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I

• Hpildel and hotel' . . ,

Figure 20 : Creating Basic Headers and Footers .

3) Create and edit header text as you would do in <my other text. You can paste
graphics, apply styles, and otherwise format your work normally.

4) Use the automatic page-number, time-stamping, and date-stamping features

described later in this chapter.

5) Double-click in the main document to return to work there.

72
 Word Processing
You enter footers the same way as headers, except that you work in a Footer window.

The Layout tab of the Page Setup dialog box helps in:

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Figure 21: Page Setup Dialog Box Showing Header and Footer Edges

1) Creating Different Headers and Footers for Odd and Even Pages

2) Creating Different Headers and 'Footers for the First Page

2.5.2 Inserting Cliparts arid Picture

Inserting Clip Arts

Clip arts are freely available artwork in digital form that can be used in a digital
document. It provides artwork for creating interactive and attractive documents. It is
available in Clip Gallery, which provides preview to a wide variety of pictures,
.
photographs, sounds, and video clips that you can insert in your documents. To insert a
clip go to menu bar, click Insert ~ picture-s-Clip Art or click on the clip art icon on the
Drawing toolbar the following image will appear.

73
 Practical- Lab Manual - 1
m Insert C1irlArt , ~(Q)L8J
-,i-J ~ lUll J ~mport Clips (ii)QIPS Online nfl
J Sealch (or clips: IType ono. or more words. , , 3J l§ ~
Is!!} Pictl.l!es

Categories 1 . 51

~~~~.
New Cat or Favor~es Academic Animals BackgroYndS

CJiiJiim
.BordellCHrames ~ ~ Byttgns$dcons ~

~EJ_~[I]
Commynications Divider; & Decor .., DQwolO{ldedClip; ~ Enlertainment

~~ ~
Food & Dining Government Helllthcare Se Me..,

Figure 22: Different Categories in Clip Gallery

To add a clip art image/artwork from the Microsoft library to a document, follow these
steps:

1) Click the category you want.

2) Click the picture you want, and then click Insert clip on the menu that appears.

m lnsei \ CUI/!H! , ", '," GJ(g]E[I

J *" ~ !!ill j ~lmport Clips WQIps OnUne .tielP tl~
j'searCh for clips: IT~pe one 01 mere words, , , 3J ~ le
~ Pictules I~ So~ 1 'al~otioncl~$1
Clips 1 . 7 in Animals

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CJO
.,'

Figure 23 : Different Options on Insert Clip Menu

74
 Word Processing

3) When you are finished using the Clip Gallery, click the Close button on the Clip
Gallery title bar.
Inserting Picture

In the similar way to clipart you can also insert any image in your document if that image
is available in your computer system. Follow these steps to insert a picture from an
existing file:
1) On the menubar select Insert-s-Picture-s From File. Following dialog box will
appear.

m....Too!s .••

'.

.~ rnte.r,1!: ,-I
c.n,eI I
Figure 24 : Different Options on Insert Clip Menu

.1) Locate the picture you want to insert.

2) Double-click the picture you want to insert.

3.5.3 Creating Tables

Word's Tables feature, enables you to arrange columns of numbers and text in a
document without using tabs. It helps you to organize complex columnar information.
Tables also provide a convenient way to present text in side-by-side paragraphs as in a
resume, or to arrange text beside graphics. You can use them to create such diverse
documents as forms, television scripts, financial reports, parts catalog, and resumes. You
can insert tables anywhere you need those in Word documents. Word's table feature and
the terminology used to describe it, reminds you of a spreadsheet.

Word tables consist of horizontal rows and vertical columns. You do the typing in areas
called cells. Cells can contain text, numbers, or graphics. The text in cells is edited and
embellished as usual with Word's formatting toolbar and ruler.
75
Practical - Lab Manual - 1

---------------'--------------'
Figure 25 : Table having 2 Columns and 4 Rows.

A number of table specific features let you control the size, shape, and appearance of
cells. Border and Shading features are available. It is also easy to insert and delete rows
and columns,

They can be created from existing text without needless retyping. Also the table feature
can be used to organize information and then convert your table to text.
Tables are used to display data and there are several ways to build them in Word. Begin
by placing the cursor where you want the table to appear in the document and choose one
of the following methods:

Insert a Table

There are two ways to add a table to the document using the Insert feature:
Click the Insert Table button on the standard toolbar. Drag the mouse along the grid,
highlighting the number of rows and columns for the table.

01', select Table-s Insert-s-Tabte from the menu bar. Select the number of rows and
columns for the table and click OK.

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r ~t,8s~d~~~ulti f9r A,","'' ' , telPle~~

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Figure 26 : Insert Table Options

76
 Word Processing
Entering and Editing Text in a Table

You navigate, enter and edit table text just as you do any other Word text. The mouse or
arrow keys are used to position the insertion point. 'The cells are thought of as miniature
pages and the cell borders as margins. Type the text normally within these cells and
Word will automatically wrap text within the cell as you reach the right edge Rows will
automatically grow taller as necessary to accommodate your typing .

.
To move from cell to cell within a table, either use the Tab key to go forward and
Shift+Tab to go backward.
Pressing Tab in the rightmost column will move down the insertion point to the
beginning of the next row and pressing Shift+Tab past the leftmost column will move
the insertion point to the end of the previous row,

The familiar character formatting tool bar, ruler and menu features work in the same
manner to all or selected characters in a table,

A cell can contain more than one paragraph. Paragraph creation is done in the usual way
and Word's paragraph format apply to paragraphs in cells,

Within a cell, you can have several different indent settings, line-spacing specifications
styles, etc.

2.6 MAIL MERGE

Word's Mail Merge feature is a quick and easy way for mass-producing form letters,
envelopes, mailing labels, phone lists etc. By using Mail Merge, you can send the same
letter to a number of people, without typing the original letter more than once. Word's
Mail Merge feature lets you quickly create personalized correspondence and other
documents by combining information (merging) information from two different files.
Mail Merge feature can also be used to prepare other kinds of merged documents such as
catalogs, parts lists, directory lists forms or invoices, print addresses on envelopes and
mailing labels.

2·.6.1 Data Sources and Main Documents

Data Sources are organized collections of information - databases-stored as Word tables,

Word can also, use data from other applications such as MS Excel or MS Access. After
opening a data source in another application, make sure that the merge fields in your
document match those in the data source. All data sources, no matter where they come
from, contain records and fields. For example, an employee data source would contain
one record for each employee. This record would contain multiples fields - one for the
employee's first name, one for the middle initial, one for the last name, one for each part
of the address and so on. The data source contains the information that can vary in each
version of a form letter, such as the names and addresses. You can either open an existing
data source or create a new one in Word.

77
Pracrtcal- Lab Manual - 1
Main documents as mentioned earlier contain the text of your project (the body of a
letter), fields, and merge instructions. Main Documents can be used from earlier versions
of Word 01' from other Applications. While using the Main document from other
applications, open that documents in Word 6 and convert its contents to Word for
Windows. However, field names and formatting from some applications may not
translate well into Word for Windows format, Check the fields in your main document
and adjust them ifnecessary before completing the merge or you can paste the main
document into Word for Windows as plain text, then apply the formatting and centering
the field names.

2.6.2 Starting & Editing the Main Document

Creating a merge main document, such as form letter, is a three-step process, as given in
the Figure: 27 below.

Step 1: To set up the main document, which contains the text, punctuation, and other
items that remain the same in each version of the form letter.

Step 2: To set up a data source, which contains the information that varies in each
version. This can be done either by opening an existing data source or creating a new
one.

Step 3: To complete the main document by inserting merge fields and by typing or
adding information you want to be the same in each form letter, such as the body of the
letter, your address and your logs .

. Mail Merge Helper ~ . !2IL8J

'1 tm' f\1ain dOEwm,ent -'----------~----'

,; .
i Create ..•.
.••••••• _ ••••• .,..:-7"",••••• """_~."

2 ,'iill Dat~ Source

Ge1:T'ar,a .•• I,

3~ Merge the data with the, document

~'1erye... I

Cericel

Figure 27: Main Window for Mail l'l'ge

78
 Word Processing
Step 1 : To Start the main document

i) Select the create button to start creating your main document. A list will drop
down offering you four choices- Form Letters, Mailing Labels, Envelopes and
Catalogs as shown in the figure.
ii) Select the type of main document you want. A dialog box appears offering you
the choice of the active window or a new main document.
iii) Choose the Active Window button if the active window contain information for
your main document or choose the New Main Document button if the active
window doesn't contain any information for the mail merge.

Use tfU c:heOJlst to ~t up a mai

~tton.
-----
merge. Begin by chooslnq the Create J
1 M.,r" document --

~' nQ tebels .••

2 ~opes
S;etq ...
...

3 - Meroe the data with the doc:ument ----------

____ I

Concel

Figure 28: Creating Main Document

Whichever button you choose, Word will return to the Mail Merge Helper dialog box and
the spacebelow the create button now lists the information you've entered so far-the type
of merge and the main document to use.

Step 2: Next, you need to specify the data source and arrange in it the fields that
will be available to ~our main document for the merge.

i) Click the Get Data button to display a list of options for your data source.
ii) If you already have a data source that you want to use, select Open Data Source
or if you want to create a new one, select Create Data Source.

Creating a Data Source

The Create Data Source dialog box that appears (Figure: 29) when you choose Create
Data Source contains a list of commonly used field names under "Field Names in Header
Row" box. The next step is to add field names in the data source. This can be done by
selecting the field names from the Field Name in Header Row box or by adding the new
ones to it. These field names can be upto 40 characters long and contain letters, numbers,
and underscore U. They cannot contain spaces and must start with a.letter.
79
Practical- Lab Manual- 1 The following operations 011 the field names C,Ul be done:
1) To delete a category from the data source, select it and choose Remove
Field Name button.
2) To add a category to the data source, type the new field name in the Field
Name box and then choose Add Field Name button.
3) To change the order of field names, select a field name in the field names in
Header Row box, and then click the up or down arrow at the right of the list until
the field name is in the desired position.

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company _ .... '~~'.'
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Figure 29: Creating Data Source

When you finish cr Pracncal- Lab Manual- 1 lose the OK button: Word then displays the
Save Data source dialog box. You save the new data source by giving a new filename to
it.

Word then displays a message asking you whether you want to edit the data source or
edit the main document. Choose the Edit Data Source button to type the information that
varies in each version. The Data form dialog box appears. Type the information you
want in each data field box and then press ENTER. To move to the next or previous data
field box, press TAB or SI-nFT+TAB. Continue typing information, choosing the Add
New button to start each new record. Choose the OK button in the last.

Opening a Data Source

To open an existing data source, Select Open Data Source from the Get Data drop-down
list. The Open Data Source dialog box that appears works just like the File Open dialog
box. Select the document you want to use and click OK. Word will open the document
and table you back to the Mail Merge Helper dialog box.

Step 3: One you've completed the second step-Creating a new data source or Opening an
existing data source-you can complete the main document by inserting merge fields and
by typing or adding information of your letter as given in Figure 30.

80
 Word Processing

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Figure 30: Creating a New Data Source

This can be done by:

a) Com pletlng a form letter main document:

Type or add any text and graphics you want to include in each letter. Then insert
a merge field where you want each category of addressee information to be
printed as shown in the Figure: 31. Place the insertion point in the docwnent
where you want to insert information from the data source, click the Insert Merge
field button on the Mail Merge toolbar and then choose the appropriate merge
field. Choose save from the file menu after editing the main docwnent.

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81
Figure 31 : Format of Main Document
Practical- Lab Manual - 1 b) Merging the data SOUl'CC with the main document:

Before merging the main document with the data source, the following things should
have been done:

1) All the addressee information in the data source should have been typed.
,2) All the merge fields should have been inserted at the desired location into the main
document.

To merge a data source with the main document

Click, the View Merged Data button on the Mail Merge toolbar while the main document
is in the active window. Word displays information from the first data record in place of
the merge fields in the main document text. To view information from other data
records, click one of the atTOW buttons on the Mail Merge toolbar, or type a record
number in the Go To Record box.

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',"

To.
IND I:RA GANDHI NATION At OPEN UNIVE RSITY
MIW!Jm fuitl\t. New Dend 110 068
SchoDl of Computer and Irdurmatlnn Sciences

Dated, nn<i Augll,t 2008

j
Dear. ".~a

Thank you for wrll,n& C urse materral for SOCIS, Your contribution in the course of MCA

J
~~ is really appreciated by us, Also. Please find enclosed the course material. if you
have any feedback or ,ugge$tlOns regarding course material you can cornrnumcate to me, I hope
in future also, you will definitely contribute your services to the school.

Figure 32: Document After Mail Merged

.JF.--------- ~-,----
EJe.ldn;!).me:
IZendcr E ' !l;pO"Rarlson :
rIE::::'Q:"'u=a:"'1 t:...o...:...:.------3-1
to:
~omt.lare,
I~M.:;8-7le:..::..:.:..:::::.....------

Ff""""'i
Q..th.~rwis~ in,sE/tt thi(>: text:
IMadam

82 Figure 33 : Logical Operations of Mail Merge

 . Word Processing
La b Exercises 3
a) Find the word "ing" in your document, without using the whole word option.
b) Find the "single space"(" ") in your document and replace it with "tab
space"(" ").
c) Create header and footer, where header must contain the name of the file and
footer should have page number (right side) and your study center name on
(left side).
d) Insert an image in your document from some directory and resize it into 4-
inch width and 6-inch height.
e) Create table of 10 rows and 5 columns in your document, give space between
the lines and do shadow on the first row.
f) Insert a following clip in your document and keep wrapping style "In line
with text"

h) First type the following text in a word document and check the spelling and
grammar in the following paragraph and change it with appropriate words.

Anyone who has complted a grabuation from a affiliated

university is suitable for IT field. IT field do not expect any
specialijation from your graduation but it expect good problem
solving, logical thinking and good communication skills. This can
be achived along with your curiculum subjects by spending a hour
per day. R.S. Agarwal is good subject oriented book to preparing
aptitude. Any MBA entrance book are suitable to prepare logical
reasoning etc. In fact anyone who is not technically strong but have
logical thinking skills is very much suitable for this field. It do not
mean that technical people are not suitible."

i) Find the synonyms of Replace.

j) Write a greeting letter for New Year, prepare a database of yours friends and
relatives. Use the mail merge facility to generate customized multiple letters for
them.
k) Add the word Naveen in word dictionary so whenever users type it wrongly it
shows red underline.
I) Create Hyperlink of Word "IGNOU University" with website"
http://www.ignou.ac.in ••.

83
Pracrtcal- Lab Manual - 1
2.7 SUMMARY

In this unit, we have focused basically on formatting a text. We are sure that you can
quickly produce professional looking documents and maintain consistent formatting now.
Various formatting techniques including embellishing individual characters, changing the
indentation of paragraphs, adjusting the whi te space between lines and paragraphs etc.
have been explained in this unit.

After going through this unit, you must have learnt various ways of editing text. You
must have learnt how the use of find command facilitates the repeated occurrence of a
word or text in the document. All the editing tools described in this unit help you develop
and refine the content of your documents. When you use the Page Setup command on the
file menu to specify a paper size, the options that are available depend upon the
capabilities of the printer you selected. By the end of this unit, you must have also learnt
the creation and usage of Cliparts, Images and Tables. You also learnt about the mail
merge functions to generate multiple letters according to your database.

2.8 REFERENCES/FURTHER READINGS

• First Course in Computers by Sanjay Saxena, Vikas Publishing House Pvt Ltd
• Essential Ms Word 2000 by Marmel, BPB Publications.
• Fundamentals Of Computers And Information Technology by M N Doja, Deep &
Deep Publications
• Ms Word 2000 An Introduction by M Lotia, BPB Publications.
• http://www.addbalance.comlword/wordwebresources.htm
• http;llwww.bcschools.netlstaff/WordHelp.htm

84