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TUMIA VIDOLE
Tuesday, September 30, 2014
MS_WORD NOTES
1.0 Introduction
Microsoft Word 2003 is highly sophisticated word-processing member application
software included in Microsoft’s Office 2003 suite. It is one of the latest version of the
MS-Word available at this time apart from MS-Word 2007. MS-Office 2003 suite has
been designed to run of Windows XP.
MS-Word can be used to:
Write letters
Theses
Newsletters
Resumes
Applications
Books
World Wide Web Pages
Fax
Envelope
1.1.1 How to use this Guide
This module should be used as a point of reference following attendance of the
introductory level MS-Word 2003 basics. It includes all the topics that perform as a
support aid for many tasks performed by the user after the study.
The module is divided into sections, each section covering an aspect of word 2003.
We will discuss in this module the basic concepts of word 2003 in detail. Just follow the
steps given and perform it practically to understand it better.
1.1.2 Objectives:
The main objectives of this unit are to understand the following concepts in detail:
The Basic Parts of MS Word 2003 Window
Entering and Editing Information
File Operations
Navigation
Selecting Text
Formatting
Printing and Page Set up
Tables
Grammar, Spelling and Checks
Graphics and Drawings116
2.0 The Basic Parts of MS Word 2003 Window
2.1 Getting Started
Microsoft word is a Windows based word processing application. To start Word session:
Click on the start button on the Taskbar
Then Click on the Program sub-menu in start menu.
Click on the Microsoft Word command identified by icon
Execution of this command will launch Microsoft Word 2003 on your computer. As a
result, MS Word window appears on the screen. The look and size of a window
application can be customized and therefore may vary from one installation to another.
2.1.1 Screen Layout
A typical Word window looks like the one shown below:
Control box Title bar Menu bar Control buttons
Opened Scroll bars Scales Status bar
Document
Cursor
View buttons Navigation
buttons
Tool bar
The Word window is the rectangular box in which the Microsoft program interacts with
the users. The walls of the window are resizeable. When you place the mouse pointer at
a window wall it changes from a single arrow to double arrow. You can now click and
drag the mouse and the wall moves with it. Release the mouse button when you have
sized the window as you wanted.117
2.1.2 Screen Layout
A typical Word window looks like the one shown below:
Control box Title bar Menu bar Control buttons
Opened Scroll bars Scales Status bar
Document
Cursor
View buttons Navigation
buttons
Tool bar
The Word window is the rectangular box in which the Microsoft program interacts with
the users. The walls of the window are resizeable. When you place the mouse pointer at
a window wall it changes from a single arrow to double arrow. You can now click and
drag the mouse and the wall moves with it. Release the mouse button when you have
sized the window as you wanted.118
2.1.3 Screen Layout
A typical Word window looks like the one shown below:
Control box Title bar Menu bar Control buttons
Opened Scroll bars Scales Status bar
Document
Cursor
View buttons Navigation
buttons
Tool bar
The Word window is the rectangular box in which the Microsoft program interacts with
the users. The walls of the window are resizeable. When you place the mouse pointer at
a window wall it changes from a single arrow to double arrow. You can now click and
drag the mouse and the wall moves with it. Release the mouse button when you have
sized the window as you wanted.
The visible elements of the Microsoft Word window are listed below:
2.1.4 Title (or Caption) Bar:
Title bar shows the name of the window application (Microsoft Word in this case) that
owns the window and the name of currently opened document (Document1 in this case).
Whenever you open a new document, by default Word attaches the names like
Document1, Document2, etc. You can of course change the name of the documents by
giving the names while saving the documents.119
2.1.5 Menu Bar:
Menu bar displays menus available to the users of Word. A menu is a group of various
logically connected commands. Menu bar is located under the title bar.
File, Edit, View, Insert, Format, Tools, Table, Window and Help are nine menus in the
menu bar. Clicking at these menus displays the menu items which can be commands or
sub-menus.
Menu handle lets you move the menu to a desired location. If you place the mouse
pointer at the menu handle the pointer changes to double cross pointer. You can click
and drag the menu to place it at the desired place.
2.1.6 Tool Bars:
A Toolbar is a group of iconic buttons (referred to as tool buttons) each representing a
menu command. By clicking these buttons respective commands can be executed.
Clearly, this is much easier and faster way of command execution.
Toolbars appear generally below the menu bar but can be placed anywhere by clicking
and dragging them using tool handle. You can also specify which toolbars would be
displayed and which not. Moreover, you can also create your own toolbar containing
desired tool buttons. When the mouse pointer is placed over a tool button a brief
message is displayed for a short while. This message is known as tool tip.
.
2.1.7 Horizontal and Vertical Ruler:
The Word window is supplied with one horizontal and a vertical ruler displayed
along the left and top edges of the current document. Rulers can be used to set
margins and indents in easy manner and they also provide measurement while
formatting the page. We have shown below the appearance of one horizontal
and a vertical ruler displayed along the left and top edges of the current
document.120
2.1.8 Status Bar:
This bar displays the current position of the cursor, status of some important keys of
keyboard (whether the Caps key is on or off, for instance) and other relevant
information. It is located at the bottom of the window.
2.1.9Scroll Bars:
Scroll bars are sliders that can be moved using mouse. As the scroll bar is moved, the
window pans through the document exposing different regions of the document.
There are two types of scroll bars:
a. Horizontal Scrollbar
b. Vertical Scrollbar
Horizontal Scrollbar is placed at the bottom while vertical scroll bar at the
right of the document as shown below.
2.1.10 Task Pane
In Microsoft Word 2003, a task pane occurs in the right side of the screen as
shown below.121
Sometimes task pane is irritating. There is a simple method to turn the task pane off just
by clicking task pane from the view options.
2.1.11 View Button:
A document can be viewed in many different ways highlighting different
aspects of the documents. View buttons are shortcuts to various view commands in the
View Menu, placed adjacent to the horizontal scroll bar. Different views available are –
Normal view, Web layout view, Print layout view and outline view.
MS-Word 2003 provides the following options to view a document in different styles.
1. Normal View
In the Normal view you can only view the Horizontal ruler instead of both horizontal and
vertical ruler. It does not display the margin areas of the page that’s why you can’t see
the headers and footers. 122
The advantage of the Normal view is that you differentiate between the Soft page break
(one that MS-Word gives you when the text flows out of one page), which will
appear as horizontal line running across the page; or a hard page break (one which
you insert to end the page before it goes full) which will appears as dotted
horizontal line with the MS-Word's Page Break as shown below:123
2. Web Layout View
With the help of Web Layout view one can view the document in the way it will appear
when opened with the web browser. Clicking on Web Layout under View menu sets
the Web layout view as shown below:]
In this layout also the horizontal ruler is shown instead of both the rulers as in case
of Normal view. But there will no page break displayed on the page in the Web
layout view. The whole document looks as if it were a single page.
3. Print Layout
This layout is the default view layout. Print layout view gives you the view that will
appear on the hard copy when printed. It includes both horizontal as well vertical
rulers to tell you exact position of your text or picture in the document. It also shows
you all the four, i.e., top, bottom, left, and right margins as well as the text you have
typed in the header or the footer section of the document with light gray color. To
change the view to Print layout, click on the Print Layout option under View menu.124
As you can see in the Print Layout view each and every page looks like a separate page
of the notebook.
4. Outline View
Outline view displays the contents of your document in a traditional outline format, with
text indented beneath headings in a hierarchical structure. In this view, you can display
headings, or any level of detail beneath the headings that you wish. Notice that when
you are in this view there is an additional toolbar that enables you to open and close
headings to reveal more or less detail and to promote or demote headings to change
their position in the outline hierarchy.
1. To change to outline view Select Outline from the view menu.
2. Move your mouse pointer to the plus symbol to the left of the main heading. The
pointer changes to a four-way arrow.
3. Click the arrow symbol to select this heading and all of its subheadings.
4. Choose the Collapse button from the Outline toolbar. The entire subheading
disappears. They have temporarily been collapsed of hidden from view.
The wavy line under the heading indicates there are collapsed heading
underneath it.
5. Choose the Expand button. The subheading will appear again.
6. To restyle a heading to demote it one level or promote it one level, select it and
then click the Promote or Demote buttons in the Outlining toolbar. Then click the
appropriate heading style. For example, if you demote a heading formatted with the
Heading 2 style, Word reformats it with the Heading 3 style.
7. To move a heading (along with all the subheadings and body text it contains) to a
new location in the document, drag its plus sign. As you drag, a horizontal line
indicates where the heading will appear. When the line is in the right place, release
the mouse button.125
1. Full Screen View
If you like working in a completely spick and span environment, you’ll like the
Full Screen view. To switch to this view, choose Full screen option from view
menu. Your document enlarges to cover the entire desktop. The title bar,
menu bar, and toolbars in the MS-Word window are temporarily hidden to
give you as much room as possible to see your text. If you want to issue a
menu command, point to the thin gray line running across the top of your
screen to slide the menu bar into view. To view your document in full-screen
click the Full Screen in View menu. Full screen view of a document is given
below:126
2.1.12. Minimize, restore/maximize, Close buttons
Title bar also has a control box and a few control buttons. When you click at the control
box a menu of items appears as shown below:
a. Restore: It restores the windows to previous size.
b. Move: You can move the window on your screen.
c. Size: You can size the windows of your size.
d. button minimizes the window. Clicking at this button will reduce the
window to a small rectangular bar placed on the Windows task bar.
e. button maximizes the window to cover entire area of the desktop.
f. button closes the Word window and terminates the Word program.127
3.0 Entering and Editing Information
3.1 Overview
In this section we will discuss various features used for entering and editing
information in Microsoft word 2003.
3.1.1 Word Wrap
Word wrap, also known as text wrap, is when you wrap the words of a document
around, behind, in front of, or through a picture, or other image in that document. To
get the most visual impact using word wrapping, you must have adequate words in
your paragraph to wrap in the region of the image.
For performing word wrapping, do the following:
1. Paste the image you have selected into the document, at the starting of the
paragraph you would like to improve. Keep your mouse pointer on the picture or
image and left click. The re-sizing bullets occur.
2. Click on the "Text Wrapping" icon on the Microsoft Word toolbar and select "Edit
Wrap Points."
3. Re-size the image if required and relocate the image until you get merely the
appearance you require.
3.1.2 Inserting Lines
Insert horizontal lines
When you would like to rapidly insert a horizontal line into your Word file rather than
performing this from the Borders and Shading dialog box, there is another method for
inserting lines.
Consider the following ways for inserting lines in word document.
Type 3 dashes — and press ‘Enter’ instantly after.
You can also vary the type of line you are inserting by changing the characters you use
for this. In the following Word screen shot we display the variety of horizontal line
breaks probable. Three asterisks***, three underscores___, three equal signs ===,
three pound signs ### have been applied which will exhibit the lines as shown in the
screen shot given below.128
3.1.3 Editing Text
To edit text in word 2003, click on the edit menu from which you can select various edit
options to modify your document. All the necessary editing commands have been
grouped into the Edit menu or toolbar. See the edit menu given below.129
The edit options included in the edit menu includes undo, redo, cut, copy, paste, clear,
select All, Find, Replace, and Go To options through which text editing is performed
according to the requirements.
All these edit options are discussed in this unit.
3.1.4 Insert and Overtype mode
Insert menu helps you to insert various word objects and components in between the
word document. Insert menu has following options.
Insert Pictures
You can insert into your document pictures, graphics etc. called clips. Word provides an
in-built ClipArt gallery that contains many pre-designed clips. To find a clip:
1. On the Insert menu, point to Picture, and then click Clip Art. 130
2. In the Insert Clip Art task pane, in the Search text box, type a word or
phrase that describes the clip you want or type in all or some of the file name of the
clip.
3. To narrow your search, do one or both of the following:
To limit search results to a specific collection of clips, in the Search in box, click
the arrow and select the collections you want to search.
To limit search results to a specific type of media file, in the Results should be
box, click the arrow and select the check box next to the types of clips you want
to find.
4.Click Search131
To clear the search criteria fields and begin a new search, below the Results box, click
Modify.
This will insert the selected clipart in your document at the specified place.
Insert Object
If you want to insert any object such as image, any text document, media clip, Microsoft
graph chart or anything else in your document, it can be inserted from the object option
in the insert menu.
To insert Object:
1. From the insert menu, Click object.
2. It will display the following window:132
3. As you can see there are two options in the window shown above:
i. Create New
ii. Create from File
4. If you want to insert an object which already exists, then select ‘Create from file
option and it will display the following window:
Browse the required object. If you want to display the selected object as a linked file,
check on ‘Link to File’ option and then click ok.133
The selected file will be shown at the cursor position.
5. If you want the selected object to display as an icon, check on ‘Display as icon
and then click ok.
Suppose we would like to attach a word file at the cursor position, then it would
appear as below.
6. If you want to create a new object, then select the ‘create New’ option which will
display the following window:
Select the required object type and click ok. It will open your document in the
selected type and then after creating a particular object, press enter.
Insert Page Number
This option is available on the Header and Footer toolbar. It inserts the page number of
the document in the header or footer, as required. The page number is automatically
updated with the increment of pages in the document.
You can display or hide the page number on the first page of the document. To do so:
1. If your document is divided into sections, click in a section or select multiple
sections in which you want to display or hide the page number on the first
page.
2. On the Insert menu, click Page Numbers.
3. Select or clear the Show number on first page check box.134
Insert Header/Footer
To insert Header/Footer:
1. From insert menu, ckeep the cursor on Autotext.
2. As you can see above, From AutoText, keep the cursor at Header/Footer
3. It displays the number of options that are required to be displayed on
Header/Footer.
4. Let us suppose, you need to insert file name in your header/Footer. Click on it
and it will display as below:135
This will show the file name at the cursor position, as per the requirements.
Insert File
Insert file involves the insertion of any file existing in your syatem
To insert a File:
1. Click File from the Insert menu.
2. It will show the window as below.
3. From ‘Lookin’ select the required file that you want to insert in your
document.
4. After selecting the required file, double-click on it.
The selected file will occur in your current document.
Insert Date and Time
To insert the current date and time:
1. Click where you want to insert the date or time.
2. On the Insert menu, click Date and Time.
3. If you want to insert the date or time in a different language format, then click the
language in the Language box. The Language box includes a list of the enabled
editing languages. Additional date and time options may also be available,
depending on the language that you selected.
4. In the Available formats box, click a date or time format.
5. Select whether you want the date to automatically update or to remain as originally
inserted. Do one of the following:
To insert the date and time as a field that’s automatically updated when you
open or print the document, select the Update automatically check
box. 136
To maintain the original date and time as static text, clear the Update
automatically check box.
Insert Page Break
Break option enables you to insert a break in between the page. This break can be of
many kinds - page break, column break etc. To insert a break choose the Break option
from Insert menu, which will give you the following dialog box.
Break dialog box has various choices.
1. Page Break: It inserts a manual page break at the insertion point. At this point
another page begins.
2. Column Break: Inserts a manual column break at the insertion point. The text from
this point becomes part of another column.
3. Text Wrapping Break: Ends the current line and forces the text to continue below
a picture, table, or other item. (The text will continue on the next blank line that
doesn’t contain a picture or table aligned with the left or right margin.)
4. Next Page: Inserts a section break and breaks the page so that the next section
starts at the top of the next page.
5. Continuous Page: Inserts a section break and starts the new section immediately,
without inserting a page break.
6. Even Page: Inserts a section break and starts the next section on the next evennumbered page. If the section break falls on an even-numbered page, Word leaves
the next odd-numbered page blank.
7. Odd Page: Inserts a section break and starts the next section on the next oddnumbered page. If the section break falls on an odd-numbered page, Word leaves
the next even-numbered page blank.137
Insert Comment
To insert comment:
1. Select the text or picture with which you want to add some specific comment.
2. Click comment from the insert menu.
3. This will display a box in which you can write your comments with respect to a
particular picture or text.
4. Type your comments in the box displayed and press enter.138
Insert Diagram
To insert Diagram:
1. Click Diagram from the insert menu.
2. On clicking diagram, it will display the following window from which you will
select the type of organization chart according to the requirements.139
3. Select the required type and click ok.
4. Suppose we select the first type, then it will display the selected type as shown
below, on clicking ok.
5. Now click the cursor in the required box and type the text. Press enter and
move to the next box and soon.
6. Similarly you can use all diagram types.
3.1.5 Typing replaces selection
Any general method of text selection may be employed to select the text block. The
selection appears in reverse background (white foreground and black background).
While selected, if a key is pressed the entire selection is replaced by just the character
keyed in. If instead the key is pressed, the selected block is deleted without being
replaced by any character.
3.1.6 Deleting Text
Let us take an example of deleting a whole paragraph. To delete a paragraph you can
press the key repeatedly until the entire paragraph is deleted. However, as you
would realize that this is very tedious way of deleting multiple characters.
A better solution is to make a block of all the characters of the paragraph by selecting it
and then deleting it in one go.
To select a word you:
1. Place the mouse pointer on the word.
2. Double click the word.
OR
1. Place the cursor before the word.
2. Press the left button of mouse and drag it till the end of the word.
OR
1. Place the cursor before the word and then press ctrl+shift+right arrow keys.140
To select a line:
1. Point the mouse pointer on the left margin of the document. The mouse pointer will
change to an arrow pointing opposite to usual direction.
2. Click the left mouse button only once.
OR
1. Place the cursor in front of the first character of the line.
2. Press shift+end key.141
3.1.7 Paragraph
To select a paragraph:
Place the mouse pointer to left margin of the document and double click. The entire
paragraph will be selected.
OR
Place the cursor on the first character of the paragraph.
2. Press ctrl + shift + down-arrow keys.
3.1.8 Show/Hide all
To Show/hide all:
Click Show/Hide on the Standard toolbar.
or
You can also show or hide formatting marks by selecting Options on the Tools
menu and then selecting the View tab. Under Formatting marks, select or clear
the check boxes.142
3.1.9 Undo/Redo feature
Sometimes, after making certain changes, it is desired to annul those changes made.
MS-Word provides a command for undoing whatever was done in the previous step.
Undo
1. Click on the Undo option under Edit menu
OR
Click on the Undo button on Standard toolbar
OR
Press Ctrl+z.
The undo option displays all the recent actions, which MS-Word can undo. You can
select from this list the appropriate action to be undone.
Similarly, sometimes, after undoing certain changes, it is desired to reapply the action
undone. MS-Word provides a command for redoing whatever was undone in the
previous step.
Redo
If an undo has to perform on the last reversed action that is known as Redo.
To perform redo you can:
1. Click on the Redo option under Edit Menu
OR
Click on the Undo button on Standard Toolbar
OR
Press Ctrl+y
3.1.10 Cut/Copy and Paste
Cut and Paste
Cut operation removes the selected object or objects from the present document
and puts these into a memory area called clipboard. The objects may be text or picture
or table or virtually anything that is available in the document. Paste means
copying the content(s) of the clipboard at the specified location in the present document.
To cut text or an object:
1. Select the text(s) or object(s). Text/Object can be selected in various
ways.
Table
Any amount of text
A word Double-click the word.
A graphic Click the graphic.143
A line of text Move the pointer to the left of the line until it changes to a
right-pointing arrow, and then click.
Multiple lines of text Move the pointer to the left of the lines until it changes to
a right-pointing arrow, and then drag up or down.
A sentence Hold down CTRL, and then click anywhere in the
sentence.
A paragraph Move the pointer to the left of the paragraph until it
changes to a right-pointing arrow, and then double-click,
or triple-click anywhere in the paragraph.
Multiple paragraphs Move the pointer to the left of the paragraphs until it
changes to a right-pointing arrow, and then double-click
and drag up or down.
A large block of text Click at the start of the selection, scroll to the end of the
selection, and then hold down SHIFT and click.
An entire document Move the pointer to the left of any document text until it
changes to a right-pointing arrow, and then triple-click.
Headers and footers In normal view, click Header and Footer on the View
menu; in print layout view, double-click the dimmed
header or footer text. Move the pointer to the left of the
header or footer until it changes to a right-pointing arrow,
and then triple-click.
Comments, footnotes, and endnotes Click in the pane, move the pointer to the left of the text
until it changes to a right-pointing arrow, and then tripleclick.
A vertical block of text (except within a Hold down ALT, and then drag over the text.
table cell)
1. Select cut from Edit menu
OR
Click on the cut button of standard toolbar
OR
Press the ctrl+x button
OR
Move the mouse pointer on the selected text and right click and select cut as shown
below:144
To paste from the clipboard:
1. Move the cursor at the location where the text/object is to be pasted.
2. Select Paste from Edit menu.
OR
Click paste button on the standard toolbar
OR
Press Ctrl + v
OR
Click the right mouse button and select paste from the context menu as
shown in the Figure.145
Copy and Paste
Copying is duplicating the selected text/object of a document at some other desired
place in the same or different document. The procedure for copying text is almost the
same as that of moving text with the only difference that cutting removes the object(s)
cut from its original place whereas copying leaves it as it is.
To copy a particular text/object:
1. Select the text or make the block of the text.
2. Select copy from Edit menu
OR
Click on the copy button of standard toolbar
OR
Press the ctrl + c button
OR
Move the mouse pointer on the selected text and right click and select copy as
shown in the Figure.146
Paste operation is the same as described in the cut and paste section.
3.1.11 Move Item
1. Choose the object, drawing canvas, multiple selection, or group you would like
to move.
2. Drag the object to its new position.
You can move an object only if it is a floating object and not situated as In line
with text.
3.2 File Operations
3.2.1 Creating new files
1. Click on the File menu.
2. Click on the New option or press Ctrl+N through the keyboard or click at the Blank
Document icon at the standard toolbar.147
Note that there are many types of pre-designed documents available in the task pane
shown above.
Blank Document: Start with a blank document when you want to create a
traditional printed document.
Blank Web Page: Use a Web Document when you want to display the document’s
contents on an intranet or the Internet in a Web browser. A Web page opens in
Web layout view. Web pages are saved in HTML format i.e. a file with .html
extension.
Blank E-mail Message: If you use Outlook 2000 or Outlook Express, use
an e-mail message when you want to compose and send a message or a
document to others directly from Word. An e-mail message includes an e-mail
envelope toolbar so that you can fill in the recipient names and subject of the
message, set message properties, and then send the message.
Saving Files
Saving the changes to files
For saving the current document:
1. Click at Save command in File menu. 148
OR
Press Ctrl+S
OR
Press the Save tool from standard toolbar
On performing any changes, do not forget to save a file fy doing the above process.
Saving a file with different name
If you want to change the name of the file, the Save as window will appear149
2. Choose the appropriate folder from Save in combo box where you want to save the
document.
3. Write a file name in the File name text box.
4. And then press the Save button.
Note that if you close an open document without saving its latest content, MS-Word duly
prompts you with options for saving and not saving the document. You can select the
appropriate action from these options as well.
Save and Save as commands both save a document. However, the difference
between both commands is that the Save as command allows the user to save a
file by a different name and format also. The Save option will save the document
by the same name and format as it was saved for very first time.
3.2.3 Open a saved command
To open an existing document:
1. Select the Open option from the File menu which shows the screen as below.
OR
Press Ctrl+O
OR
Click on the Open tool from the standard toolbar150
2. Select the appropriate folder from look-in combo box.
3. Select the required file from the file window
OR
Write the required file’s name in the file name window
4. Click Open button on the right hand side
OR
Press Enter.
3.2.4 Closing a file
To close the current document, click at the Exit command in the file menu. Note that only
current window or document will be closed since the Microsoft Word works in MDI
(Multi Document Interface) environment unlike notepad which works in SDI (Single
Document Interface).
4.0 Navigation
4.1 Overview
In ms word 2003, you can move around the window by means of mouse and keyword.
We have discussed here how we perform navigation through mouse as well as
keyboard.
4.2 Navigate using the mouse
You can carry out many actions by means of a mouse. Some of them are discussed
below:151
Moving Around Fast with the Scrollbars
As with most Windows applications, Word offers a vertical scrollbar that allows you to
move all through a document swiftly. To move to a particular location, click the scroll box
and drag it up or down. As you drag the scroll box, Word exhibits a ScreenTip displaying
the page number to which you've scrolled. To shift up or down by one screen, click
anywhere in the vertical scrollbar above or below the scroll box.
Word also offers a horizontal scrollbar that allows you to shift from left to right in a
document. You'll find this most helpful when you're functioning in documents wider than
your editing window, like documents formatted horizontally in landscape direction.
If your text is only to some extent wider than your window, you might find it more relaxed
to show all your text simultaneously, instead of scrolling horizontally back and forth. One
method to do this is to select Tools, Options, View, and verify the Wrap to Window check
box. Another choice is to type a minor number in the Zoom box on the Standard toolbar
possibly 90% or 95% rather than 100%.152
4.3 Navigation using keyboard
Keyboard offers the best way of navigating a document by using keyboard shortcuts.
Home Start of the line
End End of the line
Page Up Up one screen at a time
Page Down Down one screen at a time
Ctrl + Page Up Up one page at a time
Ctrl + Page Down Down one page at a time
Ctrl + Home Beginning of the document
Ctrl + End End of the document
4.4 Find and Replace
Sometimes, while working with a document you need to find a particular text or some
format or a special character or a page number, section number, comments etc. Find
and its associated commands allow you to do just the same.
4.4.1 Finding Text
To find a particular text/object:
i. On the Edit menu, click Find
OR
Press Ctrl+F
OR
Click at Find button in the toolbar.
Find and Replace window pops-up.153
ii. In the Find what box, enter the text that you want to search for.
iii. Select any other options that you want. To select all instances of a specific word or
phrase at once, select the Highlight all items found in check box, and then select
the portion of the document you want to search in by clicking in the Highlight all
items found in list.
iv. Click Find Next or Find All.
To cancel a search in progress, press ESC.
If you have to replace a word in the document with another word you can automatically
carry out the replacement. For example, you can replace all 'Acme' appearing in the
document with 'Apex.'
4.4.2 Replacing Text
To replace existing text/object with another text/object:
1. On the Edit menu, click Replace. The Find and Replace dialog box appears.
2. In the Find what box, enter the text that you want to search for.
3. In the Replace with box, enter the replacement text.
4. Select any other options that you want.
5. Click Find Next and Replace repeatedly to replace interactively, or Replace All to
replace all the intended objects automatically.
6. To cancel a search in progress, press ESC.
In a similar manner you can find and replace text formatting, objects, spaces and
anything that is listed in the Format and Special sub-menus.
5.0 Selecting Text
5.1 Overview
Here we will discuss how to select text such as a word, line, paragraph, etc. Also we
will discuss how to select non-concurrent text.154
5.2 Selecting (highlighting) Text
Selecting can be done in several different ways, depending on how much text is
involved. Any selected text can be de-selected by clicking on the mouse button once.
1. Try out the following - the last method is particularly useful:
A single word - point to it using the mouse then double click on the mouse
button-your selected word should be highlighted. Click once on the mouse to
de-select it
A single line - position the mouse pointer in the left-hand margin (where its
shape changes to an arrow pointing inwards) and click once
A whole paragraph - either double click in the left margin or click three times
within the text
The whole document - either click three times in the left margin or use
A sentence - hold down and click anywhere within the sentence
A short piece of text - drag through the text to be selected A long piece
of text - click at the start of the text to be selected then move down, using the
scroll bars, and hold down as you click at the end of the selection
5.3 Selecting Non-concurrent text
You can do multiple, non-concurrent selections of text .This is supportive for
formatting multiple selections simultaneously.
1. Make the first text selection
2. To make extra selections, press [Ctrl] and click and drag
Making Multiple Selections: Find and Replace Dialog Box
This option is useful if you would like to locate and select all occurrences of
particular text without probing for all instances by hand.
1. From the Edit menu, choose Find...
The Find and Replace dialog box appears.155
2. choose the Find tab
3. In the Find what text box, enter the text to be selected
4. Select Highlight all items found in
5. Using the pull-down list, select the preferred location to be searched
6. Click FIND ALL
7. Click CLOSE
You are back to your document.
All occurrences of the preferred text are selected.
6.0 Formatting
6.1 Overview
Once the text of a document has been typed, you would like to give it the looks and
layout suitable to your needs. This is referred to as formatting. Formatting affects the
appearance of the document rather than its textual/ graphical contents. MS-Word
provide format menu to give a meaningful format of your document, so that a user can
read and understand the document in an easy manner. Following are the options
available in format menu.
6.2 Paragraph
Formatting of paragraph includes the following:
1. Indentation of paragraph
2. Alignment of the paragraph
3. Changing Line spacing
4. Tabs156
To do the above you need to choose the Paragraph option under the Format menu.
When you click on the Paragraph option you will be able to see the following dialog box.
Indentation of Paragraph
Indent is the space left blank within the page margin. You can indent your paragraph
from the left and right margins. You can also create first-line indent, which indents only
the first line of a paragraph, or a hanging indent, which indents all of the lines in a
paragraph except the first. Indentation can be set in various ways:
Indentation through Paragraph Dialog Box
Indentation through Paragraph dialog box is probably best method for you. To indent a
paragraph:
1. Click in the paragraph which you want to indent.
2. Select Paragraph option under Format menu. This will brings up the above dialog
box.
3. Click the Indent and spacing tab.
4. Under Indentation, type the measurement that you want to indent the paragraph in
the Left or Right text boxes.
5. Click OK button.
Indentation through Increase Indent and Decrease Indent Button
If you want to set a left indent at a half-inch increment on the ruler, you can do it through
the increase indent and decrease indent buttons on the formatting toolbar.157
1. Click in the paragraph you want to indent.
2. Click the Increase indent button to increase indent and Decrease Indent button to
decrease the indent.
Set an Indent with Indent Marker
Follow these steps to set an indent by dragging the indent markers:
1. Click in the paragraph that you want to indent.
2. Point to the indent marker that you want to use.
3. Drag the indent marker to the right spot on the ruler, and release the mouse button.
Paragraph Alignment
Alignment refers to the way the right and left edges of a paragraph line up along the right
and left margins of your document. Word gives you four alignment choices – left,
centered, right and justified as shown in the below:
By default, word keeps left alignment. To change the alignment of the paragraph:
1. Click on the paragraph in which you want to change the alignment.
2. Bring up the Paragraph dialog box as stated above.
3. Choose the alignment from alignment drop down list.
4. Press the Ok button.
6.3 Character Formats
When you would like to make a point, you can format your text to vary the way the text
appears The standard character formatting styles are underline, boldface, and italicized
text. Figure below displays a document with boldfaced , italicized text and underlined
text respectively.158
Figure. Character formatting adds style to your documents.
These special formatting styles are known as character formats although you can apply
them to multiple characters, paragraphs, and entire documents as similar to as you can
apply them to single characters. The character formatting styles are pertained to
whatever text you choose for the formatting.
6.4 Formatting toolbar
The formatting toolbar is a toolbar that encloses icons on it as displayed below. Each
of the icons has a particular purpose that can modify the view of your text when you
pertain to it.
The formatting toolbar is intended to apply many effects of text. We have discussed
below the list of icons and its function:
Style Menu
It permits you to identify a group of paragraph and character formats as a style, and then
the styles in a style sheet.
Font Menu159
Click the arrowhead to the right of the font name box to vision the list of fonts accessible.
Scroll down to the font you wish and click once to choose it.
Font Size
Click on the white portion of the font size box to enter a value for the font size or click the
arrowhead to the right of the box to vision a list of font sizes obtainable. Choose a size
by clicking on it once. A font size of 10 or 12 is best for paragraphs of text.
Font Style
Use these buttons to bold, italic and underline the selected text.
Alignment
Text can be aligned to the left, center, or right side of the page or it can be justified and
dispersed across the page.
Line Spacing
It permits you to set the amount of space between one line to another line.
Numbering and Bullets
It is used to set-off and highlight sections of text and are presented by dots or numbers.
Increase/Decrease Indent
Change the indentation of a paragraph in relation to the side of the page.
Outside Border
Add a border around selected text.
Highlight
Use this alternative to modify the color behind a selected text. The color publicized on
the button is the last color used. To choose a different color, click the arrowhead next to
the button.
Font Color
This choice changes the color of the text. The color publicized on the button is the last
color selected. Click the arrowhead next to the button to choose another color.
6.5 Font
Font means the design/looks of characters. They are the character sets that you used to
type the text in your document. As each and every human being has a
unique writing style, they may be thought of as using different fonts. All the
font characteristics i.e. the font type, font size, font style, font color,
character spacing etc. can be modified through the Font command of Format
menu.
6.5.1 Font Styles
Font Style shows to the look of the font characters. It can be defined as regular, italic,
bold, or bold italic.160
Turning on bold/italic/underline and changing fonts or font size explicitly is not the best
way to create a title. In Microsoft Word, you have different heading styles already set up
for you:
1. On the lower Formatting toolbar, click on the list arrow attached to the [Style] button
You will be presented with a list of different styles already set up by Microsoft:
2. Select Heading 1 to create a title which is automatically bold and in larger letters
3. Type the title of your work - eg My Main Title
4. Press and the style automatically reverts back to Normal
5. Press again to separate your title from the rest of your work
Styles are simply different types of formatted text. It is better to use them rather than
setting up a particular format manually for several reasons:
You do not have to keep clicking on the toolbar buttons to activate and de-activate
the settings
You don't have to remember how different heading and sub-heading levels have
been set up
If you alter a style, the text defined in that style changes throughout the whole
document
You can create your own styles
Most importantly, heading styles are used to generate a Table of Contents
automatically
6.5.2 Font Type
Font -
You may have noticed that Heading 1 is a different font (Arial) to Normal text (Times
New Roman). You might want to use a different type of lettering (font) to personalise
your work. Several fonts are available in Word. To change the current font (from Times
New Roman):
1. Click on the list arrow attached to the [Font] button on the Formatting toolbar
2. Click on the font you require, eg Bookman Old Style 161
Some fonts (e.g. Symbol and Wingdings) produce non-Roman letters or iconic symbols.
Courier New gives a 'typewriter' font. Sans-serif fonts, such as Arial, give clear headings.
6.5.3 Font Size
Font Size shows the size of the characters mentioned in points.
Generally a point size of 10, 11 or 12 is used for the body of the text while point sizes of
12 to 16 are used for headings. The current size (12) is shown in the font size box. To
alter this:
1. Click on the list arrow attached to the [Font Size] button on the toolbar
2. Click on the size you require - for example, 11
You can also type the number directly into the font size box (press to set it).
This allows you to select a font size not in the list - for example if you want very large
characters.
6.5.4 Font color
It is the color pertained to the text characters. The color of your text can be customized.
To perform this, click the drop-down arrow subsequent to the Font Color toolbar button
to vision the Font Color box, as showed in figure below. Select a color from the color box
to transform your chosen text to that color.
Besides you can select the font color from the font dialog box.
From the format menu, click font which emerges a font dialog box and you can select the
required color as shown below:162
6.5.5 Bold, italic or underline
To make text bold, select the text and click bold from the toolbar.
To make italic, select the text and click Italic from the toolbar.
To make text underline, select the text and click underline from the toolbar.
Besides, you can also use key combinations for some of the formatting actions.
Bold: Ctrl+B
Underline: Ctrl+U
Italic: Ctrl+I
6.5.6 Other font formats
Font Effects formatting shows special effects that modify the look of characters. These
options comprise strikethrough, double strikethrough, superscript, subscript, shadow,
outline, emboss, engrave, small caps, all caps or hidden. 163
6.5.7 Text Effets
Animations are unique animated effects that modify the look of font characters when
seen on screen. Text effects comprise animations like Las Vegas Lights, Marching
Black Ants, Marching Red Ants, Shimmer, Sparkle Text, and more.
Let us select Marching red ants option as a text effect and it will appear as
follows:164
6.6 Borders and Shading
When you draw an object, it automatically appears with a border around it– a thin line
that defines its shape. You can also add borders to text boxes, pictures, and important
art. You can change or format a border in the same way you change or format a line.
Follow these steps to add borders and shading to your text:165
1. Click on the paragraph or text around which you want border.
2. Click the Border and Shading option of Format menu. You will find the following
dialog box.
3. Select Setting, style, color and width of the border.
4. For shading click the Shading tab.166
5. Choose the desired shade.
6. Press the OK button.
You can also do it with the help of format toolbar.
6.7 Bullets and Numbering
Word’s bulleted and numbered list features add the bullets or numbers for you, and they
create hanging indents so that when text in an item wraps to the next line, it doesn’t
wrap underneath the number of bullet.
Word enables you to create single level lists as well as multilevel lists.
Single Level Lists
Single level lists are shown below:
Here we have shown numbered list and Bulleted List as shown above.
To create a single-level bulleted or numbered list:
1. Click where you want to start a list.
2. Click the Bullets or Numbering button on the Formatting toolbar.167
3. Type the first item in the list and press Enter. Word automatically inserts a bullet or
number on the next line for you.
4. After the last item press Enter twice to turn off the bullets or numbers.
Instead of turning on the bulleted or numbered list feature and then typing the list, you
can also type the list first, select it, and then click the Bullets or Numbering toolbar
button.
6.7.1 Remove bullets/number
To remove a single bullet or number:
Select the bullet or number, and then press BACKSPACE.
To remove multiple bullets or numbers:
Select all the bullets or numbers and press backspace.
6.7.2 Changing bullet/number style
To change the appearance of the bulleted list:
1. Click where you want the bulleted list to start.
2. Click on the Bullets and Numbering option in Format menu to display the Bullets
and Numbering dialog box.
Change the Appearance of Numbering in Number list
1. Click where you want the numbered list to start.
2. Choose Bullets and Numbering option from the Forat Menu.168
6.7.3 Customize a bulleted/number list
3. If you don't want to use a bullet given in the dialog box, click any of the seven
gallery positions (Other than None), and click the Customize button to display the
Customize Bulleted list dialog box.
4. Click the Characters button to display the Symbol Dialog box. Select the desired
symbol or choose the others from the font list.169
5. Click the OK button.
3. If you don't see the Numbering that you want to use, click any of the gallery
positions other than None, and click the customize button to display the Customize
Numbered List dialog box.
4. If you want to revise the format of the numbers, type the change in the Number
Format text box. Choose the Number style from Number Style list box etc. when
you finished click OK button.170
6.7.4 Creating Multilevel List
A list created by using the Bullets and Numbering command (Format menu) to apply a
hierarchical structure to any list or document, including a legal or technical document. A
document can have up to nine levels, and Microsoft Word does not apply built-in
heading styles to the items in the list.
Outline numbered lists can have up to nine levels.
1. On the Format menu, click Bullets and Numbering, and then click the Outline
Numbered tab.
2. Click a list format that does not contain the text “Heading 1”, and then click OK.
3. Type the list, pressing ENTER after each item.
4. To move an outline numbered item to the appropriate numbering level, do one of
the following on the Formatting toolbar:
To denote the item to a lower numbering level, click anywhere in the item and click
Increase Indent.
To promote the item to a higher numbering level, click anywhere in the item, and click
Decrease Indent.
6.8 Change case
Change case is a formatting tool which varies the case of the text as per the
necessities.
Take uppercase text in Microsoft Word 2003 documents and convert it to 'normal'.
If you would like to transform a sentence or text into lower-case, just emphasize the allcapped text. select "format" from the main menu, select change case". On the dialog box
that occurs select "sentence case."
This transforms your text to uppercase *and* lowercase. You may, though, need to 171
further change the text, converting proper nouns and names to uppercase.
Note that other options are obtainable in this dialog box. They are:
* Lowercase - Lowercases the selected text
.
* Uppercase - Caps all selected text.
* Title Case - Makes the first letter of each chosen word capitalized. Note that small
words like "Of", "And", and "The" will also be capitalized. You may not get this pleasing
in your documents.
* Toggle Case - Toggles the case of the presently selected text.
If you don't would like to go through the menus, just push SHIFT-F3 to toggle through
the sentence casing schemes Microsoft Word 2003 offers.
6.9 Backgrounds
To Insert background colors, images, or text to a document perform the following:
Add a background color to a Web page, or online document
1. On the Format menu, keep the cursor on Background which will emerge a
following window.172
2. Do one of the following:
Click the color you desire.
Click More Colors to observe additional color options.
Click Fill Effects to alter or add special effects, like textures, or patterns.
6.10 Columns
You can use columns to create documents such as newsletters or book pages. The
column option controls the width and number of columns. Narrower column widths make
your text easier to read. Often, creating columns enables you to fit more text on a single
page. Columns work particularly well where you have several shorter topics making up a
larger document, as with a newspaper.173
To create columns:
1. Select the text which you want to convert in column.
2. Click on the column button in the Standard toolbar.
3. A drop-down list appears with four columns across it. Click on the first
column in the drop-down list and drag across to highlight desired number of columns.
3. Click on the format that you want for the column.
4. If you have specific requirements for column widths fill it into the Width and spacing
and fill the Number of column box.174
5. For line check the Line between check box.
6. Press Ok Button.
6.11 Tabs
Tab is a position you set for placing and aligning text on a page. You can move on a line
from one tab position to another by pressing Tab key. This approach does not require
manual spacing that you would do otherwise to align lines in a column.
Microsoft Word has a variety of tab stops, as shown below:
Left text extends to the right from the tab stop.
Center text is centered at the tab stop.
Right text extends to the left from the tab stop until the tab's space is filled, and then
the text extends to the right.
Decimal text before the decimal point extends to the left, and text after the decimal
point extends to the right.
Bar tabs generates a bar.
To set tabs:
1. On the Format menu, Click Tabs option.175
2. In the Tab stop position box, type the position for a new tab, or select an existing
tab stop.
3. Under Alignment section, select the alignment for text typed at the tab stop.
4. Under Leader, click the leader option you want, and then click set.
Leader is a character that fills the spaces between one tab position to another.
Leader
6.12 Themes
A theme is a set of predefined and united elements that frequently occurs in documents.
Some of the elements defined within a theme are defined below:
Background colors
Heading and regular paragraph styles
Horizontal lines
Web hyperlinks
Bulleted and numbered lists
Table borders and colors
To affect a theme, either before, during, or after you make a document, choose Format,
Theme. Word displays the Theme dialog box, like the one in figure below.176
Many themes are attached to standard styles that are obtainable within all Word
documents, like Heading 1 (for major headlines), Heading 2 (for titles), and regular text.
If you make use of styles, you will learn which styles are most valuable to your work and
you'll commence to apply those styles to your documents to preserve a uniform look. For
instance, you can apply the Heading 1 style to your themed document's main title or
headline, and afterwards you could affect a different theme. Word then renews your
headline to match the new theme.
6.13 Shortcut menus
All of the menus in Word exist in on toolbars. Also the main menu bar (File, Edit,
Viet, etc.) is a toolbar. Shortcut menus are no dissimilar, but the toolbar they exist
on is a bit harder to locate. actually, except for when you modify it, you never see
the Shortcut Menu toolbar. When you snap on View | Toolbars, you will observe
that it isn't even presented.
To view the Shortcut Menu toolbar, choose Tools | Customize to exhibit the
Customize dialog. You can also right-click on the title bar of any toolbar or
unoccupied areas of the main menu bar and select Customize.
Select the Commands tab. If you would like the shortcut menu changes to be
obtainable in every document you use, select Normal.dot from the Save In dropdown list in the Customize dialog.
Next, click the Toolbars tab and verify the Shortcut Menus box. 177
As soon as you verify the box, a toolbar will emerge on your screen, possibly
near the top left. Do not press the Close button on the Customize dialog. You can
use the Shortcut Menu toolbar only with the Customize dialog open.
7.0 Printing and Page Set Up
7.1 Overview
Printing a document is performed by the print command. Before taking the print, page
setting is done from page set up box.
7.2 Page Setup
The Page setup command you can set the page layout (margins etc.). To invoke page
setup:
1. Click at the Page setup command in the file menu. The page setup window will
appear.
2. Adjust margins or apply different options in the margin tab where,
i. In top margin enter the distance you want between the top of the page and the
top of the first line on the page.
ii. In Bottom margin enter the distance you want between the bottom of the page
and the bottom of the last line on the page.
iii. In Left option, enter the distance you want between the left edge of the page
and the left edge of unindented lines.
iv. In Right option enter the distance you want between the right edge of the page
and the right end of a line with no right indent.
v. In Gutter option enter the amount of extra space you want to add to the margin
for binding. Word adds the extra space to the left margin of all pages if you clear 178
the Mirror margins check box, or to the inside margin of all pages if you select
the Mirror margins check box.
vi. In Gutter Position option enter the side on which you want to add the margin for
binding.
vii. Select the orientation of the paper from Landscape or Portrait orientation frame.
Portrait orientation is lengthwise while Landscape orientation is width-wise on
the page.
3. Select the different options of paper from the paper tab.
i. From Paper size list box you can select the predefined Paper sizes like A4, legal
etc.
ii. From Width and Height text boxes the custom Paper size can be defined by
adjusting the Height and width of the paper.
iii. From the Paper source option you can select the source of paper that from
where you are going to insert the paper in the printer.
iv. In the Apply to list box click the portion of the document you
want to apply the current settings to in the Page Setup dialog box.
The default option is whole document, you can select according to the situation.
2. You can set the layout of the page by using layout tab. When you click on the
layout tab, the dialog box will appear as shown below:179
i. In the Selection frame select the portion from where you want the current layout
to be applied.
ii. In Header option under From edge frame enter the distance you want from the
top edge of the paper to the top edge of the header. If the Header setting is
larger than the Top setting, Word prints the body text below the header.
iii. In Footer option under From edge enter the distance you want from the bottom
edge of the paper to the bottom edge of the footer. If the Footer setting is larger
than the Bottom setting, Word stops printing the body text above the footer.
iv. In Page frame select the vertical alignment of the text.
v. In the Apply to list box click the portion of the document you want to apply the
current settings to in the Page Setup dialog box. The default option is whole
document, you can select according to the situation.
7.3 Print Preview
If you want to see the appearance of the document before taking the print out, there is
an option known as print preview which allows you to see how the document
appears after printing.
From the file menu, click print preview option which shows the document as below.180
7.4 Printing
To take the printout of the active document, you can use the Print option of the File
menu. The Print dialog box appears.
You can set various options before taking printout.
From the Name combo box in the Printer frame you can select the printer on which to
print if there is more than one printer installed. You can also set the printer
properties by clicking at the Properties button.
You can also save the document in print format in a file in case you do not need the
printout at once. For this click on the Print to file option.181
7.5 Print part of a document
From the Print what option you can choose which part of a document you want to print
i.e. the whole document or comments or anything else.
From Print option the pages to be printed can be selected i.e. all pages or even
numbered pages or odd numbered pages.
7.5.1 Number of copies
You can specify number of copies of the document in Number of copies option under
Copies frame.
7.5.2 Pages
You can select the range of pages i.e. all pages or current page or number
of pages you wish to print – from Page range frame. Click at All (default)
for all the pages of the document; Current page for the current page; and page for the
specified pages only: 3-6 for pages from 3 to 6, 3-3 for page number 3 only,
3,6-7 for page number 3 and all the pages from page number 3 to 7.
7.6 Magnification
Relying on the resolution of your monitor and the size of your text, there may be times
when you would like to zoom in on your text to expand it so that you can obtain a better
gaze at it, or zoom out to minimize it to observe more of the page. Zooming doesn't
influence the size of the text when it prints; it only affects its look on your screen.
1. Observe the Zoom box at the right end of the Standard toolbar. By default, Word
shows documents at 100% magnification. Tick the down arrow to the right of the
Zoom box.182
2. Click the magnification percentage that you would like to use.
3. Word applies the setting you select.
4. To use a setting that isn't one of the choices in the Zoom list, click the current
entry in the Zoom box, enter a new number, and press Enter.
5. Word exhibits the setting you typed.
7.7 Edit from the print preview screen
On the print preview screen, if you want to perform editing, you can do so by clicking on
the edit menu which will show the options as shown below.
You can perform only the active options from the edit menu as shown above.
7.8 Pages per sheet
6. In Pages per sheet option under Zoom frame you can specify the number of pages
in the document that you want to print on each sheet of paper.
7. From Scale to paper size option you can select the paper size on which you want to
print the document. For example, you can specify that a B4-size document will be
printed on A4-size paper by decreasing the size of the font and the graphics. This
feature is similar to the reduce/enlarge feature on a photocopy machine.
8. The collate check box can prints the copies of the document in proper binding
order.183
7.9 Cancel print
If you have open the print window, and now you don’t want to take the print out of the
document, cancel the print command by clicking on the cancel button displayed on the
extreme right at the bottom of the print window.
8.0 TABLES
8.1 Overview
A table is made up of rows and columns of cells which can be filled with text and
graphics.
Borders and Gridlines: By default, tables have a black ½-pt, single-line, and solidline border. If you remove this border, you will still see the gridlines that form the
cell boundaries. Gridlines, however, are not printed.
End Marks: End-of-cell and end-of-row marks are nonprinting characters. Like
gridlines, they appear only on the screen.
Cell Spacing and Margins: If you are using a table to arrange text
and graphics – for example, on a Web page – you can add spacing
between table cells. You can also add cell 'padding' (spacing between
the boundary of the cell and the text inside the cell) by changing the
cell margin.
Nested Tables: If you use a table to layout a page, and you want to use another
table to present information inside the first one, you can insert a nested table – a
table within a table.
Table Move Handle and Resize Handle: Use the table move handle to
move the table to another place on a page, and use the table resize handle to
change the size of a table.184
8.2 Create Tables
Word provides three methods for creating tables:
1. Create table using Insert Table button in Standard toolbar.
2. Create table using Insert Table option From Table Menu.
3. By Drawing Method.
Creating a Table with the Standard Method
1. Place the cursor where you want to create the table.
2. Click on the Insert Table button on Standard toolbar.
3. Drag the mouse over the grid that appears while holding down the mouse button
and highlight 4 × 2 table to create a table having four columns and two rows.
4. Word will insert an empty table when you release the mouse button at the cursor
point.
Create Table using Insert Table Option From Table Menu
1. Place the cursor where you want to place the table.
2. Choose Table option from Insert option of Table menu.185
3. Enter the desired number of columns and rows for table in the dialog box that
appears.
1. Press the OK button
8.3 Create Tables
Word provides three methods for creating tables:
1. Create table using Insert Table button in Standard toolbar.
2. Create table using Insert Table option From Table Menu.
3. By Drawing Method.
Creating a Table with the Standard Method
1. Place the cursor where you want to create the table.
2. Click on the Insert Table button on Standard toolbar.186
3. Drag the mouse over the grid that appears while holding down the mouse button
and highlight 4 × 2 table to create a table having four columns and two rows.
4. Word will insert an empty table when you release the mouse button at the cursor
point.
Create Table using Insert Table Option From Table Menu
1. Place the cursor where you want to place the table.
2. Choose Table option from Insert option of Table menu.
3. Enter the desired number of columns and rows for table in the dialog box that
appears.187
2. Press the OK button
8.4 Enter data in a Table
1. Enter text in table just as it is entered in the MS-Word document. Use mouse or
arrow keys to position the insertion point in a cell and then type the text.
MS-Word will automatically wrap the text within the cell as you reach the right edge.
2. To move from cell to cell within the table, use mouse or the Tab or Shift + Tab keys
to move to the next or previous cell. If Tab is pressed in the last cell of the last row,
MS-Word creates a new row.
3. Since we use the tab key to navigate within a Table, we cannot use Tab to enter tab
characters in the cell, use Ctrl + Tab keys instead.
4. When a table is inserted, the insertion point is positioned in the first cell. You can
start typing right away.
able Drawing a Table
1. Make sure that you are in print layout view, (Tables and Borders menu is available
only in Print Layout view) and then click the Tables and Borders button on standard
toolbar to display the Tables and Borders toolbar.
2. Click the Draw Table button. Your mouse pointer will look like a small pencil.
3. Choose the Line Style and Line weight as desired.188
4. Choose the Border Color as desired.
5. Starting from the upper-left corner, drag diagonally down and to the right,
releasing the mouse button when the outline is of the right size.
6. Now draw the inside lines for rows and columns.189
3. Use eraser to delete any unwanted lines.
8.5 Select items in a table
Some components of a table can only be viewed if you exhibit all formatting marks
by clicking Show/Hide on the Standard toolbar.
To select a cell:
Click the left edge of the cell.
A row
Click to the left of the row.
A column
Click the column's top gridline or boundary.
Multiple cells, rows, or columns
Drag through the cell, row, or column.
Or choose numerous items that are not essentially organized. Click the first cell,
row, or column you desire, press CTRL, and then click the next cells, rows, or
columns you want.
Text in the next cell
Press TAB.
Text in the previous cell
Press SHIFT+TAB
The entire table
Click the table handle, or drag through the entire table.
8.6 Format Table Data
8.6.1 Change Row/Column Widths:
If you are required to increase or decrease the height or width of a row or
column, you can do so by clicking and dragging the borders of rows or columns.
Drag the borders until you generate the desired amount of space among rows or
columns.190
8.6.2 Add rows and columns
Adding a New Row to the End of the Table
You can add rows to your table. The easiest method to insert a new row is to move to the last column of the
last row and press the Tab key. You can then type any text you need to add.
1. Move to the last column of the last row of your table.
2. Press the Tab key.
3. Type the text shown here.
Abisa 4098 3079 2067
Adding a Row Within the Table
You can add a new row anywhere in the table.
To add a row just above another row:
1. put the cursor anywhere above the row where it is to be inserted.
2. Choose Table > Insert > Rows Above from the menu.
3. Add the information shown here to the new row.
Aailyah 5214 3247 5467
Adding a New Column to a Table
You can add new columns to your table. To add a new column between the Salesperson and Dolls columns:
1. Place the cursor anywhere in the Dolls column.
2. Choose Table > Insert > Columns to the Left from the menu.
3. Label the new column Region and add the text shown in the table below.
Salesperson Region Dolls Trucks Puzzles
Abisa S 1327 1423 1193
Hamisi N 1421 3863 2934
Aailyah N 5214 3247 5467
Amidah S 2190 1278 1928
8.6.3 Remove rows and columns
Deleting a Column
You can delete columns from your table. To delete the Trucks column:
1. position your cursor anywhere in the column.
2. Choose Table > Delete> Columns from the menu. 191
Deleting a Row
You can delete rows from your table. To delete the row:
1. position your cursor anywhere in the row.
2. Choose Table > Delete > Rows from the menu.
8.6.4 Change Row/Column Widths
If you are required to increase or decrease the height or width of a row or column, you
can do so by clicking and dragging the borders of rows or columns. Drag the borders
until you generate the desired amount of space among rows or columns.
8.6.5 Table borders and shading
Applying borders and shading are two methods that you can improve the look of your
tables. Using shading for individual cells can assist emphasize the information included
in it or distinguish headings from content.
Adding Borders and Shading: Toolbar Option
Adding Borders and Shading: Dialog Box Option
Adding Borders and Shading: Dialog Box Option
The Borders and Shading tabs in the Borders and Shading dialog box permit you to add
borders and shading to an individual cell or the entire table.
Adding Borders
1. Click inside or choose the cells to which you would like to apply the border
2. From the Format menu, choose Borders and Shading...
The Borders and Shading dialog box occurs.192
3. Select the Borders tab
4. In the Setting, Style, Color, and Width sections, choose the desired border
options
5. Click OK
Adding Shading
1. Click inside or choose the cells to which you want to apply the shading
2. From the Format menu, select Borders and Shading...
The Borders and Shading dialog box appears.193
3. Select the Shading tab
4. Under Fill, choose the desired shading option
5. From the Apply to pull-down list, confirm the selection
6. Click OK
8. 7 Table borders and shading
8.7.1 Tables and Borders Toolbar
To use the toolbar alternative, the Tables and Borders toolbar must be displayed.
To display the Tables and Borders toolbar:
1. From the View menu, choose Toolbars » Tables and Borders
The Tables and Borders toolbar occurs.194
8.7.2 Choose Bordered edges
From the Outside border, select the border edges as required.
8.7.3 Choose Border Style:
In your table, click individual cell borders or drag along borders to affect the new style
Adding Borders: Drawing Option
8.7.4 Line style:
On the Tables and Borders toolbar, from the Line Style pull-down list, choose the
preferred line style
Your pointer becomes a pencil.
8.7.5 Change the Line weight:
From the Line Weight pull-down list, choose the preferred line weight
8.7.6 Change Border Color: Click the on BORDER COLOR » choose the
desired border color
8.7.7 Table Shading
1. On the Tables and Borders toolbar, click the on SHADING COLOR »
choose the appropriate option The shading is applied to your table.
2. Click inside or choose the cells in your table to which you wish to apply the
shading
9.0 Grammer, Spelling and Checks
9.1 Overview
This utility, as the name suggests, helps users identify spelling and grammatical
mistakes in the document. Moreover, it offers suggestion(s) of possible
corrections, from which users may choose the right one. For this, MS-Word
maintains internal dictionaries. At one time one dictionary is active.
9.2 Spell Checker & Thesaurus
As you type, MS-Word automatically checks your document and underlines possible
spelling and grammatical errors. Spelling errors by default are underlined in RED color
and grammatical errors are underlined in GREEN color. Note that the incorrectness of a
word only means that the word is not available in the active dictionary.
To correct the spelling of words and grammar:
1. Right-click at the word to check. A context menu will appear with a list of suggested
correct spellings nearest to the word concerned. It also has a list of command
options.195
Figure : the spell-check context popup menu
2. Select the best suitable spelling or grammar. The misspelled word is replaced by
the word you choose.
3. If you think that the word you typed is correct then you would like to add it in the
active dictionary so that Word treats it as a correct word thereafter. You can add the
word in the active dictionary using Add option.
4. If you don’t want to add the word and yet you want MS-Word not to treat it as
incorrect, you can ignore it by clicking at Ignore option.
If you find any difficulty in understanding a word or if you want a synonym for a particular
word, you can take help of Thesaurus. It will give you all the synonyms for the selected
word, stored in the in-built dictionary.
To use Thesaurus
There's another way to use the thesaurus. On the menu you can select Tools |
Language | Thesaurus.196
It will display the task pane on the right hand side of the screen displaying with the
heading ‘Research’
9.3 Launch the spelling and Grammar checker
The spell checker utility lets you check the spelling and grammar of an entire document
all at once. You won’t really need to use it if you use automatic spelling checking to fix
your spelling mistakes. However, if you are working on a rather larger document, the
spelling and grammar checker comes handy.197
9.3.1 End the check
Word checks the spelling and grammar as you type. A red squiggly line under a word
denotes that the word has been spelt incorrectly; if the line is green then the grammar
may be incorrect. You can check the whole or part of the text for mistakes using the
[Spelling and Grammar] button.
1. Press to move to the end of your text then for a new line
2. Type the following misspelt text:
How many mistakes are there in thsi sentance?
3. Note that as you type the words, Word automatically corrects certain mistakes:
it capitalises the first word in a sentence (Howe)
it corrects certain misspellings (e.g. thsi to this and sentance to sentence)
If you want to see these settings, open the Tools menu and select Autocorrect Options...
4. Select the line of misspelt text - Word can spell-check just a selected area 5.Click
on the [Spelling and Grammar] button on the Standard toolbar
6. Highlight the correct spelling of many in the Suggestions: box - click on [Change]
7. Continue in the same manner with the other corrections
8. If Word gives you no suggestions (or does not show the correct one in the list) you
can edit the text in the Not in Dictionary: box. Also if a spelling is correct but not in
the dictionary, you can either choose to [Ignore] a suggested correction or [Add] the
word to your own dictionary. Choose [Ignore All] if you do not want to be asked
about the same spelling again (similarly [Change All] will change all occurrences of
a misspelt word). You can also [Close] the check at any time.
Once the spelling check is complete, the grammar checker is run. This is not
foolproof, but it does pick up some common grammatical mistakes. At the end of
the grammar check:
9. Click on [No] - you do not want the rest of the document checked
10. A Readability Statistics window appears (note it Counts the Words) - press
for [OK]
11. Press to deselect the highlighted text then twice to start a new
paragraph
Note that you will still need to proof-read your work, for example, correctly spelt
words used in the wrong context. Here, Howe was not corrected because it was
recognised as a surname - it would have been picked up had it not been
capitalized. If you just have one word that is misspelt (or a phrase with bad
grammar), move the mouse pointer over the error and click on the right mouse
button. A list of likely correct spellings appears. If the spelling you want isn't in the
list, choose Spelling... (or Grammar...) to invoke the checker.198
9.3.2 Check item by item
To verify the whole document, just go straight to Tools > Spelling and
grammar. You'll obtain the following dialogue box:
There are two major areas of the dialogue box: Not in dictionary, and
Suggestions. The text box under the words "Not in dictionary" displays part of
your text, and one spelling mistake at an instance. The spelling mistake occurs in
red.
In the text box below the word "Suggestions" are substitutes to the word you got
wrong. In the image, you can observe that three alternative words are
recommended for Thi: This, Thin, and The, etc. What we really meant was, of
course, This. So we want to change Thi to This. To make the change, do the
following:
1. Click on the word "Thisl" in the Suggestions text box
2. Click the Change button
3. Word shifts to the next word you got wrong199
The next word we spelled wrong is now selected in red: object, and objects.
The correct spelling was object, and this is already selected in the Suggestions
box. So we can just go forward and click the Change button.
When the spell check is finished, the dialogue box will disappear. You'll then get
a message box telling you that the spelling and grammar check is finished. Click
OK to get free of the message box.
9.3.3 Pausing Spell/Grammar Check
1. On the Tools menu, click Options, and then click the Spelling & Grammar tab.
2. Click to uncheck the Check spelling as you type check box.
3. Click to uncheck the Check grammar as you type check box.
9.4 Thesaurus
9.4.1 Choose a meaning
Many words have substitute meanings or shadings that insist quite diverse
synonyms. For instance, the word Office has three meanings and you want to
select which one is suitable to your use before choosing a synonym. To select a
synonym click on insert option from the drop down list of the selected synonym.200
9.4.2 Look up a Synonym
Thesaurus dialog has a 'Meanings' list below the Looked Up word. Click on each of the
meanings and you'll observe the synonyms change consequently. Quite frequently the
meaning lists overlie each other.
To locate the opposite of a word look for the (antonym) after the recommended
alternative word.
10.0 Graphics and Drawings
10.1 Overview
You might want to insert a picture into your text. Microsoft has its own selection of
pictures that you can use or you can insert your own objects (e.g. Excel charts, scanned
photographs, pictures you have drawn or GIF/JPEG files saved from the World Wide
Web). For example, to insert a picture from the Clip Art Gallery:
1. Position the insertion point where you want to insert the picture
2. From the Insert menu, select Picture (use Object for an Excel chart, for example)
3. From the sub-menu select Clip Art... (for your own stored pictures use From File...)
4. Type something (e.g. sport) into the Search for: box then press for [Go]
5. Click on a clip and it will appear in your document
6. [Close] the Clip Art task pane
7. Click on the clip to activate it - handles (small black squares) and the Picture
Toolbar appear 201
8. Drag the handles to change the image's size/shape
9. Click on the [Crop] button on the new toolbar and use the handles to hide part of
the picture
10. Click on the [Center] button to centre your picture across the page
11. When you have finished adjusting the picture, click outside its box - the
handles and special toolbar will disappear
10.2 Creating a drawing
When you create a drawing in Microsoft Word, a drawing canvas is positioned around it.
The drawing canvas assist you organize and resize the objects in your drawing.
1. Click in your document where you would like to create the drawing.
2. On the Insert menu, point to Picture, and then click New Drawing.
A drawing canvas is inserted into your document.
3. Use the Drawing toolbar to insert any shapes or pictures that you want.
10.2.1 Changing the drawing object order
To alter the order of the drawing object, do the following:
On the drawing toolbar, click order.
choose the suitable option from the order menu.
In this manner you can move the object to dissimilar position. This is known as changing
the z-order.
10.2.2 Resizing a drawing object
As you create and refine your drawings in Word, there will probably be times
when you are required to modify the size of objects. You can alter the size of
most objects by following these steps:
1. Use the mouse pointer to click on the object whose size you would like to
change. Word shows small boxes called handles around the object.
2. Point to one of the handles, click on it, and hold down the mouse button.
3. Drag the mouse. The size of the object varies as you move the mouse.
4. Free the mouse button when the object is the preferred size.
10.2.3 Resizing a drawing object
As you create and refine your drawings in Word, there will probably be times
when you are required to modify the size of objects. You can alter the size of
most objects by following these steps:202
5. Use the mouse pointer to click on the object whose size you would like to
change. Word shows small boxes called handles around the object.
6. Point to one of the handles, click on it, and hold down the mouse button.
7. Drag the mouse. The size of the object varies as you move the mouse.
8. Free the mouse button when the object is the preferred size.
10.2.4 Grouping drawing objects
After you have functioned on a document for a moment, you will discover that
you may have added relatively a few objects to it. Some of these objects just as
expected go together to create other objects. For example, you might have a few
graphic objects used to create a larger image; these naturally go together.
Word allows you group objects together so they can be treated as a single object
by the program. In this manner, you can choose an entire collection of objects
with the same ease you would use in selecting one. To group objects together,
follow these steps:
1. Make sure the Drawing toolbar is displayed.
2. Select all the objects that belong in the group.
3. Choose the Group option from the Draw menu on the Drawing toolbar
10.3 Adding clip art or a picture file
You can insert clips from the clip organizer. First you have to locate the media clip you
would like to insert. To do so:
1. On the Insert menu, point to Picture, and then click Clip Art.
2. In the Insert Clip Art task pane, in the Search text box, type a word or
phrase that describes the clip you want or type in all or some of the file name of the
clip.
3. To narrow your search, do one or both of the following:
To limit search results to a specific collection of clips, in the Search in box, click
the arrow and select the collections you want to search.
To limit search results to a specific type of media file, in the Results should be
box, click the arrow and select the check box next to the types of clips you want
to find.
4. Click Search.
5. Now, in the Results box, click the clip to insert it.
10.4 Drawing without a canvas
1. On the Tools menu, click Options.
2. Click the General tab.
3. Select or clear the Automatically create drawing canvas when inserting
AutoShapes check box203
10.4.1 Fitting a canvas to the drawing and resizing
When you've completed your drawing, you can decrease the size of the canvas to fit it
You can do this by hand by using the mouse to haul in the canvas handles, which are
displayed as lines midway along each side or brackets in each corner or by right clicking
on the Drawing Canvas and selecting from certain choices. This only functions if there is
more than one object on the canvas.
1. Right click on the grouped object and select Grouping and subsequently select
Ungroup
2. Right click away from the objects, but inside the canvas frame and select Fit - the
canvas shrinks to fit your drawing
You can now, if you wish, resize the whole sketch To do this:
3. Repeat step 2 but select Scale Drawing - the handles alters to blue squares and
circles
4. Drag on the handles to resize the whole drawing as needed.
Note that the Expand option from the shortcut menu expands the canvas but not the
contents.
5. Click to the right of the drawing canvas to come back to normal typing mode
6. Finally, [Center] the drawing on the line by means of the button in the Paragraph
group on the Home tab
You will observe later how to change the settings which verifies how a drawing is placed.
Set one colour in the picture to be
transparent. This does not function for all
types of picture
Returns the graphic to the previous
settings
Check Your Progress I
a. ——command is used for formatting a hard disk or floppy disk.
b. The find option of the start menu help in —a particular file or a folder.
c. The files once deleted in windows can be restored from the—.
d. ——menu is used for enhancing the look of the document.
10.5 Formatting a Picture
If a picture is inserted into a Word document once, a picture can be resized, cropped,
compressed, lightened, etc.204
Formatting a picture in Word 2003 is typically performed using the Picture toolbar which
occurs after you interleave a picture.
If the Picture toolbar is not shown, right click on the picture and click Show Picture
Toolbar from the shortcut menu
The table below describes the act of each button available on the Picture toolbar
Button Action
Opens the Insert Picture dialogue box to interleave a picture
saved in a folder on the computer or detachable media
Changes the chosen image to a Grayscale, Black and White,
Washout or Automatic effect
Add or reduce the difference between the different colours used
in the image
Lighten or darken the colours used in the image
Use the cropping tool to eliminate sections and trim an image
Rotates the image to the left at 90 degree angles
Shows a list of line styles to use to apply a border to the image
Shows the Compress Picture dialogue box so you may set
options to condense the file size of the picture reliant upon the
resolution
Control the manner in which a picture is placed on the page,
and text wraps around it
Shows the Format Picture dialogue box offering more
formatting options and settings to perform more exact picture
cropping and contrast and brightness levels
10.5.1 Adding other graphic objects
Inserting Image from A Desired Location
1. Place the cursor where you want to insert the image.
2. Choose From file option from Insert->Picture menu. The insert picture dialog box
pops-up.
3. Select the desired folder.
4. Select the desired picture.
5. Click on the insert button.205
Insert Drawing Shapes
You can draw various types of shapes in a word document with the help of drawing
toolbar or from the option Auto shapes from Insert->Auto shapes. These shapes can be
rectangle, oval, arrows, callouts etc. To draw an auto shape:
1. Click the Auto shapes button on the Drawing toolbar. You will see the pop
up menu shown on the next page.206
2. Select the auto shape you want to insert your document.
3. The selection will change the mouse pointer to plus shape.
4. Place it and drag it according to the size of auto shape you want.
5. Release the mouse button.
Insert Word Art
WordArt lets you add fancy style to the fonts of your text. It provides a different
look to your text as well document. It's perfect for creating flashy headings and
titles.
To insert a word art in your document:
1. Click the place on the document where you want the WordArt image to be placed.
2. Choose Insert, Picture, WordArt or click on icon. This will open the WordArt
Gallery dialog box.
3. Choose the desired format and press Ok button.
4. Edit WordArt dialog box opens.
5. Write the desired text in place of Write your Text Here.
6. Select the desired Font and Font size.
7. Press Ok button.
You can always double click at the wordart and modify its properties.207
Check your progress II
a. With the help of _________view one can view the document in the way it will
appear when opened with the web browser.
b. __________is a position you set for placing and aligning text on a page.
c. A theme is a set of predefined and united elements that frequently occurs in
documents is called as __________.
Summary
Microsoft word is a Windows based word processing application. The Word
window is the rectangular box in which the Microsoft program interacts with the
users. In the Normal view you can only view the Horizontal ruler instead of both
horizontal and vertical ruler. With the help of Web Layout view one can view the
document in the way it will appear when opened with the web browser. Outline
view displays the contents of your document in a traditional outline format, with
text indented beneath headings in a hierarchical structure. If you like working in a
completely spick and span environment, you’ll like the Full Screen view. MS word
2003 is used to insert various pictures in your document such as clip arts,
shapes, word art, etc. Also you can insert comments and many other features.
Also you can insert object, headers and footers, etc. We have discussed the
concept of selecting text, copy-paste and cut-paste the text, moving items, etc.
You can carry out many actions by means of a mouse and keyboard. Sometimes,
while working with a document you need to find a particular text or some format
and want to replace it. This is done by Find and Replace command.
We have discussed in this unit many formatting features of word 2003 such as character
formats, formatting toolbar, font, borders and shading, bullets and numbering, etc.
Printing a document is performed by the print command. Before taking the print, page
setting is done from page set up box. A table is made up of rows and columns of cells
which can be filled with text and graphics. We have discussed in this unit all the features
of tables such as creating tables, formatting table, etc. Also we have discussed the
spelling and checks features which plays a significant role. Also word provides quite
many drawing features that can be used to include the desired graphics in the
document.
Keywords
Bullet: A paragraph marker, usually indented to list paragraphs point wise.
Font: It is a set of a typeface and its style.
Indentation: It is the space left within the margin of a page.208
Scroll Bars: They are sliding narrow bars with arrows at the ends and a slider in
between, used to scroll through an active pane of a window. Two types available,
according to their orientation - Horizontal Scrollbar and Vertical Scrollbar.
Style: It is a set of formatting characteristics that can be applied to text in document to
quickly change its appearance.
Title Bar: Title bar shows the name of the document and is situated in the top of the
window application.
Toolbar: Toolbar is a container of various tool buttons.
Headers and Footers: They are text, page numbers, date, document’s title or file
name, or the author’s name that are usually printed at the top and bottom of each page
in a worksheet respectively. A header is printed in the top margin, footer is printed in the
bottom margin.
Character Format: When you would like to make a point, you can format your text to vary the way the
text appears.
Tab: It is a position you set for placing and aligning text on a page.
Change case is a formatting tool which varies the case of the text as per the
necessities.
Theme: A theme is a set of predefined and united elements that frequently occurs in documents.
Table: A table is made up of rows and columns of cells which can be filled with text and
graphics.
Review Questions
1. What is the purpose of copy command?
2. What is the difference between copying and moving files and folders?
3. When a folders is copied to another place, do the sub-folders in the folder also get
copied?
4. Differentiate between Notepad and WordPad.
5. What is the function of taskbar and recycle bin?
6. What are the advantages of find or replace features of word 2003?
7. Prepare a business letter to you customer promising to attend to his complaint
immediately. Use page setup, formatting features, etc.
8. Which document view allows you to see the hierarchical layout of the elements on
the document?
9. Differentiate between Copy-Paste and Cut-Paste.
10. With the help of an example demonstrate the difference between “Save” and
“Save As” commands.
11. Explain various settings offered by the Print command.
12. Explain how you will insert page number into your document in the following format:
My document (Page No. - ###)
13. What type of bullets and numbering will you use in the Contents section of a
book? Explain.209
14. Draw the following table.
15. How are the following three table options different?
(a) Fixed column width
(b) Autofit to contents
(c) Autofit to window
16. How is spell checker used in word 2003?
17. What is graphics and drawings? Discuss.
Check your progress I: Model Answers
a. FORMAT
b. locating
c. Recycle bin
d. FORMAT
Check Your Progress II: Model : Answers
a. web layout
b. tab
c. picture toolbar
Further Readings
1. Anuranjan Mishra; “Computer Applications in Management”; Excel Books
2. B Nanadhakumar, Bhuvaneshwari, Lalitha; “Dictionary of Computer & Internet”;
Excel Books
3. Arpita Gopal, Chandrani Singh; “e-World : Emerging Trends in Information
Technology”; Excel Books
4. Arpita Gopal; “Engineering MIS for Strategic Business Processes”; Excel Books
5. Dhiraj Sharma; “Foundations of IT”; Excel Books
6. Deepak Bharihoke; “Fundamentals of Information Technology”; Excel Books
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