ms word

M O D U L A R S Y S T E M

MICROSOFT WORD 2003

Esat ALBULUT

Mükremin ÖZKUL

w w w . z a m b a k . c o m

Copyright © 2005 Zambak BasýmYayýn Eðitim ve Turizm Ýþletmeleri

Sanayi Ticaret A.Þ.

All rights reserved. No part of this book may be

reproduced, stored in a retrievalsystem, or transmitted in any form ofrecording without the prior written

permission of the publisher.Digital AAssembly

Zambak Typesetting & Design

Page DDesignSerdal YILDIRIM

ProofreaderPatrick CASEY

Osman AY

Publisher

Zambak Basým Yayýn Eðitim ve TurizmÝþletmeleri Sanayi Ticaret A.Þ.

Printed iin

Ýstanbul - TURKEY

ISBN

975-266-176-9

DDIISSTTRRIIBBUUTTIIOONNZAMBAK YAYINLARI

Bulgurlu Mah. Libadiye Cad. HaminneÇeþmesi Sok. No. 20 34696

Üsküdar / ÝSTANBUL_______________________

Tel : +90-216 522 09 00 (pbx)Fax : +90-216 443 98 39

www.zambak.com

1. Introduction to Microsoft Word . . . . .

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Uses of Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Word Window - General Overview . . . . . . . . . . . . . . . . . . . . . . 8

Creating and Editing a New Document . . . . . . . . . . . . . . . . . . 10

Saving Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Using Save As . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12

Closing a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Opening a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

Switch Between Open Documents . . . . . . . . . . . . . . . . . . . . . . 14

Exiting Word Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

The Office Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

2. Working With Text . . . . . . . . . . . . . . . . . . . . . . .

Moving Through a Document . . . . . . . . . . . . . . . . . . . . . . . . . . 20

Selecting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Copy and Move . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

Undo and Repeat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Find and Replace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

AutoCorrect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25

Spelling and Grammar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

The Thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Using Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

3. Formatting Charactersand Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . .

Displaying Formatting Marks . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Font Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Changing the Appearrance of the Text . . . . . . . . . . . . . . . . . . . 33

Format Painter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

Paragraph Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

Borders and Shading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

4. Bulleted and Numbered List & Tabs

Bulleted and Numbered List . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Outlined Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

5. Printing

Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Page Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Paper. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

Print Preview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56

Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

6. Inserting and Formatting Objects . . . . . . . . . . . . . . . . . . . . . .

Equation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

Symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Drop Cap Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

Changing Case. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Page Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

7. Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Creating a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

Selecting Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

Formatting Table Borders and Shading . . . . . . . . . . . . . . . . . . 70

Resizing and Moving Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Inserting / Deleting, Cells, Columns, and Rows . . . . . . . . . . . . 72

Merging and Splitting Cells. . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Calculating Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Sorting Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Converting a Table to a List . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

8. Pictures and Graphs . . . . . . . . . . . . . . . . . . .

Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

Inserting Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

Resizing and Cropping Pictures . . . . . . . . . . . . . . . . . . . . . . . . 82

Rotating Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Positioning Pictures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84

Creating Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85

Formatting Chart Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86

Creating Diagrams and Organization Charts . . . . . . . . . . . . . . 88

9. Drawing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

Drawing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94

Grouping and Ungrouping Objects . . . . . . . . . . . . . . . . . . . . . . 98

Object Ordering. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99

Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

10.Working with Long Documents . . .

Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106

Using Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

Making Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Auto Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

Working with Master Documents . . . . . . . . . . . . . . . . . . . . . . . 110

Footnotes and Endnotes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112

Using Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

11.Letters and Mailings . . . . . . . . . . . . . . . . . . .

Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118

Letter Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

Answer Key. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 125

Microsoft Word is a word-processor that lets you create a varietyof different documents such as letters, single-file reports,multi-file reports, books, brochures, newsletters, and web pages.

Word processing software lets you create, edit, format, store,retrieve, and print a text document. Creating is writing andcomposing the document. Editing refers to making changes tothe document to fix errors or improve it. Formatting is makingthe document look attractive. Storing means saving it on a disk.Retrieving is opening the saved document from disk intocomputer memory. Printing is producing the document onpaper, using a printer connected to the computer.

Microsoft Word provides powerful and easy-to-use tools. A few ofits capabilities are: checking and correcting spelling andgrammar, handling page organization such as page numbers,headers and footers, having auto texts, symbols and clipart,working with tables, and formatting text by one button clicking.

Microsoft Word can be used at home, at school and at work. Athome, one can write notes, memos, letters, labels, envelopes,create cards, stickers or flyers. In schools, Word may be used forwriting homework, theses, research notes, time tables orcertificates. People working in business may use Word to set upfaxes, reports, contracts, business cards or mail mergedocuments. It is also easy to prepare a resume or CV using Word. Word can create complex or specialized documents that arenormally created by more specialized software applications suchas: Web pages: Easier to use than Microsoft FrontPage, Word hasWeb publishing features that let you create Web pages with ease. Brochures, newsletters, and other documents with complexpage layouts: Microsoft Publisher might be able to do a betterjob at creating short, layout-intensive documents. However,Word's improved drawing and layout features make it a highlyviable tool for creating these kinds of documents.

UUses oof WWord

IIntroduction

Introduction to Microsoft Word

6 W O R D

Microsoft Word is aword-processor that letsyou create a variety of

different documentssuch as letters, single-file reports, multi-file

reports, books,brochures, newsletters,

and web pages.

the Word icon

W O R DIntroduction to Microsoft Word

7

Starting the Word Program

On the Windows taskbar, clickthe start button at the bottomleft corner of your screen.

On the start menu, select AllPrograms.

Move the mouse pointer upand point to Microsoft Office.

Move the mouse pointer overand click on Microsoft OfficeWord 2003.

4

3

2

1

Practice

Printer-ready publications: Dedicated desktop publishing packages (such as Adobe PageMaker, CorelVentura, or Quark Press) do a superb job of creating printer-ready publications with precise page layouts,cross-references, indexes, tables of contents, and so on. Word is ideal for the initial organizing, writing,editing, and proofreading of a publication. However, you can also do quite a good job in Word of preparingthe final printer-ready publication. If your page layout needs are a bit demanding for Word's tools, you canalways transfer your Word document to a dedicated desktop publishing program to create the final layout.Tables of numbers or other data: Clearly, Microsoft Excel is the tool of choice for working with numbers,and Microsoft Access for working with databases. However, Word tables can be used to store and displayreasonable amounts of numeric or textual data. Word even provides mathematical functions for workingwith numbers in tables, as well as database tools for working with data fields and records in tables. Why use Word for a task that can be performed with a more specialized software program, perhaps onewhich is already installed on your computer? The main reason is that you probably already know how touse Word, and the extra features of a more specialized program might not be worth the time required tolearn a new software package, especially if you create only an occasional Web page, brochure, or otherspecialized document. You might also have existing Word documents that you can quickly convert to Webpages or other specialized formats. You can thus use Word to improve not only your current skills, but alsoyour existing collection of documents.

2

1

3

4

Starting Microsoft Word 2003

Introduction 8 W O R D

Title Bar Shows the nameof the document and theprogram name.

View buttonsThey let you see how your document looksin different formats.

Standard Toolbar Containsbuttons that let you accesscommon Word commandseasily.

Menu Bar Displays all theWord menus.

RulersMeasures the document.Displays and sets margins,indents and tabs for thedocument.

Insertion Point (Cursor)Shows where the text will bewritten.

Normal view basic view with no pagelayout indicators

Web layout view as your documentwould appear in a web browser

Print layout view as yourdocument word appear on aprinted page

Outline view shows thestructure of your document

Status Bar Displaysinformation about acommand or toolbarbutton, an operation inprogress, or the location ofthe insertion point.

Reading LayoutOptimizes the document inbook format for reading.


WWord WWindow - GGeneral OOverview


9

Formating ToolbarContains buttons that letyou easily apply commonformating to your document

Split box allows you to workin two parts of yourdocument at the same time

Office Assistant provides tipsand suggestions for differenttasks you are performing

Scroll BarScroll to another part of thedocument.

Document BrowserLets you navigate throughyour document by letting youmove between objects. Tospecify the type of objectclick the round circle andselect the object.

Minimize-Maximize-CloseCloses or changes the Wordprogram windows.

Close DocumentCloses the document

HelpShows help for the written text.

Task Pane displays andorganizes common Wordtasks so you can accessthem quickly


10 W O R D

In this exercise, you will type a letter to the President. MicrosoftWord is a good choice for this kind of task. But before starting,there are a few things you need to know first;The short, vertical, blinking line at the top of the document is theinsertion point (cursor). The insertion point indicates where textwill be entered as you type.When typing long lines of text, you do not have to press Entereach time you want to start a new line. Word will automaticallystart a new line for you when you reach the right side of the page.This feature is called word wrapping.By default, Microsoft Word functions in insert mode. That meansthat any new text you enter in the middle of a line is insertedbetween existing text. But if you turn on the overtype mode youcan overwrite existing text with any new text that you type in. Youcan double-click OVR on the status bar or press the insert key onthe keyboard to turn overtype on or off.

Typing Text in a Letter

Create a new document. There are several ways to create anew document;

From the Menu bar, choose File, NewFrom the New Document task pane, select Blank Document.

Or on the Standard toolbar, click New Blank Document.Or press Ctrl + N

Type Dear President and press Enter twice.

Type I am a student at the International High School. PressEnter twice.

Continue your letter by typing the following text and at theend of each paragraph press Enter twice:

4

3

2

1

Practice

CCreating aand EEditing aa NNew DDocument

Creating a New Document

Insert mode

Overtype mode

New Blank Document


11

After you've created a document, you must give it a name and save it to a permanent storagedevice, such as the hard disk or a floppy disk, for future use.

Saving a DocumentIn this exercise, you will save your document with the name My Letter in your floppy disk.

From the Menu bar, choose File, Save.

Or on the Standard toolbar, click the Save button. Or press Ctrl + S

1

Practice

SSaving DDocument

Letter to the President

Save


12 W O R D

Saving a New Document

Saving a Document with the save ascommand

The Save As dialog box opens because it is the first time that youare saving the document.

In the Save in box, click the drop-down arrow and select floppydisk drive (3½ Floppy(A:)).

In the File name box, type My Letter.

Click the Save button to save your document to a floppy disk(Be sure that your floppy disk is not write protected).

Your file is saved with the name My Letter.doc in your floppydisk.

4

3

2

If you want to save your document under a different file name orto a different location, or in a different file format, you can use theSave As option.

Save Your Document with a New Name in a DifferentLocation.In this exercise, you will save your document My Letter with thename My First Letter in the My Documents folder.

From the Menu bar, choose File, Save As

Or press F12

In the Save in box, click the drop-down arrow and select MyDocuments folder.

In the File name box, Type My First Letter.

Click Save to save the file, and the dialog box will close.

Your file is saved with the name My First Letter.doc in the MyDocuments folder.

4

3

2

1

Practice

UUsing SSave AAs

The file name can be up to 255 charactersand can include numbers, spaces, and

other characters except the forward slash( / ) and back slash ( \ ).

To save a file in a format other thanWord Format (Doc).

In the Save As type box, click thedrop-down arrow and select the typeof file format that you wish to savethe file as, i.e. Web page (HTML),

Rich Text Format (RTF), Text only etc.

1

2

2

3

3

4

4


13

When you work with Word you will sometimes need to create a new document from scratch. More often,you will need to work on an existing document that you or someone else have previously created. Also it'soften easier and more efficient to create a document by modifying one that already exists, instead ofhaving to retype a lot of information.

To Open a file.In this exercise, you will open your document My FirstLetter.doc.

From the Menu bar, choose File, Open

Or on the Standard toolbar, click the Open button. Or press Ctrl + O

Click the Look in drop-down arrow, and thenselect My Documents folder.

In the Look in file list, double-click the My FirstLetter file to open.

Your document opens in the document window.

3

2

1

Practice

OOpening aa DDocument

You can close a Word document in several ways; From the Menu bar, choose File, Close

Or on the Menu bar, click the Close button. Or press Ctrl + F4

CClosing aa DDocument

When you attempt to close an unsaveddocument, Word asks you whether ornot you want to save the file. If you

want to save the file choose Yes, if not,choose No. The Cancel button cancelsthe command and stays in the Word

program

1

23

Opening a document

Close

Open

Window menu

You can switch from one open document to another one inseveral ways:

Click on the required document icon on the WindowsTaskbar.

Or click on the required document name on the Window menu. Or press Alt + Tab

You can exit Word program in several ways;From the Menu bar, choose File, Exit

Or on the Title bar click the Close buttonOr press Alt + F4

The help feature allows you to learn to use the basic andadvanced features of Word, if you have an internet connectionyou can accsess the online office help pages from the gettingstarted and help task panes.

To Get Help

From the Menu bar, choose Help, Microsoft Office Word HelpOr on the Standard toolbar, click the Microsoft Office Word Help

buttonOr Press F1

The Word Help task pane opens.

In the Search for text box, type your question.

Click the Start searching button.

The office assistant is an animated character that can answeryour questions, offer tips, and provide help for different tasks youare performing.

TThe OOffice AAssistant

3

2

1

Practice

GGetting HHelp

Exiting WWord PProgram

SSwitching BBetween OOpen DDocuments


14 W O R D

2 3

Clippit

Office Assistant

Microsoft Office Word HelpClose


15

Asking question to the Office Assistant

To Show the Office Assistant

From the Menu bar, choose Help, Show the Office Assistant.

To Hide the Office Assistant

From the Menu bar, choose Help, Hide theOffice Assistant

Or right click the office assistant and selecthide from the shortcut menu.

To Change the Office Assistant

Right click the Office Assistant and select Choose Assistantfrom the shortcut menu.

From the Gallery tab, use the Next and Back buttons untilyou find an Office Assistant you like.

Click OK.

To Ask the Office Assistant a Question

Double click on the Office Assistant.

The Assistant baloon opens.

Type your questions in the What would you like to do? textbox.

Click the Search button.

The “What is this?” button

The “What is this?” button helps you to find out what controlsand options in a dialog box are used for.

Using the “What is this” button.

Click the “What is this” button on the dialog box.

Find the control description in the Microsoft Office WordHelp window.

2

1

3

2

1

3

2

1

Practice

Hiding the OfficeAssistant

Changing the Office Assistant

What is this?

Showing the Office Assistant

2

3

2

3


16 W O R D

Opening, eediting aand ssaving aa ddocument

Step-1 Run the Word Program.

1- On the Windows taskbar, click the Start button at the bottom leftcorner of your screen.

2- On the Start menu, point to All Programs.

3- Move the mouse pointer up and point to Microsoft Office.

4- Move the mouse pointer over and click on Microsoft Office Word2003.

Step-2 Type text.

Type your name, surname, telephone number and address.

Step-3 Save the document to your floopy disk using the name Case Study 1.

On the Standard toolbar, click the Save button. The Save Dialog Boxwill appear on the screen. Type the file name in the file name box andclick Save.

Step-4 Close the document.

On the Menu bar, click the Close button.

Step-5 Open the document again.

Open your document from the recently opened documents list underthe File menu.

Step-6 Change the telephone number.

Change the document by adding a new telephone number or changingthe old one. You can insert other text like your birthdate or your email.

Step-7 Re-save the document as an HTML formatted file.

From the Menu bar, choose File, Save As. The Save As dialog box willopen on the screen. In the Save As type box, click the drop-down arrowand select Wep Page (HTML) and click Save.

Step-8 Close the document.

When the document is closed without being saved, the Word programwill ask you if you want to save the document. Click Yes on the dialogbox and save the document.

Try to repeat these 8 steps without using the mouse.

Case SStudy


17

1- Microsoft Word is that lets you create a variety of differentdocuments such as letters, single-file reports, multi-file reports, books,brochures, newsletters, and web pages.

2- Click save or press shortcut to quickly save the document.

3- The short, vertical, blinking line at the top of the document is .

Fill iin tthe bblank

1. The file name can be up to 155 characters .

True False

2. If you want to save a saved document to a different location, you can usethe Save command.

True False

3. The shortcut key for the Help command is F1.

True False

True oor FFalse

Ctrl+N Closes the program.

Ctrl+S Closes the document.

Ctrl+O Opens a previously saved document.

Ctrl+F4 Saves the current document.

Alt+F4 Creates a new blank document.

Alt+Tab Switches between open programs.

Match tthe iitems


18 W O R D

1- What can you create with the Wordprogram?

a. Letters

b. Web Pages

c. Tables

d. All of the above

2- Which bar shows information about thedocument or the selected objects?

a. Menu bar

b. Tool bar

c. Status bar

d. Title bar

3- Which toolbar contains the open andsave buttons?

a. Standard toolbar

b. Formatting toolbar

c. Text toolbar

d. Drawing toolbar

4- Which one does not start a newdocument?

a. Ctrl+N keyboard shortcut

b. Opening a document from a floppy disk

c. New command from File menu

d. Starting Word

5- What is the correct order to save a newWord document to a floppy disk?

I -Choose Floppy Disk from Save Inbox.

II -Write file name.

III -Click Save button from Standardtoolbar.

IV-Click Save from Save dialog box.

a. I-II-III-IV b. III-IV-I-II

c. IV-II-III-I d. III-I-II-IV

6- To open a document:

a. From the Menu bar, choose Edit,Open.

b. From the Menu bar, choose File,Open.

c. From the Menu bar, choose Insert,Open.

d. From the Menu bar, choose Format,Open.

7- Which one is an invalid file name?

a. My-Letter.doc

b. 12MyLetter.doc

c. My/Letter.doc

d. My&Letter.doc

8. Which button is for creating a newdocument?

a.

b.

c.

d.

9. The _________ view is how yourdocument would appear in a webbrowser.

a. Normal

b. Web Layout

c. Print Layout

d. Outline

10. Which of the following dialog boxes isdisplayed when a document is savedfor the first time?

a. Save All

b. Save

c. Close

d. Save As

Multiple cchoice qquestions

Working With Text

20 W O R D

You move through a document to see text and art that's off thescreen, to set the insertion point at a new place, or to select textand art for changes. There are several ways to move the insertionpoint in your document: you can use the mouse, the keyboard,or several commands, most notably the Go To command.

To move the insertion point to a specific placeIn this exercise, you will move the insertion point to the secondline.

Double click on the Status bar at the bottom of the wordscreen

Or from the Menu bar, choose Edit, Go ToOr press Ctrl + G

Select a type of place to go. In the Go to what list, select Line.

Type or select a specific item. In Enter line number type 2.

Click the Go To button.

The insertion point moves to the second line.

4

3

2

1

Practice

MMoving TThrough aa DDocument

Up or Down arrows One line up or down.

Left or Right arrows One character left or right.

Home Start of the line.

End End of the line.

Page Up or Down One screen up or down.

Ctrl+Left or Right One word left or right.

Ctrl+Home To the beginning of the document.

Ctrl+End To the end of the document.

Ctrl+Page Up or Down One page up or down

1

23

4

Moving the insertion point to thesecond line

When you want to perform an action with the text(for example edit, format, or copy), you must firstselect it. Microsoft Word makes text selectionquick and easy.

SSelecting TText

Selection Techniques

W O R DWorking With Text

21

Right Pointing Arrow

Selecting a paragraph

TO DO

Select a word Double click on the word

Select a linePosition the mouse pointer in the selection bar before the lineyou want to select. When the right-pointing arrow appears,click the mouse.

Select a paragraph Or

Triple click on any word in the paragraph

Position the pointer in the selection bar to the left side of theparagraph; when the right-pointing arrow appears, double clickthe mouse.

Select a wholedocument Or

Position the pointer in the selection bar, when the right-pointingarrow appears, triple click on the document.

Press Ctrl + A

From the Menu Bar, choose Edit, Select All.

Select any amount oftext

Click where you want the selection to begin. Then, whileholding down the shift key, click where you want the selectionto end.

Select multiple textareas

Hold down the Ctrl key on the keybord and with the mouseselect different texts

Copy and Move with drag and dropIn this exercise, you will move a text with drag and drop.First of all, you need to open the letter (My Letter or MyFirst Letter) that you created in the previous chapter.

Scroll down until you can see the date and the text“Dear President”.

Position the mouse pointer in the selection bar,before the date.The mouse pointer changes to a right-pointing

arrow.

Click to select the date.

The selected text changes to white text on a darkerbackground.

Position the mouse pointer over the selected text.

The pointer turns into a left-pointing arrow.

Click and hold down the mouse button.

A small, dotted box and a dotted insertion pointappear.

Drag up until the dotted insertion point is before thetext “Dear President” and then release the mousebutton.

Click anywhere outside of the selected text to cancelthe selection.

7

6

5

4

3

2

1

Practice

Working With Text

22 W O R D

Moving a Text

To copy with drag and drop you musthold down

the Ctrl key while you are draggingthe selected text.

3

4

6

In Microsoft Word, there are several ways to copy and move text and graphics from one place to another.Dragging text is the most efficient way to move or copy text and graphics, as long as you can see thedestination on your screen.

CCopy aand MMove

Select the whole letter.

Position the pointer in the Selectionbar, when the right-pointing arrowappears, click the mouse three times.

Or press Ctrl + A.Or from the Menu bar, choose Edit, SelectAll.

Copy the selected text.

From the Menu bar, choose Edit, Copy.Or on the Standard toolbar, click the Copy

button.Or press Ctrl + C.A copy of the selected text is placed on the Clipboard.

Create a New Document.

Insert a copy of the letter from Clipboard.

From the Menu bar, choose Edit, PasteOr on the Standard toolbar, click the Paste button.Or press Ctrl + V.

To move the selected text:From the Menu bar, choose Edit, Cut.

Or on the Standard toolbar, click the Cut button.Or press Ctrl + X.

4

3

2

1

Copy and Move with other techniquesIn this exercise, you will copy the wholeletter into a new document.

Practice


23

What is the Clipboard?The Clipboard is an area of memory in which you can

store text or graphics temporarily. If you cut or copytext, graphics or other items they will be temporarilystored in the Clipboard ready for use elsewhere.

32

1

Copy and Move text

Copy

Cut

Paste

4

Working With Text

24 W O R D

The Undo feature allows you to reverse, or undo a recentaction. The redo command allows you to repeat a recent action.

UUndo aand RReeddoo

You can use the Find option to search for specific instances oftext in your document, and the Replace option to search forspecific instances of text in your document and replace them withnew text.

FFind aand RReplace

Finding and Highlighting textIn this exercise, you will find and highlight the word “tobacco” inyour document My Letter or My First Letter.

From the Menu bar, choose Edit, Find.

Or press Ctrl + FThe Find and Replace dialog box opens.

In the Find what box, type tobacco.

Check the option Highlight all items found in:

Click the Find All button to find and highlight the wordtobacco.

Replacing TextIn this exercise, you will search the word "tobacco" and replace itwith the word "TOBACCO".

Practice

4

3

2

1

Practice

Undo the last actionYou can undo your last actionin several ways;

From the Menu bar,Choose Edit, Undo.

Or on the Standard toolbar,click the Undo button.

Or press Ctrl + Z

Redo the last actionYou can redo your last actionin several ways;

From the Menu bar,Choose Edit, Redo.

Or on the Standard toolbar,click the Redo button.

Or press F4

Undo

Redo

2

3 4

Finding a Text

Find menu

From the Menu bar, choose Edit, Replace.

Or press Ctrl + HThe Find and Replace dialog box opens.

In the Find what box, type tobacco.

In the Replace with box, type TOBACCO.

Click Find Next.

When Word finds the text click the Replace button.

Click the Replace All button to replace all of the textautomatically.

The AutoCorrect feature corrects the most common typing errorsas you work through your document. For example, the mostcommon misspelling of "the" is "teh". AutoCorrect willautomatically fix this error as soon as you press the spacebar orbegin a new paragraph after the misspelled word.You can also add your own AutoCorrect entries and use it toreplace abbreviations or codes that you create to automatetyping certain words, i.e. "eu" becomes "European Union".

Add an entry to the list of AutoCorrectIn this exercise, you will add an AutoCorrect entry to automateinsertion of often-used text.

From the Menu bar, choose Tools, AutoCorrect Options.

The AutoCorrect dialog box opens.

In the Replace box, type eu and press the tab key.

In the With box, type European Union

Click Add.

Click OK.

Now test the new entry. Type eu and press spacebar. The texteu changes to European Union.

5

4

3

2

1

Practice

AAutoCCorrect

5

4

3

2

1


25

Opening AutoCorrectDialog Box

23 45

1

2

4

3

5

Replacing a Text

Adding a new AutoCorrect entry

Working With Text

26 W O R D

If you want to turn off theAutoCorrect feature you must

clear the Replace Text As You Typecheck box on the AutoCorrect

dialog box.

If you wish to correct the textimmediately, right click on theword once the red underliningdisplays. A pop-up dialog boxwill be displayed suggestingalternative, correctly spelledwords.

Correcting a spelling error with the rightclick pop-up menu

Delete an AutoCorrect entry.In this exercise, you will delete an AutoCorrect entry.

From the Menu bar, choose Tools, AutoCorrect Options.

The AutoCorrect dialog box opens.

In the Replace box, type eu.

The entry appears at the top of the list.

Click Delete button.

The entry is removed.

Click OK.

You can check spelling and grammar automatically as you typeor all at once.

Use the Spelling and Grammar Checker In this exercise, you will use the Spelling and Grammar Checkerto correct spelling and grammar errors.

Type stard instead of start and press spacebar.A red wavy line appears under the word stard, because youhave spelled it incorrectly.

From the Menu bar, choose Tools, Spelling and Grammar.Or on the Standard toolbar, click the Spelling and Grammarbutton.Or press F7

The Spelling andGrammar dialog boxwill open.

In the Suggestionlist box, click andselect the correctword.

Click the Changebutton to changethe word stard with start.

4

3

2

1

Practice

SSpelling aand GGrammar

4

3

2

1

Practice

34

Spelling and Grammar dialog box

Spelling and Grammar

Disable the automatic Spelling and Grammar CheckerIn this exercise, you will disable the automatic Spelling AndGrammar Checker.

On the Tools menu, click Options.

The Option dialog box opens.

Click the Spelling & Grammar tab.

In the Spelling area, clear the Check Spelling As You TypeCheck box.

In the Grammar area, clear the Check Grammar As You TypeCheck box.

Click OK.

The Options dialog box closes, and the automatic Spelling AndGrammar Checker is turned off.

The Thesaurus provides a list of synonyms for the text which youlook up.To use the Thesaurus.In this exercise, you will find a synonym for a word.

Select the word for which you want to find a synonym.

From the Menu bar, choose Tools, Language, Thesaurus.

Or press Shift + F7Research task pane opens. A list of suggested synonyms will bedisplayed.

2

1

TThe TThesaurus

5

4

3

2

1

Practice


27

Turning off the Spelling and

Grammar Checker

Using the ThesaurusIf you wish to find asynonym immediately,right click on the word.On the pop-up dialogbox point to Synonym.A list of suggestedsynonyms will bedisplayed.

2

4

5

3

1

Working With Text

28 W O R D

Templates help you to create memos, reports, and businessletters, even a CV, quickly and easily.

Opening a Template.

From the Menu bar, choose, File, New

The New document pane opens.

Click On my computerThe Templates dialog box opens.

Select the required template.

Click OK.

Creating a Template.

In this exercise, you will create a Template.

Open a document in which you will create a template.

From the Menu bar, choose Edit, Save As

The Save As dialog box opens.

Click the Save As type drop-down arrow and select

Document Template.

Type a filename in the File name text box.

Click Save.

You created your own template.

5

4

3

2

1

Practice

4

3

2

1

UUsing TTemplates

Templates dialog box

Saving a template

Opening Templates dialog box

1

2

3

4

354


29

AAddddiinngg aann eennttrryy ttoo tthhee AAuuttooCCoorrrreecctt lliissttStep-1 From the Menu bar, choose Tools, AutoCorrect Options. The AutoCorrect dialog box opens.Step-2 In the Replace box, type “nba” and press the tab key.Step-3 In the With box, type “National Basketball Association”Step-4 Click Add.Step-5 Click OK.Now test the new entry. Type “nba” and press spacebar. The text “nba”changes to “National Basketball Association”.

Case SStudy

1. To select triple click on any word in the paragraph.

2. To select a whole document, press .

3. To copy with drag and drop you must hold down while you aredragging the selected text.

4. To Move, press .


1. If you want to undo your last action, press Ctrl + Z

True False

2. You can select a paragraph by double-clicking anywhere in the paragraph.

True False

3. If you want to correct spelling and grammar errors you can use theSpelling and Grammar checker.

True False

True oor FFalse

Working With Text

30 W O R D

1. How can you quickly recover text thatyou accidentally deleted?

a. Format, History

b. Format, Recover

c. Edit menu, Undo

d. Edit, Find and Replace

2. If you want to Copy a text and Paste it toanother place, which shortcut keysshould you use?

a. Ctrl + Z and Ctrl + X

b. Ctrl + C and Ctrl + V

c. Ctrl + C and Ctrl + P

d. Alt + C and Alt + P

3. is used to copy an item fromthe Clipboard into the document at thelocation of the insertion point.

a. Save

b. Paste

c. Cut

d. Copy

4. How can you find duplicate words andirregular capitalizations?

a. Thesaurus

b. Spelling Checker

c. Duplicates

d. Fix broken Text

5. Which of the following is not a way tocut text?

a. Select the text, right click and chooseCut

b. Select the text and select Edit, Cut fromthe Menu bar.

c. Select the text and click the cut buttonon the Standard toolbar

d. Select the text and press Alt + X

6. You can replace a word in your

document with another word that ismore suitable and has nearly the samemeaning;

a. By using the Spell Check feature

b. With the Grammar Check feature

c. By buying a dictionary

d. With the Thesaurus feature

7. A spelling error in a document isidentified by:

a. A green highlight

b. A red wavy underline

c. A green wavy underline

d. A red highlight

8. Which of the following keyboardshortcuts does not open the Find andReplace dialog box?

a. Ctrl + H

b. Ctrl + R

c. Ctrl + G

d. Ctrl + F

9. If you want to turn off the AutoCorrectFeature you must first clear the

check box on the AutoCorrectdialog box.a. Show AutoCorrect Options buttons

b. Replace text as you type

c. Correct accidental usage of CapsLockkey

d. Correct TWo INitial CApitals

10. To select a word, on theword.

a. Click

b. Double click

c. Triple click

d. Click four times


To control which formattingmarks are displayed;* From the Menu bar, chooseTools, Options* Select the View tab, in theFormatting marks area, selectAll, or specify what formattingmarks you wish to display.

To make it easier to edit your document, you can displayformatting marks such as paragraph marks and space markson your screen. Formatting marks are not printable.If formatting marks are not currently displayed, on the Standardtoolbar, click the Show \ Hide button.

Font Formatting enables you to give the text in your documentsdifferent looks and styles. Using the font dialog box or theFormatting toolbar, you can change the font, font size, and fontstyle, as well as underline text, and change the color and thespacing between letters. You can even animate text.

FontsA font is a set of characters and letters of the same look andstyles. Each font has a particular design. The size of a font iscalled font size. The most preferred fonts are Times New Roman,Arial, and Courier New.

Formatting text in bold and italicIn this exercise, you will select the text that you wish to format asbold or italic in your document. (My Letter or My First Letter)

Select the text Date

From the Menu bar, choose Format, Font, Font Style, Bold. Or on the Formatting toolbar, click the Bold button.Or press Ctrl + B

2

1

Practice

FFont FFormatting

When Formating Marks are hidden Dear PPresident

When Formating Marks are displayed Dear·President¶

DDisplaying FFormatting MMarks

Formatting Characters and Paragraphs

32 W O R D

Paragraph markSpace mark

1 3

2

Font SizeThe unit of font size is called a

point. A 12 point size font isapproximately 0.4 cm in height.

Show \ Hide

ItalicBold

Formatting the Selected Text

Click anywhere outside the selected text to cancel the selection.

Select the text Sincerely,

From the Menu bar, choose Format, Font, Font Style, Italic.Or on the Formatting toolbar, click the Italic button.Or press Ctrl + I


Change the font and font size In this exercise, you will change the font and font size of the text“John Doe”.

Select the text John Doe.

On the Formatting toolbar, click the Font drop-down arrowand in the list click Verdana

Or on the Font dialog box, select the Font tab and in the font listselect Verdana.

The selected text is changed to the Verdana font.

On the Formatting toolbar, click the Font Size drop-downarrow and in the list click 10 pt.

Or on the Font dialog box, select Font tab and in the Size listselect 10 pt.

The size of the selected text changes to 10 pt.


CChanging tthe AAppearrance oof tthe TText

4

3

2

1

Practice

6

5

4

3

W O R DFormatting Characters and Paragraphs

33

Change the font and font size

1

2 3

4

TO DO THIS

change the font color of a text, Or

select the color from the Font color list on the Formattingtoolbar.

from the Menu bar, choose Format, Font, Font Color.

underline the text, select the style of underline from the Underline style list.apply any text effect, select them from the Effects option.

animate your text,use the Text Effect tab of the Font dialog box. You mustremember that these can be seen on the screen, but will notbe printed!

increase or decrease the space that acharacter takes up or spacing around thecharacter,

use the Character Spacing tab in the Font dialog box.


34 W O R D

Formatting a Text

Formatting Character Spacing

Change the font color, the space betweencharacters and apply text effectIn this exercise, you will change the font color of atext, underline the text, apply text effect and increasethe space between characters.

Select the text Dear President.

On the Format menu, click Font.

The Font dialog box appears

Click the Font tab.

Click the Font Color drop-down arrow and selectthe color red.

Click the Underline Style drop-down arrow andselect Words only.

In the Effects area, select the Small Caps checkbox.

Click the Character Spacing tab.

Click the Spacing drop-down arrow and selectExpanded.

In the By box, select 5 pt. and click OK.9

8

7

6

5

4

3

2

1

Practice

1

8

7

9

3

4 56

2

Effects

Strikethrough

Doublestrikethrough

Subscript

Superscript

Shadow

Outline

Emboss

Engrave

Small caps

All caps

Hidden

Move your mouse pointer to the second text President

Drag the mouse pointer across the textFormat Painter pastes the formatting to the destination text

and turns off.

4

3


35

Format Painter

If you made the Format Painteractive by double-clicking it, you

must click the Format Painteragain to turn it off after any

formatting action.

At the end of your document (My Letter or My First Letter) thereis a second text President. If you want to format this one like thefirst one, you must repeat the 9 steps in the previous topic, or youcan use a shortcut that copies formatting from text, then pastesit onto the other text selection. This feature is called FormatPainter.

Use the Format PainterIn this exercise, you will apply formatting using the FormatPainter.

Select the text Dear President.

On the Standard toolbar, double-click the Format Painterbutton if you're going to copy the formatting to severallocations, or just click the button if you're going to copy theformatting only once. In this exercise you are going to copyonce, so just click the Format Painter once.

Format Painter is active.

2

1

Practice

FFormat PPainter

2

3

Copying a format with Format Painter

The format of a paragraph can be changed by setting tabs,indenting, aligning, changing line spacing within and betweenparagraphs, controlling page breaks etc. All these features allowyou to enhance the appearance of your document.

Paragraph AlignmentThere are four ways to align a paragraph.

PParagraph FFormatting


36 W O R D

The format of a paragraphcan be changed by settingtabs, indenting, aligning,changing line spacingwithin and betweenparagraphs, controllingpage breaks etc.

The format of a paragraphcan be changed by settingtabs, indenting, aligning,

changing line spacingwithin and between

paragraphs, controllingpage breaks etc.

The format of a paragraphcan be changed by settingtabs, indenting, aligning,

changing line spacingwithin and between

paragraphs, controllingpage breaks etc.

The format of a paragraphcan be changed by settingtabs, indenting, aligning,changing line spacingwithin and betweenparagraphs, controllingpage breaks etc.

LEFTCtrl+L

Each line of text is alignedleft.

CENTERCtrl+M

Each line is centered.

RIGHTCtrl+R

Each line is aligned right.

JUSTIFYCtrl+J

The text of each characterin each line is spread outso paragraph aligns with

the both sides of thetyping area.

Aligning a Paragraph

In this exercise, you will justify the text in your document.

Select the whole document

On the Formatting toolbar, click the Justify buttonOr press Ctrl + JOr from the Menu bar, choose, Format, Paragraph. The Paragraph dialog box opens.

Click the Indents and Spacing tabIn General area; Click the Alignment drop-down arrow and selectJustifyClick OK.

The text in your document is justified.

2

1

Practice

1

2

IndentingIf you do not want all paragraphs to align with the borders of thetyping area, you can use the indentation options to indent thetext.

To further customize the indentation of the paragraphs, you canalso set the following special indentation types;None - No indentationFirst line - Indents the first line.Hanging - Indents every line except the first.

To indent text

Select the paragraph starting with the text “I amvery concerned”

From the Main menu, choose Format,Paragraph.

In the indentation section, specify theindentation from the left margin. Type in the leftbox: 1.25 cm

To specify the indentation from the right margintype in the right box: 1.25 cm

Click OK.5

4

3

2

1

Practice


37

Decrease Indent

Increase Indent

Indenting a Text

1

2

34

5

Normal The format of a paragraph can be changed by setting tabs, indenting,aligning, changing line spacing within and between paragraphs,controlling page breaks etc.

Left: 1.25 cm The format of a paragraph can be changed by setting tabs,indenting, aligning, changing line spacing within and betweenparagraphs, controlling page breaks etc.

Right: 1.25 cm The format of a paragraph can be changed by setting tabs,indenting, aligning, changing line spacing within and betweenparagraphs, controlling page breaks etc.

First line The format of a paragraph can be changed by setting tabs,indenting, aligning, changing line spacing within and betweenparagraphs, controlling page breaks etc.

Hanging The format of a paragraph can be changed by setting tabs,indenting,aligning, changing line spacing within and between paragraphs,controlling page breaks etc.


38 W O R D

Changing the amount of spacing

between lines

Paragraph spacingYou can change the amount of spacing between lines in aparagraph or between paragraphs by using the Spacing sectionin the Paragraph dialog box.

To change line spacing;In this exercise, you will change the amount of spacing betweenlines in a paragraph.

Select the paragraph or click anywhere in the paragraphstarting with the text “I am very concerned”

On the Format menu, click Paragraph.The Paragraph dialog box opens.

Select the Indents and Spacing tab.

In the Line Spacing box, click the drop-down arrow andselect 1.5 lines.

Click OK.The line spacing changes to 1.5 lines.

To change paragraph spacing;In this exercise, you will change the amount of spacing betweenparagraphs.

Select the first four paragraphs in your document.

On the Format menu, click Paragraph.

In the Paragraph dialog box, select the Indents and Spacingtab.

In the Spacing section, in the Before box click the up arrowuntil 6 pt.

In the Spacing section, in the After box click the up arrowuntil 6 pt.

Click OK.The Paragraph dialog box closes and the spacing in the beforeand after paragraphs changes to 6 pt.

6

5

4

3

2

1

Practice

5

4

3

2

1

Practice

1

1

2

23

45

6

3

4

5

Changing the amount of spacing betweenparagraphs

Line and Page BreaksThere are other useful paragraph rules that you can apply byclicking the Line and Page Breaks in the Paragraph dialog box.Such as Widow/Orphan Control, Keep Lines Together etc. Theseoptions are summarized as follows.

You can add borders and shading around pages and textselections to emphasize a section or to enhance the look of thedocument.

Apply a Border In this exercise, you will apply a border arounda paragraph.

Click the paragraph starting with the text“Did you know that”

On the Formatting toolbar, click the OutsideBorder button.

2

1

Practice

BBorders aand SShading


39

Option Description

Widow/Orphan control Prevents the last line of a paragraph from being printed at the top of a page (widow) orthe first line of a paragraph from being printed at the bottom of a page (orphan).

Keep with next Keeps the paragraph and the following paragraph on the same page.

Keep lines together Keeps all lines of a paragraph on the same page.

Page break before Inserts a page break before a specified paragraph.

Suppress line numbers Suppresses line numbering when the line numbering feature is active.

Don't hyphenate Takes off hyphenation of page numbers

1

2

Outside border

Applying a border


40 W O R D

Changing a border

Applying shading

Adding a Page Border

Change the border and apply shadingIn this exercise, you will change the color, style and width of aborder and apply shading to a paragraph.

Click the paragraph starting with the text “Did you know that”

From the Menu bar, choose Format, Borders and Shading.the Borders and Shading dialog box opens

Select the Borders tab and from the Style section of thedialog box, select a new style.

In the Color section, select the color blue.

In the Width section, select 3 pt.

Select the Shading tab

In the Fill section, select the color yellow.

Click OK.

The paragraph is surrounded by a new border and is filled withyellow shading.

Add a Page BorderIn this exercise, you will add a Page Border.

From the Menu Bar, choose Format, Borders and Shading.

The Borders and Shading dialog box opens.

Select the Page Border tab.

In the Art section, select any picture.

In the Apply To section, select Whole Document.

Click OK.5

4

3

2

1

Practice

8

7

6

5

4

3

2

1

Practice

1

1

2

2

3

3

4

5

45

7

8

6

You can change the number of columns in a document or asection of a document. You can create newspaper columns,parallel columns and uneven columns.

Create columnsIn this exercise, you will create two columns in a section of yourdocument.

Select the paragraph starting with the text “Well over5.000.000 people”

From the Menu bar, choose Format, Columns.

The Columns dialog box opens

In the Presets section, click two

In the Apply To section, select Selected Text. To format all the text into two columns, in the Apply to sectionselect Whole Document.

Click OK.5

4

3

2

1

Practice

CColumns


41

If you want to create twocolumns, click the Columns

button on the Standard toolbar.Drag and select two columns

and click.

If you want to apply furtherformatting to columns you need

to display the Column dialogbox. For example, to insert a linebetween columns check the LineBetween option. To change thewidth of the columns, first clearthe equal column width check.

Then specify in the In Width andSpacing sections the new value.

Creating columns

1

23

4

5


42 W O R D

A style is a group of paragraph and character formats storedunder a name. Style is a time saving feature.

Applying a Style

From the Menu bar, choose Format, Styles and Formatting

Or Styles and Formatting on the Formatting toolbar.The Styles and Formatting task pane opens.

In the Pick formatting to apply area select a style to apply.

Creating Your Own StyleIn this exercise, you will create your own paragraph style.

Select the paragraphs that have previously applied formatinginformation, such as font color, size, Align left and italic etc.

In the Formatting toolbar, click the Style drop-down menu.

The current name will be highlighted.

Type a new style name.

Press Enter.

To use your new style, first of all select the destinationparagraph and then select your new style from the style drop-down menu.

4

3

2

1

Practice

2

1

SStyles

Applying Style

Style drop-down button

1

2

Opening, eediting aand ssaving aa ddocument

Step-1 Display the formatting marks by clicking the Show/Hide button on theStandard toolbar.

Step-2 Type the text “Happy Birthday”Step-3 Select the text “Happy Birthday” and the paragraph mark.Step-4 To copy text, press Ctrl + C or on the Standard toolbar click the copy

button.

Case SStudy


43

Step-5 Paste the text two times; press Ctrl + V two times or on the Standardtoolbar click the paste button two times.

Step-6 Select the first “Happy Birthday” and open the Font dialog box:From the Menu bar, choose Format, Font

Step-8 Apply the following formats to the first “Happy Birthday” text:Font: Arial; Font Style: Bold; Size: 24 pt.; Font Color: redEffect: Double StrikethroughCharacter Spacing: Scale: 150%Text Effects: Animation: Las Vegas Light

Step-9 Select the second “Happy Birthday” text

Step-10 Align the selected text in center.

Click the center alignment button on the Formatting toolbar.

Step-11 Open the Font dialog box.

Step-12 Apply the following formats to the second “Happy Birthday”" text:

Font:Font Style: Italic, Size: 26 pt., Font Color: blue, Effect: Small Caps

Character Spacing: Spacing: Expanded by: 3 pt.

Text Effects: Animation: Sparkle Text

1. To align text along both the left and right side of the typing area you usethe button on the Formatting toolbar.

2. To copy the formatting of a text to another part of the document quickly,use the button on the Standard toolbar.

3. You can display formatting marks such as paragraph marks and space onyour screen by clicking the button.


1. Superscripted texts are those that appear raised above other text on a line.

True False

2. Borders can be applied on all the edges of a paragraph.

True False

True oor FFalse


44 W O R D

1. Use the ___________ toolbar toenhance the appearance of yourdocument, including the style and sizeof the type.a. Statusb. Menuc. Standardd. Formatting

2. Choose the text format effects whichare printable. (Choose three answers)a. Font - Shadow and Outlineb. Superscript - Subscriptc. Font - Text effects - Blinking

Backgroundd. Highlight (Text Background Color)

3. Which of the following can be formattedusing the Format - Paragraphs option?(Choose three answers) a. Line space between paragraph linesb. Space between paragraphsc. Indent space of paragraphsd. Page space of documents

4. Select the statements that are trueabout paragraph borders. (Choose twoanswers)a. You can apply borders to all sides of a

paragraphb. Paragraphs cannot contain border and

shading togetherc. Borders should be applied to each

paragraph separatelyd. The Border button on the Standard

toolbar can be used to apply borders

5. Which of the following indents all thetext in a paragraph except the firstline?a. Hanging indentb. First line indentc. Right paragraph indentd. Decrease indent

6. The Column dialog box allows you to;(Choose two answers)

a. Set the number of columns

b. Change the spacing between columns

c. Change the font formatting of columntext

d. Set the alignment of columns

7. What is Orphan Control?

a. Keeps the paragraph and the followingparagraph on the same page

b. Keeps all lines of a paragragh on thesame page.

c. Prevents the first line of a paragraphfrom being printed at the bottom of apage.

d. Suppreses the line numbering .

8. Which of the following is a shortcut foraligning the text to the right?

a. Ctrl +L

b. Ctrl +M

c. Ctrl + R

d. Ctrl + B

9. Which of the following shortcuts is forBold text format?

a. Ctrl + U

b. Ctrl + I

c. Ctrl + A

d. Ctrl + B

10. Which of following effects cannot beprinted?

a. Emboss

b. Shadow

c. Engrave

d. Shimmer


Bulleted and Numbered lists make your document morereadable and enable you to point out important parts of adocument. This feature is very useful when you are working withlegal documents and documents with long lists.

Use Numbers when the ordering of the paragraphs anditems is important (i.e. legal documents, instructions,manuals).Use Bullets when the ordering doesn't matter (i.e. a list ofproducts)

The Numbered documents are easy to manipulate. This featureis intelligent. When you add or remove paragraphs or items theNumbered list changes automatically. For instance, a newparagraph at the end of the list gets the next consecutive number.

Creating bulleted and numbered listsIn this exercise, you will create a list from scratch.

Locate the insertion point where you want to create the list.

Click on the Numbering or Bullets button on the Formattingtoolbar.

Type the first item and press Enter.

To end a Bulleted and Numbered List;

Click on the Numbering or Bullets button on the Formattingtoolbar.

Or Press Enter twice at the end of the list.

3

2

1

Practice

BBulleted aand NNumbered LList

Bulleted and Numbered List & Tabs

46 W O R D

Bullets Special characters, symbols, and pictures

Numbers Numerals, roman numerals and letters

Bulleted list

Bullets Button

Numbering Button

Numbered list

W O R DBulleted and Numbered List & Tabs

47

Creating space between list items.In this exercise, you will create space between listitems without pressing the Enter key twice andturning off the numbering.

Select the list. From the Menu bar, choose Format,Paragraph.Click the Indents and Spacing tab. In the Spacing area, set the After value to 12pt..Click OK.

Customizing Bulleted and Numbered ListIn a bulleted list, instead of using regular bullets youcan select a different character, a picture bullet, orchange indents.

In this exercise, you will customize a bulleted andnumbered list.

Select the list or list items.From the Menu bar, choose Format, Bulletsand Numbering.Click the Bulleted tab. Choose a new bullet style. In the Bullets tabthere are seven bullet styles but Word offers youmore;Click the Customize button in the Bulleted tab.

The Customize bulleted list dialog box appears.

Use the Character or Picture button to select a bullet style. The new character replaces the previous one and has the same size and color.With the Font button, change the color, size,and effects of the bullet.Click OK.8

7

6

5

43

21

Practice

5

43

21

Practice

Customizing a bulleted list

63

1

2

4

5

7

8

Like the bulleted list, you can customize Numberedlists and choose different number styles and fonts. Customized bulleted list

Bullets and Numbering menu

Customizing bulletedlist dialog box

In order to create an outlined list, increase the indentation of theparagraphs and items with the Increase Indent button on theFormatting toolbar or Tab key. If you want to use more than one indented level as seen below,use the Outline level on the Bullets and Numbering dialog boxto select styles.

OOutlined LLists


48 W O R D

1) Wordi) Formatting

(a) Text formatting (b) Paragraph formattingii) Tables

(a) Creating a table (b) Editing a table2) Excel

i) Working with Spreadsheetsii) Entering data

Outline numbered tab

One of the most common mistakes Word users make is to try toalign with the space key. Documents aligned with the space keyare displayed improperly when the document is reformatted ortransferred to other computers. Word has a great feature whichmakes aligning very easy. With the Tab key and Tab stops youcan create your documents more accurately and faster.

Tab StylesIn Word, there are several Tab types: left, right, center,decimal. Left align tabs are the most used Tab style. By default,Word set left aligned tabs every 1.25 cm.

The following example shows how to use tab stops. The dashedline indicates the location of the Tab stop.

TTabs

IItteemm PPrriiccee

CPU 255$ Left Aligned

Mainboard 125$ Right Aligned

HDD 100$ Center Aligned

RAM 35.4$ Decimal Aligned

Left Aligns text on the left at the tab position

Right Aligns text on the right at the tab position

Center Centers text at the tab position

Decimal Aligns a column of numbers with thedecimal at the tab position

To display the Ruler from theMenu bar, choose View, Ruler.

Setting Tab StopsThere are two ways to create tab stops, you can set tabs using theTabs menu or using the ruler. For more accurate and precisesettings use the Tabs option in the Format menu.

In this exercise, you will set tab stops using the Tabs menu.

Locate the insertion point where you begin typing.

Select the Format, Tabs menu.

In the Tab Stop Position text box, type the tab position as 2cm. Make sure the left alignment checkbox is selected.

Click Set.Repeat the steps 3 and 4 for 6 cm, and 10 cm.

Click OK.

Press tab key , type “CPU”, press tab key, type “Speed”,press tab key, type “Year”.

Enter the following data in separate lines. Use the tab keybetween each item in the list.

7

6

5

4

3

2

1

Practice

To set Tabs using the Ruler;When you set a tab stop, you can see it on the Ruler and change its location by dragging it.

Locate the insertion point where you start typing.

Set the tab stops by clicking on the Ruler.

The Ruler above has tab stops with different styles.

To change the tab style click on the Tab style button which islocated on the far left of the Ruler.

Removing TabsTo remove tabs, simply drag the tab stops from the ruler to thedocument area or on the tabs dialog box, select the tab you wantto remove and click the Clear button.

3

2

1


49

Word sets default tab stops every 1,25cm. To change the default tab stops,

type the amount of spacing you wantbetween tab stops in the Default tab

stops box.

The Tabs dialog box

Setting Tabs

CCPPUU SSppeeeedd YYeeaarr8086 30 MHz 198480486 75 MHz 1995Pentium I 90 MHz 1999Pentium IV 3 GHz 2003

3

2

4

5


50 W O R D

CCrreeaattiinngg CCuussttoommiizzeedd LLiissttss Step-1 Open a blank word document.Step-2 Type the document title as "World Cup 2006 Countries and Players"Step-3 Create an imaginary group list of World Cup 2006 football games.

There should be 4 different countries.Step-4 For each country type four player names just below their country

names.Step-5 Select all the country names and player names together.Step-6 Click the Numbering button on the Formatting toolbar.Step-7 A numbered list appears from number 1 to number 20.Step-8 Select players of the first country in the numbered list.Step-9 Press the Tab key on the keyboard or click the Increase Indent button

on the Formatting toolbar.Step-10 An outlined list is created and the players get letters instead of numbers in the list.Step-11 Save the document as “Sports.doc”

Repeat the steps for the remaining countries in the list.

SSeettttiinngg TTaabb SSttooppssStep-1 From View Ruler, activate the Ruler at the top

of your document.Step-2 On the Ruler, create tab stops at 2 cm, 7 cm,

12 cm, and 17 cm.Step-3 Connect to the Internet. Gather info about

Hurricanes in history.Step-4 Create a list using these data. Use the titles

shown below. Place these titles at the exactposition of each tab stop.

Name, Year, Location, SpeedStep-5 Save the document as “Hurricane.doc”

Case SStudy


51

1. To display the Tabs dialog box, click on the Menu bar and thenclick Tabs.

2. A dot or other symbol positioned before text is called a .

3. You can set tabs using Format, Tabs or using the .


1. When text is formatted into a bulleted or numbered list, one bullet ornumber is assigned to each line.

True False

2. The Tab key is used to align text in a document.

True False

3. You can use images, symbols or special characters to create bulleted list.

True False

True oor FFalse

Create an outlined, bulleted document about computer parts, both hardwareand software. Give examples about the software and hardware in the list. (Askyour teacher about softwares and hardwares.)

Create a list about four famous writers from your country. Write down theirnames and their books. Use tab stops in the list.

Project


52 W O R D

1. To use an Outline Numbered list in a document,you should use on paragraphs.

a. Formatting

b. Indents

c. Lines

d. Numbers

2. What are the advantages of using tab stops?(Choose two answers)

a. The documents aligned with tab stops displayimproperly when transferred to other computers.

b. Tab stops make text alignment very easy.

c. Documents are created more accurately.

d. Tab stops with the space key make typing faster.

3. The most efficient way of creating a list is to use .

a. Space Bar

b. Newspaper Columns

c. List styles

d. Format - Tabs menu

4. How can you end numbering in a list?

a. Press enter twice at the end of the list.

b. Restart the computer.

c. Click the Numbering and Bullets button on theFormatting toolbar.

d. Press the Space key at the end of the list.

5. When a new paragraph is inserted in a numberedlist a. A new numbering sequence starts from the

insertion point.

b. Word asks you to enter a number for the newparagraph.

c. The paragraph automatically takes a number in thelist.

d. Word starts a new paragraph without a number.

6. A (n) is a list that contains severallevels of items, with each level displaying a differentnumeric, alphabetic, or bullet symbol.

a. Bullet level list

b. Outline Numbered list

c. Table list

d. Organization list

7. Which one of the following statements is false?

a. Numbers are useful for items in a particular order.

b. You can change the color of the bullets in your list.

c. You can separate items in a list by beginning eachitem with a bullet or number.

d. Bullets are useful for items in a specific order, suchas a recipe.

8. Which of the followings are true? (Choose threeanswers)

a. A Tab stop is a position you set for placing andaligning text on a page.

b. A Tab stop is a place at which one page ends andanother page begins.

c. You can easily move a tab to a different position onthe ruler.

d. When you no longer need a tab, you can remove itfrom the ruler.

9. How can you remove a tab stop from the ruler?

a. Double-click on the tab stop.

b. Drag and drop the tab stop on the Standard toolbar.

c. Drag and drop the tab stop on the document area.

d. Right click on the tab stop and choose clear.

10. Which of the following text alignments are donewith tab stops? (Choose two answers.)

a. Left Tab style aligns text on the left at the tabposition.

b. Right Tab style aligns text to the right side of adocument page.

c. Center Tab style aligns text at the tab position.

d. Justify Tab style aligns text on both sides of tabstops.


Printing

54 W O R D

One of the most important functions of Word is printing a writtendocument. Printing is very easy with Word. The computer musthave a printer installed to print documents. If there is no printerinstalled, use the Add Printer Wizard to install one.

Page Setup controls page formats such as margins, pageorientation and paper size. Page formats can be changed at anytime, but it is better to change them before starting a document.

Margins are the white areas between text and the edges of thepage. Margins can be changed to make more text fit on a page,or to add extra space for binding documents.

Changing MarginsIn this exercise, you will change the margins.

From the Menu bar,choose File, Page Setup

The Page Setup dialog boxopens.

Select the Margins tab, if

it’s not displayed.

In the Margins section,change the size for theTop, Bottom, left andRight margins to 3 cm.

Click OK.Reset the page margins back to 2,5 cm.

OrientationThis feature allows you to control the orientation of a page.Portrait (vertical) orientation is used for traditional printing likeletters, reports and notes. Landscape (horizontal) orientation canbe used for slides, title pages or for the objects which don’t fit inthe document using portrait orientation. To set the page as a landscape, in the orientation section selectthe Landscape option.

4

3

2

1

Practice

MMargins

PPage SSetup

IIntroduction

Page setup dialog box

Portrait and Landscape Orientation

2

3

4

Open Page Setup

Top margin

Left margin Rightmargin

Bottom margin

1

Documents can be printed on different sizes of paper. Differentpaper types like flyers, envelopes and poster papers can be usedfor printing. Paper SizeThe size of the paper can be changed. A4 (21 cm x 29,7 cm) is anormal paper. Depending on the printer, different papers can beused such as A5 (14,8 cm x 21 cm). PagesThis section allows you to print the document on multiple pagesif desired. Besides normal printing, a document can be printedwith mirror margins, 2 pages per sheet or Book fold.Paper SourceBy default, this option is the Default Tray. If the printer has morethan one paper feeder, the paper source can be chosen from thegiven list.Print OptionsClick on this button to change the printing options of the Wordprogram.

This tab changes the layout of the pages. The Section startoption can be set. Settings with headers and footers can bechanged. Alignment of the page can be changed here. Linenumbers and borders can be added to the document.

Changing the Paper Size and Alignment of the page.

From the Menu bar, choose File, Page Setup,The Page Setup dialog box opens.

Select the Paper tab.

Select the Paper Size box, click the drop-down arrow andselect “Letter”

Select the Layout tab.

In the Page section, click the vertical alignment drop-downarrow and select “Center”.

Click OK.6

5

4

3

2

1

Practice

LLayout

PPaper

W O R DPrinting

55

Page setup dialog box, Paper tab

Page setup dialog box, Layout tab

12

3

4

5

6

Print Preview should be used before printing. Print Previewenables you to see your document on the secren exactly as it willlook when it is printed. The printing process is expensive; it needspaper, ink and time. To save them, Print Preview is a very goodfeature. To print preview a document click the Print Preview button on theStandard toolbar.

Using the Print Preview toolbar

Open a document with more than one page.

From the Menu bar, choose File, Print Preview

OR on the Standard toolbar, click the Print Preview button.

On the Print Preview toolbar, click Multiple Pages and select1 X 2 Pages on the drop-down menu.

Now, you can see two pages in the print preview window.

To enlarge the view of the current document, in the Zoombox type 500 or from the Zoom drop- down list select %500.

4

3

2

1

Practice

PPrint PPreview

Printing

56 W O R D

Print preview window

One PagePrint Zoom

Ruler

Full Screen

Shrink to FitMultiple PageMagnifier

Print Preview toolbar

Multiple pages

Zoom

Print Preview

Click the One Page button to again see one page in the print

preview window.

Click the Shrink to fit button. Shrink to fit helps you fit yourlong document into a single page.

Click the Close button to close the print preview window.

Printing documents in Word is very easy. Clicking the Print buttonon the Standard toolbar, will print the entire document.

Printing Specific Pages and Selecting the Number ofCopies.In this exercise, you will print pages 3, 5, 6 and 7 two times.

Open a document with more then one page.

From the Menu bar choose File, Print

OR press Ctrl + PThe Print dialog box opens.

If you have more then one printer, in the Printer section fromthe Name drop-down list select the target printer.

In the Page range section, select the Pages option and type3, 5-7

In the Number of copies box, in the Copies section type 2.

Click OK.6

5

4

3

2

1

Practice

PPrinting

7

6

5

W O R DPrinting

57

Printing a document

Shrink to fit

4

3

5

6

1. is the direction of the paper when printing.

2. The empty spaces on all sides of a printed document are called .

3. Before printing a document, use to save time, paper and ink.


You can change yourprinter settings, such asprint quality and paper

source, with theProperties button in the

Printer section.

Printing

58 W O R D

1 The orientation of a page can be changedfrom_______.

a. Page Setup

b. Print Preview

c. Print

d. Document Properties

2. In order to define page settings Page size, or themargins of a document _________ is used.

a. Print Settings

b. Document Settings

c. Print Preview

d. Page Setup

3. With the Printing dialog box, you can change the_________ . (Choose two answers)

a. Page margins

b. Number of copies

c. Printing quality

d. Printing range

4. Your document consists of 6 pages. Which of thefollowing page ranges prints page1, page2 page3,page5, and page6 of the document?

a. 1-3, 5-6

b. 1-6, 4

c. 1-6

d. 1, 2, 3-6

5. The printer properties button on the Print dialogbox provides . (Choose two answers)

a. Print Quality

b. Print Range

c. Paper Source

d. Number of copies

6. How many margins are on a page?

a. Two (header and footer)

b. Four (top, bottom, right, left)

c. Two (landscape and Portrait)

d. Two (top and bottom)

7. A document in portrait mode prints:

a. Less characters per line than the same documentin landscape

b. The same characters per line with the samedocument in landscape

c. More characters per line than the same documentin landscape

d. Smaller fonts in order to fit the same amount ofcharacters per line as landscape

8. How can you specify that a Letter-size documentprints on an A4-size paper?

a. Scale the font of the text by the requiredpercentage. Use the Magnify option to change thepaper size.

b. Specify Scale to paper size as A4 under the File,Print menu

c. Specify the paper size as A4 in print propertiesavailable from the menu File, Print

d. Choose the option, Allow A4/letter paper resizing,in Print Options available from the menu File, Print

9. A text document with multiple pages has a smallamount of text on the last page. Which optionmoves the content of the last page to the previouspage and reduces the document by one page?

a. Print Layout

b. Print Range

c. Shrink to fit

d. Text alignment

10. Which of the following shortcut keys opens thePrint dialog box?

a. Ctrl - V

b. Ctrl - P

c. Ctrl - C

d. Shift - P


Word includes an Equation editor which makes availablemathematical symbols and scientific functions in your document.

Creating an Equation

Place the insertion point where you want to insert theequation.

On the Menu bar, select Insert, Object.The Object dialog box opens.

In the Object type list, select Microsoft Equation 3.0.

Click OK.4

3

2

1

Practice

EEquation

The Equation toolbar, and an Equation editor frame aredisplayed on the document window.

Inside the Equation editor, build the equation by using thesymbols and buttons on the Equation toolbar.

5

Inserting and Formating Objects

60 W O R D

2

3

The Equation toolbar

Object dialog box

Building an Equation

4

5

W O R DInserting and Formating Objects

61

When you are done, click anywhere inside the document,outside the equation object.

You can not format the rest of the document without leaving theequation editor.

Editing an EquationAfter creating an equation object later you can edit or format it.

Double click the equation object.

Use options on the Equation toolbar to edit the equationobject.

Click anywhere in the document.

You can insert characters and symbols which are not present onthe keyboard into your documents such as a copyright© ortrademark TM symbols.

Inserting Special SymbolsIn this exercise, you will insert a copyright symbol into adocument.

From the Menu bar, choose Insert, Symbol.The Symbol dialog box opens.

1

Practice

SSymbols

3

2

1

6

Opening the symbol dialog box

1

Click the Symbols tab.

Select the copyright© symbol.

Click the Insert button to insert the copyright symbol into thedocument.

Click the Cancel button to close the Symbol dialog box.

Depending on the number of Fonts installed on your computer,there are many symbols available to use such as:

Windings: Includes decorative symbols which you can use for abulleted list.

Webdings: Small pictures specifically designed to be used onWeb Pages.

You can format the symbols just like any other text in yourdocument.

When you change the size of a character, it stays with the othertext in the same line. If you want to use large letters that take upmore than one line in a paragraph, you need to use the Drop Capoption. Drop caps are suitable for newspaper or magazine styles,and multiple columned texts.

Applying a Drop CapIn this exercise, you will apply a Drop Cap to a paragraph.

Click over the paragraph where you want to apply a DropCap.

On the Format menu, click Drop Cap. the Drop Cap dialog box opens.

In the Position area choose the Dropped option. In the Optionsarea of the Drop Cap dialog box, you can change the font of thedropped cap letter, the number of lines of text it is dropped by, andits distance from the text.

Click OK.4

3

2

1

Practice

DDrop CCap LLetters

5

4

3

2


62 W O R D

Drop Cap dialog box

If you want to have more than onecharacter in Drop cap, you need toselect the text that you will use in

Drop Cap.

3

4

ord includes Equation Editorwhich makes availablemathematical symbols and

scientific functions in your document. Click where you want to insert theequation.

WDrop Cap

The Symbol dialog box

2

3

4 5

Change Case changes the capitalization of a selected text.

To Change the Text Case;

Select the text you wish to change the case of.

From the Menu bar, chose Format, Change Case. The Change Case dialog box opens.

Choose from the list of options, the required case.

Click OK.

If your document is longer than one page, page numbers will bevery helpful to identify each page in the document. You can insertpage numbers in different formats and place them at the top orbottom of each page.

Inserting Page NumbersIn this exercise, you will create a simple page numbering

On the Insert menu, click Page Numbers.the Page Numbers dialog box opens.

Specify the position of the page numbers.

Click OK.

You can insert the current date and time into your documents.Word has an automatic update feature. You can use this option toupdate dates and times in your documents automatically.

Inserting Date and Time

On the Insert menu, click Date and Time

In the Available Formats list, choose a Date and Time style.To enable the auto update option click Update Automatically.

Click OK.3

2

1

Practice

DDate aand TTime

3

2

1

Practice

PPage NNumbers

4

3

2

1

Practice

CChanging CCase


63

2

3

2

3

Microsoft word Sentence casemicrosoft word lowercaseMICROSOFT WORD UPPERCASE Microsoft Word Title CasemICROSOFT wORD tOGGLE cASE

2

3

4

Change Case options

Change Case dialog box

Page numbers dialog box

Date and Time dialog box


64 W O R D

Step-1. Create the following equations using the Equation editor.

Step 2. Save the document as MicrosoftEquation.doc

411

411

−

⎟⎠⎞⎜

⎝⎛−

=

n

nS22

21

23

⎟⎠⎞⎜

⎝⎛−+⎟⎟⎠

⎞⎜⎜⎝

⎛−=r

CACBCAB EEEW ∆=−= )()(xxx

sincoscot =

xxx

cossintan =

Case SStudy

1. changes the capitalization of a selected text.

2. is used to identify pages in a document.

3. are small pictures specifically designed to be used on Web Pages.


1. You can format the function inside the Equation editor and the text outside theEquation editor together.

True False

2. You can not use special characters in a document, such as “©”, if they are not presenton the keyboard.

True False

3. A Drop Cap can be applied to more than one line in a paragraph.

True False

True oor FFalse


65

1. A is a large, dropped capital letterthat you place at the beginning of a paragraph.

a. Graphical start letter

b. Starting letter

c. Drop letter

d. Drop cap

2. Which of the following options can be changedusing the Page Numbers dialog box? (Choosethree answers)

a. Page number format

b. Page number alignment

c. Chapter number

d. Starting page number

3. To use special characters or symbols which are notpresent on the keyboard, you can use .

a. Insert, Object, Equation Editor

b. Insert, Symbol

c. Insert, AutoText

d. Insert, Fields

4. At which location is a page number displayed in adocument?

a. In the Left and Right margins area

b. In the gutter

c. In the first line of the document

d. At the top and bottom of page

5. is an object that you can use to createmathematical expressions.

a. The Equation editor

b. Math Editor

c. Expression Editor

d. WordArt

6. If you want to update an inserted date to thecurrent date each time you open a document, youneed to

a. Right click over the date and choose update.

b. Check the “update automatically” option when youinsert the date for the first time.

c. Use Windows, Word update.

d. Change the date settings of your computer.

7. How can you change the case of a text with allcapital letters to sentence case without retyping it?

a. Edit, Undo end Redo

b. Select the first character of the text and Insert,Drop Cap.

c. Select the text and choose Edit, Change Case.

d. Use Tools, Autocorrect.

8. Which of the following are true about the DropCap menu? (Choose two answers)

a. You can use more than 3 lines for a Drop Cap.

b. Dropped text can be placed in the margin area of adocument.

c. A Drop Cap has a fixed format so its font colornever changes.

d. You can use up to 3 Drop Caps in a page.

9. Which of the followings is false about Symbols?

a. A symbol is a part of text in a document and can beformatted like other characters.

b. Special symbols such as ☺ can be inserted bytyping with the keyboard.

c. All the fonts have the same symbol characters.

d. You can insert symbols with short-cut keys.

10. Which of the following is true about an equationobject?

a. Double click over an equation to modify it.

b. Use the symbols menu to create special mathematicalcharacters inside the Equation editor.

c. You can continue typing in a document as youcreate an eqution.

d. You can right click over an equation object andchange its font color.



66 W O R D

A c r o s s

2. The last line of a paragraph appearing on the first line of a page.4. Special characters that don't appear on your keyboard.9. Page direction.

11. A designated point set by a user that positions the pointer in a particular spot on a page.12. A document with vertical orientation.13. To apply animation to text, select text, click Format, Font, then ________ .

D o w n

1. This button on the Standard toolbar will format text into different numbers of columns.5. Blank space around the edges of a page.6. Large dropped capital letter at the beginning of a paragraph.7. Printed version of a document.8. A document with horizontal orientation.

10. Lines that can be placed on any edge of a paragraph.

ENTERTAINMENT

1 2

4

6

9

8

7

11

12

13

10

5

3O R P H A N

Tables

68 W O R D

Creating a table by usingthe insert Table dialog box

Creating a table byusing the insert table button

2

A table arranges text, data, and numbers in columns and rows.The items in a table are easier to manipulate and are correctlydisplayed on screen. Tables are used to create forms, sort data,track information and to make mathematical calculations.Because of these advantages, it is better to use tables than listsin many cases.

Word lets you create a table in several ways. Before creating atable, you must plan your table: how many columns and rowsyou will need, if you will use functions, what the table borders willlook like, etc.

To insert a table by using the insert table button;In the following exercises, you will insert a table into a documentin different ways.

Position the insertion point where you want to insert a table

Then click the Insert Table icon on the Standard toolbar. Inthe drop-down menu, drag your mouse and select your tablesize. You can increase the number of columns and rows inthe table beyond 4 x 4 (4 rows, 4 columns) by holding downthe left mouse button and dragging down and to the right.

When you have selected the table size, release the mousebutton.

A table with 4 rows and 4 columns is inserted in yourdocument.

To insert a table by using the Insert Table dialog box;The Insert Table dialog box is useful when creating large tables,or tables that require a specific number of columns and rowsbeyond the scope of the Insert Table button.

On the Menu bar, select Table, Insert, and Table.The Insert Table dialog box opens.

In the Insert Table dialog box, enter the number of columnsand the number of rows. (4 rows, 4 columns).

Click OK.The table is inserted in your document.3

2

1

3

2

1

Practice

CCreating aa TTable

IIntroduction

3

Insert Table

Inserting a Table by Using the Tables and Borders ToolbarIf you want to control the size or design of your table, use theDraw Table button on the Tables and Borders toolbar.

Click the Draw Table icon on the Standard toolbar.1

The Tables and Borders toolbar is displayed.

On the Tables and Borders toolbar use theDraw table icon and draw a 4 x 4 table.

Click and drag the mouse pointer to drawthe rectangular outline of the table. Releasethe mouse button when the table is sizedcorrectly.

Now you can type data into the table.

Entering Data Into a TableYou may enter data in a table by keyboard, orcopy it from another document or table. To enterdata into a cell, click in the cell and type the data.Use arrow keys or the mouse to switch betweencells.

Formatting the Text of a TableYou can apply all text formatting options; fontformatting, text alignment etc.; to a table's textlike any other text in a Word document.

3

2

W O R DTables

69

Insert table

Merge cells

Split cells

Align top left

Distribute columns evenlyDistribute rows evenly

Table auto format

Sort ascending

Change textdirection

Shading color

Outside border

Border colorLine weightLine styleEraser

Draw table

Sortdescending

AutoSum

The Tables and Borders Toolbar

Drawing a Table

Draw Table

Table with 4 rows and 4 columns

Entering data into a table

To modify the table contents or borders you need to know how toselect tables, cells, rows, and columns.

Word automatically creates ½ point black borders around everycell of a table.

Changing Table’s Border.In the following exercise, you will change a table’s borders.

Select the table by clicking on it.

On the Menu bar, choose Format, Borders and Shading.

The Borders and Shading dialog box opens.

In the Borders tab, there are five types of table bordersavailable. The first option, None, removes borders. Box, All,and Grid set the table borders. In the option boxes you candefine the line style, line thickness, and line color of theborders.

The last border option in the dialog box lets you definecustom borders. To set custom borders, you need to clickthe custom button then select border lines in the previewwindow.

Click OK when you are done.4

3

2

1

Practice

FFormating TTable BBorders aand SShading

SSelecting TTables

Tables

70 W O R D

3

4

To select a cell

To selecta table

To selecta row Selection techniques

TO DO THIS

select a table click the table move handle

select a cell click on the left side of the data in the cell

select a columnclick the outside area of the table just abovethe column

select a rowclick the outside area of the table to the leftof the row

To selecta column

Borders and Shading dialog box

Applying ShadingYou can use shading to emphasize some parts of a table. Thisoption enhances your table design.

Select a single cell where you want to apply shading.

On the Tables and Borders toolbar, click the Shading

Color button.The currently selected color is applied to the cell.

To change the shading color click on the down arrow next tothe Shading Color button. In this menu, you can choosedifferent colors or create a custom shading color.

Table AutoFormatWord offers ready to use table formats. With Table AutoFormatyou can quickly format a table from a library of table styles.

Select the table that you want to AutoFormat

On the Menu bar, choose Table, Table AutoFormat.

The Table AutoFormat dialog box opens.

In the Table styles list, select Table Elegant.

Click the Apply button.

The format of the table changes.

Later you can modify a table formatted with AutoFormat, andchange options such as colors and borders.

Select the table formatted with AutoFormat.

On the Menu bar, choose Table, TableAutoFormat.

In the AutoFormat dialog box click Modify.

The Modify style dialog box opens.

Use the Formatting area to change theborder color, font formatting, etc.

Click OK.5

4

3

2

1

4

3

2

1

Practice

3

2

1

W O R DTables

71

The Table AutoFormat dialog box

3

4

Table with Table Elegant style

A table can be resized or moved. If the insertionpoint is placed inside the table, a four headedmoving arrow and a resizing handle will bedisplayed on the corners of the table. To move the table, click and drag the four sidedarrow to the place where you want the table to be,then release your mouse. To resize the table dragthe resizing handle.

Inserting CellsIn this exercise, you will insert new cells into your table.

Select a group of cells.

From the Menu bar, choose Table, Insert Cells.

The Insert Cells dialog box opens.

Choose the Shift cells right option.

Click OK.

The new cells are inserted on the right side of the selected cells.

Inserting Rows and ColumnsIn this exercise, you will insert a column into your table.

Place your insertion point in the cell you want the newcolumn or row to be adjacent to.

1

4

3

2

1

Practice

IInserting // DDeleting CCells,

CColumns, aand RRows

RResizing aand MMoving TTables

Tables

72 W O R D

2

Inserting new cells

For Moving

For Resizing

Insert Cells menu

Insert dialog box

3

Table with Table Elegant style

4

On the Tables and Borderstoolbar click the down arrownext to the Insert Table iconand choose the Columns tothe right option.

Or from the Menu bar, chooseTable, Insert, Columns to the right.

Type “Average Speed” in thefirst cell of the column.

Now you can insert new data into your table.

Deleting Cells, Columns and RowsTo remove empty or unwanted cells, rows or columns;

Select the cells, columns or rows that you want to delete.

from the Menu bar, choose Table, Delete and select Cells,Colums or Rows.

If you want to combine several cells into a single cell, you need touse the Merge Cells command.

Select the empty cells in the"Average Speed" column.

Click the Merge Cells buttonon the Tables and Borderstoolbar.

The selected cells become a singlecell.

The Split Cells command does the opposite of the Merge Cellscommand and divides a single cell into many cells.

Select the cell you created with the Merge Cell command.

Click the Split Cells button on the Tables and Borders toolbar.The Split Cells dialog box appears.

In the Number of columns box, type "1" and in the Numberof rows box, type "3"Click OK.

The selected cell splits into 3 cells.

4

3

2

1

2

1

MMerging aand SSplitting CCells

2

1

3

2

W O R DTables

73

Merging Cells

3

Inserting a column to the table

Deleting Cells, Columns and Rows

Merge Cells

Split Cells

Split Cells dialog box

3

4

You might use Word to calculate values in a table. This featureoffers functions like Sum and Average. Thus, you don't have touse a calculator for these kinds of simple operations. Howewer, itis better to use a worksheet program such as Excel to carry outmore complicated functions.

Calculating Values in a CellIn this exercise, you will calculate values in a cell on your table.

Position your mouse in the cell at the end of the second row.

On the Table menu, select Formula. The Formula dialog box opens.

Click the Paste fuction down arrow, and select “AVERAGE”from the list.

In the Formula box, between theparantheses of function type“LEFT”.

Click OK.Now the result of this function isdisplayed in the cell.

Calculate the average of theremaining rows.

Word has the ability to sort items in a table. In this way, you caneasily reorganize and reorder your data. You can sort paragraphsand numeric values by alphabetical, numerical or chronologicalorder.

Sorting Data in a ColumnIn this exercise, you will sort values in a column of your table.

In the Table, click inside the column you want to sort.1

Practice

SSorting TTables

6

5

4

3

2

1

Practice

CCalculating TTables

Tables

74 W O R D

You can also use the cellreferences "RIGHT", "ABOVE",

"BELOW". The Paste function provides more

than 15 different functions.

4

35

The Formula dialog box

Calculating tables

6

On the Table menu, click Sort.The Sort dialog box opens.

Click the Sort by drop-down arrow, and select “Speed3”

Click the Type drop-down arrow, and select “Number”.

Select the sort order as Ascending.

Click OK.6

5

4

3

2

You can also convert a list into a table without rewriting the listtext.

W O R DTables

75

2

3

Converting Tables

2

34

5

6

The Sort dialog box

If you want to convert your table to a list;

On the Table menu, select Convert, Table to Text.

The Convert Table to Text dialog box opens.

Select the second option “Tabs” to separate the text in yourtable.

Click OK.3

2

1

CConverting aa TTable tto aa LList

The Convert Table to Text box

Sorting tables

Tables

76 W O R D

CCrreeaattiinngg,, EEddiittiinngg aanndd CCaallccuullaattiinngg aa TTaabbllee..

Step-1 Use the Insert Table button to create a 5×5 table (5 rows, 5 columns).

Step-2 In the first row of the table, define the column titles as Cities, January,March, August, and November.

Step-3 In the Cities column, enter the names of 5 cities in your country.

Step-4 Connect to the National Weather Service site of your country on theInternet. Get the average temperature of each city for the given months.Enter these data to your table.

Step-5 On the Tables and Borders toolbar, select Insert Columns to insert a newcolumn on the right side of the table. Name the title as "Average".

Step-6 Use functions to calculate the yearly average for each city in the Averagecolumn.

Step-7 Insert three more rows at the bottom of your table. Name the rows asCountry average, Minimum average, and Maximum average.

Step-8 Format the table borders using Table AutoFormat, select TableContemporary style.

Step-9 Calculate country averages, Minimum averages, and Maximum averagesin the related cells.

Step-10 Save the document as Mytable.doc.

Case SStudy

W O R DTables

77

1. In the Insert Table dialog box you can enter the number of andthe number of .

2. When additional columns or rows are needed, place your insertion point_________ you want your column or row adjacent to.

3. A is the intersection of a column and a row in a table.

4. You can change the color, style, font format, and border style of a table byusing the option in the Table menu.


1. When you delete a table with contents, Word first asks you to delete thecontents in the cells.

True False

2. A table can be easily resized by dragging the table resize handles.

True False

3. In a table, you can sort values in ascending order or in descending order.

True False

True oor FFalse

Create the weekly lesson schedule of your class.

Design a table to list and sort the hobbies of your classmates.

Design a table for a student’s report card. Show each term’s marks andaverages on the table.

Project

Tables

78 W O R D

1. You can format all properties of a table by using the_____________

a. Tables and Borders toolbar

b. Formatting Toolbar

c. Borders and Shading toolbar

d. Styles and Formatting toolbar

2. Which of the following table formulas is valid?

a. Average (right)

b. =Sum (average)

c. =Sum (all)

d. =Sum (left)

3. Which toolbar option is used to make all the rowsthe same height?

a. Distribute columns evenly

b. Distribute rows evenly

c. Equal column width

d. Equal row height

4. How can you sort items in a table?

a. Select Format, Sort from the menu.

b. Select Tools, Sort from the menu.

c. Click the Sort Ascending (A to Z) button on theStandard toolbar.

d. Select Table, Sort.

5. Which of the following is not true about tables?

a. You can resize and move tables in a document.

b. A table can be converted into a text list.

c. You cannot insert and delete rows or columns froma table that contains data.

d. Formulas are used in tables.

6. What is the minimum number of rows and columnsthat a Word table can have?

a. 2 Rows and 1 Column

b. 2 Rows and 2 Columns

c. 1 Row and 1 Column

d. 1 Row and 2 Columns

7. To merge cells in a table, use the ______ on theTables and Borders toolbar.

a. Merge tables command

b. Table command

c. Merge cells button

d. Merge rows and columns button

8. Which option should you select if you want todelete a cell and move the rest of the cells up in atable?

a. Delete cells up

b. Shift cells up

c. Delete cells down

d. Shift cells down

9. To select all the cells in a table ____

a. Use Table, Select, Table.

b. Click the table move handle.

c. Edit, Select all.

d. Ctrl + A .

10. Select the methods that are used to create atable.(Choose three answers)

a. Click the Insert Table icon on the Standard toolbar,select your table size.

b. Click the Tables and Borders icon on the Standardtoolbar and draw your table.

c. Click the Drawing button on the Standard toolbar.Use the lines option to a draw table.

d. Choose Table, Insert, and Table. Enter the numberof columns and number of rows.


Pictures and photos make your documents interesting, easy toread, and well-supported. There is a lot of difference between adocument with only text, and a document with these objects. Achart or a diagram can make your document moreunderstandable and capture the interest of your readers.

Microsoft Office comes with its own Clip Art gallery of images,sounds, and animations. All the clips are categorized to makethem easy to find.

CClip AArt

IIntroduction

Inserting Clip Art from The Task PaneIn this exercise, you will insert Clip Art from the task pane.

On the Task pane, choose Insert Clip Art from the Other TaskPanes option.

Or on the Insert menu, select Picture, Clip Art

In the Search for box, type a Clip Art category or the specificClip Art name that you want to use.

Click the Go button.

The search result is displayed in the Task pane. Choose theClip Art that you want to insert. Double click over the art. Theart is inserted at the location of the insertion point.

Downloading Clip Art from the Microsoft website.There are also online clips on the Microsoft website.

To use online clips, first make sure that you are connected tothe Internet, then click the Clip art on Offýce Online link at thebottom of the Task pane.

On the website, search for Clip Art. Select the Clip Art thatyou want to download. Click Download.

2

1

4

3

2

1

Practice

Pictures and Graphs

80 W O R D

Inserting ClipArt

4

Searching ClipArt

23

The Clip Art will be automatically saved underthe Downloaded category in the Clip Organizer.

Microsoft Clip OrganizerClip Organizer contains all of your images, sounds,and videos in one place. You can catalog your clips,create new categories, and search for more clips onthe Internet with Clip Organizer.

3

You can insert pictures or graphics created with other programssuch as Paint, Corel, and Adobe Illustrator. There are photogalleries on the internet where you can search for specificpictures. You can capture pictures or photos with a digital cameraand use these objects in Word.

Inserting a pictureIn the following exercise, you will insert a picture onto adocument.

From the Menu bar, Insert, Picture, From File.

the Insert Picture dialog box opens.

Select the file location and name.

Click OK.The picture is inserted in your document.

To insert a picture from a camera or scanner; connect your deviceto the computer and then from the Menu bar, choose Insert,Picture, from Scanner or Camera and then follow theinstructions.

3

2

1

Practice

IInserting PPictures

W O R DPictures and Graphs

81

Microsoft Clip Organizer

Inserting a picture

2

3

Insert, Picture

1

When you click on a picture or insert a picture into yourdocument the Picture toolbar opens. On this toolbar, you can findall the options to format a picture.

Picture ColorThe Color button on the Picture toolbar gives four options:Automatic, Grayscale, Black&White and Washout.

Picture Contrast & BrightnessContrast is the difference between light and dark. There are twobuttons on the Picture toolbar to decrease and increase thecontrast of a picture.The ratio of light to dark in a picture is brightness. You can adjustthe brightness with the More brightness and Less Brightnessbuttons.

A picture is displayed in its full size when inserted into adocument. Sometimes the size is too large to fit into yourdocument, or cannot be seen clearly. Sometimes you need to useonly part of the picture. To change the size of a picture, resize it,and to change the amount of the picture displayed, crop it.

Resizing a PictureIn this exercise, you will resize a picture.

Select a picture by clicking over it. the Sizing handles will bedisplayed on the borders of the picture.

1

Practice

RResizing aand CCropping PPictures

Pictures and Graphs

82 W O R D

Insert picture

Line styleColor

Crop Rotate left 90o Format picture

More brightness Less brightness

Less contrast Text wrapping

Set transparent

Reset picture

Compress pictures

The Picture toolbar

A Grayscale picture

A Black&White picture

A Washout picture

The Picture Toolbar

More contrast

Position your mouse over one of the sizing handles. To increase the size, dragyour mouse away from the center of the picture, To decrease the size, move themouse towards the center of the picture.

2

To keep a good ratio of width to height, you should press theShift key while you are dragging the picture.

Cropping a pictureIf you need only one part of a picture, use the Crop button on thePicture toolbar.

Select the picture that you want to crop. Click the Cropbutton on the Picture toolbar.

Drag a sizing handle. When you are done, click the Cropbutton again

Or press Enter.You can also use the Format Picture dialog box for resizing,scaling and cropping. The Format Picture dialog box allows youto make more precise measurements.

Select a picture.

On the Format menu, choose Picture.Or click the Format Picture button on the Picture toolbar.The Format Picture dialog box opens.

Enter the desired width and height values in the boxes.

Click OK.4

3

2

1

2

1

Practice


83

Format Picture dialog box

Selected picture

1

A sizing handle

Decrease picture size

2

Resize handle

Cropping picture

Cropping handle

2

3

Crop

4

To rotate a picture;

Select a picture.

Click the Rotate Left button on the Picture toolbar.

The picture rotates 90 degrees to the left, and a green handleappears on the top edge of the picture.

Position your mouse on the green handle. The mousepointer changes to a curved arrow. Drag your mouse torotate the picture. This is called free rotating. You can adjustthe picture to any angle with free rotating.

Wrapping Text around PicturesWhen you insert a picture, it floats over the document. If thepicture is not transparent, it obscures the text and other objects.

Select the picture.

Click the Text Wrapping button on the Picture toolbar

Or click the Layout tab on the Format Picture dialog box.

Select the wrapping style that you want.

When you put a picture in your document, it is placed where theinsertion point was before the insert command. Later you canchange its location. To move the picture;

Select the picture and hold down the mouse button.

Drag the picture to a new location and then release themouse button to drop the picture.

2

1

PPositioning PPictures

3

2

1

3

2

1

RRotating PPictures

Pictures and Graphs

84 W O R D

Layout tab

The Text Wrapping button

A rotated picture

3

2

If you hold down the Ctrl key whiledragging a picture, you get a copyof the picture.

Rotate left 90º

Microsoft Graph Chart is a tool used to create charts in yourdocuments. Microsoft Graph provides a wide variety of graphoptions from Bar graphs to 3-D graphs. Spreadsheet programs like Excel also have Chart options. If youare dealing with numbers and your document is based on visualobjects, the Excel spreadsheet program provides more features.

Creating a ChartMicrosoft Graph has two parts, a chart and adatabase.In the following exercise, you will create a chartthat shows personal computer sales in 4 differentcities.

Place the insertion point where you want toinsert the chart.

On the Insert menu, choose Picture, Chart.

The graph program displays a sample chart anda sample datasheet.

The datasheet is made up of columns and rowsand has sample data. In the Datasheet, rowsrepresent a category; columns represent datapoints for each category.When you change the row and column headings,you change the labels in the chart. When thenumbers are changed in the cells, the data pointsin the chart change as well.

In the database, replace the sample data with your own.

Click over a cell, type your data and press Enter.

Microsoft Graph redraws the chart.5

4

3

2

1

Practice

CCreating CCharts


85

You can move between cells with themouse, tab key or arrow keys.

2

3

4

5

Sample chart and sample datasheet

Replace the sample data

Creating a chart

To change the way that the chart looks, you need to select chartobjects. In a chart all the objects can be formatted.

In this exercise, you will format a data series in your chart.

Double click the chart.

Select the chart object that you want to change. Use one ofthe following methods.Select the object from the Chart Object list on the Standardtoolbar.

Or click the object in the chart.

Select “London” data series.

From the Menu bar, choose Format, Selected Data Series.

The Format Data Series dialog box opens.

Apply red color to “London” data series. Click OK.

Each chart object has its own individual settings. So in the dialogbox, there is usually more than one tab.

65

4

3

2

1

Practice

FFormatting CChart OObjects

Pictures and Graphs

86 W O R D

Properties Cut PasteCopy

Chart Object Import file View Datasheet Undo By Row

By column

Data Table

Chart Type Category axis gridlines

Value axis gridlines Legend

Fill color

Drawing

The Standard toolbar with chart buttons

Formatting a chart

The Format Data Series dialog box

Chart Object list

2

3

5

6

Changing Chart TypeWord offers many different chart types for different presentations.

Double click the chart.

From the Menu bar, select Chart, Chart type.

The Chart type dialog box opens.

Choose the type you want to use for your chart.

Click OK.4

3

2

1

Setting Custom ChartsYou can define custom chart types.

Double click on a chart.

In the Chart Type dialog box, click the Custom Types tab.

Select a Custom Type. A preview of the chart is shown in thedialog box.

Or you can quickly change the chart style from the Standardtoolbar with the Chart type button.

Click OK.

Changing the view of a 3-D Chart

Open your chart, and in the Chart type dialog box, select a 3-D chart type.

For some chart types 3-D view is not available.

On the Chart menu, select 3-D View.

The 3-D view dialog box opens.

Use the buttons on the 3-D View dialog box to change theview of a 3-D chart.

Click OK.4

3

2

1

4

3

2

1


87

Changing the view of a 3-D chart

3

4

2

Chart TypeChanging chart type

The Chart Type dialog box

3

4

Organization Charts are very useful to illustrate hierarchicalrelationships, such as a military's chain of command. Usediagrams to show a process, such as the manufacturing steps ofa product.

Creating an Organization ChartIn the following exercise, you will create an Organization Chart.

Place the insertion point where you want to insert theOrganization Chart.

From the Menu bar, choose Insert, Picture, OrganizationChart.A sample chart opens.

Enter your text.

Inserting and Deleting ShapesWhen you insert an Organization Chart it has one superior shapeand three subordinate shapes. To insert new shapes into thechart;

Click the shape that you want to add.

On the Organization Chart toolbar click the Insert shapebutton and choose one of the following styles:

Subordinate adds a shape below the selected shapeCoworker adds a shape next to another shapeAssistant adds a shape below and to one sideTo delete a shape simply click over it and press the delete key.

Changing Chart LayoutThere are several Organization Chart layouts available.

Click the superior shape in your Organization Chart.

On the Organization Chart toolbar, click the Layout buttonand from the menu select a layout style.

2

1

2

1

3

2

1

Practice

CCreating DDiagrams aand OOrganization CCharts

Pictures and Graphs

88 W O R D

Creating an Organization Chart

Inserting and Deleting shapes

Changing Chart layout

AutoFormat

The Organization Chart toolbar

Click the AutoFormat button on the Organization Charttoolbar.

The Organization Chart style Gallery dialog box opens.

Select a diagram style.

Click OK.4

3

2

DiagramsYou can insert different types of diagrams into your document. In this exercise, you will create a cycle diagram.

From the Menu bar, select Insert, Diagram.The Diagram Gallery dialog box opens.

Select the Cycle diagram.

Click OK.You can format the diagram, add color, backgrounds, textures,change font type, etc. Use the Diagram toolbar to change theorder of items or add and remove elements and segments.

Click the outside area of the diagram when you are done.4

3

2

1

Practice


89

AutoFormating an Organization Chart

3

4

AutoFormat Organization Chart

Creating a diagram

2

The Diagram Gallery dialog box

The Diagram Toolbar

AutoFormat

AutoFormat an Organization Chart

Select the Orgnization Chart. 1

2

3

Move shape Backward AutoFormat Text Wrapping

Move shape Forward Reverse Diagram

Pictures and Graphs

90 W O R D

CCaassee SSttuuddyy –– AA Step-1 From the Menu bar, select Picture, Charts menu.Step-2 Open the Mytable.doc document you created in the previous chapter.

Use the data to create a chart. Enter the field names and data in thedatasheet.

Step-3 Return to your main document. Step-4 You should have a 3-D chart object in your document. Step-5 Change the page layout to landscape from the Page Setup menu.Step-6 Resize the chart to fit a full page.Step-7 Save the document as Mychart.doc.

Case SStudy

Connect to the Internet. Search for the Olympic Games. Find the top threemedal winning athletes in the latest Olympic Games. Create a chart thatshows this data.

Create a list of your monthly expenses. Create a Pie style chart using 5 itemsin the list. Show the percentage of each item in the chart.

Project

1. A chart is picture of numeric data.

True False2. As you format a chart object, the formatting is immediately applied to the

chart object.

True False3. In a chart, you can only format the data points and the chart background.

True False4. A picture keeps its orginal size when inserted into a document.

True False5. In a chart datasheet, columns represent a category and rows represent data

points for each category.

True False

True oor FFalse


91

1. How can you resize the width or height of a picturethat you have placed in your Word document?(Choose three answers)

a. By dragging the sizing handles that appear at theedges of the picture.

b. By changing the height and width values in the Sizetab available on the menu Format, Picture.

c. By scaling the height and width in the Size tabavailable on the menu Format, Picture.

d. By right-clicking on the picture and choosing the“Picture Size” option

2. To insert a diagram, click the _______________ .

a. Diagram command on the Insert menu

b. Insert button

c. Diagram button on the toolbar

d. Insert command on the Tools menu

3. In order to resize, angle, or rotate a WordArt object,you can use______.

a. Rotation handles

b. WordArt Gallery

c. Sizing handles

d. Object order and grouping

4. What happens when an image is inserted in adocument?

a. Text is wrapped around the image.

b. The image is treated as text and stays in line withthe text.

c. The image appears behind the text

d. The image floats over the document

5. Where are ClipArt's downloaded clips saved?

a. Clipboard

b. Clip Organizer

c. Task Pane

d. Insert menu

6. How can you use digital photos in a Worddocument?

a. Hire a painter to draw these images.

b. Open the Paint program.

c. Use Insert, Picture, From Scanner or Cameramenu.

d. This is not possible.

7. A document has lots of color images. To get a blackand white printout which of the following shouldyou do?

a. Change the images to Black and White.

b. Rotate the images.

c. Decrease the contrast or brightness levels of theimages.

d. Position the images in line with text.

8. Which of the followings are true about chartobjects? (Choose two answers)

a. To rotate a chart, click over it and use the rotatehandles.

b. You can create custom chart types of your own.

c. To change the chart type, first double-click over thechart.

d. For all chart types 3-D view is available.

9. To show the yearly growth in sales of a product, thebest illustration is____

a. An Organization Chart.

b. A diagram.

c. A 3-D column chart.

d. A bulleted list.

10. If you need only a part of a picture and reduce itssize, you need to use the __________ button on thePicture toolbar.

a. Resizeb. Rotate

c. Shrink

d. Crop


Pictures and Graphs

92 W O R D

D o w n

1. Gallery of images, sounds, and animations that comes with Microsoft Office.2. An area of memory in which you can store text and graphics.3. Built-in list that contains commonly typed symbols such as a smiling face.4. Making changes to a document.5. The feature that corrects the most common typing errors.6. To store and reuse text graphics that you use frequently.

10. Start of a line.11. Rows and columns that you can fill with text and graphics.

A c r o s s

1. The intersection of a column and row in a table.7. Animated character that answers questions.8. The difference between dark and light in a picture.9. To reverse a recent action.

12. To combine two or more cells into a single cell.13. Displays and organizes common Word tasks

ENTERTAINMENT

1

4 5 6

7

8

9

10

12

13

11

2

3c e l l

A drawing is a graphic that you create using drawing tools.Drawings are created from lines, curves, arrows, WordArt andmore. You can create a drawing in Print Layout view and WebLayout view.Word is a word processor program, so it has limitations indrawing detailed graphics. To draw detailed graphics you need touse an advanced graphic drawing program such as Corel Drawor Adobe Illustrator.

Drawing CanvasWhen a drawing object is inserted in a Word document, it isplaced in a drawing canvas. The Drawing canvas helps you tokeep all the drawing objects together and separates these objectsfrom the rest of the document. If you don't want to use theDrawing canvas, drag your object off the Drawing canvas.The Drawing canvas has a frame like boundary. The area insidethe frame is the drawing area. You can resize the Drawing canvasby dragging it from its corners.

The Drawing ToolbarThe buttons on the Drawing toolbar enable you to create, andedit your drawings and objects.

Click the Drawing button on the Standard toolbar.

The Drawing toolbar is displayed at the bottom of thedocument window.

DDrawing

Drawing

94 W O R D

The Drawing toolbar

The Drawing canvas toolbar

Select objects

Fit drawing to contents

Scale drawingExpand drawing

Text wrapping

Insert pictureArrow Oval Text box

Insert diagram or organization chart

Font color (auto) Dash style Shadow style

Line Insert Clipart

Fill color (yellow)

Line color (blue) 3-D styleRectangle Insert WordArt

Line style

Arrow style

Drawing canvas

Drawing button

W O R DDrawing

95

The Format AutoShape dialog box

Lines Basic shapes Flow chart

Block arrows Stars and banners

Callouts

Moreautoshapes

Connectors

You can easily replace an existingAutoShape with a different onewithout losing its formatting. * Click to select the AutoShape. * Click the Draw button on thedrawing toolbar. Select ChangeAutoShape and choose a newAutoShape.

The Line, Arrow, Rectangle, and Oval ButtonsYou can use buttons on the Drawing toolbar to create simpleshapes and straight lines in your document.In the following exercise, you will create a line.

Click on the Line button on the Drawing toolbar. The cursorwill turn into a crosshair.

In the Drawing Canvas, drag your mouse to draw a line.

Use the Line style button to change the thickness of the line.

You can add arrowheads on both ends of a line, change its colorand its line style.

Use the Line color, Line style, and Dash style buttons on theDrawing toolbar to format your line.When you double-click on a drawing, the Format AutoShapedialog box opens. In this dialog box you can modify the line color,line style, and fill options of your drawing.A rectangle and an oval may be created and formatted the sameway as a line.

AutoShapesThe Auto Shapes option on the Drawing toolbar enables you touse shapes like stars and banners, flowcharts, basic shapes,connectors, block arrows, and callouts.

Click on the down arrow next to AutoShape on the Drawingtoolbar. Choose a category then select the type ofAutoShape you want to use.

In your document, click and hold down the mouse button whileyou draw it to the size that you want.

Release the mouse button.

After you draw your shape you can change its size, shape styleand characteristics.

3

2

1

Practice

4

3

2

1

Practice

Crosshair cursor

The Fill Color ButtonYou can fill a rectangle, a WordArt, an AutoShape or a Text boxwith color.

Select the object that you want to fill with color.

On the Drawing toolbar, click the Fill Color button. This fillsthe object with the selected color. If you want to use adifferent color, click the down arrow next to the Fill colorbutton and select a different color from the menu.

Instead of a solid color you can use four different fill effects

Click on the Fill Effects option on the Fill Color menu.

The Fill Effects dialog box opens.

There are four categories: gradient, texture, pattern, and picture.

3

2

1

Drawing

96 W O R D

This option fills theshape gradually fromone side to another.

You can choose one ormore colors.

Textures are likeWallpapers. You canapply your texture by

clicking the OtherTexture button.

You can fill a shapewith these 48 different

pattern options.

You can select apicture and use it as a

background.

Fill Color

The Shadow ButtonYou can add shadows to drawing objects and text boxes. Thismakes the objects look as if they have depth. The shadow color,length, and position can be defined.

Select the object.

Click the Shadow style button on the Drawing toolbar, andselect the shadow style that you want.

The shadow style is applied to the drawing object.

After you create a shadow, you can change its color and positionor remove it.

While the object is still selected, click Shadow, ShadowSettings.

On the Shadow Settings toolbar, click the down arrow nextto Shadow Color. Select the color that you want.

To change the shadow position, use the Nudge Shadowbuttons on the Shadow Settings toolbar. Each time you clicka button, the object moves 1 point in the specified direction.

3-D EffectsWith the 3-D button you can turn the drawing objects into 3-Dobjects, adjust their angles, depths, and lighting effects.

Select a drawing object.

Click the 3-D Style button on the Drawing toolbar.

The 3-D Style is applied to the drawing object.

If your object has a shadow effect, it will be replaced by the 3-Deffect.In the 3-D Style menu, you can adjust a 3-D object's settings.

2

1

3

2

1

2

1

Practice

W O R DDrawing

97

1

1

2

2

Adding 3-D style

Adding shadow

Shadow style

3-D style

The Select Objects buttonYou can select a drawing by simply clicking over it. If you want toselect a group of objects:

Click the Select Objects button on the Drawing toolbar.

Draw a selection box around the objects.

After you select the objects, you can delete, move, copy or formatthem at once.To select all the objects with a mouse without using the SelectObject button; click on each object while holding down the Shiftkey on your keyboard.

If your drawing consists of many drawn objects, moving, resizing,and formatting them becomes a difficult task. Word providesgrouping so that you can treat all the shapes in a drawing as asingle object.To group and ungroup drawing objects;

Select all the objects that you want to group.

Click the Draw button on the Drawing toolbar and selectGroup.

You can ungroup objects so that you can modify each separately.

Select the group.

Click the Drawing button on the Drawing toolbar and selectUngroup.

2

1

2

1

GGrouping aand UUngrouping OObjects

2

1

Drawing

98 W O R D

Draw Menu

Selecting Objects

Ungroup objects Group objects

Select Objects

If your document has more than one drawing, these objectsmight obscure each other. You need to check objects that arelayered above and below of other objects or text.

Click the drawing object that you want to change.

Click, the Draw button on the Drawing toolbar, choose anorder from the Order menu.

2

1

OObject OOrdering

WordArt allows you to create special text. WordArt text is actuallya graphic text, so you can bend it, add shadows, stretch, or rotateit.

Creating a WordArt Object

In this exercise, you will insert WordArt in your document.

Position the insertion point where you want to insert WordArt

Click the Insert WordArt icon on the Drawing toolbar

Or on the Insert menu, choose Picture, WordArt.The WordArt Gallery dialog box opens.

2

1

Practice

WWordAArt

W O R DDrawing

99

Normal Cloud, Bring to Front Moon, Send to Back

Insert WordArt WordArt gallery WordArt shape

WordArt vertical text

WordArt alignment

WordArt character spacing

Edit text Format object Text wrapping

WordArt same letter heights

Order Menu

WordArt Gallery dialog box

3

4

The WordArt toolbar

Click WordArt Same Letter Heights. To make all the letters inthe WordArt object the same height.

4

Drawing

100 W O R D

5

6

1 2

3

4

Select a WordArt style.

Click OK.

The Edit WordArt Text dialog box will open; replace the sampletext with your own. Select a Font type and Font size. Later youcan edit these options.

Click OK.

Your WordArt is inserted into the document and the WordArttoolbar opens.

Editing an Existing WordArt ObjectYou can use the WordArt toolbar to format the WordArt object ormake changes to the WordArt text.In this exercise, you will edit a WordArt object.

Select the WordArt object that you want to format.

Click on the WordArt Shape button on the WordArt toolbar.

Choose a Shape style.3

2

1

Practice

6

5

4

3

Editing WordArt

The Edit WordArt Text dialog box

Creating WordArt

Click the WordArt character spacing button to change theamount of spacing between characters in the WordArt object.

5

A text box is used to add text to an image, change the textdirection or rotate text. The text inserted in a text box caneffectively highlight a key point of the document. Text boxes canbe formatted as drawing objects. When you are working with Textboxes you must be in the Print layout view.

Creating a Text BoxThere are several ways to create a Text box.

On the Drawing toolbar, click the Text Box button.

Or on the Insert menu, select Text Box.Click on your document and drag your mouse to draw your textbox.

1

TText BBoxes

You can change the orientation ofthe WordArt text to vertical. Whilethe WordArt object is selected, clickon the WordArt Vertical Text buttonon the WordArt toolbar.

6

W O R DDrawing

101

The quickbrown foxjumps over thelazy dog.

5

6

Text in a TextBox

You can copy and paste yourWordArt to other Office programssuch as Excel.

TextBox

Drawing

102 W O R D

By default a Text Box is created in a Drawing canvas. If you want,you can drag the Text Box off the Drawing canvas and delete thecanvas.

Start typing your text in the Text Box.

A Text Box's text and paragraphs can be formatted just like textanywhere in a Word document.

When a Text box is selected, the Text Box toolbar isautomatically displayed on the screen.

Create Text Box LinksYou can link text boxes to each other so that when the first textbox is full, the text flows into the second text box. If you havecontinuous notes that span multiple pages or different locationsof the document, Linked Text Boxes might be very useful. Youcan use up to 32 linked Text Boxes in a document.

Insert the text boxes that you want to link with each other.

Select the first text box. Click the Create Text Box link buttonon the Text Box toolbar. The shape of the mouse pointerturns into an upright cup.

Point the cup shaped mouse pointer to the text box that willreceive the link. The pointer will turn into a pouring cup. Clickon the second text box.

Start typing in the first text box. As the first text box fills, therest of the text will flow into the second text box.

4

3

2

1

2

Create textbox line

Previous text box

Next text box

Change textdirection

Breakforward link

1

You can resize and move a TextBox like any other drawn object.

The

qui

ckbr

own

fox

jum

ps o

ver

the

lazy

dog.

Vertical text in a Textbox

2

3

4

Linking Tex boxes

The Text Box toolbar

W O R DDrawing

103

CCrreeaattiinngg,, DDrraawwiinngg aanndd WWoorrddAArrttStep-1 Open a blank document. Step-2 Open the Drawing toolbar.Step-3 Use the WordArt icon on the Drawing toolbar to create a title for the

document. Apply shape effects to the title.Step-4 Use AutoShapes, arrows and other drawing tools on the Drawing toolbar

to create a logo inside your document.

Case SStudy

1. You can easily apply 3-D effects and change the depth of your text andgraphics using Word.

True False

2. Word doesn’t let you draw outside the drawing canvas.

True False

3. A WordArt object can be formatted like any other text in a Word document.

True False

True oor FFalse

1. is a graphic that you create using drawing tools in Word.

2. The Drawing helps you to arrange and resize a drawing inyour document.

3. allows you to position text with a different orientation fromthe other text in the document.


Draw the floor plan of your school. It should be a full page in size. Label allof the items that you create. Show the fire exits with large arrows. Print thispage and place it on the bulletin board of your class.

Create two business cards that represent your ideas. The cards should havethe name of the business, your photo, phone number etc…

Create an imaginary business flyer. Your flyer should have: The businesslogo of your company, something to get people’s attention, the list ofproducts you sell and their names.

Project

Drawing

104 W O R D

1. The __________ command moves the drawingobject backward one layer in a group of drawingobjects.

a. Send to Back

b. Bring to Front

c. Bring Forward

d. Send Backward

2. To be able to move a drawn object, first you should__________

a. Create a drawing canvas.

b. Apply text wrapping to the drawing.

c. Select the drawing.

d. Resize the drawing.

3. Use the _______ toolbar to edit drawing objectsusing color, patterns, borders, and other effects.

a. Painting

b. Editing

c. Drawing

d. WordArt

4. Which of the following format features can be used ina text box? (Choose three answers)

a. Font

b. Headers and Footers

c. Indent

d. Alignment

5. How can you select several drawing objects in adocument? (Choose two answers)

a. Hold down the Shift key as you select each object.

b. Hold down the left mouse button and drag arectangle around the objects that you want toselect.

c. Use Edit, Select all objects

d. You can only select one object at a time.

6. Which of the following is not true about WordArtobjects?

a. WordArt lets you create vertical text.

b. You can fill WordArt text with a picture.

c. You can format the text of a WordArt object with theFormatting toolbar.

d. WordArt objects can be transferred to other Officeprograms such as Excel.

7. How can you resize, move or format more than onedrawing object together?

a. Use Object layering.

b. Use Format, All objects.

c. Drawing layout.

d. Select and group the drawing objects.

8. Select the object fill options available on the FillEffects dialog box? (Choose two answers)

a. Background

b. Texture

c. Picture

d. Paint

9. To create freeform drawing objects such asnonstandard lines, algorithms, and callouts you canuse the __________ button on the Drawing toolbar.

a. Free Objects

b. Draw

c. AutoShapes

d. Diagrams and Lines

10. By using the Drawing toolbar you can .

(Choose two answers)

a. Set the thickness and color of a line

b. Format font color and size

c. Insert pictures

d. Save documents


Working With Long Documents

106 W O R D

1

2

A Header or Footer is often used as an identification mark suchas text or graphics that is stored at the top or bottom of the pagethroughout a document. You can use the same header and footerthroughout a document or change the header and footer for apart of the document.

Using headers and footersIn the following examples, you will insert Headers and Footers toyour document.

From the Menu bar, choose View, Header and Footer. the Header an Footer toolbar is displayed. The insertion point islocated in the Header area.

Press the Align Right button on the Formatting toolbar tomove to the right side of the Header and type your name.Click the Switch Between Header and Footer button on theHeader and Footer toolbar.

The insertion point is now located in the footer area.Click the Insert Page Number button on the Header and

Footer toolbar.

Click the Close button on the Header and Footer toolbar.Your name will be displayed on the top of each page of thedocument and the Page Number will be displayed on thebottom of each page of the document. You can apply different headers and footers for the first page, andfor Odd and Even Pages of a document.

Click the Page Setup button on the Header and Footertoolbar.

The Page Setup dialog box opens.

Click the Layout tab, select Different first page or Differentodd and even.

2

1

5

4

3

2

1

Practice

HHeaders aand FFooters

Applying different Headers and Footers

Headers and Footers

Insert page number

Format page number Insert date

Insert time Page setup Show Previous

Show Next

Close Header and Footer

Link to Previous

Show/Hide Document Text

Switch Between Header and FooterInsert number of pages

You can use graphics such as a company logo in headers andfooters.

Click View, Header and Footer.

Select Picture, Clip Art. Choose a Clip Art from the ClipOrganizer.

In a document, you can apply different formattings such asdifferent header and footer, different numbers of text columns,and different margin and orientation to different parts of yourdocument. Use section breaks to divide a document intosections, and then format each section in the way you want. You can change the following section formats:Paper size or orientation, Columns, Margins, Page borders,Vertical alignment, Headers and footers, Page numbering, andLine numbering.

Breaking a document into sectionsTo insert a section break follow these steps;

Locate the insertion point where you want the new section tobegin.

On the Menu bar, choose Insert, Break.

To use different margins and page orientations in the newsection;

Choose the Next page break type in the Break dialog box.

Click OK.

Click File, Page Setup, and at the Margins tab change themargin settings.

Select the Landscape orientation. The Apply to combo boxshould display "This section".

Click OK.7

6

5

4

3

2

1

Practice

UUsing BBreaks

2

1

W O R DWorking With Long Documents

107

3

4

You can see Breaks inNormal View.

When you delete a section break, youalso delete the section formatting forthe text above it. That text becomespart of the following section, and itgets the formatting of that section.

The Break dialog box


108 W O R D

The easiest way to read comments is to place the insertion pointon the commented text. If the comments are not visible on thescreen, click Markup on the View menu.

Display for review Previous Next

Reject change/Delete Comment

Insert comment

Reviewing Page

Accept change

Highlight

Track changes

Page BreaksWhen you fill a page with text and graphics, Word automaticallystarts a page break. This separates your content from theprevious page, leaving your page numbering, margins etc.unchanged.If you don't want an automatic page break occurring within aparagraph or within a table row, use a manual page break.

In the following exercise, you will create a manual page break.

Move the pointer to the position where you want to insert apage break.

Click Insert, Break, and Page break.

Click OK.

A comment is a reference mark, a note, or a suggestion that anauthor or reviewer adds to a document. You can insert commentsanywhere in a document. Word displays comments in a balloonin the margin of the document or in the Reviewing Pane.Comments are not normally printed with your document.

Place the insertion point where you want to insert acomment.

On the Insert menu, click Comment.

Type the comment text in the comment balloon.3

2

1

MMaking CComments

3

2

1

Practice

The Reviewing toolbar

Comment balloon

The Break dialog box

2

3


109

To remove a comment from a document use the DeleteComment button on the Reviewing toolbar or right click in theComment Balloon and from the pop-up menu choose Deletecomment.

AutoText stores the text and graphics that you use most frequentlyso you can reuse them easily. Word provides a large number ofbuilt-in AutoText entries, such as salutations and closings forletters. You can also create your own AutoText entries .

Inserting an AutoText entryYou can use different AutoTexts. For instance, if you need agreeting for a letter, AutoText contains many different salutations.

Locate the insertion point where you want to insert theAutoText entry.

Select the Insert menu, point to AutoText, and select acategory

Select the entry you want to insert.

Creating an AutoText entryIn this exercise, you will create an AutoText entry with your e-mail

address.

On the document, type “[email protected]” address andselect it.

From the Menu bar choose Insert, AutoText, New

Or click the New button on the AutoText toolbar.Or press Alt+F3The Create AutoText dialog box opens.

Type “Mymail” in the Please name your AutoText entry box.

Click OK.4

3

2

1

Practice

3

2

1

AAutoTText

Inserting an AutoText entry

The Create AutoText dialog box

The AutoText toolbar

AutoText Tab

34

AutoText Create AutoText

Deleting AutoTextTo delete an AutoText entry, follow these steps;

From the Menu bar, select Insert, AutoText, AutoText.

Scroll down the list of AutoText entries; select the AutoTextentry you want to delete.

Click Delete.

Managing a large document can be quite a difficult task. Oncethe document file size exceeds a megabyte or two, it becomesslow to load, and susceptible to corruption. So instead of keepingall the parts of a document; storing them in separate subdocuments becomes a good approach to overcome thesedifficulties.

Understanding Master DocumentsThe master document is a file which sequentially organizes andprints the sub documents. It doesn't contain written content, butit does store margin and page numbering information, as well aslinks to all the necessary sub documents.

Understanding SubdocumentsA subdocument is a part of a master document that is stored ina separate file. You can work with individual subdocuments,without having to open the master document. Different users ofa project can work on different subdocuments simultaneouslyand Word adds and saves all the changes to the Masterdocument.

Creating a Master Document and SubdocumentsAll work on a Master document is done in the Outline view. In order to build a Master document, first you should start with anoutline. After that, you can create your subdocuments or addexisting subdocuments to the Master document.In the following exercise, you will create a Master document.

Practice

WWorking wwith MMaster DDocuments

3

2

1


110 W O R D


111

A Master document with headings

Demote to body textPromote to heading1

DemoteOutline LevelPromote Go to TOCUpdate TOC

A subdocument is not actuallysaved inside of its Master

document. A Master documentcontains information about where

to find subdocuments.

36

4

5

1

2

Create a folder to store your Master document andsubdocuments.

Open a blank document.

From the Menu bar, select View, Outline.

Type the headings for the new Master document.

Format the headings with different styles.

By default Word uses Heading 1. Use Heading 2 forsubdocuments.Each Heading will represent a subdocument.

Click File, Save As. Type a name for the Master document.

You can use the Demote or Promote buttons on the Outliningtoolbar to change the levels of Headings. To increase the level ofa heading, use the Promote button.

Adding Subdocuments to the Master documentIn the following exercise, you will add subdocuments to themaster document.

Select the Headings; formatted with Heading 2 style; youwant part of a single subdocument on the Master document.

Click the Create Subdocument button on the Masterdocument. Word adds a subdocument icon next to theheading you have selected; and inserts two continuoussection breaks one above and one below the selectedheading.

2

1

Practice

6

5

4

3

2

1

The Outlining toolbar

Adding a subdocument

Inserting an Existing Subdocument as a Subdocument

Open the Master document.

Locate the Insertion point to the position where you want toadd the subdocument.

Click the Insert Subdocument button on the Outlining toolbar.

In the Insert Subdocument dialog box, select thesubdocument,

Click Open.

Footnotes and endnotes are used to explain, comment on, orprovide references in a text document. Footnotes appear at thebottom of each page in a document, while endnotes appear atthe end of a section or document.

Inserting footnotes

In this exercise, you will insert a footnote into a document.

Place the insertion point after the text you want to footnote.

From the Menu bar, select Insert, Reference, Footnote.

The Footnote and Endnote dialog box opens.

Select the location and format of the footnote.

Click Insert.

Word inserts a footnote and moves the cursor to the bottom ofthe page.

Type the note text.5

4

3

2

1

Practice

FFootnotes aand EEndnotes

5

4

3

2

1


112 W O R D

Master and subdocument

The Footnote and Endnote dialog box

2

3

4

A Hyperlink is a text or a graphic which is linked to a file, a page,a location in a document, or a page on the internet or intranet. Ahyperlink is usually indicated by a colored and underlined text.Every hyperlink has two components; an anchorand a target. The part that user clicks on is called anchor; and theresulting information is called target.You can create text and graphic hyperlinks. To create a texthyperlink;

Select the text you will use as ahyperlink.

Choose Insert, Hyperlink.

The Insert Hyperlink dialog box opens.

Specify the target. The target couldbe a file, a web page, or an e-mail.Also, you can create a new documentand link the hyperlink.

Click OK.

If you want to create a link to different sections within the samedocument, you should use the bookmark option. A bookmarkcan mark either a selection or an insertion point.

Position the insertion point at the location or select the textthat you want to jump.

Choose Insert, Bookmark.

The Bookmark dialog box opens.

Type a new name to create a bookmark.

Click the Add button.4

3

2

1

BBookmark

4

3

2

1

UUsing HHyperlinks


113

2

3

4

You can use graphics to createhyperlinks in the same waywith text hyperlinks.

The Insert Hyperlink dialog box

2

3

4

The Bookmark dialog box


114 W O R D

Creating SectionsStep-1 Open a blank document.Step-2 Title the document "Page Formatting". Save the document as

"Sections.doc".Step-3 Write a text with three paragraphs about Form Formatting, Paragraph

formatting, and Borders and Shading. Use these names as titles for eachsection.

Step-4 Use a different Heading 2 style on each title except the main documenttitle “Page Formatting”.

Step-5 Insert Section breaks after each paragraph.Step-6 Format each section with different margins, page layouts, and Headers

and Footers.

Creating a Master DocumentStep-1 Open "sections.doc"Step-2 Copy each paragraph to blank documents and save them as "Font.doc",

"Paragraph.doc", and "Borders.doc". Step-3 Close "sections.doc"Step-4 Create a new blank document. This will be your Master document.Step-5 Switch the Outline view. Use the Insert Subdocument button on the

Outlining toolbar.Step-6 Insert "Font.doc", "Paragraph.doc", and "Borders.doc" to the master

document.Step-7 Save the Master document.

Case SStudy

1. A is a part of a Master document that is stored in a separate file.

2. Texts that print at the top and bottom of every page in a document arecalled and .

3. A is colored or underlined text that allows you to move to afile, a HTML page, or an internet file.



115

1. Why are Headers and Footers used in a document?

a. To enhance the overall appearance of thedocument

b. To mark the starting and ending of a page

c. To make large documents more readable

d. To allow Page headers and numbers to appear onthe document when it is printed

2. You should create a new _________ whenever youwant to apply different page formattings for a partof a document.

a. Page break

b. Section

c. Document

d. Paragraph

3. What problems might you encounter when workingon long documents? (Choose two answers.)

a. Documents become slow to load and susceptibleto corruption.

b. Transferring documents from one computer toanother takes too much time.

c. Different people can work on documents.

d. Computers have trouble handling documents.

4. Which of the following strategies can you use onlong documents?

a. Keeping two copies of the document on differentcomputers.

b. Working in Normal view as much as possible andmaking frequent back ups of the document.

c. Using Master documents and subdocuments.

d. Linking images instead of embedding todocuments.

5. A document that contains subdocuments is called a________ document.

a. Main

b. Master

c. Reference

d. Leading

6. To create a master document, you should be in__________ view.

a. Normal

b. Print

c. Outline

d. Web

7. You can use buttons on the Outlining toolbar to___________

a. Promote headings.

b. Apply bullets.

c. Change to the Print layout view.

d. Apply text formatting.

8. When you type an e-mail address or web site link ina document, the text is converted to a _____

a. Hyperlink.

b. Bookmark.

c. Cross-Reference.

d. Footnote.

9. To use different headers and footers for even andodd numbered pages in a document;

a. Open the Page Setup dialog box, Layout.

b. Open View, Header and Footer, Insert Pagenumber.

c. Open Insert, AutoText.

d. Use Bullets and Numbering buttons.

10. To mark text or location in a document for futurereference and for revising, you need to create a_________ .

a. Cross-Referenceb. Bookmark

c. Hyperlink

d. Endnote



116 W O R D

A c r o s s

2. Explanatory note at the bottom of a page in a document.6. Text or graphics that are printed at the top of each page in a document.7. A portion of a document that is used to vary formatting within a page or between pages.9. A note or annotation that, displayed in a balloon, an author or reviewer adds to a document.

11. Form of type in which the letters lean to the right.12. Graphic you create using Word.

D o w n

1. Predefined shapes, lines, callouts, and connectors.3. To create a Master document, you must be in this view.4. Explanatory note at the end of a document.5. Process of changing the way characters appear on the screen and in print.8. Process of following a hyperlink to its destination.9. Numbered label for a table, figure or equation.

10. Text that prints at the bottom of each page.

ENTERTAINMENT

1 2 3 4

6

7 8

9

10

12

11

5O O N O T ETF

Letters and Mailings

118118 W O R D

Mail Merge is used to send the same or similar documents tomany different people at once. With Mail Merge you can createmass e-mail and letter distributions, envelopes, labels, and faxes.A Mail Merge requires two files: A Main Document and a DataList.The Main Document contains the information that is the samefor each merged document.The Data List contains the information, address lists, or records,to be inserted into the Main Document during Mail Merge. Onceyou create a Data List you can use it many times.

MMail MMerge

The Mail Merge ToolbarYou can find all the Mail Merge tools available on the Mail Mergetoolbar. In the following excercises, you will use the Mail Mergepane to for each step in the Mail Merge process.

To display the Mail Merge toolbar, on the Menu bar, chooseView, Toolbars, Mail Merge.

W O R DLetters and Mailings

119

The Mail Merge pane

2

3

4

1

2

1

2

3

4

6

5

Selecting the Document TypeIn this exercise, you will select a document type that you will useto merge with your data list.

Create a blank document

Open Mail Merge on the Task Pane.Or Select Tools, Letters and Mailing, Mail Merge.

Select the "Letters" document type.This menu also allows you to select "E-mail messages","Envelopes", "Labels", and "Directory".

Click on the "Next: Starting document" at the bottom of theMail Merge pane.

Starting the Main DocumentThe Main Document contains the text or information that is thesame on each letter you send.You can create the Main Document from your currentdocument, from a template, or use an existing document.

Select "Use the current document".

Click "Next: Select Recipient".

Select RecipientsIn the third step you need to select the recipients of your letter.You can get recipients from an existing data list, from outlookcontacts, or type a new list.

Select "Type a new list"

The "Create" link appears. Click the Create link.The New Address List dialog box opens.

Enter the recipient’s First Name, Last Name, and Address.The recipient is entered in the Data List.

Click the New Entry button to add another recipient.

Repeat step for each recipient.35

4

3

2

1

2

1

4

3

2

1

Practice

9

The New Address List dialog box

You can later use this data list, add new recipients, edit or deleterecipients.

Click Close and save the data list for future useThe Merge Recipient dialog box opens.

If necessary make changes in the recipient's information.

Click OK.

Click “Write your letter” on the Mail Merge pane.

Write Your LetterThis section is used to type body of your letter and to add fieldsthat include recipient's information to the letter.

Place the insertion point where you want to start your letter.

Type the text "Dear" and press the space bar.

From the Mail Merge pane. Click more items.The Insert Merge Field dialog box opens.

Select the First Name field then click Insert and click Close.

The << First_Name>> field appears next to the text you typed.

4

3

2

1

9

8

7

6


120 W O R D

6

7 8

The Insert Merge Field dialog box

2

4

5

6

3

7

The Mail Merge Recipient dialog box

To insert the Last Name of the recipients, repeat steps 3, 4,and 5 with the Last Name field.

Press the Enter key a couple of times. Start typing the bodyof the letter.

When you are finished with typing, click "Next: Preview yourletters" on the Mail Merge pane.

Preview Your LettersIn this step, you can preview your merged letters. Beforeadvancing to the next step print a sample merged letter to checkfor errors.

Click the Navigation buttons to switch between mergedletters.

Use File, Print to print a sample merged letter.If you see errors on the letter go back to previous steps, and fixthe errors.

Click "Next: Complete the merge" on the Mail Merge pane.3

2

1

7

6

5


121

1

3

Preview your Letter

Complete the Merge

In the last step, you can print, send, or save your letters.

If you want to print all merged letters, click Print on the Mail

Merge pane.

To make changes to the merged letters, click "Edit individual

letters…"

You can use Letter Wizard if you need help while preparing thebody of your letter. By using Letter Wizard you can select a letterstyle, page design, and other details.

On the Menu bar, select Tools, Letters and Mailings, LetterWizard.

The Letter Wizard dialog box opens.

Select a page design and click OK.2

1

LLetter WWizard

2

1


122122 W O R D

1

2

Complete the Merge

The Letter Wizard dialog box

2

1


123

Creating Merged LettersStep-1 Open a Blank document.Step-2 Open Mail Merge on the Task pane.Step-3 Select the Letters document type. Click Next: Starting DocumentStep-4 Select Use the current document. Click Next: Select Recipient.Step-5 If you don't have an existing data list, select Type a new list otherwise

select Use an existing list. Click Write you letterStep-6 Write a letter to celebrate your friends New Year. Leave the First Name,

Last Name, and Address areas empty. Click more items on the MailMerge pane and insert these fields. Click Next: Preview Your Letter.

Step-7 Move between the merged letters, using the previous and nextnavigation buttons on the Mail Merge pane. Click Next: Complete theMerge.

Step-8 Print your letters.

Case SStudy

Open the BusinessFlyer document you created in a previous chapter. Sendthis document as a promotional letter. Create a list for 20 customers.Include their addresses, home phones, and e-mail addresses in the letter.

Create a birthday party invitation. Send this letter to your classmates by e-mail.

Project

1. Once you create a document you can use it many times.

True False

2. You can use an existing data list or type a new list to select recipients.

True False

3. The Main document contains all the text that doesn't change for eachmerged letter.

True False

True oor FFalse


124 W O R D

1. Which feature of Word allows you to useinformation from two different files for the quickcreation of personal correspondence and otherdocuments like interview letters, invitations etc.

a. AutoComplete

b. Mail Merge

c. Web Mail

d. Mail manager

2. A is a single document that contains all datarecords.

a. Source document

b. Data List

c. Directory

d. Data document

3. A contains the information that is thesame for each merged document.

a. Merge document

b. Data source

c. Main document

d. Form letter

4. Each data field has a unique name, called a .

a. Data source

b. Primary name

c. Field name

d. Title

5. To merge form letters to a printer, click the ____.button on the Mail Merge toolbar.

a. Print

b. Print Merge

c. Print Forms

d. Merge to Printer

6. Which of the following is not a document typecreated by using Mail Merge?

a. Faxes

b. Folders

c. Envelopes

d. Letters

7. Once you have merged your contact informationwith your form letter, you can format the mergedfields a. Just like you would any other text.

b. With the Letter Wizard.

c. With the Mail Merge Wizard.

d. By using the Address Book in Outlook.

8. Which of the following can you not do whencreating mailing labels?

a. Select a Data List for your fields.

b. Format your fields in the Main document.

c. Preview your letters.

d. Simultaneously use addresses from two differentdata lists.

9. The first time you prepare the Main document by

a. merging the letters.

b. printing the letters.

c. selecting a layout.

d. creating a new data lists.


W O R DAnswer Key

125

CChhaapptteerr 11

FFiillll iinn tthhee bbllaannkkss

1. Word processor2. Ctrl + S3. Insertion point (Cursor)

TTrruuee ooff FFaallssee

1. F 2. F 3. T

MMaattcchh tthhee iitteemmss

Ctrl + N Creates a new blank documentCtrl + S Saves the current documentCtrl + O Opens previously saved documentCtrl + F4 Closes the documentAlt + F4 Closes the programAlt + Tab Switch between open programs

MMuullttiippllee cchhooiiccee qquueessttiioonnss

1. d 2. d 3. a 4. a 5. d6. b 7. e 8. c 9. b 10. d

CChhaapptteerr 22


1. a paragraph2. Ctrl + A3. Ctrl key4. Ctrl + X


1. T 2. F 3. T

Answer Key

126 W O R D


1. c 2. b 3. b 4. b 5. d6. d 7. b 8. b 9. b 10. b

CChhaapptteerr 33


1. Justify2. Format Painter3. Show \ Hide


1. T 2. T


1. d 2. a,b,d 3. a,b,c 4. a,d 5. a6. a,b 7. c 8. c 9. d 10. d

CChhaapptteerr 44


1. Format2. Bullet3. Ruler


1. T 2. T 3. T


1. b 2. a,b 3. d 4. a 5. c6. b 7. d 8. a,c,d 9. c 10. a,c

W O R DAnswer Key

127

CChhaapptteerr 55


1. Orientation2. Margins3. Print Preview


1. a 2. d 3. b, d 4. a 5. a, c6. b 7. a 8. b 9. c 10. b

CChhaapptteerr 66


1. Change case2. Page numbers3. Webdings


1. F 2. F 3. T


1. d 2. a, b, d 3. b 4. d 5. a6. b 7. c 8. a, d 9. c 10. a

EENNTTEERRTTAAIINNMMEENNTT1 2

4

6

9

7

11

12

5

3OS Y

ARD

RO R E T A

NDST A B T O

UP

CA I TP O R T RPE F F E C T S

REDRO

LT I

PR

NT

O NPCAP

GIN

M B OC

LU

NS

M

L SR P H A N

8

13T E X T

10B


128 W O R D

CChhaapptteerr 77


1. Rows, columns2. In the cell3. Cell4. Table AutoFormat


1. F 2. T 3. T


1. a 2. d 3. b 4. d 5. c6. c 7. c 8. b 9. b 10. a, b, d

CChhaapptteerr 88


1. T 2. T 3. F 4. T 5. T


1. a, b, c 2. a 3. d 4. b 5. c6. a 7. b, c 8. c 9. crop

EENNTTEERRTTAAIINNMMEENNTT1

5 6

7

9

10 11

2

3cLIPA S S I

TINU

HO

DG

DE

S T A N T

A

CLIPBO

U

ORT

e l l

4 AU

O

ORREC

8C O N TEXT

R ARD

S T

BULLE

13T A S K P A N E

TABL

12M E R GE


129

CChhaapptteerr 99


1. Drawing2. Canvas3. Text box


1. T 2. F 3. F


1. a 2. c 3. c 4. a, c, d 5. b, c6. c 7. d 8. b, c 9. c 10. a, c

CChhaapptteerr 1100


1. Subdocument2. header, footer3. hyperlink


1. d 2. b 3. a, d 4. c 5. b6. c 7. a 8. a 9. a 10. b

CChhaapptteerr 1111


1. T 2. T 3. T


1. b 2. b 3. c 4. c 5. a6. b 7. a 8. d 9. c

130 W O R D

INDEX

AutoCorrect: 25, 26, 29, 30

AutoShapes: 95, 103, 105

AutoText: 109, 110, 115

Bold: 32, 43, 44Bookmark: 113, 115Borders and Shading: 39, 40Bulleted and Numbered List: 46, 47

Calculating Tables: 74

Center: 43, 36

Changing Case: 63

Clip Art: 80, 81

Clipboard: 23, 30, 91

Close: 9, 13, 14, 16, 17, 18, 27, 57, 62, 120

Columns: 41, 44, 52, 66, 68, 69, 72, 73,76, 77, 78, 85, 90, 107

Converting a Table to a List: 75

Copy and Move: 21, 22, 23

Creating a Table: 68

Creating Charts: 85

Creating Diagrams and OrganizationCharts: 88

Date and Time: 63

Drawing: 94, 95, 96, 97, 98, 99, 101,103, 104

Drawing Canvas: 94, 95, 102, 103

Drop Cap Letters: 62

D

C

B

AEffects: 33, 34, 43, 44

Equation: 60, 61, 62, 64, 65

Exiting Word Program: 14

Fill Color: 94, 96

Find and Replace: 24, 25, 30

Font Formatting: 32, 44

Footnotes and Endnotes: 112

Format Painter: 35

Formatting Chart Objects: 86

Formatting Marks: 32, 44, 43

Go to: 20

Grouping and Ungrouping Objects: 98

Headers and Footers: 106, 107, 115

Help: 9, 14, 15, 17, 28, 122

Indenting: 36, 37

Inserting / Deleting Cells, Columns,and Rows: 72

Inserting Pictures: 81

Italic: 32, 33, 43, 44

Insert: 8, 10, 16, 18, 23, 41, 61, 60, 62,63, 68, 72, 73, 76, 77, 70, 81, 84,88, 120, 121

Insertion point (cursor): 8, 10, 125

I

H

G

F

E

W O R D 131

Justify: 36

Keep lines together: 39Keep with next: 39

Layout: 55, 58Left: 36, 37, 43, 42Letter Wizard: 122, 124

Mail Merge: 118, 119, 120, 121, 123, 124Making Comments: 108Margins: 54, 55, 58Merging and Splitting Cells: 73Microsoft Clip Organizer: 81

New Blank Document: 10, 17

Object Ordering: 99Office Assistant: 14, 15Open: 6, 12, 13, 14, 15, 16, 18, 28, 43,

50, 56, 57, 65, 90, 123Orientation: 54, 58Outlined Lists: 48Overtype: 10Over: 10

Page border: 40, 107

P

O

N

M

L

K

J Page break before: 39Page Breaks: 108Page Numbers: 63, 65Page Setup: 54, 55, 58Paper: 54, 55, 56, 57, 58Paper Size: 54, 55, 58Paper Source: 55, 57, 58Paragraph Alignment: 36Paragraph Formatting: 36Paragraph spacing: 38Positioning Pictures: 84Print Preview: 56, 57, 58Printing: 54, 55, 56, 57, 58

Resizing and Cropping Pictures: 82Resizing and Moving Tables: 72Right: 36, 37, 43, 44Rotating Pictures: 84

Save: 6, 11, 13, 17, 28, 50, 56, 57, 76,90, 120

Save As: 12, 16, 18, 28Select Objects: 98Selecting Tables: 70Selecting Text: 21Shadow: 94, 97Show \ Hide: 32Sorting Tables: 74, 75Spelling and Grammar: 26, 27, 29Styles: 32, 42, 47, 48, 49, 52, 62, 71, 78,

88, 111Suppress line numbers: 39

S

R

132 W O R D

Switch Between Open Documents: 14Symbols: 60, 61, 62, 65

Tab Styles: 48Table AutoFormat: 71, 76Tabs: 8, 36, 37, 48, 49, 51, 52, 75Templates: 28Text Boxes: 97, 101, 102The Drawing Toolbar: 94, 95, 96, 97, 98,

99, 101, 103, 104Office Assistant: 14, 15The Thesaurus: 27, 30

Undo and Repeat: 24Using Breaks: 107Using Hyperlinks: 113

What is this?: 15Widow/Orphan: 39Word wrapping: 10WordArt: 94, 96, 99, 100, 101, 103, 104Working with Master Documents: 110Wrapping Text around Pictures: 84

W

U

T

ms word

Documents

multiple choice

dialog box

mail merge

controlling

mail merge

manual page

press ctrl

autocorrect