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MODULE C2A

WORD PROCESSING
(M S WORD & LEAP OFFICE)
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ENGINEERING AND TELECOMMUNICATIONS
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MODULE C2A
WORD PROCESSING
(M S WORD & LEAP OFFICE)
CONTENTS
S.No. Chapter Page
1. Word Basics Concept 1
2. Working with MS Word Basics 18
3. MS Word advanced Features Concept 33
4. Working with MS Word !dvanced Features" #2
$o. o% &ages ' (2
$o. o% Sheets ' 3(
)cto*er 2++1 &repared B,
&. -aganadha .ao
/ecturer 0raining 1 1
Checked B,
B. 2opi Singh
&ro%essor 0raining
IRISET
2
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CAPTER 1 C2A

WORD BASICS - CONCEPT
OB!ECTI"ES
t the end of this chapter, the trainee will be able to
Creating a 3ocu4ent
5dit a Word docu4ent using Cut6 Cop, 1 &aste
7se the various For4atting %eatures6 such as'
Modi%, Font
&aragraph !8ign4ent
9ndenting 1 /ine spacing
3rop Cap
0a*s
$u4*ers 1 Bu88ets
Create &age *reaks and Section *reaks
Create :eaders 1 Footers
7se te;t and 8anguage too8s6 such as'
!uto Correct
!uto 0e;t
Change Case
Spe88ing 1 gra44ar
0hesaurus
Find 1 .ep8ace te;t
1#1 I$%&'()*%+'$
Written co44unication has a8wa,s *een the 4ost pre%erred 4eans o% co44unication throughout
the wor8d. .ight %ro4 the ti4e ,ou enter the schoo86 writing p8a,s a ver, i4portant ro8e. Written
co44unication can take 4an, %or4s. ! %ew e;a4p8es o% written co44unication are6 8etters to ,our
%riends6 artic8es %or newspapers6 8etters o% en<uir,6 co4p8aints and 8eave notes. With the advent o%
co4puters and the %ast e;panding te8ephone network6 peop8e pre%er to send e8ectronic 4ai8s rather
than converse over the te8ephone. :ence6 written co44unication continues to *e the 4ost pre%erred
4eans o% co44unication. Written te;t can take the %or4 o% a 8etter6 4e4o or report. Co88ective8, a88
these are re%erred to as docu4ents. 0hus6 docu4ent is a genera8 ter4 used to speci%, an, %or4 o%
written 4atter.
5ver, piece is written to *e read. ! te;t that is attractive6 neat and organised wi88 attract the attention
o% a reader. 0,pewriters were wide8, used to have neat and organised te;t. !88 o% ,ou 4ust have
seen how a t,pewriter works. 0he te;t is direct8, t,ped on the paper. For correcting an,
t,pographica8 errors6 the entire te;t has to *e ret,ped. :ence6 a 8ot o% paper is wasted in the
process.
:owever6 with the advent o% co4puters6 the scene has changed. $ow we have co4puter so%tware
ca88ed as word processor6 which a88ows ,ou to t,pe te;t6 4ake corrections without ret,ping the entire
4atter and has %eatures to 4ake the te;t 8ook attractive. =ou 4ust *e wondering how this is
possi*8e.
3
9n a co4puter6 ,ou t,pe the te;t using the ke,*oard and see the resu8tant te;t on the 4onitor. 0he
te;t ,ou t,pe e;ists on8, in co4puter 4e4or,6 a te4porar, storage area. For per4anent storage6
the
te;t is saved as a %i8e on the hard disk or %8opp, disk. Wh, do ,ou think it is i4portant to
per4anent8, store the te;t on a hard disk or %8opp, disk> 0his wi88 he8p in 4aking changes to the te;t
at an, ti4e. With a t,pewriter6 ,ou wou8d have to ret,pe the entire te;t6 *ut with a word processor6
the %i8e can again *e 8oaded into the 4e4or, o% the co4puter and seen on the 4onitor. 0he
necessar, changes can *e 4ade and again stored on the hard disk. 0o get the te;t on the paper
,ou have to print the %i8e on the printer *, giving the print co44and. /ook at the sa4p8e te;t given
*e8ow. 0he %irst one is a p8ain6 t,pewritten cop, o% te;t and the second is te;t t,ped using a word
processor.


F+,# 1 F+,# 2

0he t,pewritten cop, o% the te;t is an ordinar, piece o% te;t. 0his t,pe o% output is un%or4atted. 9n
contrast6 the second output6 with its s4art and attractive t,ping is re%erred to as %or4atted. 0hus in
si4p8e words6 %or4atting can *e de%ined as i4proving or enhancing the 8ook o% a docu4ent. 0his is
done *, the %eatures provided in the word processor that changes the appearance o% the characters
4ain8, in ter4s o% their si?e and st,8e. 0hus6 a word processor ena*8es ,ou to t,pe te;t6 change it6
enhance the wa, it 8ooks6 and then print it.
1#2 W'&( P&'*-..'&.
! Word &rocessor can *e descri*ed as an app8ication so%tware that he8ps in the production o% a
docu4ent. @er, si4p8, put6 it is a te;t editor that a88ows us to t,pe6 edit and save te;t. :owever6 the
present da, Word &rocessor packages o%%er %ar 4ore %eatures than Aust editing words B the, provide
spe88 checking6 designing and e8a*orate %or4atting %eatures.
With a Word &rocessor6 we can e%%ort8ess8, change the wa, a docu4ent 8ooks. 9t is there%ore easier
to present ideas in a coherent 4anner.
With a Word &rocessor one can B
.ead and revise a docu4ent on screen
Change the %or4atting to get the desired visua8 e%%ect
9ncrease productivit, *, auto4ating
94prove proo% reading
&roduce as 4an, copies as needed
Save a docu4ent and work on it 8ater
So4e o% the *estBknown word processing packages are
MSBWord6
4
/ion Cing
0he donke, has no *rain
0he three 8itt8e ra**its

/ion Cing
The Donkey has no brain
The three little rabbits
Word Star etc.
1#/ C&-0%+$, 0 D'*)1-$%
When ,ou start Word6 a new docu4ent window opens. 0his is a *8ank screen and is si4i8ar to a
*8ank page in ,our note*ook. 0his screen is the %irst page o% ,our docu4ent. 0his is where ,ou start
t,ping. !%ter the %irst page gets over6 Word wi88 auto4atica88, go to the ne;t page. =our docu4ent
can run into as 4an, pages as re<uired. 0he characters that ,ou t,pe are inserted in %ront o% a
vertica8 *ar ca88ed the insertion point.
F+,# /
$otice that Word auto4atica88, se8ects a who8e 8ot o% critica8 docu4ent settingsD inc8uding 4argins6
%ont6 %ont si?e6 8ine spacing6 ta* stops6 page di4ensions and 4an, other docu4ent attri*utes. Since
Word prese8ects these settings which are ca88ed de%au8ts" ,ou can start to t,pe i44ediate8,. )n a
t,pewriter6 ,ou need to hit the .eturn ke, whenever ,ou want to end the 8ine. :owever6 in Word
when a word doesnEt %it in a 8ine6 it auto4atica88, %8ows to the *eginning o% ne;t 8ine. 0his %eature is
ca88ed wordBwrap. :owever6 ,ou need to press the enter ke, to'
5nd a short 8ine one that does not reach the right 4argin"
5nd a paragraph
Create a *8ank 8ine
Sa4p8e o% te;t deve8oped with word processor is shown *e8ow'
#
I$.-&%+'$
P'+$%

F+,# 2
B, t,ping the te;t in the docu4ent window ,ou have created a docu4ent.
1#2 E(+%+$, 0 ('*)1-$%
=ou 4ust *e %a4i8iar with the di%%icu8ties ,ou %ace whi8e 4aking written co44unication. Whether it is
a 8etter to a %riend or an, other piece o% writing6 ,ou usua88, %ee8 that the %irst dra%t is not <uite good.
=ou wish ,ou cou8d 4ake so4e changes to it 8ike rep8acing so4e words *, 4ore appropriate ones.
)r ,ou 4ight a8so desire to change the order o% so4e o% the sentences so that ,our co4position
reads 4ore coherent8,. !88 these changes are not possi*8e on paper without 4aking the artic8e 8ook
untid,. =ou are otherwise 8e%t with the option o% reBwriting the who8e thing.
$ow6 with a word processor 8ike Word6 4an, o% the pro*8e4s out8ined a*ove can *e so8ved with the
4ini4u4 e%%ort. =ou can open a docu4ent and 4odi%, it the wa, ,ou want. =ou can then read the
who8e artic8e6 decide what changes to 4ake and 4ake the4 on screen.
Changes to a docu4ent can *e done *, using the 5dit %eatures in Word B Cut6 Cop, and &aste. 0he
edit icons shown *e8ow are %ound in the Standard 0oo8*ar at the top o% the Word 3ocu4ent.
T' *)% '& C'345 First6 high8ight the te;t or picture to *e cut or cop, and then point the 4ouse arrow
on the icon desired and c8ick the 8e%t 4ouse *utton.
T' P0.%- 5 0ake the *8inking cursor to the point where ,ou want to insert the te;t or picture6 then
point the 4ouse arrow on the icon desired and c8ick the 8e%t 4ouse *utton.
ECutE as the word suggests re4oves the se8ected te;t %ro4 the docu4ent. 0his te;t can then *e
4oved to an, other part o% the docu4ent *, using the E&asteE %eature. 0he te;t is i44ediate8, pasted
at the desired 8ocation. 0his wa,6 sentences or paragraphs can *e rearranged in no ti4e.
So4eti4es ,ou 4a, want to reuse so4e data appearing in a docu4ent in another docu4ent. !t
such ti4es6 ,ou need not ret,pe the data. =ou can si4p8, use the ECop,E %eature. =ou high8ight the
data needed and then c8ick ECop,E icon. 0his wi88 not re4ove the data %ro4 its origina8 source6 *ut a
cop, o% it is 4ade avai8a*8e %or reuse in an, docu4ent6 using the E&asteE co44and.
0hus the cut6 cop, and paste %eatures ena*8es ,ou to edit and organise ,our docu4ent easi8, and
e%%icient8,.
1#5 F'&10%%+$, T-6% 0$( P0&0,&037.
9t is Aust as i4portant to 4ake a docu4ent 8ook good as it is to present ,our thoughts consistent8,.
Word o%%ers a wide variet, o% %or4atting %eatures to ena*8e ,ou to choose the options that *est suit
,our speci%ic need.
1#5#1 M'(+84 F'$%
!n artic8e ,ou are writing 4a, have a 4ain tit8e6 severa8 headings6 su*headings *esides content. 0o
distinguish the various 8eve8s o% topic headings6 it *eco4es necessar, to change the wa, characters
F
Paste
Copy
Cut
8ook on the page. Modi%,ing the te;t %ont6 its si?e6 st,8e and co8our are so4e wa,s to enhance the
8ook o% ,our artic8e.
Font refers to the print type, style and size of characters (letters, number, etc.) used in printing. The
use of different fonts changes the look of the text. So4e sa4p8e %ont t,pes are shown *e8ow'
0i4es $ew .o4an
!ria8
Courier
C2 0i4es
Word 2+++ o%%ers a nu4*er o% di%%erent Font t,pes to choose %ro4. 0he de%au8t %ont in an, Word
docu4ent is 0i4es $ew .o4an. :owever6 ,ou can change the %ont *, se8ecting %ro4 the options
provided in the too8*ar. 9% ,ou need 4ore options6 ,ou can go to the Font dia8og *o;. 0he %ont that
has *een se8ected can then *e 4ade di%%erent or 4ore e8egant *, changing its st,8e. Besides the
regu8ar st,8e6 %ont can *e 4ade either *o8d6 ita8ics or *o8d ita8ics. 7nder8ining the te;t can %urther
enhance the te;t st,8e. Word o%%ers severa8 under8ining st,8es to choose %ro4.
$ow supposing we want the 0it8e o% our artic8e to stand out. 9t wou8d de%inite8, i4prove appearance i%
the characters o% the 0it8e cou8d *e 4ade 8arger *esides changing the st,8e o% the %ont. Word o%%ers a
variet, o% Font si?es to choose %ro46 %or each given %ont. Man, a ti4e when using the t,pewriter to
prepare a docu4ent6 ,ou wou8d have atte4pted to distinguish the 0it8e *, increasing the distance
*etween the characters o% the words using the space *ar. Word o%%ers an eas, %eature %or this
purpose B character spacing as used in the e;a4p8e *e8ow'
$ote the di%%erence *etween the %o88owing 8ine with characters spaced and the second 8ine with
nor4a8 spacing
T + % % 9 - : 9 - % % - & . 3 0 * + $ ,
T+%9- - 9-%%-& .30*+$,
Word 2+++ o%%ers a %eature %or %or4atting te;t ca88ed the E0e;t 5%%ectsE. 0e;t can *e shadowed6
out8ined6 e4*ossed6 engraved etc. to 4ake the te;t stand out.
Font can a8so *e 4ade s4a88er than the regu8ar si?e. =ou nor4a88, %ind need %or s4a88er %ont si?e in
,our docu4ent to give %ootnotes6 page nu4*ers and header or %ooter in%or4ation. 0he various
options avai8a*8e %or 4odi%,ing the characters can *e seen in the Font dia8og *o;.
(
F+,# 5
1#5#2 P0&0,&037 A9+,$1-$%
!8ign4ent o% 8ines %or the written te;t is the 4ost co44on convention %o88owed *, writers even
*e%ore the advent o% the printing press. 5ach 8ine o% written 4atter on a page 4aintains a constant
hori?onta8 distance %ro4 the 8e%t edge o% the page. Word 4akes a8ign4ent e%%ort8ess even whi8e
o%%ering %our t,pes o% a8ign4ent to te;t. 0he, are /e%t6 .ight6 Centre and -usti%,. 0he %o88owing 8ines
show these a8ign4ent t,pes'B
0he 4ost co44on a8ign4ent st,8e in an, 8anguage that reads %ro4 8e%t to right is the /e%t a8ign4ent.
9n an, written co44unication6 the te;t 8ines a8wa,s 8ine up with the 8e%t 4argin. !s ,ou are aware6
the 8ines o% a sentence that ,ou write using a pen are not in 8ine at the right 4argin.
When ,ou write *, hand or t,pe on a t,pewriter ,ou wou8d have o*served that centre a8igning the
te;t is ver, di%%icu8t especia88, i% ,ou want to have a 0it8e at the hori?onta8 centre o% the page. Centred
te;t is even8, p8aced *etween the 8e%t and right 4argins.
.ight a8ign4ent 4eans that the te;t 8ines up with the right 4argin and 8eaves the 8e%t 4argin
irregu8ar. 0his a8ign4ent has 8i4ited use. 9t can *e used %or putting page nu4*ers6 or header and
%ooter in%or4ation.
)ne o% the 4ost popu8ar and interesting options is E-usti%,E. -usti%ied te;t is %u88, a8igned. 9t is hu4an8,
i4possi*8e to achieve per%ect Austi%ication o% te;t on either side o% a 8ine. -usti%ied te;t 8ooks e8egant
and it appears as though a 8ot o% thought has gone in to the writing o% the te;t. 0his kind o% a8ign4ent
is usua88, adopted in docu4ents with co8u4nar te;t such as newspapers6 4aga?ines etc.
1#5#/ I$(-$%+$, & L+$- .30*+$,
8
1. This line is left aligned.
. This line is right aligned.
!. This line is centred.
". ". These lines ha#e the alignment $ustified. The
space bet%een the %ords is irregular
9ndenting o% paragraphs is not to *e con%used with the setting o% 8e%t and right 4argins. When 4argin
settings are 4ade6 it deter4ines the width o% the te;t area6 in other words6 the distance o% the te;t
%ro4 the edge o% the page.
)n the other hand when ,ou indent a paragraph6 ,ou speci%, the distance o% the te;t %ro4 the
4argin6 not the page. B, using indenting6 the se8ected paragraphs stand out %ro4 other te;t in ,our
docu4ent. 9ncreasing or decreasing the indent a8ters the distance o% the te;t %ro4 the 4argins.
=ou can create indents in which a88 the 8ines in a paragraph are indented either to the right or to the
8e%t. Word a8so o%%ers ,ou so4e specia8 indentation %eatures 8ike EFirstB8ineE on8, and E:angingE
indents.
!s the na4e suggests6 using the EFirstB8ineE option6 ,ou can create indents in which the %irst 8ine is
indented 4ore or 8ess than the 8ines that %o88ow it. 0he *e8ow given e;a4p8e is o% a %irst 8ine indentB
When ,ou create a hanging indent6 a word6 a *u88et or an, other e8e4ent is o%%set to the 8e%t o% the
%irst 8ine o% te;t. 9n other words6 a hanging indent EhangsE the other 8ines in the paragraph to the right
o% the %irst 8ine. 0he *e8ow given e;a4p8e is o% a hanging indent using a word and a *u88et
=ou can a8so change the visua8 i4pact o% ,our docu4ent *, changing the 8ine spacing in
paragraphs. /ine spacing deter4ines the a4ount o% vertica8 space *etween 8ines o% te;t. B,
increasing the 8ine spacing6 the reada*i8it, o% ,our docu4ent increases.
Word o%%ers severa8 options %or 8ine spacing. 0he de%au8t is Sing8eB8ine spacing. 0he 8ine spacing ,ou
se8ect wi88 a%%ect a88 8ines o% te;t in the se8ected paragraph.
1#5#2 D&'3 C03
=ou wou8d have noticed that in so4e *ooks and 4aga?ines6 the %irst character o% a word at the
*eginning o% a chapter or artic8e is en8arged6 o%ten reaching to the 8ines *e8ow it. =ou 4a, have
wondered how it is done. 9n Word6 this kind o% %or4atting o% the %irst 8etter in a paragraph as 8arge
initia8 is ca88ed 3rop Cap or 3ropped Capita8 /etter
0he paragraph *e8ow e;hi*its the 3rop Cap %eature
n the countr, o% !8i%*a,6 4an, p8aces were na4ed a%ter the 8etters o% the !8pha*et. 0his 8ed to
4uch con%usion6 *ecause there were on8, a 8i4ited nu4*er o% 8etters and an a84ost un8i4ited
nu4*er o% p8aces in need o% na4es. !s a resu8t 4an, p8aces were o*8iged to share a sing8e
na4e. 0his 4eant that peop8eEs 8etters were a8wa,s going to the wrong address.
&
G
This is an example of a first line indent.
'e can see the #isual effect.
This is an example of a hanging indent.
'e can see the #isual effect
This is an example of a hanging
indent %ith a bullet. 'e can see
the #isual effect
F+,# ;
0he capita8 8etter can *e dropped as shown6 within the te;t area. 9t can a8so *e dropped inside the
4argin on the 8e%t side. 0he nu4*er o% 8ines that the capita8 8etter drops can *e se8ected6 the range
o%%ered *eing one to ten 8ines *e8ow. 9n the e;a4p8e a*ove we have chosen three 8ines.
1#5#5 T0<.
Whi8e writing *usiness 8etters6 proposa8s6 proAect reports and technica8 docu4ents it *eco4es
necessar, to present so4e data in a ta*u8ar %ashion. 9t is possi*8e to use the space *ar to present
the data in a ta*u8ar %or4. But this is ver, cu4*erso4e and unre8ia*8e. 9t o%ten 8eads to co4parative
errors 8ike 8eaving the ta*u8ar 4atter ver, Aerk, and uneven. 0his i4pairs the visua8 *eaut, o% the
docu4ent. Moreover6 i% the data to *e ta*u8ated is severa8 8ines 8ong6 then it *eco4es virtua88,
i4possi*8e.
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1+
!88 word processors have the E0a*E %unction on the 8ines o% the 0a* in the 4anua8 and e8ectronic
t,pewriters. :owever6 whi8e the inspiration %or the ta* %unction co4es %ro4 the t,pewriter6 the word
processor 0a* %unction is ver, versati8e and rea88, aids the writer.
0a* stops are 4arkers that are set *, de%au8t at ha8%Binch interva8s *etween the right and the 8e%t
4argins in a docu4ent. 5ver, press o% the ta* ke,6 4oves the cursor *, ha8%Binch across the
docu4ent. 0a*s can *e used to 4ake para88e8 co8u4ns o% te;t. 0a*s he8p to vertica88, a8ign the te;t
and are there%ore use%u8 %or ta*u8ating data to 4ake 8ists.
Word a88ows ,ou to change the ta*s to suit ,our re<uire4ent. 3epending on the si?e o% the te;t ,ou
intend to put in each ta* co8u4n6 the width o% the ta* can *e speci%ied.
Suppose ,ou own a so%tware co4pan, with o%%ices across the wor8d and ,ou have recruited %our
new peop8e %or ,our various o%%ices. =ou want to in%or4 ,our partner regarding the new e4p8o,ees6
giving hi4 detai8s o% their na4es6 their age6 the position the, wi88 ho8d in the co4pan, and their p8ace
o% posting. =ou wi88 %ind it convenient to ta*u8ate the detai8s in ,our 8etter as shown *e8ow using the
ta* %unction B
N01- A,- D-.+,$0%+'$ C+%4
Biswas #+ &resident Mu4*ai
.a4an 3# So%tware 3eve8oper Chennai
Srinivas 3G &. Manager Secundera*ad
3i;it 43 Marketing Manager Co8kata
=ou can see that the te;t is a8igned vertica88, in a co8u4nar 4anner. 0hat is to sa, that the na4es o%
the new e4p8o,ees are a88 in 8ine6 %a88ing one under the other whi8e the !ge detai8s are a8igned6 one
*e8ow the other and so on. 0his wa, o% arranging data increases the reada*i8it, even as it a88ows ,ou
to give in%or4ation in a coherent and pro%essiona8 wa,.
9t is possi*8e to %urther increase the reada*i8it, o% the ta*u8ar %or4at *, speci%,ing a suita*8e
a8ign4ent %or the te;t in each ta*. For instance we can 8et the $a4e ta* *e 8e%t a8igned6 the !ge ta*
right a8igned6 the 3esignations centre a8igned and the Cit, right a8igned. 0he data wou8d now 8ook as
shown *e8ow
F+,# =
1#5#; N)1<-&. 0$( B)99-%.
=ou wou8d have %ound that whi8e writing certain kinds o% co44unication it is convenient to state the
ideas point *, point. 0his usua88, happens in 8etters where ,ou are tr,ing to put across ,our views
and wish to give reasons. So4eti4es it is an e8egant process in *usiness and 8ega8 co44unication
11
to nu4*er each paragraph o% a docu4ent. =ou 4a, a8so want to use *u88ets to high8ight each new
point in the 8ist.
9t is cu4*erso4e to 4anua88, nu4*er the paragraphs as ,ou have to *other a*out the se<uence
each ti4e ,ou start a new paragraph and a8so *e concerned a*out %or4atting issues. With word6 ,ou
on8, need *egin a 8ist with a nu4*er6 the su*se<uent paragraphs wi88 auto4atica88, *e nu4*ered
se<uentia88, ever, ti4e ,ou press 5nter. Figure G shows the $u4*ering dia8og *o;.
F+,# >
Si4i8ar8,6 Word a88ows the use o% *u88ets. 9t is even possi*8e to convert nu4*er to *u88ets and *u88ets
to nu4*ers. in ,our docu4ent. 0here are severa8 options %or the *u88ets and the nu4*ers. =ou can
choose the appropriate %or4at. 9nstead o% $u4*ers6 it is a8so possi*8e to choose a8pha*ets %or the
8ist. With Word it is eas, to introduce 4u8ti8eve8 *u88ets and nu4*ering as we88 using )ut8ine
nu4*ered. !n e;a4p8e o% 4u8ti8eve8 *u88eting is shown *e8ow
1 " :eading 1
a" Second 8eve8
i" 0hird 8eve8
1" Fourth 8eve8
2" :eading 2
a" Second 8eve8
i" 0hird 8eve8
3" :eading 3
Figure 1+ shows the di%%erent o%%ered *, Word in %or4atting the 4u8ti8eve8 *u88ets
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1#; S-*%+'$ B&-0?. 0$( P0,- B&-0?.
=ou have seen severa8 %or4atting options Word o%%ers to produce high8, pro%essiona8 docu4ents.
=ou have to set a Section *reak so that Word can organise ,our docu4ent and app8, so particu8ar
%or4atting %eatures to that part o% the docu4ent.
! section re%ers to those pages in a docu4ent that have the sa4e nu4*er o% co8u4ns share a
co44on 4argin6 header and %ooter and have the page nu4*ers in se<uence.
&age sections can *e inserted either 4anua88, or auto4atica88,. Manua8 *reaks can *e set using the
Break dia8og *o;.
F+,# 11
=ou insert a section *reak when ,ou want to change the page si?e or the header 1 %ooter
in%or4ation in a docu4ent. For e;a4p8e ,ou 4a, want to give a new chapter na4e in the header
in%or4ation. 0o do this6 ,ou wou8d need to *reak the docu4ent into sections so that ,ou 4a, app8,
di%%erent headers in the sa4e docu4ent. Word recognises %our t,pes o% section *reaks B $e;t &age6
Continuous6 5ven &age and )dd &age. 0hese t,pes are *rie%8, descri*ed *e8ow.
N-6% 30,- B inserts a section *reak at the point where the cursor appears and starts the new section
in the ne;t page.
C'$%+$)'). B a section *reak is inserted at the cursor and the new section starts i44ediate8, *e8ow
it. 9t does not insert a page *reak as in E$e;t &ageE.
E@-$ P0,- B a section *reak is inserted at the cursor and the new section starts on the ne;t even
nu4*ered page.
O(( P0,- B a section *reak is inserted at the cursor and the new section starts on the ne;t odd
nu4*ered page.
Word auto4atica88, sets section *reaks when ,ou change the nu4*er o% co8u4ns and ,ou want it to
app8, %ro4 a particu8ar point %orward in the docu4ent. Si4i8ar8,6 auto4atic section *reaks are set
when the &age SetBup options are changed and are to app8, on8, to one part o% the docu4ent whi8e
8eaving another part una%%ected.
13
3uring the %or4atting o% a docu4ent it is i4portant to ensure that ,ou do not have the %irst 8ine o% a
paragraph appearing as the 8ast 8ine o% a page as this wou8d reduce reada*i8it, owing to a *reak in
the thought process. Si4i8ar8, i% the 8ast 8ine o% a paragraph appears a8one at the start o% a new
page6 it wou8d *e Aarring to the reader. =ou shou8d there%ore avoid such situations *, inserting a
page *reak to keep se8ected 8ines o% te;t or a who8e paragraph together.
0his can *e achieved using the /ine and &age Breaks options o% &aragraph %or4atting. B, ticking
the desired pagination options in this dia8og *o;6 ,ou can contro8 the %8ow o% the paragraphs. Figure
12 shows these pagination options
F+,# 12
0he %our check*o;es o% the pagination options set di%%erent conditions %or *reaking pages and 8ines
o% te;t in a docu4ent. Checking these *o;es i4p8, the %o88owing
WidowH)rphan B &revents the %irst 8ine o% a paragraph appearing as the 8ast 8ine o% a page
and the 8ast 8ine o% a paragraph appearing a8one at the start o% a new page.
Ceep 8ines 0ogetherB Ceeps a paragraph together without *eing separated *, a page *reak.
Ceep with $e;tB Ceeps 0wo paragraphs together. 5specia88, use%u8 in keeping 0it8e +r
:eading and the %irst paragraph together.
&age *reak *e%oreB 9nserts a 4anua8 page *reak *e%ore the paragraph that has the cursor6
1#7 -0(-&. 0$( F''%-&.
Whi8e preparing a .eport or a &roposa86 ,ou wou8d want so4e in%or4ation to appear on ever, page6
%or e;a4p8e ,our co4pan, na4e6 the report tit8e or the date o% the proposa8 etc. 0his kind o%
in%or4ation wou8d natura88, appear either in the top or *otto4 4argin. =ou can insert this using the
:eader and Footer option. :eaders are p8aced in the top 4argin whi8e %ooters are p8aced in the
*otto4 4argin o% a page.
=ou can use the sa4e header and %ooter throughout a docu4ent or change the header and %ooter
%or part o% the docu4ent *, inserting a section *reak. For e;a4p8e6 ,ou 4a, want to use ,our
co4pan, 8ogo in the %irstBpage header6 and then inc8ude the 0it8e o% the docu4ent in the header %or
su*se<uent pages. 0he header and %ooter option can *e se8ected %ro4 the view 4enu . 0he header
and %ooter too8*ar appears6 using which ,ou can create and edit the header and %ooter o% ,our
docu4ent.
14
(ho%
)re#ious
&nsert Date &nsert *o. of
pages
(ho% *ext
(%itch
+et%een
,eader
-Footer
)
a
g
e

(
e
t
u
p
&
n
s
e
r
t

)
a
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e

*
o
.
F
o
r
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a
t
)
a
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e

*
o
.
F+,# 1/
1#= L0$,)0,- T''9.
Man, o% ,ou who have tried to produce a report using a t,pe writer wou8d know o% the kind o% e%%ort
,ou needed to put in *e%ore ,ou cou8d produce the %ina8 dra%t. Besides ensuring that the t,pist 4akes
no si88, spe88ing 4istakes6 ,ou have to *e sure that ,ou are using the right words6 ,ou are correct on
gra44ar and that ,ou have spe8t a88 words right. 0his wou8d re<uire e;tensive proo% reading6
severa8 re%erences to the director, and possi*8e gra44ar *ook as we88.
Word o%%ers severa8 use%u8 tours to aid writing and increase e%%icienc,. Word checks our 8anguage6
so4eti4es 4aking corrections auto4atica88,6 at ti4es o%%ering suggestions %or gra44ar and pointing
out spe88ing errors. Word is e<uipped with !utoCorrect and !uto 0e;t %eatures. 9t a8so has a
0hesaurus to provide the writer with an appropriate word.
1#=#1 A)%' C'&&-*%
!utoCorrect has a dictionar, o% its own which contains a 8ist o% co44on8, 4ist,ped words. We can
custo4ise this dictionar, *, 4aking additions to it o% the words we 4ist,pe. We shou8d a8so provide
the correct spe88ing o% the word with which word shou8d rep8ace the 4ist,ped one. )nce the entr, is
in the !utoCorrect dictionar,6 word auto4atica88, 4akes corrections o% such words. 0his saves ,ou
the trou*8e o% going *ack to 4ake corrections ever, ti4e ,ou 4ist,pe.
1#
F+,# 12
!utoCorrect is the %eature that changes EtehE to ItheJ and EadnE to EandE. 0hough !utoCorrect is usua88,
intended to correct sing8e words ,ou can save sentences or even paragraphs %or insertion. 0he on8,
precaution ,ou have to take is to ensure that ,ou do not t,pe the word that is p8aced in the E.ep8aceE
0e;t Bo; in ,our docu4ent unintentiona88,. !utoCorrect wou8d %i; it i44ediate8, with the te;t entr, in
the EWithE 0e;t Bo;.
!utoCorrect can a8so act as a va8ua*8e shortcut too8. =ou can save ,ourse8% the trou*8e o% writing
certain 8ong6 o%ten used na4es or phrases *, p8acing a short code word in !utoCorrect and a88owing
it to *e e;panded auto4atica88,. For e;a4p8e ,ou cou8d use the code E7CE in !utoCorrect and it can
*e e;panded to E7nited Cingdo4E ever, ti4e.
1#=#2 A)%'T-6%
!uto0e;t is a uni<ue %eature o% Word. 9t a88ows ,ou to store %or4atted te;t even paragraphs and
graphics. 0hese can *e reca88ed *, pressing so4e ke,s. !uto0e;t is 8ike !utoCorrect in that it a8so
has dictionar, o% its own and can *e custo4ised. :owever6 !uto0e;t has to *e e;p8icit8, ca88ed to
a88ow it to work. !uto0e;t has an !utoCo4p8ete tip that wi88 co4p8ete the te;t without ,ou having to
t,pe the entire word.
$e w
!uto0e;t entries can *e 4ade %or an, te;t in ,our docu4ent using the Create !uto0e;t entr, dia8og
*o;. 0he se8ected te;t %or which an auto te;t entr, has to *e 4ade can *e a sing8e word or a
paragraph. ! short na4e %or the entr, is to *e provided in the te;t*o;. 0his entr, is added to the
!uto0e;t dictionar,.
Word has a 8ist o% !uto0e;t entries co4prising o% o%tenBused words or phrases arranged into various
categories. =ou can insert the desired entr, *, choosing %ro4 the 8ist provided *, the re8evant
categor,. Figure 1F shows the categories %or standard entries that can *e de%ined.
1#=#/ S3-99+$, 0$( G&0110&
9t is the desire o% ever,one to spe88 the words the, use correct8,. !s 5ng8ish is not a ver, phonetic
8anguage the spe88ing o% so4e words can *e 8earnt on8, *, co44itting it to 4e4or,. =ou wou8d have
o%ten wondered whether a word 8ike EachieveE has to *e spe8t EachieveE or IacheiveJ. )ne o% the %irst
too8s that the word processors ca4e e<uipped with to *eat the e8ectronic t,pewriter was the spe88
check. Whi8e the ear8ier editions o% Word wou8d correct the spe88ing in an artic8e on8, i% the user ran
1F
Fig. 15
Fig. 16
the spe88 check %unctionD the Word in MS )%%ice upwards o% the G( version runs the spe88 check as a
de%au8t %unction.
0here are severa8 8anguage options in Word covering a84ost a88 the 4aAor 8anguages o% the wor8d.
0he user can se8ect the 8anguage %ro4 a4ong these various 8anguages. Besides6 a choice o%
di%%erent 8anguages6 Word a8so gives the user o% the 5ng8ish 8anguage the choice o% either British or
!4erican 8anguages.
0he de%au8t 8anguage is !4erican 5ng8ish. 0he user can set the 8anguage o% his choice as de%au8t.
7pon the user e;ercising his choice o% 8anguage6 Word auto4atica88, se8ects the corresponding
3ictionar,. 0he spe88 check and the suggested corrections are *ased on the se8ected dictionar,.
0he spe88 checking %unction checks each word in the artic8e against the dictionar, and under8ines it
with a red cur8, 8ine i% a word with wrong spe88ing appears. 0he words not %ound in the dictionar, are
a88 4arked with a red cur8, 8ine. 0he user on running the spe88 check %unction wi88 *e a*8e to get the
right spe88ing and recti%, it.
0his new %eature is a great idea as the red cur8, 8ines are a strong re4inder to the writer that he has
to run the spe88 check %unction *e%ore %ina88, printing the docu4ent. 9n the ear8ier editions o% Word6
the user had to re4e4*er to run spe88 checkD there were no red %8ags to re4ind hi4 o% his %o88ies.
B, high8ighting the words that the 3ictionar, does not agree with6 Word6 he8ps the user %ocus on8, on
speci%ic Etrou*8eE parts rather than 8ook c8ose8, at the who8e docu4ent. 0he user can run the spe88
check on on8, the words that re<uire his attention.
0he spe88ing and gra44ar options can *e custo4ised to ,our needs. !s shown in Figure 1(6 Word
a88ows ,ou to set the 4anner in which the checks on spe88ing and gra44ar ought to *e 4ade.
!nother use%u8 %unction avai8a*8e in Word spe88 check is the provision to add words to the 3ictionar,.
0his is a ver, use%u8 %unction. &roper na4es and na4es o% s4a88 towns 1 vi88ages that are region
speci%ic do not %or4 part o% the Word 3ictionar, and hence the spe88 check wi88 4ark a88 such words
as wrong. B, adding these words to the 3ictionar,6 the user can avoid the irritation o% the red cur8,
8ine appearing %or words that he knows are right. Besides6 once these o%ten used na4es are spe8t
correct8, and added to the 3ictionar,6 it he8ps the user in avoiding 4isspe88s when using these words
in a hurr,.
1(
F+,# 17
0he gra44ar %unction is a re8ative8, new %eature o% Word. 9t is a *o8d atte4pt *ecause what
constitutes correct 8anguage is a su*Aective 4atter. But the gra44ar support o%%ered *, MS Word
wi88 de%inite8, give *road guide8ines on correct 8anguage construction that cou8d prove a great he8p to
the new users o% the 8anguage. 5;perts in a 8anguage 4a, use the %eature to get a good second
opinion on their 8anguageK
Word o%%ers %ive t,pica8 writing st,8es to choose %ro4. 0he, are'
Casua8
Standard
For4a8
0echnica8
Custo4
5ach o% these has its own gra44ar ru8es with which Word wi88 correct ,our docu4ent. speci%, the
st,8e and a8so speci%, the st,8e and gra44ar options Word shou8d app8, to ,our docu4ent.
1#=#2 T7-.0)&).
0he 0hesaurus is a use%u8 writing too8 especia88, i% it co4es a8ong with ,our word processor. 9% ,ou
are unhapp, with the choice o% a word6 ,ou can easi8, 8ook up the 0hesaurus to %ind a 4ore precise
word.
0hesaurus is a *ook in which words and phrases o% si4i8ar 4eaning are grouped together whi8e a
/anguage 3ictionar, is a *ook that e;p8ains the 4eaning o% words.
So4eti4es ,ou wi88 *e satis%ied with the s,non,4s provided *, the 0hesaurus. =ou can se8ect that
word to rep8ace the word ,ou have used in ,our docu4ent. 9% ,ou are not satis%ied ,ou can 4ake a
%urther search B choosing a word %ro4 the various possi*8e 4eanings o%%ered %or the word and then
8ook up the s,non,4s o% that word.
F+,# 1=
For e;a4p8e i% ,ou 8ook up the word EsearchE6 the 0hesaurus o%%ers ,ou the option o% %our 4eanings
to the word B e;a4ination6 hunt6 e;p8ore and e;a4ine. 9% the 4eaning ,ou want is e;a4ination can
then se8ect Ee;a4inationE and see the choice o% the s,non,4s. 0he choice here is Ee;a4inationL and
EinspectionE. 9% ,ou desire a *etter word than these two then ,ou can 8ook up either o% the %urther to
see their possi*8e 4eanings and the choice o% s,non,4s %or those words.
18
1#=#5 F+$( 0$( R-390*- %-6%
=ou wou8d %ind that so4eti4es a%ter co4p8eting a 8ong docu4ent ,ou have 4ade a 4istake whi8e
spe88ing a crucia8 word wrong8,. What is 4ore that word has *een repeated severa8 ti4es through
,our docu4ent and ,ou can never *e sure that ,ou have corrected a88 the entries o% the word un8ess
,ou go through the docu4ent with a 4agni%,ing g8ass. 0his wou8d entai8 that ,ou devote severa8
hours o% ,our precious ti4e in per%or4ing a pain%u8 e;ercise o% %irst %inding the word and then
rep8acing it.
F+,# 1>
With Word ,ou can save ,ourse8% this trou*8e using a %eature that has *een *ui8t precise8, %or this
kind o% a situation. 0he Find and .ep8ace too8 is one o% the 4ost use%u8 aids in e8i4inating so4e
repetitive 4anua8 operations. .epetitive changes in a docu4ent can *e 4ade e%%ort8ess8, and in a
4atter o% %ew 4inutes.
EFindE he8ps ,ou 8ocate speci%ic te;t in a docu4ent whi8e E.ep8aceE he8ps ,ou su*stitute it with new
te;t. =ou have the option o% rep8acing a88 words with one ke,stroke i% ,ou are sure that a88 the entries
o% that word need to *e rep8ace. :owever6 it ,ou want to rep8ace on8, so4e o% the entries o% the word
then Word wi88 take ,ou through the docu4ent6 entr, a%ter entr,.
=ou can a8so search the entire docu4ent or speci%, that the search has to *e conducted %ro4 a
point in the docu4ent. Word provides 4an, other search options to 4ake the Find 4ore %ocussed. 9t
is possi*8e to 4ake a search o% a word that is in the sa4e case as the entr, 4ade in the Find te;t
*o; *, asking it to Match Case.
Figure 2+ *e8ow gives the other search options ,ou can speci%, during Find and .ep8ace
1G
F+,# 20
CAPTER 2 C2A
WORKING WIT MS WORD BASICS
OB!ECTI"ES
t the end of this chapter, the trainee will be able to
)pen a word docu4ent
Move around in word
Cut and paste the te;t
Modi%, the te;t %ont
!8ign the te;t in the docu4ent
9ndent paragraph and 4odi%, the 8ine spacing
Set and 4odi%, ta*s
9nsert nu4*ers and *u88ets
9nsert *reaks
2#1 S%0&%+$, W'&(
To start word, follow these steps!
1. C8ick on the EStartE *utton.
2. Se8ect the option E&rogra4sE6 screen as shown in Figure 1 wi88 *e disp8a,ed.
3. C8ick the EMicroso%t WordE option6 screen as shown in Figure 2 wi88 he disp8a,ed.
F+,# 1
2+
F+,#2
F+,# 2
0his screen is seen ever, ti4e Microso%t Word 2+++ is started. $ow ,ou are read, to t,pe the
docu4ent in the workspace avai8a*8e.
2#2 C&-0%+$, D'*)1-$%.
For creating a new docu4ent do the %o88owing steps'
1. 0,pe the %o88owing te;t in the workspace area'
Word 2+++ is a too8 *ased on the concept o% wordBprocessor. 9t is an integrated part o% )%%ice 2+++
that is deve8oped *, Microso%t Corporation. 0oda, it is the wor8dEs 4ost popu8ar wordBprocessor. 0he
co4petitors to the Word package are Word&er%ect and !4i &ro &art o% /otus S4art Suite".
!8though ever, wordBprocessor provides a84ost the sa4e %eatures6 Word 2+++ is 4ost %8e;i*8e to
work with.
For saving the %i8e per%or4 the %o88owing steps'
2. Se8ect EFi8eE option %ro4 Main Menu.
3. C8ick the ESave !sE option6 screen as shown in Figure 3 wi88 *e disp8a,ed.
21
Menu
Title bar
Tool bars
Ruler Line
F+,# /
4. 0,pe a suita*8e na4e in the %i8ena4e te;t*o; a%ter erasing the contents in the *o;
Word auto4atica88, gives an e;tension. doc to the %i8e.
For c8osing the docu4ent do the %o88owing steps'
Be%ore c8osing the docu4ent see that the %i8e is saved %irst
#. Se8ect EFi8eE option %ro4 Main 4enu.
F. C8ick EC8oseE option %ro4 the 4enu.
2#2#1 O3-$+$, 0 W'&( ('*)1-$%
For opening a word docu4ent do the %o88owing steps'
1. Se8ect EFi8eE option %ro4 Main 4enu.
2. C8ick on the E)penE option6 screen as shown in Figure 4 wi88 he disp8a,ed.
3. C8ick on a %i8e %ro4 the avai8a*8e 8ist.
4. C8ick on E)penE *utton.
0he se8ected %i8e wi88 *e opened.
22
F+,#2
2#/ C)%%+$,A C'34+$, 0$( P0.%+$, T-6%
=ou 4a, re<uire using the sa4e piece o% in%or4ation at 4ore than one p8ace6 instead o% t,ping it
again ,ou can use the %eature o% cut6 cop, and paste provided *, word. Fo88ow the steps given to do
so.
1. Se8ect the te;t or picture ,ou want to Cut or Cop,.
2. C8ick on the appropriate icon %ro4 the too8*ar. 9cons are shown in Figure #.
F+,# 5
3. &8ace the cursor where ,ou want to paste the te;t or picture.
4. C8ick on E&asteE icon %ro4 the too8*ar to paste.
2#2 M'(+84+$, F'$%
Certain te;t can *e disp8a,ed in a di%%erent %or4at to high8ight a particu8ar point. For doing so per%or4
the %o88owing steps'
1. Se8ect the te;t %or which ,ou want to change the Font.
2. Se8ect the Font dropBdown 8ist *o; *utton shown in Figure F.
3. C8ick on the %ont E!ria8E in the %ont 8ist *o;.
4. Se8ect the te;t %or which ,ou want to change the Font si?e.
#. Se8ect the %ont si?e dropBdown 8ist *o; *utton shown in Figure F.
F. C8ick E14E in the %ont si?e 8ist *o;.

F+,# ;
(. Se8ect the te;t %or which ,ou want to change the %ont to *o8d st,8e.
8. C8ick EBo8dE *utton shown in Figure F. =ou can undo the e%%ect *, c8icking in the sa4e *utton
again.
G. Se8ect the te;t %or which ,ou want to change the %ont to ita8ic st,8e.
1+. C8ick E9ta8icE *utton shown in Figure F.
11. Se8ect the te;t ,ou want to under8ine.
12. C8ick Munder8ineE *utton. 7ndo the e%%ect *, c8icking the sa4e *utton again.
23
Cut Paste
Copy
Font Font
Size
Bold
Itali
!nderline
Note' Bo8d6 9ta8ic6 7nder8ine *uttons are togg8e *uttons.
2#5 A9+,$+$, T-6%
1. Se8ect the te;t %or which ,ou want to a8ign to the centre o% the 8ine.
2. C8ick the EcentreE *utton as shown in Figure (

F+,# 7
3. Se8ect the te;t ,ou want to a8ign to the right o% the 8ine.
4. C8ick on the E!8ign rightE *utton as shown in Figure (.
#. Se8ect the te;t ,ou want to a8ign to the 8e%t o% the 8ine.
F. C8ick on the E!8ign 8e%t6 *utton shown in Figure (.
0o take care that the te;t written is a8wa,s a8igned proper8, with the 4argins speci%ied and to get
per%ect Austi%ication o% the te;t on the either side o% the 8ine.
(. C8ick on the E-usti%,E *utton as shown in Figure (.
Note' 9t is reco44ended that whenever working with a new docu4ent a8wa,s keep the a8ign4ent in
the E-usti%,E 4ode %or proper a8ign4ent o% te;t.
2#; I$(-$%+$, P0&0,&037. 0$( 1'(+84+$, 9+$- .30*+$,
1. Se8ect the paragraph %or which ,ou want to set the indenting.
2. C8ick E9ncrease 9ndentE as shown in Figure 8.
F+,# =
3. C8ick decrease 9ndentE as shown in Figure 8 to re4ove the indenting.
4. Se8ect the paragraph ,ou want to set the 8ine spacing.
#. Se8ect the EFor4atE option %ro4 Main Menu.
F. C8ick IparagraphJ option6 screen shown in %igure G wi88 *e disp8a,ed.
24
Le"t
Center
Rig#t
$usti"y
%erease
Indent
Inrease
Indent
F+,# >
(. Se8ect E/ine SpacingE 8ist *o; %ro4 the dia8og *o;.
8. C8ick on E3ou*8eE option %ro4 the 8ist *o;.
2#7 S-%%+$, 0$( M'(+84+$, T0<.
0o 4odi%, the e;isting ta*s do the %o88owing steps'
1. Se8ect EFor4atE option %ro4 Main 4enu.
2. C8ick E0a*sE option6 screen as shown in Figure 1+ wi88 *e disp8a,ed.
3. 5nter 3 c4s in the te;t *o; %or E0a* stop positionE.
4. C8ick ESetE *utton. 0he new ta* position is set.

2#
F+,# 10
#. 0o re4ove an, unwanted ta* stop se8ect the ta* %ro4 the 8ist.
F. C8ick EC8earE *utton. 0he ta* is re4oved.
(. C8ick EC8ear !88E *utton to re4ove a88 the ta*s set current8, *, ,ou.
8. C8ick E)CE *utton to re%8ect the changes 4ade now on to the docu4ent.
2#= I$.-&%+$, N)1<-&. 0$( <)99-%. +$ %7- B'&( ('*)1-$%
1. 0,pe the %o88owing te;t in the docu4ent current8, open.
&epsi cricket ratings'
Sachin 0endu8kar
@.@.S./a;4an
Brian /ara
Steve Waugh
.ahu8 3ravid
2. Se8ect on8, the na4e %ro4 the te;t ,ou have t,ped.
3. Se8ect the IFor4atJ option %ro4 the Main Menu.
4. C8ick IBu88ets 1 $u4*eringJ )ption.
#. Screen as shown in Figure 11 wi88 *e disp8a,ed.
F+,# 11
F. C8ick the *ordered *o;.
(. C8ick I)CJ *utton.
$a4es wi88 *e nu4*ered according8,
2F
2#=#1 I$.-&%+$, B)99-%.
1. !%ter giving the nu4*er to the p8a,ers6 continue the docu4ent with the %o88owing te;t.
Rules " Regulations!
Bats4an gets 2 points a%ter #+ runs and 3 additiona8 points %or a hundred.
Bow8er gets 1 point %or ever, 2 wicket and 3 additiona8 points %or a hau8 o% # wickets.
Fie8der gets 1 point %or ever, catch.
2. Se8ect the te;t a%ter the E.u8es 1 .egu8ationE 8ine.
3. Se8ect EFor4atE option %ro4 the Main 4enu.
4. C8ick EBu88ets and $u4*eringE option.
#. C8ick the Bu88eted ta* 6 .e%er Figure 12.
F+,# 12
F. Se8ect the E!rrow MarkE *u88ets. .e%er Figure 12.
(. C8ick I)CJ *utton.
0he ru8es are *u88eted now.
2#> I$.-&%+$, -0(-& & F''%-& +$ %7- ('*)1-$%
Whi8e preparing a report6 ,ou 4a, want so4e in%or4ation to appear on ever, page6 %or e;a4p8e
co4pan, na4e6 report tit8e or page nu4*er. 0his in%or4ation wou8d nor4a88, appear either in the top
or *otto4 o% the page. =ou can insert this using :eader and Footer option. 0o do so %o88ow these
steps'
1. Se8ect on the E@iewE option o% the Main Menu.
2. C8ick on the E:eader and FooterE option. Screen as shown in Figure 13 wi88 he disp8a,ed.
3. C8ick on E9nsert 3ateE icon on the E:eader Footer 0oo8*arE to insert date on the header.
4. &ress a E0a* Ce,E on the ke,*oard.
2(
#. Write E9.9S50J Co4puter 5ducationE.
0his is the header o% ,our docu4ent.
!%ter adding a header to the docu4ent we 4ove ahead to insert a %ooter.
F. C8ick on ESwitch *etween header and %ooter iconE on the too8*ar.
Footer screen is disp8a,ed.
(. C8ick on E9nsert page nu4*erE icon on the too8*ar.
8. &ress E0a* Ce,E twice on the ke,*oard.
G. Write E!nnua8 .eportE
1+. C8ick EC8ose :eader 1 FooterE icon on the headerH%ooter too8*ar.
F+,# 1/
2#10 C&-0%+$, P0,- B&-0?.
For creating &age Breaks6 do the %o88owing steps'
1. Se8ect E9nsertE option %ro4 the Main Menu.
2. C8ick IBreakE option. Screen as shown in Figure 14 wi88 he disp8a,ed.
3. C8ick on the E&age BreakE *utton.
4. C8ick on the E)CE *utton.
28
&eader'Footer
Toolbar
S(it#
&eader'Footer
Insert Page
)u*ber
Insert %ata
F+,# 12
2#11 U.+$, A)%'C'&&-*%
Word 2+++ a88ows us to check an, gra44atica8 error whi8e ,ou are t,ping an, docu4ent. 0o use this
%eature do the %o88owing steps.
1. Se8ect E0oo8sE option %ro4 the Main Menu.
2. C8ick E!utoCorrectE option. Screen shown in Figure 1# wi88 *e disp8a,ed.
3. C8ick a88 the Check Bo;es as shown in Figure 1#.
4. C8ick on E)CE *utton.
$ow t,pe the %o88owing te;t and see the e%%ect o% !utoCorrect %eature'
this is 9.9S50 Co4puter education. we are 8earning word 2+++. our Course started on 4onda, 1
st
august 2++1.
!%ter the a*ove te;t is t,ped it wi88 *e auto4atica88, disp8a,ed in the %o88owing wa, as the !utoCorrect
%eature wi88 *e used.
0his is 9.9S50 Co4puter 5ducation. We are 8earning word 2+++. )ur course started on
Monda, 1st !ugust 2++1.
F+,# 15
2G
Next steps:
#. )pen the E!utoCorrectE dia8og.
F. &8ace the cursor in E.ep8aceE te;t *o;.
(. 0,pe E9.9S50E
8. &8ace the cursor in EWithE te;t *o;.
G. 0,pe E9.9S50E
1+. C8ick on E)CE *utton.
$ow t,pe the %o88owing te;t and see the %eature o% .ep8aceHWith %eature o% Word 2+++'
9.S50 Co4puter 5ducation.
0he te;t wi88 auto4atica88, turn to'
9.9S50 Co4puter 5ducation.
2#12 S-%%+$, A)%' T-6%
1. Se8ect E9nsertE option %ro4 the Main Menu.
2. C8ick E!uto 0e;tE option.
3. ! cascade 4enu is disp8a,ed.
4. C8ick E!uto 0e;tE option. Screen as shown in Figure 1F wi88 *e disp8a,ed.
F+,# 1;
#. 5nter E9.9S50 Co4puter 5ducationJ in the te;t *o; E5nter !uto0e;t entriesE.
F. C8ick on E!ddE *utton6 to add the auto te;t.
3+
0he te;t E9.9S50 Co4puter 5ducationE is added to the dictionar,.
(. C8ick on E)CE *utton.
0,pe the %o88owing te;t'
We are doing a course %ro4 9.9S50 Co4puter 5ducation.
Whi8e ,ou are t,ping 9.9S50 ,ou wi88 get a *u**8e he8p6 which shows the entire E9.9S50J Co4puter
5ducationE.
8. $ow instead o% writing the entire 8ine Aust press N5nterO ke,.
2#1/ S3-99+$, C7-*? 0$( G&0110& T''9
!%ter the entire docu4ent is t,ped ,ou can check the spe88ing 4istakes and the gra44atica8
4istakes with the he8p o% ESpe88ing 1 2ra44ar cheek too8E. &er%or4 the %o88owing steps to do so'
1. 0,pe two paragraphs o% te;t.
2. Se8ect E0oo8sE option %ro4 the Main Menu.
3. C8ick ESpe88ing and 2ra44arE option. Screen as shown in Figure 1( wi88 *e disp8a,ed.
F+,# 17
0his wi88 start the Spe88 and 2ra44ar check6 Spe88 checker wi88 provide certain suggestions i% there
are an, errors.
4. 9% ,ou want the te;t according to the suggestions then6 c8ick on EChangeE *utton.
58se c8ick on E9gnoreE *utton.
2#1/#1 C70$,+$, (-80)9% .-%%+$,.
=ou can change the de%au8t setting *, changing the options. For changing the options do the
%o88owing steps'
1. Se8ect the E0oo8sE option %ro4 the Main 4enu.
2. C8ick on the ESpe88ing and 2ra44arE option.
31
3. C8ick on E)ptionsE *utton. Screen as shown in Figure 18 wi88 *e disp8a,ed.

F+,# 1=
.echeck the docu4ent *, 4aking so4e changes in the docu4ent6 and a8so in so4e o% the options
in the screen shown a*ove.
2#1/#2 T7-.0)&).
0hesaurus is used to %ind a 4ore precise e;pression %or a given word. 0o 4ake use o% the
thesaurus6 per%or4 the %o88owing steps'
1. Se8ect the word %or which ,ou want an e;pression.
2. Se8ect the E0oo8sE option %ro4 the Main 4enu.
3. Se8ect the E/anguageE option %ro4 the 4enu.
4. C8ick on E0hesaurusE option. 0he screen as shown in Figure 1G wi88 *e
disp8a,ed.
F+,# 1>
32
9% ,ou want to rep8ace the word with the given e;pression then
#. C8ick on I.ep8ace ButtonJ. 0he word wi88 *e rep8aced
9nstead o% se8ecting a word and then activating thesaurus6 ,ou can activate thesaurus %irst and then
enter word %or which ,ou re<uire an e;pression. Steps %or this wa,6 are as %o88ows'
F. !ctivate E0hesaurusE as e;p8ained ear8ier. 0he Screen as shown in Figure 2+ wi88 *e
disp8a,ed.
F+,# 20
(. Write the word in the E9nsertE te;t *o;.
8. C8ick E/ook 7pE *utton
G. Meanings wi88 he disp8a,ed.
1+. Se8ect the appropriate 4eaning and c8ick E9nsertE *utton to p8ace the e;pression in the
docu4ent.
2#12 F+$( %-6%
0o %ind a particu8ar word throughout the docu4ent6 we use the %eature o% Find. &er%or4 the %o88owing
steps'
1. Se8ect E5ditE option %ro4 Main 4enu.
2. C8ick on EFindE option. 0he Screen as shown in Figure 21 wi88 *e disp8a,ed.
33
F+,# 21
3. 0,pe the te;t ,ou want to %ind in the EFind whatE te;t *o;.
4. C8ick on EFind $e;tE *utton.
#. Cursor wi88 *e p8aced at the %irst occurrence o% the te;t.
F. C8ick on EFind $e;tE again *utton to get the ne;t incident.
=ou can continue ti88 the endBo%Bdocu4ent is reached.
2#12#1 F+$( 0$( R-390*- %-6%
!%ter a speci%ied word is %ound ,ou 4a, want to rep8ace it with so4e other word6 which is possi*8e
using the rep8ace %eature. &er%or4 the %o88owing step to %ind and rep8ace te;t'
1. !ctivate EFindE dia8og as given a*ove.
2. 5nter the te;t to %ind.
3. C8ick on E.ep8aceE ta*. 0he screen as shown in Figure 22 wi88 *e disp8a,ed.
F+,# 22
4. 0,pe the word in the E.ep8ace withE te;t *o;.
#. C8ick on E.ep8aceE *utton6 i% ,ou want to rep8ace on8, the %irst instance.
or
C8ick on E.ep8ace !88E *utton i% ,ou want to rep8ace a88 the instances o% the %ound word.
!%ter c8icking the appropriate *utton as per the re<uire4ent Word 2+++ wi88 response the task *, a
dia8og *o; as shown in Figure 23.
F+,# 2/
34
F. C8ick on I)CJ *utton.
(. C8ick on IC8oseJ *utton on the IFind 1 .ep8aceJ dia8og to c8ose the *o;.
0he %ound te;t wou8d *e rep8aced *, the speci%ied Word.
2#15 C9'.+$, %7- D'*)1-$%
For c8osing the docu4ent do the %o88owing steps'
Be%ore c8osing the docu4ent see that the %i8e is saved %irst
1. Se8ect IFi8eJ option %ro4 Main 4enu.
2. C8ick EC8oseE option %ro4 the 4enu.
CAPTER / C2A
MS WORD AD"ANCED FEATURES- CONCEPT
OB!ECTI"ES
t the end of this chapter, the trainee will be able to
Work in di%%erent parts o% docu4ents si4u8taneous8,6 using
Sp8it Windows
!rrange Windows
Create 4u8tip8e co8u4n docu4ents
Save and &rotect docu4ents
&rinting 1 &rint )ptions
Work with ta*8es
Create 1 Modi%,
For4at
!dd ca8cu8ations
Merge 3ocu4ents
Creating the 4ain docu4ent
Creating the data source
Merging the docu4ents
/#1# I$%&'()*%+'$
9n the 8ast chapter ,ou were introduced to MS Word and ,ou 8earnt to work with so4e o% the *asic
word processing %eatures it o%%ers. =ou 8earnt how to create a docu4ent and use so4e o% the
co44on %or4atting %eatures to change the wa, ,our docu4ent 8ooks. =ou a8so saw how ,ou cou8d
i4prove and correct ,our 8anguage using the spe88ing and gra44ar %eatures o% Word a8ong with
so4e auto4atic 8anguage correction too8s.
9n this chapter6 ,ou wi88 *e 4ade %a4i8iar with so4e advanced %eatures o% Word. =ou wi88 8earn how
to work a8ternate8, *etween two parts o% a docu4ent or two di%%erent docu4ents in a sing8e screen.
=ou wi88 a8so *e introduced to 4ore advanced %eatures o% %or4atting ,our docu4ent. =ou wi88 see
how to design pages having ta*u8ar %or4ats.
9n the %ina8 part o% this chapter ,ou wi88 8earn a*out the too8s that 4ake working in a Word docu4ent
eas,.
/#2# "+-B+$, ('*)1-$% W+$('B.
3#
Be%ore the advent o% Windows and the graphic user inter%ace P279Q6 word processing packages
worked in a 3)S environ4ent. &eop8e who used these ear8ier packages know how di%%icu8t it was to
work in the4. Besides the 8i4itations in %or4atting6 a 4aAor draw*ack was that one cou8d not view
4ore than one docu4ent at a ti4e. Moreover6 editing te;t in 8arge docu4ents a8wa,s invo8ved
e8a*orate ke,*oard co44ands.
Word 2+++6 using the advantages o%%ered *, the 2796 provides %eatures that 4ake working in
docu4ents a p8easure. 0he %eatures that ,ou have *een introduced to in the 8ast chapter 4ust have
a8read, given ,ou so4e idea o% how eas, it is to 4ake c8ass, docu4ents without 4uch e%%ort. Word
a8so a88ows ,ou to work in two pages o% a docu4ent at the sa4e ti4e or even two docu4ents at the
sa4e ti4e.
/#2#1# S39+% W+$('B.
9t is co44on %or so4e docu4ents to run into severa8 pages. Whi8e working in such a docu4ent6 ,ou
4a, wish to see two di%%erent parts at the sa4e ti4e. =ou 4a, have to co4pare two parts te;t or
pictures that are severa8 pages apart. )ne wa, o% doing it is to keep 4oving up and down the
docu4ent6 using the &age 7p and &age 3own arrow ke,s or the scro88 *ars. :owever6 using this
4ethod is not on8, cu4*erso4e and ti4e consu4ing6 it is a8so not ver, re8ia*8e.
Word o%%ers a %eature that a88ows ,ou to view di%%erent pages o% a docu4ent si4u8taneous8,6 ca88ed
Sp8it windows. 7sing this6 ,ou can divide the docu4ent window into two parts ca88ed panes. 0he
sp8itting o% windows into panes actua88, creates two copies o% a docu4ent that are visi*8e in the
sa4e screen. 5ach pane has its own scro88 *uttons. 7sing the scro88 *uttons6 ,ou can a8so 4ove to
di%%erent parts a docu4ent in either pane.
F+,# 1
W70% 7033-$. B7-$ 0 W+$('B +. S39+%C
When a Window is Sp8it6 Word actua88, creates two copies o% the entire docu4ent in each pane. 9t
is possi*8e to view an, part o% the entire docu4ent in either o% the panes. !dditions or 4odi%ications
3F
to the docu4ent can *e 4ade in either pane and these changes wi88 *e re%8ected in the other pane
instant8,.
0he sp8it Windows %eature is especia88, use%u8 %or editing docu4ents. When ,ou wish to 4ove or
cop, te;t *etween parts o% a 8ong docu4ent6 sp8it the window into panes. 0he %irst pane can show
the te;t or graphics that ,ou want to cop, whi8e the other pane disp8a,s the destination part o% the
docu4ent %or the te;t or graphics. 0he usua8 ke,*oard co44ands or the drag and drop 4ethod can
then *e used to cut6 cop, and paste the te;t or graphics.
/#2#2# A&&0$,+$, W+$('B.
-ust as ,ou 4a, want to work in two parts o% a docu4ent at the sa4e ti4e6 ,ou 4a, want to work in
two di%%erent docu4ents at the sa4e ti4e. 0his need arises when ,ou need to co4pare data
appearing in two di%%erent docu4ents or when ,ou want to use so4e picture6 te;t or ta*8e avai8a*8e
in one docu4ent in another docu4ent. 0o do this it is necessar, to *e in a position to view *oth the
docu4ents together.
F+,# 2
Word a88ows ,ou to work with two or 4ore docu4ents si4u8taneous8, *, arranging a88 the
docu4ents that are open in such a 4anner that the, are a88 visi*8e in the sa4e screen. =ou can do
this *, se8ecting the !rrange option in the Windows 4enu. Word i44ediate8, arranges the screen
so that a88 the open docu4ents are visi*8e.
0o get to view one sing8e docu4ent again6 ,ou wi88 have to c8ick the 4a;i4ise *utton at the top o%
the pane o% the docu4ent ,ou wish to view. !s in the sp8it Windows %eature6 each pane is provided
with its own set o% scro88 *uttons. Since there is 4ore than one docu4ent open6 the na4e o% each
docu4ent appears at the head o% the individua8 panes %or eas, identi%ication. 9t is possi*8e to work in
each docu4ent independent8, and 4ake changes.
/#/# W'&?+$, B+%7 C'9)1$.
3(
=ou have seen that a88 newspapers and 4an, 4aga?ines present artic8es in 4ore than one co8u4n.
$ewspapers adopt this st,8e o% %or4atting to increase reada*i8it, o% te;t. -ust i4agine a *road
sheet newspaper having a sing8e co8u4n with artic8es running %ro4 4argin to 4argin. @er, 8ong 8ines
o% te;t are not on8, cu4*erso4e to t,pe6 the, a8so 4ake it ver, di%%icu8t %or a reader to read without
4i;ing up the 8ines. Shorter 8ines a8wa,s aid the e,e and increase the reading speed.
Co8u4nar te;t is a8so %ound to *e 4ore e8egant and so adopted as a design st,8e *, 4an,
4aga?ines. Maga?ines usua88, design the te;t in two6 three or %our co8u4ns per page.
Working with 4u8tip8e co8u4ns re<uires so4e ski88 in 8a,out design. =ou wou8d %ind that it is easier to
prepare the te;t o% the docu4ent in sing8e co8u4n6 %irst. ! page o% te;t written in a sing8e co8u4n wi88
run into 4ore than one page when ,ou increase the nu4*er o% co8u4ns to two or 4ore. 0his is
*ecause o% the white spaces needed *etween co8u4ns.
For these reasons6 creating and editing docu4ents in sing8e co8u4n is easier than te;t in 4u8tip8e
co8u4ns. )nce ,ou are satis%ied with the content6 ,ou can address the design issues 8ike co8u4n
%or4ats as shown in Fig.3.
F+,# /
Word a88ows ,ou to %or4at ,our te;t in 4u8tip8e co8u4ns *, using the Co8u4ns %eature o% the For4at
4enu. 7sing Word6 ,ou can create a docu4ent having a 4a;i4u4 o% twe8ve co8u4ns. 0e;t
presented in a 4u8tip8e co8u4n structure %8ows %ro4 the *otto4 o% the %irst co8u4n to the top o% the
ne;t co8u4n. 0he width o% a88 the co8u4ns can *e e<ua8 as in the case o% a newspaper.
:owever6 Word does give ,ou the choice o% di%%ering co8u4n widths. =ou can choose to have
narrower 8e%t or right co8u4ns. Word adAusts the si?e o% the other co8u4ns *ased on the si?e o% one
co8u4n. =ou can insert vertica8 8ines *etween the co8u4ns as we88.
9t is not necessar, to 4aintain on8, one st,8e o% co8u4n %or4atting through out a page or docu4ent.
=ou can start ,our docu4ent with a sing8e co8u4n %or4at and introduce two co8u4ns in the 4idd8e o%
the third page *, choosing to app8, a new co8u4n st,8e %ro4 a particu8ar point in the docu4ent. =ou
4a, then choose to revert to sing8e co8u4n %ro4 the %i%th page.
=ou can app8, a sing8e co8u4n %or4at %or the entire docu4ent *, choosing to app8, the st,8e to the
who8e docu4ent. Figure 4 shows how sing8e and dou*8e co8u4n %or4ats can appear in a sing8e
page.
38
F+,#2
F+, #2
/#2 S0@- 0$( P&'%-*% D'*)1-$%.
)ne o% the greatest advantages o% working in a word processor is that it o%%ers ,ou %8e;i*i8it, in
working. =ou 4a, decide that ,ou are not in a 4ood to continue working on a particu8ar assign4ent
%or the da,. =ou can c8ose the docu4ent and store a88 the work that ,ou have done ti88 then. 0his
gives ,ou the option to continue 8ater where ,ou 8e%t o%% instead o% *eing %orced to co4p8ete an
assign4ent in one sitting or start a88 over again.
0he Fi8e Menu gives the Save and Save !s %eatures %or saving ,our docu4ents. 9% ,ou are saving
,our docu4ent %or the %irst ti4e ,ou choose Save !s option6 state the %o8der in which Word shou8d
store ,our %i8e and give a na4e to ,our docu4ent. Whi8e working in a docu4ent that has a8read,
*een stored once6 choosing the Save %eature wi88 note the changes 4ade and save the docu4ent
with the 8atest changes.
F+,# 5
Word not on8, a88ows ,ou to save ,our %i8e6 it a8so o%%ers ,ou severa8 8eve8s o% protection %or ,our
docu4ent. =ou can restrict or tota88, prevent access to ,our docu4ent app8,ing an, o% these
protection options. 0he 0oo8s6 2enera8 )ptions %eature in the Save !s dia8og *o; disp8a,s the Save
&age.
P&'%-*%+'$ O3%+'$.
3G
.e<uire password to open docu4ent
.e<uire password to 4odi%, docu4ent otherwise reader can open docu4ent on8, as readBon8,
Suggest *ut not re<uire6 that reader shou8d open docu4ent as readBon8,. 0o save changes6
the, 4ust save with a new na4e
&revent changes to docu4ents routed %or review6 e;cept %or co44ents and tracked changes
When a password is re<uired to open a docu4ent6 a user wi88 *e pro4pted to provide it. 9% the
correct password is not provided6 access is tota88, denied. 9% the %i8e protection however re<uires a
password to 4odi%, the docu4ent6 then the user has the option to open the %i8e as readBon8,.
&asswords are case sensitive. 0he 4ini4u4 8ength o% a password 4ust *e 8 characters *ut 4ust
not e;ceed 1# characters. =ou can use punctuation 4arks6 nu4*ers6 8etters6 s,4*o8s and spaces in
,our password. :owever re4e4*er6 i% ,ou %orget the password %or a docu4ent ,ou have saved6 the
docu4ent cannot *e opened and is 8ost to access. 9t is there%ore i4portant to have passwords that
,ou are not 8ike8, to %orget.
F+,# ;
0he password that ,ou input is not visi*8e on the screen. 0o ensure that ,ou have indeed entered
the password ,ou intended Word con%ir4s it *, re<uesting ,ou to reBenter the password. 9% ,ou enter
the sa4e password *oth the ti4es6 the password is accepted6 e8se reAected. =ou can change or
re4ove passwords to docu4ents *, reBentering or de8eting the password in the te;t*o; o% the Save
page.
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F+,# 7
So4eti4es ,ou 4a, *e working on a report that ,ou wish to send %or review to others in ,our o%%ice
over the network. But ,ou want to ensure that ,ou restrict the changes to the docu4ent that ,our
readers 4ake. =ou 4a, want to a88ow on8, so4e peop8e the right to 4ake changes in the docu4ent
even as ,ou know who 4ade what changes. =ou 4a, want 4ost others on8, to give ,ou their views
on the report without 4aking 4odi%ications in the docu4ent. =ou can ensure a88 this *, choosing
&rotect 3ocu4ent %ro4 the 0oo8s 4enu and c8icking on the desired options.
P&'%-*%+$, 0 ('*)1-$% 8'& R-@+-B
0o 8et readers change the docu4ent *, inserting co44ents and tracked changes6 se8ect
0racked Changes
0o 8et readers insert on8, co44ents6 se8ect Co44ents
9t is essentia8 that ,ou set a password %or &rotect 3ocu4ent. 9% this is not re<uired6 then an,one can
unprotect the docu4ent *, choosing the 7nprotect )ption in the 0oo8s 4enu.
/#5 P&+$%+$, 0$( P&+$% O3%+'$.
)nce ,ou have created a report ,ou wou8d 8ike to print it. :owever6 *e%ore ,ou print a docu4ent it
wou8d *e use%u8 to visua8ise how the docu4ent wou8d 8ook on paper. 9t is one thing to work in a
docu4ent6 a screen at a ti4e and another to see the entire docu4ent page *, pageD as it wi88
6appear in the printed 4ediu4. 9% ,ou are not entire8, satis%ied with what ,ou see6 then ,ou can
i4p8e4ent changes i44ediate8,. 0his wou8d save ,ou a 8ot o% paper and print ti4e.
Word a88ows ,ou to visua8ise the %ina8 printed output using &rint &review. &rint &review disp8a,s the
preview o% the current page or o% a88 the pages in the docu4ent6 one at a ti4e. =ou 4a, a8so see
4u8tip8e pages at a ti4e. 0here are a nu4*er o% *uttons at the top o% the &rint &review dia8og *o;
that give ,ou these various print preview options as shown in Figure 8.
41
F+,# =
F+,# >
7sing the &rint &review to visua8ise ,our printed docu4ent6 ,ou can then e%%ect changes i% what ,ou
see is not what ,ou want. 0o 4ake changes in printing6 ,ou have the &rint options and &age Set up
dia8og *o;es. Figure G shows how a page 8ooks in print preview.
So4eti4es whi8e preparing a report6 ,ou 4a, have to inc8ude so4e pages o% %inancia8 in%or4ation
that 4a, have severa8 co8u4ns. =ou rea8ise that it is not possi*8e to %it a88 the co8u4ns in a sheet
having a width o% 8.# inches and a 8ength o% 11 inches. :owever6 ,ou know that i% ,ou cou8d 4ake
the co8u4ns a8ong the 8ength o% the page instead o% the width6 the %inancia8 in%or4ation wou8d %it the
page per%ect8,. 0his 4eans that ,ou have to change the page orientation.
F+,# 10
42
0he de%au8t page orientation is portrait 8.#R;11R" 9% ,ou want to change this to 8andscape 11R ;
8.#R"6 ,ou can use the &age Set up options o% Fi8e 4enu. Figure 1+ shows ,ou how the page
orientation 8ooks in &ortrait and /andscape orientation.
=ou can a8so se8ect the page si?e o% ,our choice. Word provides ,ou with so4e standard page si?es
to choose %ro4 even whi8e giving ,ou the option to custo4ise the si?e %or nonBstandard %or4s 8ike
note cards or ha8% sheets.
F+,# 11
0he Margins ta* o% &age Set up ena*8es ,ou to change the 4argins6 set the header and %ooter si?e
%or ,our pages. 9% ,ou intend to print ,our report and present it in a *ook %or4at6 ,ou 4a, want to
have the outer 4argins wider than the inner 4argins so that ,our readers can Aot down so4e notes.
For this purpose6 Word o%%ers an option ca88ed Mirror 4argins.
Mirror Margins are 4argins in which the 8e%t 4argin o% even nu4*ered pages is the sa4e si?e as the
.ight 4argin o% the odd nu4*ered pages and .ight 4argin o% even nu4*ered pages is the sa4e
si?e as the 8e%t 4argin o% the odd nu4*ered pages. 0hat is to sa, the 4argins are 4irrored.
Word 2+++ o%%ers the option o% having 2 pages per sheet. 9% this option is checked in &age Set up6
two pages wi88 disp8a, per page. ! page with portrait orientation is divided hori?onta88,6 whi8e one
with 8andscape orientation is divided vertica88,.
O3%+'$. 8'& "-&%+*09 A9+,$1-$% '8 T-6%
S 0op B 0e;t is a8igned with the 0op 4argin. 0his is de%au8t setting.
S Centre B 0e;t is centred *etween the 0op and Botto4 4argins.
S Botto4 B 0e;t is a8igned with the Botto4 4argin.
S -usti%, B 0e;t is spread out so that 8ines are the sa4e distance awa, %ro4 the top 8ine at the top
4argin and the *otto4 8ine at the *otto4 4argin.
=ou have 8earnt a*out the i4portant aids to printing that Word 2+++ provides. 0here are a %ew 4ore
options that ,ou can use *e%ore ,ou actua88, start printing. 0hese options are %ound in the &rint
dia8og *o; as shown in Figure 12 *e8ow.
43
F+,# 12
O3%+'$. +$ P&+$%+$,
9% connected to 4ore than one printer6 can choose which printer to print on
Set the printer options
Speci%, the page or pages to print
Speci%, the nu4*er o% copies
/#; W'&?+$, B+%7 T0<9-.
=ou 8earnt how to arrange in%or4ation in co8u4nar %or4at using ta*s. !8though ta*s can *e used to
4ake para88e8 co8u4ns6 ,ou wi88 %ind it easier to use the power%u8 0a*8e %eatures o%%ered *, Word
2+++. B, creating ta*8es6 it *eco4es easier to %or4at and edit co8u4ns. 0his is *ecause the te;t in a
ta*8e can *e treated as a *8ock.
/#;#1 C&-0%+$, 0$( M'(+84+$, T0<9-.
Word 2+++ provides the 0a*8e 4enu using which ,ou can draw6 insert6 de8ete6 se8ect and %or4at
ta*8es a4ong other things.
44
F+,# 1/
0he 9nsert ta*8e dia8og *o;6 which gives ,ou the option to c8ear8, state the nu4*er o% co8u4ns and
rows ,ou wish to have in ,our ta*8e. 9t is a8so possi*8e to 4ake co8u4ns o% e<ua8 width or have the
si?e o% te;t in each co8u4n deter4ine the si?e o% the co8u4ns.
N01- A,- C'130$4 D-.+,$0%+'$ C+%4
!nand 4# !BB Marketing Manager Mu4*ai
T0<9- 1
When we choose to have co8u4ns o% e<ua8 width6 the row height auto4atica88, increases i% the te;t
in one co8u4n over%8ows the co8u4n si?e. 0a*8e 1 shows how the height o% .ow 2 has dou*8ed to
acco44odate the te;t in Co8u4n 4. 9nstead6 i% the co8u4ns had *een 4ade to !utoFit contents6 then
a88 co8u4ns wou8d *e resi?ed and Co8u4n 4 wou8d have *een 4ade wider than the others. 0a*8e 2
shows how the a*ove ta*8e wou8d appear with the !utoFit contents option se8ected.
N01- A,- C'130$4 D-.+,$0%+'$ C+%4
!nand 4# !BB Marketing Manager Mu4*ai
T0<9- 2
0he 0a*8e &roperties &age a88ows ,ou to e;act8, %i; the si?e o% co8u4ns and rows. 9t can *e set
either a co8u4n or a row at a ti4e or an entire range o% co8u4ns or rows can *e se8ected and their
si?e %i;ed. Figure 14 shows how the si?e o% a88 # co8u4ns can *e set at one ti4e.
F+,# 12
4#
=ou can a8so insert and de8ete ce88s6 rows and co8u4ns. 7sing the 9nsert and 3e8ete ce88s dia8og
*o;es we can 4odi%, a ta*8e. When ce88s6 rows or co8u4ns are de8eted6 the contents o% those ce88s
are 8ost.
O3%+'$. 8'& D-9-%+$, C-99.
S Shi%t Ce88s /e%t B de8etes the se8ected ce88s 1 4oves an, ce88s in the right o% de8eted ce88s to the
8e%t
S Shi%t Ce88s 7p B de8etes the se8ected ce88s and 4oves the ce88s *e8ow these ce88s6 up
S 3e8ete 5ntire .owH Co8u4n B de8etes entire row or co8u4n that has the insertion point
O3%+'$. 8'& A((+$, C-99.
T Shi%t ce88s .ight B 4oves the se8ected ce88s right and inserts new ce88s in its p8ace
T Shi%t ce88s 3own B 4oves the se8ected ce88s 1 a88 ce88s *e8ow it down and inserts new ce88s in its
p8ace
T 9nsert 5ntire .ow B inserts a row a*ove the se8ected row
T 9nsert 5ntire Co8u4n B inserts a co8u4n to the 8e%t o% the se8ected co8u4n
/#;#2 F'&10%%+$, T0<9-.
Word o%%ers severa8 %or4atting options %or *oth ta*8es and the te;t in ta*8es. 0he 0a*8e !utoFor4at
%eature has severa8 di%%erent ta*8e %or4ats that can *e app8ied to ,our ta*8e.
F+,# 15
=ou can see a preview o% the 0a*8e For4ats that Word provides. 0hen Word gives ,ou the option to
4ake changes to that For4at *, a88owing ,ou to choose the For4ats to !pp8,. 9% ,ou do not want the
*order seen in the preview ,ou can uncheck the Borders check *o;. 0he *order is re4oved. =ou
4a, then choose to app8, the %or4at to ,our ta*8e.
=ou can a8so design ,our own ta*8e %or4at without 4aking use o% the !utoFor4at %eature. 0his can
*e done using the 0a*8e and Borders too8*ar. Figure 1F shows so4e ta*8e %or4atting too8s.
4F
F+,# 1;
9% ,ou have worked on ta*8es6 ,ou wou8d know that ,ou do not need the sa4e nu4*er o% ce88s in
ever, co8u4n and row. When ,ou want to give a tit8e to ,our ta*8e6 ,ou 4a, want to have on8, one
ce88 in the %irst row. Si4i8ar8, when ,ou have %inancia8 in%or4ation in ,our ta*8e6 ,ou 4a, want on8,
two ce88s in the 8ast row to p8ace the tota8s.
Word o%%ers two %eatures B Sp8it and Merge Ce88s to change the nu4*er o% ce88s in a row or co8u4n
without a%%ecting the other ce88s in the ta*8e.
S39+%%+$, & M-&,+$, C-99.
S Sp8it Ce88s B 0o separate a sing8e ce88 into two or 4ore ce88s
S Merge Ce88s B0o 4ake one ce88 %ro4 two or 4ore ce88s
0a*8e 3 shows how the ce88s in the %irst row have *een 4erged to acco44odate the 0it8e6 the
second row has *een 8e%t untouched. 0he ce88s in .ows 3 to F have *een sp8it into two.
T-.% R-.)9%. '8 S-1-.%-& 1 & 11
Maths &h,sics Che4istr,
9 99 9 99 9 99
Sravani (8 8G F8 F# G+ 8G
!dit,a 1++ GG G+ 8G 88 G#
.u*i (# (# 8+ 8# (( 8#
T0<9- /
5ach ce88 in a ta*8e can *e %or4atted separate8,. 0e;t in one ce88 can *e 8e%t a8igned whi8e te;t in
another ce88 can *e right or centre a8igned. 0e;t in ce88s can a8so *e a8igned vertica88, B top6 *otto4 or
centre. 9n 0a*8e 3 a*ove6 0it8e te;t has *een center a8igned.
F+,# 17
Besides6 ,ou can change the %ont o% te;t. =ou can a8so 4ake the te;t *o8d and ita8ic. 9t is a8so
possi*8e to change the direction o% the te;t in ce88s using the 0e;t 3irection dia8og *o;.
4(
F+,# 1=
/#;#/ A((+$, C09*)90%+'$.
=ou 4a, have worked in a docu4ent and used ta*s to ta*u8ate data. =ou wou8d have entered
nu4*ers in the ce88s o% ,our co8u4ns. $ow i% ,ou wanted to add the nu4*ers ,ou wou8d have had to
use a ca8cu8ator. /ooking at the ca8cu8ator ,ou wou8d have entered the resu8t in the 0ota8 row. 0he
tota8 has not *een derived as a %or4u8a %ro4 within the co8u4n.
Word 2+++ has a For4u8a %eature that can per%or4 si4p8e ca8cu8ations in a ta*8e.
F+,# 1>
0a*8e 4 has 4ade use o% the For4u8a %unction in Word to add up the tota8 4arks o*tained *, -oseph
in Maths and Science. 0he For4u8a dia8og *o; a88ows us to speci%, nu4*er %or4at. 3epending on
whether we re<uire the resu8t with deci4a8s6 with a per cent sign or is a who8e nu4*er6 the For4u8a
wi88 disp8a, that.
-oseph Marks
Maths G8
Science 84
0ota8 182
48
!verage &ercentage G1U
0a*8e 4.
/#7 M-&,- D'*)1-$%.
Merging docu4ents is one o% the 4ost advanced %eatures o% Word 2+++. B, e%%ective8, using this
%eature6 ,ou wi88 *e a*8e to 4ake the *est use o% ,our ti4e and resources. 0he 4ain use o% 4erged
docu4ents is Mai8 Merge. 0he 4ai8 4erge %eature is an e%%icient wa, to 4anage in%or4ation.
Supposing ,ou have to send out invitations to #+ %riends asking the4 over %or a picnic. 9% ,ou Aust
used the word processing %eatures o% Word6 ,ou wou8d have to 4ake #+ copies o% the invitation and
write out the address %or each invitee individua88,. 0his is a ti4e consu4ing and tedious process.
=ou wou8d have to go to each cop, o% the 8etter and 4anua88, enter the address and write the
sa8utation in each cop,. Besides6 i% ,ou want to create the enve8opes6 ,ou wou8d have to write out
the addresses separate8, again. )nce ,ou print the invitation and enve8opes6 the addresses cannot
*e convenient8, reused on another occasion.
:owever i% ,ou used the Mai8 Merge %eature o% Word6 ,ou wou8d *e a*8e to do the sa4e thing with
ease. 0here wou8d *e no dup8ication o% e%%ort. Whether ,ou have to create 1+ 8etter and create
4ai8ing 8a*e8s. 0o use 8a*e8s. 0o use 4ai8 4erge ,ou need two docu4ents. )ne is the Main
docu4ent and the other the 3ata source. 0he 4erge docu4ent is produced using each record in
the data docu4ent and te;t in the 4ain docu4ent.
Merging is the 4ethod o% co4*ining se8ected data in one docu4ent with the te;t in another
docu4ent to produce a sing8e docu4ent the Merge docu4ent.
0o 4ake out the #+ invitation 8etters6 ,ou wou8d need to create two docu4ents
1. 9nvitation /etter Containing the te;t o% ,our 8etter.
2. Mai8ing /ist 0his is the data docu4ent with na4es and addresses o% a88 the peop8e ,ou wish to
invite
0he na4es and addresses are picked up one *, one %ro4 the Mai8ing /ist and co4*ined with the
invitation 8etter. 0he two docu4ents have *een 4erged and a88 the 8etters printed with ease and
speed. Besides the sa4e address 8ist docu4ent can *e used to create the enve8opes or address
8a*e8s.
Supposing on another occasion ,ou wish to send another 4essage to these sa4e set o% peop8e.
=ou then need to create the 4ain docu4ent on8, and use the 4ai8ing 8ist that ,ou created ear8ier. 9%
,ou need to add so4e 4ore na4es6 ,ou can edit the 4ai8ing 8ist docu4ent to inc8ude the new
na4es.
/#7#1 C&-0%+$, %7- M0+$ D'*)1-$%
! 4ain docu4ent ho8ds the *od, te;t and design o% a 8etter or report6 4ai8ing 8a*e86 enve8ope or
cata8ogue. First6 ,ou 4ust speci%, the 4ain docu4ent *e%ore ,ou can se8ect the data source. 9% ,ou
have a docu4ent read, to *e used as the 4ain docu4ent6 ,ou can open it. ! 4ain docu4ent can
even *e a *8ank docu4ent.
Four t,pes o% Main 3ocu4ent
For4 /etters /etters or .eports that need to *e persona8ised
Mai8ing /a*e8s !ddress 8a*e8s6 disk 8a*e8s or %i8e %o8der 8a*e8s.
5nve8opesB 5nve8opes p8aced in the printer
4G
Cata8ogues 3ata 8ists e.g. phone 8ists or 4e4*ership directories
0he easiest wa, to create a 4ai8 4erge docu4ent is to use the Mai8 Merge :e8per dia8og *o; %ro4
the 0oo8s 4enu. !s a %irst step6 ,ou wi88 *e asked to speci%, what t,pe o% Main docu4ent ,ou wish
to create. )nce ,ou choose one o% the %our t,pes o% 4ain docu4ent6 word wi88 ask ,ou whether the
open docu4ent is to serve as the 4ain docu4ent. 58se ,ou can choose to create a new 4ain
docu4ent.
F+,# 20
0he Mai8 Merge :e8per %irst asks %or the 4ain docu4ent. =ou wou8d have to %irst speci%, this *e%ore
,ou can create a data source. 9n Figure 2+6 ,ou can see that the Main 3ocu4ent *utton a8one is
active.
0here are two t,pes o% te;t in the Main docu4ent.
1. .egu8ar te;t that wi88 *e co44on %or a88 the 4erged docu4ents and
2. @aria*8e te;t that wi88 *e di%%erent %or each 4erged docu4ent.
0he 4ain docu4ent wi88 carr, the instructions %or carr,ing out the 4erge. 0his is inserted in the
p8ace where ,ou want the varia*8e te;t %ro4 the data source to appear in the %ina8 4erged docu4ent.
0hese instructions are ca88ed 1-&,- 8+-9(.#
#+
=ou can add 4erge %ie8ds to the 4ain docu4ent once ,ou have identi%ied the data source. Merge
%ie8ds have the sa4e na4es as the %ie8d na4es in the data source docu4ent. Figure 21 shows the
Main docu4ent with 4erge %ie8ds set within NNBBOO.
F+,# 21
/#7#2 C&-0%+$, %7- D0%0 S')&*-
0he data source has to *e speci%ied once the 4ain docu4ent has *een se8ected. 0he data %i8e can
*e used with other 4ain docu4ents %or di%%erent purposes. For instance6 i% ,ou 4ake a For4 /etter
to ,our custo4ers6 ,ou wou8d a8so need to 4ake 8a*e8s %or the enve8opes. 0he sa4e data source
wi88 serve %or *oth the varia*8e te;t o% the 4erged docu4ent and the 8a*e8s.
F+,# 22
)nce the 4ain docu4ent is speci%ied6 Mai8 Merge :e8per wi88 a88ow ,ou to choose the data source
%i8e. 0he data %i8e can *e got %ro4 an, %our sources shown in Figure 23. =ou can use an e;isting
%i8e6 create a new %i8e or use an !ddress Book. 9% ,ou choose to create the data source6 Word o%%ers
a 8ist o% suggested %ie8d na4es %ro4 which ,ou can re4ove an, %ie8ds ,ou do not need.
#1
.ay /, //1
00First*ame11 002ast*ame11
003ddress111
004ity11 00)ostal4ode11
Dear 002ast*ame11
5ou ha#e been 6ualified in the 7)(4 4i#il (er#ices 8xamination, ///. 5ou are re6uired to
come for inter#ie% on 19:;:/1.
Thanking 5ou
5ours (incerely
<oint Director=7)(4
F+,# 2/
9% ,ou decide the %ie8d na4es %or the data source6 ,ou can use the 3ata For4 provided to enter the
individua8 records. 0his is the easiest wa, to create the records in a data %i8e.
F+,# 22
! data %i8e consists o% a ta*8e with %ie8ds and records to ho8d the data. 0he %irst row in the ta*8e6
ca88ed the 7-0(-& &'B has the na4es o% the %ie8ds %or which ,ou wi88 enter data. 5ach %ie8d na4e
occupies a separate ce88 in the %irst row. 0he rows *e8ow the header row have the records. For
e;a4p8e6 each ce88 in the co8u4n *e8ow First $a4e contains the %irst na4e o% a person. ! sa4p8e
data %i8e is shown in Figure 2#.
=ou can see that the %ie8d na4es that appear in the 3ata %i8e in Figure 2# are the sa4e as the %ie8d
entries 4ade in the records sheet o% the 3ata For4 in Figure 24 a*ove.
F+&.%N01- L0.%N01- A((&-..1 C+%4 P'.%09C'(-
!vinash !8uri 9.9S50H0arnaka .oad Secundera*ad #++ +1(
F+,# 25
.u8es %or creating Fie8d $a4es
Fie8d na4es shou8d *e '
/ess than 4+ characters in 8ength
5ver, %ie8d na4e in a ta*8e 4ust *e uni<ue
Cannot have spaces
$o punctuation 4arks 4ust *e part o% a %ie8d na4e
/#7#/ M-&,+$, %7- D'*)1-$%.
0he 4erge %ie8ds have to *e a set using the 9nsert Merge Fie8ds drop down 8ist on the Mai8 Merge
0oo8*ar. =ou cannot set the 4erge %ie8ds 4anua88, *, t,ping NN *e%ore the %ie8d na4e and OO a%ter
it. 0he dropdown 8ist contains the %ie8ds in the data source in Figure 2F.
#2
F+,# 2;
Figure 2( shows a sa4p8e For4 /etter. 0he 4erge %ie8ds that have *een rep8aced *, actua8 data
%ro4 the records in the data source are shown in the %igure 2(. 0he 4erge %ie8d %or the sa8utation
can *e chosen depending on whether the 8etter is %or4a8 or in%or4a8.
F'&1 L-%%-&
)nce ,ou 4erge a record %ro4 the 4ai8ing 8ist with the 4ain docu4ent te;t6 a For4 /etter is created.
! For4 8etter is a 8etter addressed to one sing8e person and is created %or each address in the data
source.
F+,# 27
9% ,ou set up a 4ain docu4ent the wa, ,ou want6 ,ou can save it %or %uture 4erges. =ou can attach
a di%%erent data source to the 4ain docu4ent and create a 4erge docu4ent. 9t is use%u8 to have the
sa4e %ie8ds in ,our data source %i8es so that the, can *e used with the sa4e docu4ent.
! 4ain docu4ent can *e attached to on8, one data source at a ti4e. :owever6 a data source %i8e
can *e attached si4u8taneous8, to 4u8tip8e 4ain docu4ents.
0he resu8ts o% the %ina8 4erge can either *e created as a new docu4ent or can *e sent direct8, to
the printer. 0he Merge 0o drop down 8ist o% Merge dia8og *o; o%%ers the %o88owing options.
1. $ew 3ocu4ent
#3
2. &rinter
3. 58ectronic Mai8
4. 58ectronic Fa;
Be%ore the actua8 4erge6 Word o%%ers ,ou the choice to speci%, the records to 4erge. =ou 4a,
either choose to 4erge a88 records or give the range o% record to 4erge.
Whi8e se8ecting the %ie8ds %or ,our data source6 ,ou 4a, have two %ie8ds %or address. But whi8e %i88ing
the records6 so4e individua8s 4a, have one 8ine address 8ike in the case o% our e;a4p8e. 0he
second %ie8d6 !ddress 26 is *8ank. =ou can instruct the 4erge to *e e%%ected in such a wa, that *8ank
8ines are not printed i% data %ie8ds are e4pt,.
=ou 4ight have created a data %i8e that has a88 records o% ,our custo4ers. So4eti4es ,ou 4a, want
to 4ai8 so4e region speci%ic in%or4ation to *e se8ected 8ist o% custo4ers. For this purpose ,ou need
to generate the address 8ist o% those 8iving in a particu8ar countr,. =ou can sort the records in a data
source %i8e *, using the Sort %eature o% Vuer, options dia8og *o;. =ou can sort the 8ist o% addresses
*, the countr, na4e and 4ai8 ,our 8etter on8, to those who reside in a particu8ar countr,. =ou can
a8so run a %i8ter on the records to se8ect speci%ic records on8,.
CAPTER 2 C2A
WORKING WIT MS WORD
(AD"ANCED FEATURES)
OB!ECTI"ES
t the end of this chapter, the trainee will be able to

Sp8it a docu4ent into panes
@iew two docu4ents at the sa4e ti4e
Create a 4u8tiBco8u4n docu4ent
Save docu4ents
&rotect docu4ents with password
Set print option using page set up
Create ta*8es
For4at te;t in ta*8es
Modi%, ta*8e structure
Change co8u4n and ce88 width
Change row height
!dd ca8cu8ation to ta*8es
Mai8 Merger the 3ocu4ents
2#1 S39+%%+$, W+$('B
1. )pen an, docu4ent created ear8ier as 8earnt previous8,.
#4
2. Se8ect EWindowE option %ro4 the Main Menu.
3. C8ick on ESp8itE option.
! hori?onta8 8ine appears on the screen6 which 4oves a8ong with the 4ouse 4ove4ent.
4. C8ick the 4ouse *utton where ,ou want the window to sp8it. .e%er Figure 1.
F+,# 1
0he window wi88 *e sp8it as shown in Figure 1.
2#1#1 A&&0$,+$, B+$('B.
B, sp8itting a window ,ou can on8, work with a sing8e docu4ent6 *ut i% ,ou want to work with two
docu4ents si4u8taneous8, then ,ou have to arrange the windows. 3o the %o88owing steps to arrange
windows.
1. )pen an, two docu4ents ,ou want to work with at the sa4e ti4e.
2. Se8ect EWindowE option %ro4 the Main Menu.
3. C8ick E!rrange !88E option. Screen as shown in Figure 2 wi88 he disp8a,ed.
*o% you can see both documents opened in t%o separate %indo%s and you can modify either of
them at the same time.
##
F+,# 2
!%ter 4odi%,ing individua8 docu4ents save the %i8es one *, one6 *oth the windows get their own
4enu *ar.
2#2 W'&?+$, B+%7 *'9)1$.
1. Se8ect For4atE option %ro4 the Main Menu.
2. C8ick on ECo8u4nsE option. Screen as shown in Figure 3 wi88 *e disp8a,ed.
F+,# /
3. C8ick E0hreeE %ro4 the presets group *o;.
4. C8ick E5<ua8 co8u4n widthE check *o;.
#F
#. C8ick E)CE *utton. Screen as shown in Figure 4 wi88 he disp8a,ed.
F+,#2
F. 0,pe E9.9S50 9$S090705E in the %irst co8u4n.
(. Se8ect E9nsertE option %ro4 the Main Menu.
8. Se8ect EBreakE %ro4 the options.
G. C8ick ECo8u4n BreakE radio *utton.
1+. C8ick E)CE *utton.
11. 0,pe E3.!W9$2 )FF9C5E in the second co8u4n.
12. .epeat steps (686 G61+.
13. 0,pe :9$39 S5C09)$ in the third co8u4n
Fina88, ,ou wi88 get a screen as shown in Figure #.
F+,# 5
C8ick on E/ine *etweenE check *o; in Figure 3 screen i% ,ou want to disp8a, vertica8 8ine %or the
co8u4ns.
=ou can a8so give var,ing co8u4n widths *, not checking the E5<ua8 co8u4n widthE check *o;.
=ou can have 4a;i4u4 12 co8u4ns.
2#/ S0@+$, 0$( 3&'%-*%+$, %7- ('*)1-$%
#(
We have a8read, saved the %i8es 4an, ti4e previous8,6 now we wi88 see so4e 4ore options with
ESaveE and ESave !sE.
1. Create a new docu4ent.
2. 0,pe the te;t6 which ,ou want in the docu4ent.
3. Se8ect EFi8eE option %ro4 the Main Menu.
4 C8ick ESaveE option. Screen as shown in Figure F wi88 *e disp8a,ed.
F+,# ;
5ven though we are c8icking ESaveE option Word 2+++ opens ESave !sE dia8og *o; as we are saving
the docu4ent %or the %irst ti4e.
4. 0,pe the %i8ena4e in the EFi8e $a4eE te;t *o;.
#. C8ick on ESaveE *utton.
0he %i8e wou8d *e saved *, the given na4e.
$e;t ti4e ,ou c8ick on save the ESave !sE dia8og *o; wonEt appear as Word 2+++ a8read, know what
is the na4e o% the %i8e *, which it shou8d save.
=ou get 4ore %8e;i*i8it, when ,ou are working with ESave !sE.
=ou can change the director, where ,ou want to save the %i8e.
=ou can speci%, the director, *, using the popup 8ist %or the director, as disp8a,ed is %igure (.
#8
F+,# 7
2#/#1 P&'%-*%+$, ('*)1-$%. B+%7 P0..B'&(
Whi8e saving a docu4ent ,ou shou8d a8so take care that when the docu4ent is protected %ro4 i88ega8
access %ro4 an, source. For such kind o% securit, we can give password whi8e we are saving the
docu4ent. For speci%,ing the password to a %i8e do the %o88owing steps'
1. Se8ect EFi8eE option %ro4 the Main Menu.
2. C8ick on ESave asE option.
3. C8ick on E0oo8sE drop down.
4. C8ick on E2enera8 optionE Screen as shown 9n Figure 8 wi88 he disp8a,ed.
#. 5nter the password in the E&assword to openE te;t *o;.
!steriskETE 4ark wi88 disp8a,ed when the password is t,ped.
F. C8ick E)kE *utton.
Word wi88 ask a con%ir4ation %or the password entered. Screen as shown in Figure G wi88 *e
disp8a,ed.
#G
F+,# =
F+,# >
9n the a*ove steps we had given password %or Aust opening the docu4ent i.e. when an,*od, tries to
open the %i8e a%terwards6 Word 2+++ wi88 pro4pt the user %or the password6 screen as shown in
Figure 1+ wi88 *e disp8a,ed.
3o the %o88owing steps to %ind out whether the %i8e is password protected.
F. C8ose the %i8e %or which ,ou have assigned the password.
(. )pen the sa4e %i8e.
Be%ore the %i8e is opened6 Word 2+++ pro4pt %or the password6 screen wi88 *e disp8a,ed as shown in
Figure 1+.
F+,# 10
F+
8. 5nter the password ,ou have assigned.
G. C8ick E)CE *utton.
9% the user enters the proper password then the %i8e wi88 *e opened and he can 4odi%, the %i8e.
$ow ,ou want that the user shou8d not *e a*8e to 4odi%, the contents i% he is not knowing the
password. For giving the password %or not a88owing unauthori?ed person to 4odi%, the %i8e do the
%o88owing steps'
1+. &er%or4 the step %ro4 1 to 4 giving a*ove.
Screen as shown in Figure 8 wi88 *e disp8a,ed.
11. 5nter the password in E&assword to 4odi%,E te;t *o;.
12. C8ick E)CE *utton
3o the %o88owing steps to %ind out whether the %i8e is password protected.
13. C8ose the %i8e %or which ,ou have assigned the password.
14. )pen the sa4e %i8e.
Be%ore the %i8e is opened6 Word 2+++ pro4pt %or the password6 screen wi88 *e disp8a,ed as shown
in Figure 11.
F+,# 11
1#. 5nter the assigned password to 4odi%, the %i8e.
1F. C8ick E)CE *utton.
9% the user enters the proper password then the %i8e wi88 *e opened and he can 4odi%, the %i8e.
1(. C8ick on E.ead B )n8,E *utton to open the %i8e %or reading purpose.
9% open in readBon8, 4ode the contents o% the %i8e cannot *e appended or changed.
2#/#2 P&'%-*%+$, ('*)1-$% B+%7')% 30..B'&(
1. Se8ect E0oo8sE option %ro4 the Main Menu.
2. C8ick E&rotect 3ocu4entE option. Screen as shown in Figure 12 wi88 *e disp8a,ed.
F1
F+,# 12
3. C8ick E0rack6 ChangesE option.
4. C8ick E)CE *utton.
0his wi88 keep a track o% a88 the changes 4ade to the %i8e *, an, other user.
9% ,ou c8ick on ECo44entsE option then the user can on8, insert co44ents and cannot 4odi%, the
contents o% the %i8e.
0he password is optiona8 whi8e protecting the docu4ent this wa,.
2#2 P&+$%+$, D'*)1-$%.
!%ter the docu4ent is read,6 we have to print it6 But *e%ore we print an, docu4ent we can see the
print preview which gives us an idea how e;act8, the print out is going to *e. For getting the print
preview do the %o88owing steps'
1. Se8ect EFi8eE option %ro4 the Main Menu.
2. C8ick E&rint &reviewE option. Screen as shown in Figure 13 wi88 he disp8a,ed.
F+,# 1/
F2
3. 9ncrease the ?oo4 percentage to (#
4. C8ick on EMu8tip8e pagesE icon to view 4ore than one page at a ti4e.
2#2#1 S-%%+$, P0,- S-%)3
1. Se8ect EFi8eE option %ro4 the Main Menu.
2. Se8ect E&age SetupE option. Screen as shown in Figure.14 wi88 he disp8a,ed.
F+,# 12
3. Set the Margins as shown in Figure 14.
4. Se8ect E&aper Si?eE ta*. Screen as shown in Figure 1# wi88 *e disp8a,ed.
F+,# 15
F3
#. C8ick on EportraitE option %ro4 orientation group *o;.
F. C8ick E)CE *utton.
$ow the docu4ent is read, to print.
(. Se8ect EFi8eE option %ro4 the Main Menu.
8. C8ick I&rintE option. Screen as shown in Figure.1Fwi88 *e disp8a,ed.
F+,# 1;
G. Speci%, the &rinter na4e6 which is con%igured on ,our 4achine.
1+. C8ick on E!88E in the E&age rangeE group *o;.
11. Speci%, the nu4*er o% copies.
12. C8ick on E)CE *utton.
0he docu4ent wi88 *e printed on the speci%ied printer.
2#5 C&-0%+$, %0<9-
9n a docu4ent ,ou 4a, want to enter so4e data6 which is in a ta*u8ar %or4at. For entering such kind
o% data ,ou re<uire a ta*8e. So %o88owing are the given steps to do so'
1. Se8ect E0a*8eE option %ro4 Main Menu.
2. Se8ect E9nsertE option %ro4 the 8ist.
3. C8ick on E0a*8eE option. Screen as shown in Figure 1( wi88 *e disp8a,ed.
4. C8ick on E)CE *utton.
F4
F+,# 17
! ta*8e with # co8u4ns and 2 rows wi88 *e inserted into the docu4ent.
=ou can change the nu4*er o% co8u4ns or the rows *, 4aking the changes in the nu4*er o%
co8u4n and nu4*er o% rows te;t *o; respective8,.
0he ta*8e created a*ove wi88 have co8u4n ce88s o% sa4e width6 as we have se8ected the EFi;ed
co8u4n widthE radio *utton. Se8ect E!utoFit to contentsE option it ,ou want the co8u4n width to o%
varia*8e width depending on what we enter into the ce88.
0he di%%erence *etween the two t,pes o% *ehaviour is shown in Figure 18.
F+,# 1=
9% ,ou donEt want the ta*8e o% %i;ed width as we88 as !utoFit st,8e6 then ,ou can go %or so4e
prede%ined st,8e. &er%or4 %o88owing steps to !utoFor4at the ta*8e'
F#
.epeat the steps 16263 as given a*ove.
#. C8ick on E!utoFor4atE *utton. Screen as shown in Figure 1G wi88 he disp8a,ed.
F. Se8ect EC8assic4E %ro4 the %or4ats 8ist *o;.
(. C8ick E)CE *utton.
0a*8e with a c8assic4 8a,out wi88 *e inserted.
C8ick the check *o; ESet as de%au8t %or new ta*8esE i% ,ou want the sa4e %or4at %or a88 the new ta*8es
created herea%ter.
F+,#1>
9nstead o% working with %i;ed width co8u4n and !utoFit width co8u4n6 now suppose ,ou want to
have the width according to ,our choice. 0o do so %o88ow the given steps'
8. 9nsert a ta*8e using an, o% the wa, discussed a*ove.
G. Se8ect the co8u4n %or which ,ou want to change the width.
1+. Se8ect E0a*8eE option %ro4 the Main Menu.
11. C8ick E0a*8e &ropertiesE option.
12. C8ick ICo8u4n 0a*E. Screen as shown in Figure 2+ wi88 he disp8a,ed.
13. 5nter J4E in the pre%erred width te;t*o;.
14. Se8ect EMeasure inE option as ECenti4etersE.
1#. C8ick E)CE *utton.
0he se8ected co8u4n wi88 now have the width as 4 c4. 0he properties can *e changed %or a88 the
co8u4ns *, using the E&revious co8u4nE and E$e;t co8u4nE *uttons.
FF
F+,# 20
2#5#1 A((+$, C'9)1$. 0$( R'B. %' %7- %0<9-
!s data keeps on changing6 new data is *ound to co4e in. For that we re<uire to add either co8u4ns
or rows a%terwards. So these are the steps %or adding co8u4ns or rows.
1. Se8ect the ta*8e in which ,ou want to insert a co8u4n.
2. Se8ect E0a*8eE option %ro4 Main Menu.
3. Se8ect E9nsertE option.
4. C8ick ECo8u4n to the 8e%tE or ECo8u4n to the rightE
! *8ank co8u4n gets inserted either to the 8e%t or right o% the e;isting co8u4n.
#. 0o insert a row repeat the %irst 3 steps given a*ove.
F. C8ick either E.ow a*oveE or E.ow *e8owE
! *8ank row gets inserted either a*ove or *e8ow the e;isting row.
2#5#2 D-9-%+$, *'9)1$. '& &'B. 8&'1 %7- %0<9-
0o de8ete the co8u4ns or rows %ro4 the ta*8e do the %o88owing steps'
1. Se8ect I0a*8eE option %ro4 the Main Menu.
2. Se8ect E3e8eteE option.
3. C8ick E.owE to de8ete the entire row or c8ick ECo8u4nE to de8ete the entire co8u4n or c8ick
ECe88E to de8ete the speci%ied ce88.
0he speci%ied co8u4n6 row or the ce88s gets de8eted.
4. 9% ,ou want to de8ete the entire ta*8e then c8ick E0a*8eE option.
0he entire ta*8e gets de8eted.
F(
2#5#/ S39+%%+$, 0$( 1-&,+$, *-99.
!%ter the ta*8e is inserted ,ou 4a, want to enter two va8ues in a sing8e ce88 or e8se ,ou want to use
the space o% two ce88s to enter a sing8e va8ue6 to do so ,ou have to sp8it or 4erge the ce88s
respective8,. &er%or4 the %o88owing steps to do so'
1. Se8ect the ce886 which ,ou want to sp8it.
2. Se8ect M0a*8eM option %ro4 Main Menu.
3. C8ick ESp8it Ce88E option. Screen as shown in Figure 21 wi88 *e disp8a,ed.
F+,# 21
4. 5nter 2 in the nu4*er o% co8u4ns te;t *o;.
#. C8ick I)CE *utton.
0he ce88 gets sp8it into two parts.
For Merging two or more cell do the following steps:
F. Se8ect the ce88s ,ou want to 4erge together.
(. Se8ect E0a*8e6 option %ro4 Main Menu.
8. C8ick EMerge Ce88sE )ption.
0he se8ected ce88s get 4erged together.
2#5#2 T-6% 09+,$1-$% B+%7+$ T0<9-.
0he te;t is a8wa,s 8e%t Austi%ied and starts %ro4 top 4ost corner o% the ce88. =ou can change this
a8ign4ent with the he8p o% ta*8e properties. &er%or4 the %o88owing steps to do so'
1. Se8ect the ce88 %or which ,ou want to change the a8ign4ent.
2. 9ncrease the ce88 height.
3. Se8ect the E0a*8eE option %ro4 the Main Menu.
4. C8ick on E0a*8e &ropertiesE option.
#. C8ick on ICe88J ta*. Screen as shown in %igure 22.
F8
F+,# 22
F. C8ick JCenterE %ro4 the vertica8 a8ign4ent group *o;.
(. C8ick E)CE *utton.
$ow whatever ,ou t,pe it wi88 *e disp8a,ed in the 4idd8e o% the ce88.
2#5#5 C70$,+$, %-6% '&+-$%0%+'$
=ou can a8so change the direction o% the te;t disp8a,ed in the ce88. 7sua88, it is hori?onta8 and %ro4
8e%t to right. &er%or4 the %o88owing steps to do so'
1. Se8ect the ce88 %or which ,ou want to change the direction.
2. Se8ect IFor4atJ option %ro4 Main Menu.
3. C8ick on E0e;t 3irectionE option. Screen as shown in Figure 23 wi88 *e disp8a,ed.
F+,# 2/
FG
4. C8ick the vertica8 st,8e o% orientation as shown in the a*ove %igure.
#. C8ick E)CE *utton.
0he te;t t,ped hence wi88 *e disp8a,ed vertica88, in the ce88.
2#5#; A((+$, *09*)90%+'$.
=ou 4a, want to show so4e output *, ca8cu8ating the va8ues %ro4 the other ce88s. =ou can do this
with the he8p o% %or4u8a. &er%or4 the %o88owing steps to do so'
1. Se8ect the ce88 in which ,ou want to disp8a, the output.
2. Se8ect E0a*8eE option %ro4 Main Menu.
3. C8ick on EFor4u8aE option. Screen as shown in Figure 24 wi88 *e disp8a,ed.
F+,# 22
4. 5nter EW Su4 !B)@5"E i% the va8ues %or which ,ou want the su4 are a*ove the ce88
where ,ou went to disp8a, the su4. ). 5nter EW Su4 /5F0" i% the va8ues are at the 8e%t o%
the ce88 where ,ou want to disp8a, the su4.
#. C8ick E)CE *utton to get the su4.
=ou can change the %or4at o% the output *, changing the E$u4*er %or4atE option.
=ou can a8so choose the %unctions with the he8p o% E&aste FunctionE option.
2#; C&-0%+$, M0+$ D'*)1-$%
When ,ou are working with Merge 3ocu4ents we nor4a88, work with two di%%erent docu4ents6 %irst8,
the Main 3ocu4ent6 which actua88, contains the *od, 4atter6 which is co44on %or a886 and the other
docu4ent is the 4erged docu4ent. =ou wi88 %irst create a 4ain docu4ent %o88ow the steps given
*e8owD
1. Se8ect I0oo8sJ option %ro4 Main Menu.
(+
2. C8ick IMai8 MergeJ option6 screen as shown in Figure 2# wi88 *e disp8a,ed.
F+,# 25
3. C8ick ICreateJ *utton.
! dropdown 8ist *o; is disp8a,ed.
4. C8ick IFor4 /etterJ option6 screen as shown in Figure 2F wi88 *e disp8a,ed.
F+,# 2;
#. C8ick I!ctive WindowJ i% ,ou want to create the current window the 4ain docu4ent.
)r
C8ick I$ew Main 3ocu4entJ i% ,ou want to create a new docu4ent as a 4ain docu4ent.
F. C8ick IC8oseJ *utton.
(. Write the %o88owing te;t6 which ,ou want to *e co44on %or a88 the 8etters.
(1
0o6
3ear
0his is to in%or4 ,ou that ,ou have c8eared the written test with grade. =ou are re<uired to co4e %or
the interview on
0hanking =ou6
=ours sincere8,
Mr.3o8phin
8. Save the %i8e.
0he 4ain docu4ent is created. $ow ,ou wi88 create the data source.
2#;#A C&-0%+$, D0%0 S')&*-
)nce ,ou are through with the 4ain docu4ent6 ,ou wi88 create data source. &er%or4 the
%o88owing steps to do so'
1. !ctivate the IMai8 Merger :e8perJ window as e;p8ained a*ove in step 112.
2. C8ick I2et 3ataJ *utton.
! dropdown 8ist *o; is disp8a,ed.
3. C8ick ICreate data sourceJ option6 screen as shown in Figure 2( wi88 *e disp8a,ed.
F+,# 27
#. 0he IFie8d na4es in header rowJ 8ist *o; shows a88 the possi*8e %ie8d na4es ,ou 4a,
re<uire. 0he %ie8ds that are not re<uired can *e re4oved *, c8icking on I.e4ove Fie8d
$a4eJ *utton.
F. Se8ect First$a4e6 /ast$a4e6 !ddress16 !ddress26 &osta8code %ro4 this 8ist *o; and
re4ove the rest o% the %ie8ds.
(. 0,pe I2radeJ in the IFie8d $a4eJ te;t *o; and C8ick I!dd Fie8d $a4eJ *utton to add this
additiona8 %ie8d. .epeat this step %or I3ateJ and I0i4eJ.
8. C8ick I)CJ *utton a%ter a88 the %ie8ds ,ou want are read,.
$ow word wi88 ask ,ou to save the data source *, pro4pting ,ou the ISave !sJ dia8og *o;.
G. Save the %i8e.
(2
)nce ,ou save the %i8e screen as shown in Figure 28 wi88 *e disp8a,ed.
F+,# 2=
1+. C8ick I5dit 3ata SourceJ *utton. 5nter the data shown as per %igure 2G.
F+,# 2>
11. C8ick I!dd $ewJ *utton and enter the %o88owing data.
12. C8ick I)CJ a%ter entering a88 the records.
0he data source gets created.
0he contro8 is trans%erred to the 4ain docu4ent. =ou wi88 a8so notice the too8*ar shown in
Figure.3+ on ,our screen.
F+,# /0
0his is a IMai8 MergeJ too8*ar6 which a88ows ,ou to work with 4ai8 4erge docu4ents.
$ow ,ou have to insert the 4erge %ie8ds into the 4ain docu4ent. &osition the cursor on the ne;t
8ine a%ter I0oJ6 in the 4ain docu4ent.
13. C8ick I9nsert 4erge Fie8dJ *utton. ! drop down 8ist is disp8a,ed. Q
14. Se8ect the IFirst na4eJ %ie8d.
1#. &ress N5nter Ce,O
1F. C8ick I9nsert 4erge Fie8dJ *utton.
1(. Se8ect I!ddress1J %ie8d.
18. .epeat the a*ove steps %or inserting a88 the %ie8ds in the 4ain docu4ent.
!%ter a88 the %ie8ds are inserted6 the %i8e shou8d 8ook 8ike the %igure 31.
(3
F+,# /1
1G. C8ick I@iew Merged dateJ *utton to preview the 4erge data in the 4ain docu4ent.
2+. =ou can scro88 through the pages *, using the I%irst .ecordJ6 /ast .ecordJ6 I$e;t recordJ6
I&revious recordJ *utton.
)nce ,ou re satis%ied with the output ,ou can actua88, 4erge the docu4ents.
21. C8ick Istart Mai8 MergeJ *utton6 screen in Figure 32 wi88 *e disp8a,ed.
F+,# /2
22. Se8ect I$ew 3ocu4entJ option %ro4 the IMerge toJ 8ist *o;.
23. C8ick I!88J option %ro4 I.ecord to *e 4erged group.
24. C8ick IMergeJ *utton to actua88, 4erge the docu4ents.
! new docu4ent with the na4e IFor4s /etter1.docJ wi88 *e created.
2#. Save the %or4s 8etter1.doc
0he 4erged docu4ent can a8so *e directed to the printer.
=ou can a8so check %or error in the 4erged docu4ents *, c8icking ICheck %or errorJJ *utton.
(4
(#

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