word_2010

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

MICROSOFT WORD 2010

Mükremin ÖZKUL

h t t p : / / b o o k . z a m b a k . c o m

Copyright © Sürat Basým Reklamcýlýkve Eðitim Araçlarý San. Tic. A.Þ.

All rights reserved. No part of this book may be

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without the prior written permissionof the publisher.

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1. Getting Acquainted with Microsoft Word

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

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

Creating a New . . . . . . . . . . . . . . . . . . . . . 11

Saving a Document . . . . . . . . . . . . . . . . . . 13

Opening a Document. . . . . . . . . . . . . . . . . 15

Converting a Document . . . . . . . . . . . . . . . 17

Closing a Document. . . . . . . . . . . . . . . . . . 17

Document Views. . . . . . . . . . . . . . . . . . . . . 18

Sending and Sharing Documents . . . . . . . . . 19

Getting Help . . . . . . . . . . . . . . . . . . . . . . . 19

2. Working with TextMoving Through a Document . . . . . . . . . . . 24

Selecting Text . . . . . . . . . . . . . . . . . . . . . . . 25

Copy and Move . . . . . . . . . . . . . . . . . . . . . 26

Undo and Redo . . . . . . . . . . . . . . . . . . . . . 28

Find and Replace . . . . . . . . . . . . . . . . . . . . 28

Spelling and Grammar . . . . . . . . . . . . . . . . 29

Research Task Pane . . . . . . . . . . . . . . . . . . 30

The Thesaurus . . . . . . . . . . . . . . . . . . . . . . 31

Translating Text. . . . . . . . . . . . . . . . . . . . . . 32

Moving Through a Document . . . . . . . . . . . 24

Selecting Text . . . . . . . . . . . . . . . . . . . . . . . 25

Copy and Move . . . . . . . . . . . . . . . . . . . . . 26

Undo and Redo . . . . . . . . . . . . . . . . . . . . . 28

Find and Replace . . . . . . . . . . . . . . . . . . . . 28

Spelling and Grammar . . . . . . . . . . . . . . . . 29

Research Task Pane . . . . . . . . . . . . . . . . . . 30

The Thesaurus . . . . . . . . . . . . . . . . . . . . . . 31

Translating Text. . . . . . . . . . . . . . . . . . . . . . 32

3. Formatting Characters and Paragraphs

Font Formatting . . . . . . . . . . . . . . . . . . . . . 36

Paragraph Formatting . . . . . . . . . . . . . . . . . 39

Bulleted and Numbered Lists . . . . . . . . . . . . 43

Borders and Shading . . . . . . . . . . . . . . . . . 45

Columns . . . . . . . . . . . . . . . . . . . . . . . . . . 47

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

Styles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50

4. Page Setup and Printing

Page Setup . . . . . . . . . . . . . . . . . . . . . . . . 58

Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

5. Inserting and Formatting Objects

Equations. . . . . . . . . . . . . . . . . . . . . . . . . . 64

Symbols. . . . . . . . . . . . . . . . . . . . . . . . . . . 65

Drop Cap Letters . . . . . . . . . . . . . . . . . . . . 66

Page Numbers . . . . . . . . . . . . . . . . . . . . . . 67

Cover Pages . . . . . . . . . . . . . . . . . . . . . . . 67

Date and Time . . . . . . . . . . . . . . . . . . . . . . 68

6. Tables

Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Table Borders . . . . . . . . . . . . . . . . . . . . . . . 74

Table Styles . . . . . . . . . . . . . . . . . . . . . . . . 74

Resizing and Moving Tables. . . . . . . . . . . . . 76

Calculating Tables . . . . . . . . . . . . . . . . . . . 77

Sorting Tables . . . . . . . . . . . . . . . . . . . . . . 78

7. Pictures and Drawings

Pictures and Drawings. . . . . . . . . . . . . . . . . 82

Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Inserting Pictures . . . . . . . . . . . . . . . . . . . . 83

Picture Adjustments. . . . . . . . . . . . . . . . . . . 84

Resizing and Cropping Pictures . . . . . . . . . . 86

Rotating and Moving Pictures . . . . . . . . . . . 87

Positioning Pictures . . . . . . . . . . . . . . . . . . . 88

Picture Styles and Effects . . . . . . . . . . . . . . . 88

Drawings . . . . . . . . . . . . . . . . . . . . . . . . . . 89

8. Charts and SmartArt Graphics

Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96

Chart Layouts and Formats . . . . . . . . . . . . . 98

SmartArt Graphics . . . . . . . . . . . . . . . . . . . 99

WordArt . . . . . . . . . . . . . . . . . . . . . . . . . . 100

Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . 102

9. Working with Long Documents

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

Footnotes and Endnotes. . . . . . . . . . . . . . . 107

Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

Hyperlinks and Bookmarks . . . . . . . . . . . . . 109

Making Comments . . . . . . . . . . . . . . . . . . 110

Tracking Document Changes . . . . . . . . . . . 110

Mail Merge. . . . . . . . . . . . . . . . . . . . . . . . 112

10. Customizing Word and Securing Documents

Customizing Word . . . . . . . . . . . . . . . . . . 120

Securing Documents . . . . . . . . . . . . . . . . . 122

Mail Merge. . . . . . . . . . . . . . . . . . . . . . . . 127

Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128

Introduction

Microsoft Word is a word-processor software that lets you create avariety of 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 and composing thedocument. Editing refers to making changes to the document to fixerrors or improve it. Formatting is making the document look attractive.Storing means saving it on a disk. Retrieving is opening the saveddocument from a disk into the computer memory. Printing is producingthe document on paper, using a printer connected to the computer.

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

Uses of Word

Microsoft Word can be used at home, at school, and at work. At home,one can write notes, memos, letters, labels, envelopes, create cards,stickers or flyers. In schools, Word may be used for writing homework,theses, research notes, time tables or certificates. People working inbusiness may use Word to set up faxes, reports, contracts, businesscards or mail merge documents. It is also easy to prepare a resumeor CV using Word.

Word can create complex or specialized documents that are normallycreated by more specialized software applications such as:

Web pages: Word has Web publishing features that let you createbeginner level simple Web pages with ease.

Brochures, newsletters, and other documents with complex pagelayouts: Microsoft Publisher might be able to do a better job at creatingshort, layout-intensive documents. However, Word's improved drawingand layout features make it a highly viable tool for creating these kindsof documents.

Printer-ready publications: Dedicated desktop publishing packages(such as Adobe InDesign, or Quark Press) do a superb job of creatingprinter-ready publications with precise page layouts, cross-references,indexes, tables of contents, and so on. Word is ideal for the initialorganizing, writing, editing, and proofreading of a publication.However, you can also do quite a good job in Word of preparing the

6 Chapter 1

Getting Acquainted with Microsoft Word 7

Starting the Word Program Starting the Word Program

final printer-ready publication. If your page layout needs are a bitdemanding for Word's tools, you can always transfer your Worddocument to a dedicated desktop publishing program to create thefinal layout.

Tables of numbers or other data: Clearly, Microsoft Excel is the tool ofchoice for working with numbers, and Microsoft Access for workingwith databases. However, Word tables can be used to store anddisplay reasonable amounts of numeric or textual data. Word evenprovides mathematical functions for working with numbers in tables,as well as database tools for working with data fields and records intables.

Why use Word for a task that can be performed with a morespecialized software program, perhaps one which is already installedon your computer? The main reason is that you probably already knowhow to use Word, and the extra features of a more specialized programmight not be worth the time required to learn a new software package,especially if you create only an occasional Web page, brochure, orother specialized document. You might also have existing Worddocuments that you can quickly convert to Web pages or otherspecialized formats. You can thus use Word to improve not only yourcurrent skills, but also your existing collection of documents.

Practice

Starting the Word Program

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

2. Select All Programs and point to Microsoft Office.

3. Move the mouse pointer over and click on Microsoft Word 2010.

8 Chapter 1

Word Window - General Overview

Insertion Point (Cursor)

shows where the text will bewritten.

Ribbon

consists of a series of tabs.

File Tab

opens document related tasks.

Status Bar

displays information about acommand , an operation inprogress, or the location of theinsertion point.


Title Bar

shows the name of the documentand the program name.

Minimize the Ribbon

shows or hides the Ribbon. Minimize-Maximize-Close

closes or changes the Wordprogram windows.

Help

shows help for the written text.

Split Box

allows you to work in two partsof your document at the sametime

Scroll Bar

scroll to another part of thedocument.

The Print Layout is thedefault view of Word.Documents appear as itwould be on a printed page.

The Full Screen Readingview gives more space onthe computer screen forreading documents.

The Web Layout viewdisplays the document as itwould appear in a webbrowser.

The Outline view enablesyou to see the sections ofa document text.

The Draft viewessentially same asthe Print Layout viewbut displays only thetext in a document.

The Zoom slider letsyou choose betweenzoom levels.

Document Browser

lets you navigate through yourdocument by letting you movebetween objects. To specify thetype of object click the roundcircle and select the object.

The Ribbon

The Ribbon is located at the top of the document area in Word. Itconsists of series of tabs.

Each tab is organized into groups and shows different commands.

Practice

To switch between tabs;

1. Click on each tab name.

Or use the turn scroll button of your mouse.

10 Chapter 1

The Ribbon is context sensitive. It changes depending on the selectedtab, object or command.

For instance; when a table is selected, the Ribbon shows Contextualtabs related to tables.

The diagonal arrows in the lower right corner of some groups openadditional options relaeted to that group.

Each command on the Ribbon has its own shortcut keys. If you don'tknow to use which key to activate a command, press the Alt key on thekeyboard to show Key Tips. Pressing the associated key on thekeyboard activates the command.

The Ribbon

The Ribbon showing contextual tabs with shortcut keys.

To change the orientation of the document using shortcut keys;

2. Press the Alt key on your keyboard.

3. Press the P key to open the Page Layout tab, and then the O toopen Orientation menu.

The File tab and the Backstage

The File tab opens the Backstageview that contains file related tasks;such as open, save, printing,sharing, and Word options.

The left side of the Backstagewindow displays the major file tasksor commands. When you click on acommand, the Backstage displaysthe menu related to selected tasks.

Creating a New Document

In this exercise, you will type a letter.Microsoft Word is a good choice forthis kind of task. Before start typingin Word, there are few things youneed to know;

The short, vertical, blinking line atthe top of the document is theinsertion point (cursor). The insertion point indicates where text will beentered as you type.

When typing long lines of text, you do not have to press Enter eachtime you want to start a new line. Word will automatically start a newline for you when you reach the right side of the page.

This feature is called word wrapping.

By default, Word functions in Insert mode. This means that any newtext you enter in the middle of a line is inserted between existing texts.But if you turn on the Overtype mode you can overwrite existing textwith any new text that you type in. You can double-click OVR on thestatus bar or press the Insert key on the keyboard to turn overtype onor off.


The Backstage view.

12 Chapter 1

Practice

To create a new document;

1. Click the File tab and then select New.

The left side of the Backstage windowcontains templates for creating newdocuments. A preview of the document isdisplayed in the right pane of the window.

2. Under Available Templates, click BlankDocument.

3. Click Create.

Or press Ctrl + N.

4. Type “Dear President” and press Entertwice.

5. Type “I am a student at the InternationalHigh School”. Press Enter twice.

6. Continue your letter by typing the followingtext and at the end of each paragraphpress Enter twice. Pressing the Enter keystarts a new paragraph.

Templates

A template is a document; such as brochures,memos, reports, and business letters, whichprovides a preformatted layout for content withtext and graphics. You can customize thecontent in the template to create your owndocument.

If you are connected to the Internet you can use a variety of onlinetemplates that are stored on the Microsoft Office Online Web site.

The New Document dialog window opens.

Creating a new document

Dear President,

I am a student at the International High School.

I am very concerned about the growing number of people my age who smoke or use spittobacco. Every day, between 80.000 and 100.000 children worldwide start smoking and trytheir first cigarette. Another 30.000 kids become regular smokers, and roughly one-third ofthem will eventually die from a tobacco-related disease. More than 40 million of all smokersare under the age of 18, including 39 percent of all high school students.

Did you know that kids are three times more sensitive to tobacco advertising than adults,and youth are more likely to be infuenced by cigarette marketing than by peer pressure?

Smoking related-discasses kill one in 10 adults globally, or cause four million deaths eachyear. Every cigarette smoked cuts at least 5 minutes of life on average - about the timetaken to smkoe it.

Something must be done. The governments spend more than € 200 billion per year treatingtobacco-related illnesses.

As the President, we are counting on you to tell the tobacco industry to stop advertising inways that they know will addict us to a habit that will lead to discase and premature death.

We deserve your support and a chance at life without tobacco.Sincerely,John Doe16/02/2010|

Practice

In the following exercise, you will download atemplate from Microsoft Office Online. You willneed a connection to the Internet to complete thetask.

1. Click New command on the File tab.

2. Select a template under Available Templatesor use Search Office.com for templates box,and then click Download.

3. Word downloads the template and opens it as a new document.

Saving a Document

After you have created a document, you must give it a name and saveit to a permanent storage device, such as the hard disk, or a flash disk,for future use. You should save the document not only at the end ofyour work but shortly after you first create and as you work on it.

In this exercise, you will save your document with the name My Letterin your Documents folder.

1. From the File tab, choose Save.

Or press Ctrl + S.

Or click the Save button on the Quick Access toolbar.

The Save As dialog box opens because it is the first time that you aresaving the document.

2. In the File name box, type “My Letter”.

3. Click the Save button to save your document.

To save the file in a new folder;


Choosing a template

Word opens the downloaded template

If you want to save your document under adifferent file name or to a different location, or in adifferent file format, you can use the Save Asoption. For example, the Word 97-2003 Documentcommand saves the current document so that itcan be viewed in previous versions of Word.

Practice

In this exercise, you will save your document “MyLetter” with a different name on a flash drive oranother hard disk.

1. From the File tab, choose Save As.

Or press F12.

2. In the Folders pane, click the Computerbutton, and then select your flash drive.

3. Use the New Folder button to create a foldernamed “MyWork”.

4. In the File name box, type “My Letter”. Selectthe PDF file format from the Save as type box.

5. Click Save to save the file and the dialog boxcloses.

Your document is saved with the name MyLetter.pdf on your flash drive.

4. Click the New Folder button in the Save Asdialog box. Name the new folder.

Your file is saved with the name MyLetter.docx in your folder.

14 Chapter 1

The Save As dialog box

The Save As menu

File Types

Word 2010 provides different kinds of file types. The .docx fileextension is for basic documents with text and graphics. Thedocuments with this extension block scripts and macros, making itsafe from viruses.

A document with the .docm file extension contains macros orprogramming code. Previous versions of Word cannot open .docx and.docm file types.

Opening a Document

When you work with Word you will sometimes need to create a newdocument from scratch. More often, you will need to work on anexisting document that you or someone else has previously created.Also it's often easier and more efficient to create a document bymodifying one that already exists, instead of having to retype a lot ofinformation.

To open an existing document,

1. Press Ctrl + O.

Or select the Open command on the File tab.

The Open dialog box displays the previously used folder of thecurrent user.

2. Double-click on the My Letter file to open.

Or select the file name and click Open.

The Open dialog box


Basic documents with text and graphics

Documents with macros or programmingcode

Web documents

Adobe Reader documents

16 Chapter 1

The Quick Access Toolbar

You can easily access and run a command by clicking its button on theQuick Access toolbar. The Quick Access toolbar contains mostcommonly used commands. By default, it has three buttons, Save,Undo, and Redo. You can customize the Quick Access toolbar todisplay the commands you use most often.

To customize the Quick Access toolbar;

1. Click the down arrow next to the Quick Access toolbar.

2. Click on the Open command. If you don't see a command on themenu, click the More Commands… command.

3. The Open button appears on the Quick Access toolbar. Now, youcan open your documents quickly without using the File tab.

Customizing the Ribbon

If you want to have more command on the Ribbon, you can add themto the Ribbon either by creating a new tab or a group.

1. Click the File tab, and then the Options command.

The Word Options dialog box opens. Select the Customize Ribbon command.

You can have a quick access the documents on which you workrecently .

1. Click the Recent command.

The Backstage displays recently accessed documents in RecentDocuments pane.

2. Click on the document name to open it.

To pin a document to fix its place on the Recent Documents pane;

3. Click on the pin button next to the document name.Opening Recent Documents

Selecting a command

Customizing the Ribbon

The new group and the commands on theRibbon and the Quick Access toolbar

Closing a Document

When you have only one document open, clicking the Close button onthe title bar will close both the document and the Word program.

1. On the File tab, click Close.

Or press Ctrl + F4.

The Close button on the File tab closes just thedocument and leaves the Word program open.

When you attempt to close an unsaved document orhave made any changes to an existing document,Word asks whether you would like to save thedocument.

The Exit Word button at the bottom of the File tab closes all documentsand exits the Word program.

2. Click the Exit Word button to close both your document and theWord.

Converting a Document

When you open a document created in a previous version of Word, thetitle bar displays the name of the document, followed by the words“Compatibility Mode”. Word 2010 contains some formatting featuresthat cannot be available in previous Word versions. Converting old

documents enables you to use these new features.

1. Click the File tab.

2. The Backstage displays the Convert command whenever adocument with a previous version is open.

3. Click the Convert command. The document is replaced with theconverted version.

4. Save the document.


2. Click on the New group button and rename it. Select the newcommands from the left pane. Click OK.

The new group and the buttons appear on the Ribbon.

Converting documents

Save Confirmation

The Close button

Document Views

Word 2010 has five different document views, Print Layout,Full Screen Reading, Web Layout, Outline, and Draft. Eachview has its own purposes and advantages.

In order to change the document view;

1. Click the View tab; choose one of the document views inthe Document Views group.

Or click the Document View buttons in the status bar.

Print Layout is the default view of Word. Documents appear asit would be on a printed page. Print Layout view displays asgraphics, tables, and headers, footers, and the other objects.Live preview works in the Print Layout view.

The Full Screen Reading view gives more space on thecomputer screen for reading documents.

The Web Layout view displays the document as it wouldappear in a web browser. It is used to prepare documents fordigital publishing on the Internet and not suitable for printingpages.

The Outline view enables you to see the sections of adocument It is ideal for working with long documents withseveral chapters.

The Draft view is essentially the same as the Print Layout viewbut it displays only the text in a document. It is useful whenyou quickly want to write and edit text.

The Zoom commands let you choose between zoom levels.Zooming in makes words easier to read and helps preventeyestrain. Zooming out makes scrolling faster and helps youto see several pages at once.

In order to change zoom levels,

1. In the View tab, click the Zoom button in the Zoom group.

Or click the number next to the Zoom slider at the rightbottom of the Word screen.

2. Select between predefined zoom levels or enter a newvalue in the Percent box.

Or use the Zoom slider to change the zoom level.

18 Chapter 1

The Document Views group

Full Screen Reading view

The Zoom group

Changing Zoom levels

Sending and Sharing Documents

You can share your documents by sending them in an e-mailmessage. You need an Internet connection to use this feature. IfMicrosoft Outlook is installed and configured, Word uses it as a defaulte-mail program.

In order to send a document by an e-mail;


2. Click the Share command, and then clickSend As Attachment button.

The default email program opens.

3. The document is in the Attached box. Typein the e-mail address you want to send.

4. Click Send.

Getting Help

The Help feature allows you to learn to use the basic and advancedfeatures of Word. If you have a connection to the Internet you can getup-to-date online help from Microsoft Office Online.

To get help;

1. On the Ribbon, click the button with a question mark.

Or press F1.

Or if you see an information box on a button on the Ribbon, pressF1.

2. In the text box at the top, type “Save a document” and then clickthe Search button.

3. Click on a topic to get help information.

4. Click the Back, Forward, Stop, Refresh, and Home buttons onthe toolbar to move around in the Word Help.


Sending documents

The Word Help window

20 Chapter 1

Case StudyOpening, editing, and saving a

document

Step-1 Run the Word program.

On the Windows taskbar, click the Startbutton at the bottom left corner of yourscreen.

On the Start menu, point to All Programs.

Move the mouse pointer up and point toMicrosoft Office.

Move the mouse pointer over and click onMicrosoft Word 2010.

Step-2 Type the text.

Type your name, surname, telephonenumber, and address.

Step-3 Save the document to your flash drive usingthe name Case Study 1.

On the Quick Access toolbar, click the Savebutton. The Save dialog box opens on thescreen. Type the file name in the file namebox and click Save.

Step-4 Close the document.

On the File tab, click the Exit button.

Step-5 Open the document again.

Open your document from the RecentDocuments pane on the File tab.

Step-6 Change the telephone number.

Change the document by adding a newtelephone number or changing the old one.You can insert other text like your birth dateor your e-mail.

Step-7 Re-save the document as a Web page.

On the File tab, choose Save As. The SaveAs dialog box opens on the screen. In the

Save As type box, click the drop-downarrow and select Web Page (HTML). ClickSave.

Step-8 Close the document.

When the document is closed without beingsaved, the Word program will ask youwhether you want to save the document.

Click Save on the dialog box to save thedocument.

Step-9 Try to repeat steps above without using themouse.

Creating, saving, and sending a

document.

Step-1 Create a new file.

Step-2 Under Office.com Templates, search forGreeting Cards.

Step-3 Download a Birthday Card template.

Step-4 Change the text in the template with yourown.

Step-5 Save the document, and then send it to yourfriend by e-mail as Birthday Invitation.


Fill In The Blank1. Microsoft Word is ____________________ that

lets you create a variety of different documentssuch as letters, single-file reports, multi-filereports, books, brochures, newsletters, andweb pages.

2. Click the Save button or press _______________shortcut to quickly save the document.

3. The short, vertical, blinking line at the top of thedocument is ____________.

True or False1. If you want to save a previously saved document to a different location, you can use Save As command.

True False

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

True False

3. You can convert a Word 2010 document to a Word 2003 document and keep all of the documentformatting.

True False

22 Chapter 1

Multiple Choice Questions1. What can you create with the Word program?

a. Letters b. Web Pagesc. Tables d. All of the above

2. Which of the following option provides adocument with preformatted layout forcontent with text and graphics?

a. Dialog Launchersb. Templatesc. Saving As commandd. Word Help

3. Choose the sentences those are true aboutthe Ribbon. (Choose two answers)

a. The Ribbon is context sensitive.b. You can not add your favorite commands to

the Ribbon. c. Pressing Alt key shows short-cut keys on the

Ribbon.d. The Ribbon contains major file tasks such as

Open and Share.

4. What is the meaning of the text "CompatibilityMode" after a document name in the title bar?

a. The document is compatible with yourcomputer.

b. You need to save the file immediately.c. The document was created with a previous

version of Word.d. The document contains advanced features of

Word.

5. Which of the following can you do on theMicrosoft Office Online?

a. Download templates in different categories.b. Convert a document to an up-to date Word

version.c. Get up-to-date help about a Word topic.d. Download document views such as the page

layout and draft view.

6. Which one does not start a new blankdocument?

a. Ctrl + N keyboard shortcut.b. Opening a document from a flash drive.c. Clicking New command on the File tab.d. Starting the Word program.

7. What is the correct order to save a new Worddocument to a flash drive?

I. Choose flash drive from Folders pane.II. Write the file name.III. Click the Save button on the Quick Access

toolbar.IV. Click Save on the Save dialog box.a. III., II., I., IV. b. I., III., II., IV.c. III., I., IV., II d. III., I., II., IV.

8. A document; you have just opened; appearsvery small in the Word screen. How can youmake it bigger to read or work on it? (Choosetwo answers)

a. Switch to Full Screen Reading.b. Use the Zoom dialog box and Zoom Out.c. Use the Zoom Slider in the Status bar to Zoom

In.d. Close the document and open it again.

9. Which of the following dialog boxes openswhen a document is saved for the first time?

a. Save All b. Savec. Close d. Save As

10.How can you insert a text inside a text linewithout deleting the existing text?

a. Start typing in the overtype mode.b. Locate the insertion point after the line.c. Start typing in the Insert mode.d. Enable Word Wrapping by pressing Enter key.

Moving Through a Document with the Keyboard

24 Chapter 2

Moving Through a Document

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

Practice

To move the insertion point to a specific place;

In this exercise, you will move the insertion point to thesecond line.

1. Click Page Number on the Status bar at the bottom ofthe Word screen.

Or press Ctrl + G.

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

3. Type or select a specific item. In Enter line numbertype “2”.

4. Click the Go To button.

The insertion point moves to the second line.

Moving the insertion point to thesecond line

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

Working With Text 25

Selecting Text

When you want to perform an action with thetext; for example edit, format, or copy; youmust first select it. Word makes text selectionquick and easy.

Selection Techniques

Right Pointing Arrow

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

Triple click on any word in the paragraph.

Or Position the pointer in the selection bar to the left side ofthe paragraph; when the right-pointing arrow appears,double-click the mouse.

Select a wholedocument

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

Or Press Ctrl + A.

Or In the Editing group, click the Select button and then clickSelect 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.

Selecting a paragraph

Sel

ectio

n B

ar

Copy and Move

There are several ways to copy and move text andgraphics from one place to another. Dragging text is themost efficient way to move or copy text and graphics, aslong as you can see the destination location on yourscreen.

Practice

Copy and Move with Drag and Drop

In this exercise, you will move the date text from the lastline of the document to the top of the document.

Open the letter (My Letter.docx) that you have created inthe previous chapter.

1. Scroll down until you can see the date text at the lastline of the document.

2. Position the mouse pointer in the selection area,before the date. The mouse pointer changes to aright-pointing arrow.

3. Click to select the date. The selected text changes towhite text on a darker background.

4. Position the mouse pointer over the selected text. Thepointer turns into a left-pointing arrow.

5. Click and hold down the mouse button. A small,dotted box and a dotted insertion point appear.

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

7. Click anywhere outside of the selected text to cancelthe selection.

26 Chapter 2

Moving a text

Practice

Copy and Move with Other Techniques

The keyboard shortcuts are the quickest andeasiest to use the Cut, Copy, and Paste editingcommands.

In this exercise, you will copy the whole letterinto a new document.

1. Select the whole letter.

On the Home tab, click the Select button in the Editing group andthen choose Select All.

Or press Ctrl + A.

2. Copy the selected text.

Click the Copy button in the Clipboard group.

Or press Ctrl + C.

A copy of the selected text is placed on the Clipboard.

The Clipboard is an area of memory in which you can store text orgraphics temporarily. If you cut or copy text, graphics or other itemsthey will be temporarily stored in the Clipboard ready for useelsewhere in the document.

3. Create a New Document.

4. Insert a copy of the letter from the Clipboard.

Click the Paste button in the Clipboard group.

Or press Ctrl + V.

To move the selected text;

1. Click the Cut button in the Clipboard group.

Or press Ctrl + X.

To see the Clipboard contents;

1. Click the Clipboard dialog box launcher in the Clipboard group.Clipboard pane displays left to the document.


Selecting all the document

The Clipboard group

The Clipboard pane with recently copiedtext and images

28 Chapter 2

Undo and Redo

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

Undo the last action

You can undo your last action;

1. On the Quick Access toolbar, click the Undo button.

Or press Ctrl + Z.

Redo the last action

You can redo your last action;

1. On the Quick Access toolbar, click the Redo button.

Or press Ctrl + Y, or press F4.

Find and Replace

You can use the Find command to search for specific instances of atext in a document, and the Replace command to search for specificinstances of text in a document and replace them with new text. Inaddition to replacing text, you can use the Replace command toreplace formats, such as bold and italic. The Find and Replacecommands are located in the Editing group.

The Undo and Redo buttons on the QuickAccess toolbar

The Editing group

Finding all the instances of a text

Practice

Finding and Highlighting Text

In this exercise, you will find and highlight theword "tobacco" in the document My Letter.

1. On the Home tab, click the Find buttonin the Editing group.

Or press Ctrl + F.

The Navigation pane opens.

2. In the Search Document box, type“tobacco”.

All the instances of “tobacco” in the MyLetter document are highlighted.

Practice

Replacing Text

In this exercise, you will search the word“tobacco” and replace it with the word“TOBACCO”.

1. On the Home tab, click the Replace buttonin the Editing group.

Or press Ctrl + H.

The Find and Replace dialog box opens.

2. In the Find what box, type “tobacco”.

3. In the Replace with box, type “TOBACCO”.Click Find Next. When Word finds the text;click the Replace button.

4. Click the Replace All button to replace all of the instances of thetext at once.

Spelling and Grammar

Word checks for spelling and grammar errors as you type. Red wavylines indicate words that aren't recognized or is misspelled. Greenwavy lines indicate a possible grammar error. Blue wavy lines indicatecorrectly spelled words in the incorrect context.

SPELLING ANDGRAMMAR

ERROR

Spell checking You cann use the Find command to search for specific instances of a text.

Grammar checking You can uses the Find command to search for specific instances of a text.

Contextual Spell Checking You cane use the Find command to search for specific instances of a text.

Practice

Use the Spelling and Grammar Checker

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

1. Type “stard” instead of start and press the spacebar.


Replacing text

The Proofing group

30 Chapter 2

Checking spelling and grammar errors

Spell checking on the pop-up menu

You can also right-click on the word once the red underlining displays.A pop-up dialog box displays suggesting alternative, correctly spelledwords.

Word uses a default dictionary file. If a word isn't in the dictionary; it isalso underlined with a red wavy line. You can add a word to the defaultdictionary;

1. Right-click on the misspelled word.

2. Choose the Add to Dictionary option from the pop-up menu.

Research Task Pane

The Research task pane provides links to Internet research tools thatyou can use from within Word.

To open the Research task pane;

1. Click the Review tab, and click the Research button in the Proofinggroup.

Or press the Alt key and click anywhere within the document.

To display the search results, you can either click the Start Searchingarrow in the green box, or select a type of reference material from thelist box below.

2. Use the drop-down menu at the top of the Research task pane tochoose references such as Thesaurus.

3. Enter the key words or phrase in the Search for box in the taskpane, and click the Start searching button.

A Red wavy line appears under the word “stard”,because you have typed it incorrectly.

2. In the Review tab; click the Spelling & Grammar button inthe Proofing group.

Or press F7.

3. The Spelling and Grammar dialog box checks eachunderlined word in your document.

In the Suggestions list box, click and select the correctword.

4. Click the Change button to change the word “stard”with “start”.

A quick way to search for online information for a text in thedocument is to press the Alt key and then click the text. The lastservice used, Thesaurus or Translation, will display results for thetext you clicked.

4. To close the Research task pane; click the Research button in theProofing group.

The Thesaurus

The Thesaurus provides a list of synonyms for the text in which you arelooking up.

Practice

To use the Thesaurus;

In this exercise, you will find a synonym for a word.

1. Right-click the word “illness” in the My Letter.

2. Point to Synonyms on the pop-up menu.

3. Click to select a synonym.

If you need a more detailed search, the Thesaurus option in theResearch task pane provides more details;

4. Click the Review tab, and click the Thesaurus button in theProofing group.

Or press Shift + F7.

5. The Research task pane opens. A list of suggestedsynonyms will display. Move your mouse pointer on asuggested synonym in the list and click the arrow next toit. Select Insert.


Clicking Alt key on a text displays onlineresults in the Research pane

Finding synonyms on the pop-up menu

Translating Text

Word 2010 can easily translate a text into another language, such asEnglish, French, and Spanish.

To translate a text;

1. Click on the text you want to translate.

2. Click the Translate button in the Proofing group.

Or right-click the text, select the Translate option from the pop-upmenu, and choose Translate.

3. Select the languages in the From and To boxes in order to changethe source languages. The results display in the Research taskpane under Translation.

You can simply move your mouse over a word and a MiniTranslator will show up and translate the text. By default, theoption is turned off.

To enable the Mini Translator option;

1. Click the Translate button in the Proofing group

2. Select the language you want to translate into.

3. Move and hold your mouse on the text you want to translate.

Translating the whole document doesn’t necessarily give the wholemeaning of a document. It should rather to be used to get an ideaabout the document.

In the following exercise you will translate the whole document toFrench. You need a connection to Internet to complete the task.

To translate all the text in a document;

1. Click on the text you want translate.

2. Click the Translate button in the Proofing group.

Or right-click the text, select the Translate option from the pop-upmenu, and choose Translate.

3. Select the languages in the From and To in order to change thesource and target languages. Select English in the From box andFrench in the To box.

The results display in the Research task pane under Translation.

You can simply move your mouse over a word and a MiniTranslator will show up and translate the text. By default, theoption is turned off.

32 Chapter 2

The Translation displays

Enabling the Mini Translator

The Mini Translator


The Document is translated and displays in French in a browserwindow.

Online document translation

Fill In The Blank1. To select a whole document, press

________________.

2. To copy with drag and drop you must holddown ________________________ while you aredragging the selected text.

3. To move text, press ____________, and then____________ .

True or False1. 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 the Spelling and Grammar checker.

True False

34 Chapter 2

Multiple Choice Questions1. How can you quickly recover a text that you just

accidentally deleted? (Choose two answers)

a. Use the Clipboard pane.b. Press Ctrl + Z.c. Use the Undo button on the Quick Access

toolbar.d. Click the Find button, and then search for the

deleted text.

2. If you want to Copy a text and Paste it to anotherplace, which shortcut keys should you use?

a. Ctrl + Z and Ctrl + Xb. Ctrl + C and Ctrl + Vc. Ctrl + C and Ctrl + Pd. Alt + C and Alt + P

3. Select the spelling and grammar checkingoptions available in Word 2010. (Choose threeanswers)

a. Contextual spell checkingb. Spell checkingc. Style checkingd. Grammar checking

4. How can you find and correct all the instances ofa word which you mistyped in a document?

a. Press Ctrl + F shortcut keys.b. Use the Research task pane, and look for all

the instances of the text.c. Select all text, and then click the Spelling &

Grammar button.d. Open the Replace dialog box, and then use

Replace All command.

5. Select the ways you look for synonyms for aword. (Choose three answers)

a. Enable the Mini Translator and hold yourmouse on the word.

b. Right-click the word, and then selectSynonyms on the pop-up menu.

c. Hold down the Alt key and click on the word.d. Select the Thesaurus in the Research pane,

type the word in the Search for box, and thenpress Enter.

6. You can replace a word in your document withanother word that is more suitable and has nearlythe same meaning by;

a. using the Spell Checking.b. using the Grammar Checking.c. using the Mini Translator.d. using the Thesaurus feature.

7. A spelling error in a document is identified by:

a. A green highlight.b. A red wavy underline.c. A green wavy underline.d. A blue wavy underline.

8. What options are available in the Find andReplace dialog box? (Choose two answers)

a. Find b. Synonymsc. Replace d. The Thesaurus

9. How can you select all the text and the objects ina document? (Choose all that apply)

a. Drag your mouse from the beginning to theend of the document.

b. Press Ctrl + A.c. In the Editing group, click the Select button,

and then Select All.d. Triple-click any word in the document.

10. As you read through an astronomy document,you encounter an astronomer named “Galileo”.How can you get online help about theastronomer without leaving the document andthe Word screen?

a. Open Google web site in an internet browser,and make a search.

b. Use the Thesaurus, in the Research pane.c. Hold down the Alt key and click on the word.d. Open the Find and Replace dialog box, and

click the Search on Internet option.

Font Formatting

Font Formatting enables you to give the text in documents differentlooks and styles. You can change the font face, font size, underlinetext, and change the color and the spacing between letters.

A font is a set of characters and letters of the same look and styles.Each font has a particular design. The size of a font is called font size.The most preferred fonts are Times New Roman, Arial, and CourierNew, Calibri.

Practice

Change and Format the Font Face

In this exercise, you will change the font face and format the text asbold and italic in your document. (My Letter)

1. Select the text Date.

In the Font dialog box, change the font type to “Arial”

On the Home tab, click the Bold button in the Font group.

2. Or on the Mini toolbar, click the Bold button.

Or press Ctrl + B.

3. Click anywhere outside the selected text to cancel the selection.

4. Select the text “Sincerely”.

5. Click the Italic button in the Font group.

Or on the Mini toolbar, click the Italic button.

Or press Ctrl + I.

6. Click anywhere outside the selected text to cancel the selection.

Whenever you select a text; the Mini toolbar displays just above theselection. It contains a set of formatting commands for changing fontsand paragraphs.

Changing the font face in the Font group

36 Chapter 3

Formatting text in bold

The document after the formatting

TO DO THIS

change the font color of a text,click the arrow next to the Font Color button in the Font group.Or use the Mini Toolbar.

underline the text, select the style of underline from the Underline style list.

apply any text effect, select them from the Effects in the Font dialog box.

increase or decrease character spacing, use the Advanced tab in the Font dialog box.

To display the Mini toolbar;

1. Select the text and move the mouse pointer just above theselection.

2. Click the buttons on the Mini toolbar to apply formatting to theselection.

When you move the mouse away from the text; the Mini toolbarfades slowly and disappears.

Practice

Change the Font Size and Apply Text Effects

In this exercise, you will change the font size of the text and apply a texteffect.

1. Select the last paragraph of the document.

2. On the Home tab, click the arrow next to the Font box and in theFont group.

Or use the Mini toolbar.

3. Scroll down and select “Impact” in the list.

The selected text changes to the Impactfont face.

In the Font group or on the Mini toolbar,click the arrow next to the Font Size boxand, and then click “14” in the list.

Or use the Grow or Shrink Font buttons tochange the font size gradually.

4. Click the Text Effects button in the Fontgroup. Select an effect in the gallery.

Formatting Characters and Paragraphs 37

The Mini toolbar

The Mini toolbar displays

Changing the font size and applying a text format

38 Chapter 3

Clearing the text formatting

The Font dialog box launcher

Text after formatting

Practice

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

1. Select the text “Dear President”.

2. In the Font group, click the Font dialog boxbutton.

Or press Ctrl + D.

The Font dialog box opens.

3. Click the arrow next to the Font Color and selectthe color blue.

4. Click the arrow next to the Underline Style boxand select Words only.

5. Click the Advanced tab.

6. Click the arrow next to the Spacing box andselect Expanded. In the By box, select 2 pt. andclick OK.

Live Preview

Live Preview enables you to see the formatting of a text without havingto apply it first.

1. Select the Date.

2. In the Font group, click the arrow next to the Font Color button.

3. Move your mouse on the colors under the Theme Colors. LivePreview shows the colors on the text.

Clear Formatting

You can clear the formatting of a text in one step;

1. Select the text.

2. Click the Clear Formatting button in the Font group.

Or press Ctrl + Space.

Dialog Box Launchers

In the lower-right corner of some command groups, there are DialogBox Launcher buttons. The Dialog box launchers open dialog boxeswith more commands.

Using the Font dialog box

Change Case

The Change Case command changes the capitalization of a selectedtext.

1. Select an Lowercase text.

2. Click the Change Case button in the Font group.

3. Select an option on the menu.

Format Painter

At the end of your document My Letter, there is a second text“President”. If you want to format this one like the first one, you mustrepeat the steps in the previous topic, or you can use a command thatcopies formatting from a text, then applies it to another text. Thisfeature is called the Format Painter.

In this exercise, you will apply formatting using the Format Painter.

1. Click on the text Dear President.

2. In the Font group; double-click the Format Painter button if you'regoing to copy the formatting to several locations.

Or just click if you're going to copy the formatting only one time.

3. Click the Format Painter button. Move your mouse pointer to thesecond text “President”.

4. Click or drag on the text.

Format Painter applies the format of the first text to the destinationtext and turns off.

Paragraph Formatting

The format of a paragraph can be changed by setting tabs, indenting,aligning, changing line spacing within and between paragraphs,controlling page breaks etc. All these features allow you to enhancethe appearance of your document.


Microsoft word Sentence case

microsoft word lowercase

MICROSOFT WORD UPPERCASE

Microsoft WordCapitalize EachWord

mICROSOFT wORD tOGGLE cASE

Change Case options

The Format Painter in the Clipboard group

Selecting text with Format Painter

Paragraph Alignment

There are four ways to align a paragraph.

In this exercise, you will justify the text in yourdocument.

1. Select the whole document

2. Click the Justify button in the Paragraphgroup.

Or press Ctrl + J.

Or click the Paragraph dialog box button inthe Paragraph group. Under the Generalsection; click the Alignment drop-downarrow and select Justify.

3. Click OK.

40 Chapter 3

The format of a paragraphcan be changed by settingtabs, indenting, aligning,controlling page breaks.

The format of a paragraphcan be changed by settingtabs, indenting, aligning,controlling page breaks.

The format of a paragraphcan be changed by setting

tabs, indenting, aligningcontrolling page breaks

The format of a paragraphcan be changed by setting tabs, indenting, aligning,controlling page breaks.

LEFTEach line of text is

aligned left.

CENTEREach line is centered.

RIGHTEach line is aligned right.

JUSTIFYEach line aligns with theboth sides of the typing

area.

INDENTATION FORMAT

NormalThe format of a paragraph can be changed by setting tabs,indenting, aligning, controlling page breaks etc.

Left: 1.25 cmThe format of a paragraph can be changed by setting tabs,indenting, aligning, controlling page breaks etc.

Right: 1.25 cmThe format of a paragraph can be changed by setting tabs,indenting, aligning, controlling page breaks etc.

First lineThe format of a paragraph can be changed by setting tabs,

indenting, aligning, controlling page breaks etc.

HangingThe format of a paragraph can be changed by setting tabs,indenting,

aligning, controlling page breaks etc.

Indenting

If you do not want all paragraphs to align with the borders of the typingarea, you can use the indentation options to indent the text.

Justifying text

Decrease Indent and Increase Indent Buttons

Practice

In the following exercise; you will indent a paragraph in yourdocument.

Indenting Text.

1. Click in the paragraph starting with the text “I am very concerned”.

2. In the Paragraph group, click the Increase Indent button.

The whole paragraph moves to the right.

If you only want to indent the first line of the paragraph

3. Click in the first line of the paragraph. and press the Tab key

Or click the Paragraph dialog box button;

The Paragraph dialog box opens.

Under the Indentation, choose the First Line option in the Specialbox.

4. Click OK in the Paragraph dialog box.

5. Indent the remaining paragraphs.

Line and Paragraph Spacing

You can change the amount of spacing between lines in a paragraphor between paragraphs by using the Spacing section in the Paragraphdialog box.

To change line spacing;

In this exercise, you will change the amount ofspacing between lines in a paragraph.

1. Select the whole document.

2. Click the Line Spacing button in the Paragraphgroup.

On the menu; select 1.5.

Or on the Line Spacing menu, click the LineSpacing Options command.

The Paragraph dialog box opens.


Indenting options

Indenting paragraphs

3. Select the Indents and Spacing tab.

4. In the Line Spacing box, click the arrow and select1.5 lines.

5. Click OK. The paragraph line spacing changes to1.5 lines.

Practice

Changing Paragraph Spacing.

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

1. Select the first four paragraphs in your document.

2. In the Paragraph group, click the Paragraph dialog box button;

Or on the Page Layout tab, use the Paragraph group.

3. In the Spacing section, click the up arrow until you reach 18 pt. inthe Before box.

4. In the Spacing section, click the up arrow until you reach 18 pt. inthe After box.

Line and Page Breaks

There are other useful paragraph rules that you can apply by clickingthe Line and Page Breaks in the Paragraph dialog box. Such asWidow/Orphan Control, Keep Lines Together etc. These options aresummarized as follows.

42 Chapter 3

Option Description

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

Document with 1,5 Line Spacing

Spacing Between Paragraph


Bulleted and Numbered Lists

Bulleted and Numbered lists make your document more readable andenable you to point out important parts of a document.

Use Numbers when the ordering of the paragraphs and items isimportant (i.e. legal documents, instructions, manuals).

Use Bullets when the ordering doesn’t matter (i.e. a shopping list).

The Numbered documents are easy to edit. When you add or removeparagraphs or items, the Numbered list renumbers automatically. Forinstance, a new paragraph at the end of the list gets the nextconsecutive number.

Bullets Special characters, symbols, and pictures

Numbers Numerals, roman numerals, and letters

Practice

Creating Bulleted and Numbered Lists

In this exercise, you will create a list from scratch.

1. Place the insertion point where you want tocreate the list.

2. Click on the Numbering or Bullets button inParagraph group.

Word indents the line.

3. Type the first item and press Enter.

To end a Bulleted and Numbered List;

4. Click on the Numbering or Bullets button in theParagraph group.

Or press Enter twice at the end of the list.

You can create space between the list items as youdo on paragraphs spacing.

The Paragraph group

Bulleted list

Numbered list

44 Chapter 3

Customizing a Bulleted list

A Multilevel List

Practice

Customizing Bulleted and Numbered List

In a bulleted list, instead of using regular bulletsyou can select a different character, a picture bullet,or change indents. You can customize numberedlists and choose different number styles and fontslike in a bulleted list.

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

1. Select the list or list items. In the Paragraphgroup, click the arrow next to the Bulletsbutton;

2. Choose a new bullet from the Bullet Library.

There are seven bullet styles but you candefine more;

3. Click the Define New Bullet command on themenu. Use the Symbol or Picture button toselect a bullet style.

4. Click the Font button, and change the color ofthe bullet. Click OK.

To convert the bulleted list to a numbered list;

1. Select the list. Click the Numbering button inthe Paragraph group.

Multilevel Lists

A Multilevel List format enables you to organizedocuments with hierarchical content such as lawand scientific literature. In order to create amultilevel list, the paragraphs must be indented.

Practice

Creating a Multilevel List

1. Indent the paragraphs by their levels in the list

2. Select the paragraphs. Click the Multilevel Listbutton in the Paragraph group.

3. From the List Library menu, choose a list style.

Each indentation level gets a different numberformatting.

Yocu can also easily convert a bulleted or numbered list to multilevellist with the Tab key.

1. Place the insertion point after the number in your Numbered list.

2. Press the Tab key; the paragraph is indented and gets a differentletter or number.

Borders and Shading

You can add borders and shading around pagesand text selections to emphasize a section or toenhance the look of the document.

Practice

Apply a Border and Shading

In this exercise, you will apply a border around aparagraph.

1. Click the paragraph starting with the text “Didyou know that”.

In the Paragraph group, click the arrow nextthe Borders button;

2. From the menu, choose the Outside Bordersoption.

3. Click the arrow next the Shading button in theParagraph group.

4. Under the Theme colors, click the color blue.

The background of the paragraph is filled withblue shading.

Practice

Change the Border and Apply Shading

In this exercise, you will change the color, style andwidth of a border and apply shading to aparagraph.

1. Click the paragraph starting with the text “Didyou know that”.

2. In the Paragraph group, click the arrow next tothe Borders button;

3. Click the Borders and Shading command onthe menu.


Applying a border

Applying a shading

The Borders and Shading dialog box enables you tocreate and modify the paragraph, and page borders, andshadings. By customizing line styles and colors you canget different border effects for each paragraph or thewhole document.

4. In the Width section, select 3 pt.

5. In the Color section, select the color Dark Blue.

6. Click OK.

Practice

Adding a Page Border

In this exercise, you will add Page Borders to yourdocument.

1. In the Borders and Shading dialog box , click the PageBorder tab.

Or on the Page Layout tab, click the Page Bordersbutton in the Page Background group.

2. In the Art section, select any art picture.

3. In the Apply To section, select the Whole Document.

4. Click OK.

Page Backgrounds

You can add a background to your document such as aWatermark, color or a texture.

Page background colors are applied by using the PageColor button in the Page Background group. Fill effectscommand at the bottom of the Page color menu allowsyou to select effects from four different categories.

A watermark is a faint graphic image at the background ofa document.

46 Chapter 3

The Borders and Shading dialog box

Changing borders and applying shading

Adding a page border


The document with a page color and awatermark.

Applying columns

Practice

Applying Watermark

In this example, you will insert a watermark and apply a page color toyour document,

1. Click the Page Layout tab.

2. In the Page Background group, click the Watermark button.

3. Click one of the options. Word inserts the watermark on everypage of the document. You can also create a custom watermarkor insert a picture watermark.

4. Click the Page Color button in the Page Background group.

5. Choose a color on the menu. Word applies the background colorto the document.

To be able to print the document with the background color;

1. Click the File tab; open the Word Options from the Backgroundview menu.

2. Click Display command on the left side of the dialog box.

3. Under the Printing Options; check in the box Print backgroundcolor and images.

Columns

You can change the number of columns in a document or a section ofa document. You can create newspaper columns, parallel columnsand uneven columns before entering text or apply columns to existingtext.

Practice

Creating Columns

In this exercise, you will create two columns in your document.

1. Select the whole document.


3. Click the Columns button in the Page Setup group; selectTwo on the menu.

The Columns dialog box enables you to create and modifythe columns with several options.

To create a line between the columns;

1. Click the Columns button, and then click the More Columnsoption.

2. Check the Line between box to apply a line between thecolumns.

3. Click OK.

48 Chapter 3

Tabs

Texts aligned with the space key are displayed improperly when thedocument is reformatted or transferred to other computers. By usingthe Tab key and Tab stops you can create and format documentseasier and faster.

Tab Styles

In Word, there are several Tab types: left, right, center, and decimal.Left align tabs are the most used Tab style. By default, Word set leftaligned tabs every 1.27 cm.

The following example shows how to use tab stops. The dashed lineindicates the location of the Tab stop.

The Columns dialog box

Creating a line between two columns


Setting Tab Stops

There are two ways to create tab stops; using the Tabs menu or usingthe Ruler. For more accurate and precise settings; use the Tabs dialogbox.

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

1. Create a new document.

2. Place the insertion point where you start typing.

3. In the Page Layout tab, click the Paragraph dialog box launcher,and then click the Tabs button.

4. In the Tab stop position text box, type the tab position as 1 cm.Make sure the left alignment checkbox is selected.

5. Click Set. Repeat the steps for 5 cm.

6. Click OK.

Each time when you press the Tab key, the insertion point moves fromone Tab stop to the next one.

7. Press the Tab key, type“timeline”, press the Tab key,and type “Health Benefits overTime”.

8. Type the text in separate lines.

Item Price

CPU 155$ Left Aligned

Mainboard 75$ Right Aligned

HDD 100$ Center Aligned

RAM 25.4$ 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

Bar tab Inserts a vertical bar at the tab stop.

Setting tab stops

A Document with two tab stops

50 Chapter 3

Practice

To set Tabs stops using the Ruler;

When you set a tab stop, you can see it on the Ruler and change itslocation by dragging it.

1. Locate the insertion point where you start typing.

If the horizontal ruler is not visible, click the View ruler button at thetop of the vertical scroll bar.

2. Set the tab stops by clicking on the ruler. You can drag the tabstops left or right along the ruler to a different position.

3. To change the tab style click on the Tab style button that is locatedon the far left of the Ruler.

Removing Tabs

To remove existing tabs; simply drag them from the ruler to thedocument area, to the Ribbon or on the tabs dialog box; select thetab you want to remove and click the Clear button.

Styles

A style is a group of paragraph and character formats stored under aname. Style is a time saving feature that you can apply to a text or adocument at once.

Quick Styles

Word provides a gallery with sets of Quick Styles. A gallery is a groupof built-in styles and formats. You can simply apply any one of theseQuick Styles by clicking over it.

Practice

Applying Styles

By default, Word applies the Normal style to the text you enter. In orderto apply a different style than the Normal style;

The Ribbon and the Ruler


1. Click on a text. In the Home tab; moveyour mouse over one of the styles inthe Quick Style gallery in the Stylesgroup.

Live preview shows how it will look if

you applied the highlighted style.

2. Click the More button next to theQuick Style gallery.

3. Select and click to apply a style.

Creating a Quick Style

In this exercise, you will create your own paragraph QuickStyle.

1. Select a paragraph with formatting information; such asfont color, size, align left, and italic etc.

2. In the Styles group, click the More button next to theQuick Styles.

3. Click Save Selection as a New Quick Style command.

Create New Style from the Formatting dialog box opens.

4. The current name will be highlighted. Type a new style name inthe Name: box. Click OK.

Themes

A theme applies to the entire document. The purpose of a theme is tochange the fonts or colors in a consistent way across a documentwithout redefining the individual styles.

1. On the Page Layout tab; click theTheme button in the Themes group.

2. Select a built-in Theme in the gallery

The Style gallery

Creating a Quick Style

Themes gallery

52 Chapter 3

Case StudyOpening, editing, and saving adocument

Step-1 Type the text "Happy Birthday"

Step-2 Select the text line "Happy Birthday".

Step-3 To copy text, press Ctrl + C or click the copybutton in the Clipboard group.

Step-4 Paste the text two times; press Ctrl + V twotimes or click the paste button two times inthe Clipboard group.

Step-5 Select the first "Happy Birthday" and open theFont dialog box:

Click the Font dialog box launcher in the Fontgroup.

Apply the following formats to the first "HappyBirthday" text:

Step-6 Font: Arial; Font Style: Bold; Size: 24 pt.; FontColor: red

Effect: Double Strikethrough

Character Spacing: Scale: 150%

Select the second "Happy Birthday" text.

Align the selected text at center:

Step-7 Click the center alignment button in theParagraph group.

Open the Font dialog box.

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: 3pt.

Creating Customized Lists

Step-1 Create a blank word document.

Step-2 Type the document title as "World Cup 2010Countries and Players"

Step-3 Create an imaginary group list of World Cup2010 football games. There should be 4different countries.

Step-4 For each country type four player names justbelow their country names.

Step-5 Select all the country names and playernames together.

Step-6 Click the Numbering button in the Paragraphgroup.

A numbered list appears from number 1 tonumber 20.

Step-6 Select the players of the first country in thenumbered list.

Step-7 Press the Tab key on the keyboard or clickthe Increase Indent button in the Paragraphgroup.

A Multilevel list is created and the players getletters instead of numbers in the list.

Step-8 Save the document as "Sports.docx"

Step-9 Repeat the steps for the remaining countriesin the list.


Fill In The Blank1. To display the Tabs dialog box, click

______________________________ and thenclick Tabs.

2. A ___________ is a group of paragraph andcharacter formats stored under a name.

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

True or False1. Subscripted 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

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

True False

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

True False

5. You cannot use images, symbols or special characters to create bulleted lists.

True False

Projects1. Create an outlined, bulleted document about computer parts, both hardware and software. Give examples

about the software and hardware in the list. (Ask your teacher about software and hardware)

2. Create a list about four famous writers from your country. Write down their names and their books. Usetab stops in the list.

54 Chapter 3

Multiple Choice Questions1. Which of the format property of paragraphs

should be set before applying a multilevel list?

a. Tab stops b. Indentsc. Lines d. Styles

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

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

b. Tab stops makes text alignment very easy.c. Documents are created more accurately.d. Tab stops with the tab key makes typing more

accurate.

3. How can you end numbering in a list? (Choosetwo answers)

a. Press enter twice at the end of the list.b. Restart the computer.c. Click the Numbering button at the end of the

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

4. When a new paragraph is inserted in a numberedlist_________.

a. A new numbering sequence starts from theinsertion point.

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

c. The paragraph automatically takes a number inthe list.

d. Word starts a new paragraph without a number.

5. A_________ is a list that contains several levels ofitems, with each level displaying a differentnumeric, alphabetic, or bullet symbol.

a. Bullet level listb. Multilevel listc. Table listd. Style list

6. Which one of the following statements is false?

a. Numbers are useful for items in a particularorder.

b. You can change the color of the bullets in a list.c. You can separate items in a list by beginning

each item with a bullet or number.d. Bullets are useful for items in a specific order,

such as a recipe.

7. How can you remove a tab stop from the Ruler?(Choose two answers)

a. Double-click on the tab stop.b. Drag and drop the tab stop on the Ribbon.c. Drag and drop the tab stop on the document

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

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 endsand another page begins.

c. You can easily move a tab to a different positionon the ruler.

d. When you no longer need a tab, you canremove it.

9. 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 centers text at the tab position.d. Justify Tab style aligns text on both sides of tab

stops.


10.Which of the following properties can be formattedusing the Paragraphs dialog box? (Choose threeanswers)

a. Line space between paragraph linesb. Space between paragraphsc. Indent space of paragraphsd. Page size of documents

11.Select the statements that are true aboutparagraph borders. (Choose two answers)

a. You can apply borders to all sides of aparagraph.

b. Paragraphs cannot contain border and shadingtogether.

c. Borders should be applied to each paragraphseparately.

d. A paragraph can have different border linestyles and colors from the rest of document.

12.Which of the following actions change theformatting of a paragraph? (Choose two answers)

a. Clicking the Clipboard button in the Paragraphgroup.

b. Clicking the Format Painter in the Clipboardgroup.

c. Aligning the paragraph with Align Text Rightbutton in the Paragraph group.

d. Indenting the paragraph.

13.Which of the following indents all the text in aparagraph except the first line?

a. Hanging indent b. First line indentc. Right paragraph indent d. Decrease indent

14.Select the properties you can set in the Columndialog box. (Choose two answers)

a. Set the number of columns.b. Change the spacing between columns.c. Change the font formatting of column text.d. Set the paragraph alignments in columns.

15.What is the Orphan Control?

a. It keeps the paragraph and the followingparagraph on the same page.

b. It keeps all lines of a paragraph on the same page.c. It prevents the first line of a paragraph from

being printed at the bottom of a page.d. It suppresses line numbering.

16.Which feature of Word enables you to seeformatting of a text without having to apply it first?

a. Paragraph dialog box b. Format Painterc. The Mini Toolbar d. Live Preview

17.Select the sentences which are true about Fontformatting. (Choose two answers)

a. The Format Painter copies the format of a textto other text.

b. Changing the font type of an Italic text, clearsit's Italic formatting.

c. You can change the capitalization of a text.d. You cannot apply more than two formatting to a

text.

18.Which of the following happens after applying Ctrl+ U and Ctrl + I short-cuts to format a clear text?

a. The text becomes bold.b. The text becomes italic.c. The text becomes italic and underlined.d. The text becomes underlined.

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

a. Use Undo end Redo commands on the QuickAccess toolbar.

b. Select the first character of the text and useGrow button in the Font group.

c. Select the text, and choose the Sentence casebutton in the Font group.

d. Use the Capitalize Each word button in the Fontgroup.

56 Chapter 3

20.Which of the Word 2010 feature allows you applyone-click font and paragraph formatting to wholedocument?

a. The Font groupb. The Paragraph groupc. Tabsd. Styles

21.Which of the following displays formattingcommands for texts and paragraphs whenever atext is selected?

a. Themesb. The Mini toolbarc. Stylesd. Font group

22.Select the Word features that allow you to usepage background colors and faint backgroundimages? (Choose two answers)

a. Page Colorb. Indentingc. Watermarkd. Themes

23.What should you do to use font and paragraphformats of a text for your future documents?

a. Create a Templateb. Create a Format Painter stylec. Create and save a Quick styled. Create a new Font group

24.Select the sentences that are true about Styles.(Choose two answers)

a. A style is a group of paragraph and characterformats.

b. Word does not allow creating a new style.c. A style’s color scheme can be changed using

Themes gallery.d. By default Word applies Heading style to the

text.

25.The last line of a paragraph displays at thebeginning of the next page. What should you dokeep the entire paragraph in the same page?

a. In the Paragraph dialog box, check the Widowcontrol box.

b. Increase the line spacing of the paragraphc. Indent the last line of the paragraphd. Use the Backspace key to move the line to the

previous page.

26.Select the options which are used to clear textformatting. (Choose two answers)

a. Clear All Formatting checkbox in the Clipboardgroup.

b. Ctrl + Space short-cut keys.c. Select the whole document and press the

Space key.d. In the Font group, click the Clear Formatting

button.

27.How is the Font size of a selected text formatted?(Choose two answers)

a. Using the Grow Font and Shrink Font buttons inthe Font group.

b. Applying Ctrl + B and Ctrl + G short-cut keys.c. Using Font Size box in the Font group.d. Changing the Spacing in the Advanced tab of

the Font dialog box.

58 Chapter 4

Page Setup

The Page Setup group in the Page Layout tab containscommands for page formatting such as margins, pageorientation and paper size.

Margins

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

Practice

Changing Margins

In this exercise, you will change the page margins.


2. Click the Margins button in the Page Setup group.

3. Select the Moderate option.

To set custom margins;

1. Click the Page Setup dialog box launcher in the PageSetup group; or click the Custom Margins button on theMargins menu; or double-click on the left Ruler.

The Page Setup dialog box opens.

The Page Setup dialog box is used to define the margins,paper options, and layout properties of pages in thedocument.

1. Under the Margins; change the size for the Top, Bottom,Left and Right margins to 3 cm. Click OK.

The Margins gallery

The Page Setup dialog box.

Narrow margins Custom margin settings

Page Setup and Printing 59

Orientation

Portrait (vertical) orientation is used for traditionalprinting like letters, reports, and notes. Landscape(horizontal) orientation can be used for slides, titlepages or for the objects which don't fit in thedocument using portrait orientation.

To set the page orientation as landscape;

1. Click the Orientation button in the Page Setupgroup.

Or in the Page Setup dialog box; select theLandscape option.

Paper Size

A document can be printed on different sizes of paper. Different papertypes like flyers, envelopes, and poster papers can be used forprinting. A4 (21 cm x 29.7 cm) is one of the international standard sizepaper. Letter (21,59 cm x 27,94 cm) is the standard size for NorthAmerican countries.

In order to change the paper size of a document;

1. Click Size button in the Page Setup group.

Select the A4 size on the Size menu.

Or on the Size menu, click the More Paper Sizes option.

The Page Setup dialog box opens.

2. Click the Paper tab and then select the new size under the Papersize.

Layout

The Layout tab allows you to change the location of headers andfooters in the margin area. You can also align the whole text in a page.

Practice

Changing the Alignment of a Page.

1. Click the Layout tab in the Page Setup dialog box.

2. In the Page section, click the vertical alignment drop-down arrowand select Bottom. Click OK

Landscape layout

The text moves to the bottom of the page.

60 Chapter 4

Setting up a Printer

The computer must be connected to a local or networkprinter device to print documents. To see the availableprinters;

1. Click the Start button, and click Devices andPrinters command. The Devices and Printerswindow displays the installed printers.

Printing

One of the most important functions of Word is printinga finished document. You can print all pages, just thepage containing the insertion point, or selected pagesin Print view. Clicking the Quick Print button prints theentire document. By default, the Quick Print button isnot visible on the Ribbon. Customize the Ribbon andthe Quick Access toolbar to display the Quick Printbutton.

Printing Specific Pages and Selecting Numberof Copies.

Practice

In this exercise, you will print pages 1, 3, and 4 twotimes.

1. Open a document at least four pages.

2. Click the File tab, and click to Print command.

Or press Ctrl + P.

3. Under the Print section, in the Copies box; type2.

4. Under the Settings section, in the Pages box; type1, 3-4.

5. Click the Print button.

Devices and Printers window

The Print window

Printing specific pages and selecting number of copies.

Page Setup and Printing 61

Changing the Printer Settings

You can further change the print settings;

1. Click the Printer Properties link under the Printerbutton.

The Printer Properties window of the selectedprinter opens.

You can change the print properties such as printquality, paper size on the properties window. Eachprinter may have different settings on the propertieswindow.

Setting print quality in Printer Properties window.

Case StudyCreating and Printing a Brochure

Step-1 Connect to the Internet to prepare a brochurefor your hometown.

The brochure should show scenic andhistoric places of your hometown and haveat least 4 pages.

Step-2 Create a new document from scratch or useMicrosoft Office online for a template.

Step-3 Set the paper size to A4. Change the papermargins of the pages; Left 3cm, and Right3cm.

Step-4 Type or paste the information you gathered.Use a page for each place you want toinclude in your brochure. Ask your teacher tohow to include pictures and graphic contenton your pages.

Step-5 Click the File tab and the Print command topreview your document. Click the Printbutton. Save the document asBrochure.docx.

62 Chapter 4

Multiple Choice Questions1. Select the commands in which you can switch

page orientations. (Choose three answers)

a. Under Orientation in the Page Setup dialog box.b. The Orientation button in the Quick Access

toolbar.c. The Page setup group in the Print Preview

window.d. The Orientation button in the Page Setup

group.

2. Which of the following shortcut keys opens thePrint window?

a. Ctrl - V b. Ctrl - Pc. Ctrl - C d. Shift - P

3. How can you switch a Letter-size document to anA4-size document?

a. Select Narrow margins in the Page Setupgroup.

b. Change the page orientation to Landscape.c. Switch the paper size to A4 in the Size menu in

the Page Setup group.d. Open the Devices and Printers window, and

then select Print to A4 size.

4. Which of the following can be customized todisplay the Quick Print button? (Choose twoanswers)

a. The Ribbonb. The Print windowc. The Page Setup groupd. The Quick Access toolbar

5. A document in portrait mode prints:

a. Fewer characters per line than the samedocument in landscape.

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

c. More characters per line than the samedocument in landscape.

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

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 text document with two pages has a smallamount of text on the second page. How can youprint it on a single page?

a. Click the Shrink button in the Print window.b. Change the Page alignment in the Page dialog

box.c. Set custom margins and reduce the margin

spaces to fit all the text to the first page.d. Zoom out in the Print window.

8. In the Print window , you can change the_________. (Choose all that applies)

a. Page margins.b. Number of copies of a print document.c. Size of a document.d. Printing range of a document.

9. A 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, 4c. 1-6 d. 1, 2, 3-6

10.Pages box under the Page range section in thePrint window provides_______.

a. Selecting different printersb. Selecting Print Rangec. Paper Sourced. Number of copies

64 Chapter 5

Equations

Word includes an Equation editor which enables you to use and insertmathematical equations, and scientific functions in documents.

Practice

Creating an Equation

In the following exercises; you will create anequation object.

1. Locate the insertion point where you want toinsert the equation.

2. On the Insert tab, click the arrow next to theEquation button in the Symbols group.

The Equation gallery displays commonly usedequations on which you can click to insert in adocument.

3. Scroll down on the menu and click to insert theQuadratic Formula.

The selected equation is inserted in an equation text box at thelocation of the insertion point

4. Use the Symbols and the Structures on the Equation Tools Designtab. You can edit an equation as an ordinary text. When you aredone, click anywhere inside the document, and outside theequation object.

To create an equation from scratch;

1. Locate the insertion point where you want to insert the equation.

2. On the Insert tab, click the Equation button in the Symbols group.

A blank equation box is inserted.

3. Type the equation by using the mathematical symbols, structuresin the Symbols and Structures groups on the Equation DesignTools tab.

The Equation gallery

Quadratic Formula

Equation box

Inserting and Formatting Objects 65

To change the symbols displayed inthe Symbols group;

1. On the Equation Design Toolstab, click the More button in theSymbols group.

2. Click the down arrow next toBasic Math to view all thecategories.

You can add your equation into theEquation gallery;

1. Click the equation, and then click the arrow next to the equation.

2. Select Save as New Equation on the menu.

3. Click OK.

The equation is now available in the Equation gallery.

To edit an equation;

1. Click the equation.

2. Use the commands Equation Design Tools tab to edit the equationobject.

To remove an equation from a document;

1. Select the equation. Press the Delete key.

Symbols

You can insert characters and symbols which are not present on thekeyboard such as a copyright© or trademark TM symbols intodocuments. You can format the symbols just like any other text in adocument.

Practice

Inserting Special Symbols

In this exercise, you will insert a copyright symbol into a document.

1. On the Insert tab, click the Symbol button in the Symbols group.

2. Click the copyright© symbol.

The copyright symbol is inserted at the location of the insertionpoint. The Symbol dialog box enables you to make a selectionfrom various symbol types.

Inserting a Structure to an Equation

Typing an Equation

Saving an Equation into the EquationGallery

66 Chapter 5

3. Click More Symbols on the Symbols menu.

4. Select a symbol and click the Insert button to insert into yourdocument.

Depending on the number of Fonts installed on your computer, thereare 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 on WebPages.

5. On the Symbols tab of the dialog box, click the arrow next to theFont box, and click Webdings in the list. The Symbols dialog boxdisplays symbols available in Webdings font face.

The Symbol gallery

The Symbol dialog box

Drop Cap gallery

Drop Cap Letters

Drop Cap is an enlarged, decorative capital letter that appears at thebeginning of a paragraph. Drop caps are suitable for newspaper ormagazine styles, and multiple columned texts.

Practice

Applying a Drop Cap

In this exercise, you will apply a DropCap to a paragraph.

1. Click over the paragraph whereyou want to apply a Drop Cap.

2. On the Insert tab, click Drop Capin the Text group.

3. Click Dropped or In Margincommands.


Cover Pages

The Cover Page gallery provides 15 different templates for cover pagedesigns.

Practice

1. Click the Insert tab.

2. Click the Cover Page button in the Pages group.

3. Choose a template from the Cover Pages gallery.

The Cover page is always inserted as the first page of thedocument.

4. Type in and replace the text and the images in the page with yourown text and images.

Removing a Cover Page

You can remove a cover page or insert a different one;

1. Click the Cover Page button in the Pages group.

2. Click the Remove Current Cover Page command at the bottom ofthe Cover Pages gallery.

Page Numbers

Page numbers will be very helpful to identify each page in thedocument which is longer than one page. You can insert pagenumbers in different formats and place them in the margins of eachpage.

Cover Page gallery and inserting a cover page A document with a cover page

68 Chapter 5

Practice

Inserting Page Numbers

In this exercise, you will create simple page numbering;

1. On the Insert tab, click the Page Number button in theHeader & Footer group.

Specify the position and alignment of the page numbers.Each option on the menu displays a gallery.

2. Select the Bottom of Page option and click Plain Number2 inthe gallery.

A page number is inserted at the bottom of each page in thedocument.

The Page Numbers dialog box enables you to further format thepage numbers.

3. Click the Format Page Numbers command on the PageNumber menu.

The Page Numbers Format dialog box opens.

4. Click the Number format arrow and click the number formatyou want in the list.

Date and Time

You can insert the today's date and time as regular text or as afield into a document. A field is a placeholder for informationthat is inserted and updated from another source. Word getsthe today's date and time from the computer's clock.

Practice

Inserting Date and Time

In this exercise you will insert a date which updates itselfwhenever the document is opened.

1. Locate the insertion point where you want the date or timeto appear,

2. On the Insert tab, click the Date & Time button in the Textgroup.

Page Numbers gallery

A page number

Page Number Format dialog box


The Date and Time dialog box opens.

3. In the Available formats list, choose aDate and Time format.

The Update automatically optioninserts the date and time as a field.

4. Check the Update automaticallycheckbox. Whenever you open thisdocument, the Date and Time in thefield will be updated and show thecurrent date and time.

5. Click OK.

Inserting Date and Time

Case StudyInserting and Formatting Objects

Step-1 Open the Brochure.docx document you havecreated in the previous chapter.

Step-2 Create a cover page for the document. Selectthe Motion style or a style with a picture in theCover Page gallery.

Step-3 Insert a page number for each page exceptthe cover page. Position the page number atthe bottom of each page.

Step-4 Insert the current date at the bottom of thecover page.

Step-5 Use a drop cap at the introduction paragraphof the brochure.

Step-6 Save the document.

Fill In The Blank1. The ______________________ provides different

templates for cover page designs.

2. _____________ is used to identify pages in adocument.

3. _____________ are small pictures specificallydesigned to be used on Web Pages.

70 Chapter 5

Multiple Choice Questions1. A ____________ is a large dropped capital letter

that you place at the beginning of a paragraph.

a. Graphical start letter b. Starting letterc. Drop letter d. Drop Cap

2. Which of the following options can be changed inthe Page Numbers dialog box? (Choose threeanswers)

a. Page number format.b. Page number alignment.c. Chapter number.d. Starting page number.

3. How can you add an equation into the Built-inequation gallery?

a. Right-click and use Save as New Equationcommand on the equation.

b. Type the equation in the Built-in equationgallery.

c. Open the symbols gallery and select the AddEquation command.

d. Use the commands on the Structures group.

4. Select the locations in which a page number isdisplayed. (Choose all that applies)

a. In the left and right marginsb. At the top and bottom of a pagec. In the first line of the documentd. On the title bar

5. A time field shows the incorrect time in a Worddocument. What should you do to correct it?(Choose two answers)

a. Open the Date and Time dialog box and selectanother time format.

b. Manually type the time in the field.c. On the field right click; and select the Update

Field command on the pop-up menu.d. Set the correct time in computer's clock.

6. If you want to update a date text to the current dateeach time you open a document, you need to;

a. Right click over the date and choose update.

b. Check the "update automatically" box when youinsert the date for the first time.

c. Use Windows, and Word update.d. Change the date settings of your computer.

7. 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 a document.c. A Drop Cap has a fixed style so its font color

never changes.d. You can use up to 3 Drop Caps in a page.

8. Select the sentence which is true about Symbols.

a. Symbols only can be formatted in the Symbolsdialog box.

b. Special symbols can be inserted by typing withthe keyboard.

c. All the fonts have the same symbol characters.d. You can insert symbols with short-cut keys.

9. Which of the following is true about an equationobject? (Choose two answers)

a. Double click over an equation to edit it.b. Use the Symbols group to create special

mathematical characters inside the Equationeditor.

c. You cannot add new equations to the Equationgallery.

d. You can format the text color of an equationobject.

10.What happens if you click the Cover Page buttonwhen you are working at the 3rd page of yourdocument?

a. The cover page is inserted at the currentlocation.

b. The cover page is inserted at the end of thedocument.

c. Word displays a dialog box to ask a location forthe cover page.

d. The cover page is inserted as the first page ofthe document.

72 Chapter 6

Tables

A table enables you to arrange text, data, and numbers in columnsand rows. The items in a table are easier to edit and are preciselypositioned in a document.

By using tables you can create forms, sort data, track information andmake mathematical calculations.

Practice

Creating a Table

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

In the following exercises, you will insert a table into a document indifferent ways.

Tables button

Creating a table

The Table Tools Design tab and a table with 4 x 4

To insert a table by using the insert tablebutton;

1. Position the insertion point where youwant to insert a table

2. Click the Insert tab; click the Table buttonin the Table group.

The Table button enables you to create atable using several methods, such asselecting the number of rows andcolumns on a grid, or using the InsertTable dialog box.

3. Move your mouse on the grid to select thetable size. Word highlights the cells as youdrag across them. Make a selection of 4rows and 4 columns. Live preview showsthe table at the insertion point in thedocument.

4. Click the lower-right cell in the selection.A blank table with 4 rows and 4 columns isinserted in your document.

The Insert Table dialog box is useful when creating large tables, ortables that require a specific number of columns and rows beyond thescope of the Insert Table menu.

To insert a table by using the Insert Table dialog box;

1. Click the Insert tab; click the Table button in the table group.

2. Select the Insert Table command on the menu.

The Insert Table dialog box opens.

3. Enter the number of columns and the number of rows.

4. Click OK. The table is inserted in the document.

Entering Data into a Table

You may enter data in a table bykeyboard or copy it from anotherdocument or table. To enter data into acell, click in the cell and type the data.Use the Tab key and arrow keys or themouse to switch between cells.

Formatting the Text of a Table

You can apply all text formatting options; font formatting, textalignment etc.; to a table's text like any other text in a Word document.

Selecting Tables

In order to modify the table contents or borders you need to know howto select tables, cells, rows, and columns.

1. On the Table Tools Layout, click the Select button in the Tablegroup. Click a command.

Tables 73

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 left ofthe row.

select multiplecells

click the first cell, hold down the Shift key, andpress the arrow keys to select adjacent cells ina column or row.

The Insert Table dialog box.

The Select button in the Table group

Entering data into a table

Table Styles

The Table Styles gallery, the quickest way to format a table, enablesyou to choose from many built-in styles.

Modifying Table Styles

You can change some of the style options, such as colors and borders,apply additional formats, and create your own style.

1. Select the table, and then click the More button next to the Stylegallery.

2. Select the Modify Table Style command. The Modify Styles boxdisplays the currently applied style.

3. Use the Formatting area to change the border color, fill color, fontformatting, etc. Click OK.

Table Borders

Word automatically creates ½ point black borders around every cell ofa table. Editing and customizing table borders are pretty much thesame as editing paragraph borders.

Practice

Changing Borders

In the following exercise, you will change a table's borders.

1. Select the table, and then click the down arrow next to the Bordersbutton.

74 Chapter 6

The Table Style gallery

In this example you will apply a preformatted styleto your table.

1. Click the table to apply a style and click theTable Tools Design tab. You can simply applya style to your table by clicking one of thestyles in the Styles gallery

To see all available styles;

2. Click the More button next to the Style gallery.

3. To select a style, click the mouse on theoption.

The style of the table changes.

2. Click the Borders and Shadingcommand.

The last border option under Settingsection enables you to define customborders. To set custom borders, youneed to click the custom button thenselect border lines in the previewwindow.

3. Click OK.

Apply Shading

You can use shading to emphasize someparts of a table. Shading enhances atable's design.

To apply shading;

1. Select the cells where you want toapply shading.

2. Click the down arrow next to the Shading button in the Table ToolsDesign tab.

You can choose different colors or create a custom shading color.

3. Click to select a color.

Resizing Columns and Rows

The Cell Size group enables you to change the height and width ofrows and columns. You can enter the size by using the Width andHeight boxes.

1. Click inside a cell.

2. On the Table Tools Layout tab.; type the new cell size in the boxesin the Cell Size group.

The cell adjusts to its new size. You can also resize a rowor column, by dragging its border.

3. Use the Distribute Rows and the Distribute Columnsbuttons to set all rows or columns to the same height orwidth.

Tables 75

The Border and Shading dialog box and applying a table border

The Cell Size group

Resizing and Moving Tables

A table can be resized or moved. A four headed moving arrow and aresizing handle will displays on the corners of the table when it isselected.

76 Chapter 6

1. To move the table, click and drag the foursided arrow to the place where you want thetable to be, and then release your mouse.

2. To resize the table, drag the resizing handle.

Inserting / Deleting Cells, Columns, and Rows

As you edit the information in a table, you might need to add anddelete cells, rows and columns.

Practice

Inserting Cells

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

1. Click in a cell.

2. On the Table Tools Layout tab, click the arrow button to open theTable Insert Cells dialog box in the Rows and Columns group.

3. Choose the Shift cells right option.

4. Click OK.

Practice

Inserting Rows and Columns

In this exercise, you will insert a column into a table.

1. Locate your insertion point in the cell you wantthe new column or row to be adjacent to.

2. On the Table Tools Layout tab; click the InsertRight button in the Rows and Columns group.

Four sided arrow

Resizing handleNew table size

The Cell Size group

The Insert Cells dialog box

Inserting a new column

3. Type “Average Speed” in the first cell ofthe column.

Delete Cells, Columns and Rows

To remove empty or unwanted cells, rowsor columns, or a table;

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

2. In the Rows & Columns group, click the Delete button and thenselect a command.

Merge and Split Cells

The Merge Cells command combines several cells into a single cell.

To merge cells;

1. Select the empty cells in the “Average Speed” column.

2. On the Table Tools Layout tab, click the Merge Cells button in theMerge group. The selected cells become a single cell.

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

1. Select the cell you have created with the Merge Cellcommand.

2. Click the Split Cells button in the Merge group.

3. In the Number of columns box, type “1” and in theNumber of rows box, type “3”. Click OK.

The selected cell splits into 3 cells.

Calculating Tables

You can calculate values and use functions such as Sum and Averagein a table. However, it is better to use a worksheet program such asExcel to carry out more complicated functions.

Tables 77

The Table after inserting a column

Deleting tables

Merging Cells

The Split Cells dialog box.

Practice

Calculating Values in a Cell

In this exercise, you will calculate values in a cell;

1. Click in the cell at the end of the second row.

2. On the Table Tools Layout tab, click the Formulabutton in the Data group.

A formula consists of an equal sign followed by afunction name such as SUM, AVERAGE.

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

2. Type “LEFT” between the parentheses for thelocation of the cells on which you want toperform the calculation. Click OK.

3. Calculate the average of the remaining rows.

Sorting Tables

Word has the ability to sort items in a table. You caneasily reorganize and reorder your data; sortparagraphs and numeric values by alphabetical,numerical or chronological order.

Practice

Sorting Data in a Column

In this exercise, you will sort values in a column ofyour table.

1. Click in the table. On the Table Tools Layout tab,click the Sort button in the Data group.

The Sort dialog box opens.

2. Under Sort by and select “Average Speed”.

3. Click the arrow next to Type box and selectNumber.

4. Select the sort order as Descending. Click OK.

78 Chapter 6

Creating a formula and calculating tables

The Sort dialog box and sorting tables

Tables 79

Case Study

Creating, Editing and Calculating aTable

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

Step-2 In the first row of the table, define the columntitles as Cities, January, March, August, andNovember.

Step-3 In the Cities column, enter the names of 4cities in your country.

Step-4 Connect to the National Weather Service siteof your country on the Internet. Get theaverage temperature of each city for thegiven months. Enter this data into your table.

Step-5 Insert a new column to the right side of thetable. Name the column title as "Average".

Step-6 Use functions to calculate the yearly averagefor each city in the Average column.

Step-7 Insert three more rows at the bottom of yourtable. Name the rows as Cities average,Minimum average, and Maximum average.

Step-8 Use the Tables Styles gallery to apply a styleto the table.

Step-9 Calculate the country averages, Minimumaverages, and Maximum averages in therelated cells.

Step-10Save the document as Mytable.docx.

Fill In The Blank1. In the Insert Table dialog box you can enter the

number of ______ and the number of _______.

2. When additional columns or rows are needed,place your insertion point _________ you wantyour column or row adjacent to.

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

Projects1. Create the weekly lesson schedule of your class.

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

3. Design a table for a student's report card. Show each term's marks and averages on the table.

80 Chapter 6

Multiple Choice Questions1. Which of the following cell formulas is valid?

a. Average (right) b. =Sum (average)c. =Sum (all) d. =Sum (left)

2. What is the quickest way to format a plain table?

a. The Table Styles galleryb. The Borders and Shading dialog boxc. The Format Painterd. The Font dialog box.

3. How can you sort alphabetically, from A to Z, thecontents of a table column?

a. Click in the column, use Ascending option inthe Sort dialog box.

b. Select the column, use Descending option inthe Sort dialog box.

c. Select the column and then click the Sort buttonin the paragraph group.

d. Select the column and double click on theselection.

4. To merge cells in a table, use the ______ in theMerge group.

a. Merge tables commandb. Table commandc. Merge Cells buttond. Merge rows and columns button

5. Select the sentences that are true about tables.(Choose all that apply)

a. You can resize and move tables.b. You can apply preformatted styles to a table.c. You cannot insert and delete rows or columns

from a table that contains data.d. Formulas are used in tables.

6. What is the minimum number of rows andcolumns that a table can have?

a. 2 Rows and 1 Columnb. 2 Rows and 2 Columnsc. 1 Row and 1 Columnd. 1 Row and 2 Columns

7. Select the functions which are used inside a tablecell. (Choose two answers)

a. SUM b. MIN c. SORT d. TIME

8. Select the ways to make cell, row, column, andtable selections. (Choose two answers)

a. Click the table move handle.b. Use the Select button in the Table group.c. Double-click in the cell.d. Press Ctrl + A in the table to select all the cells.

9. Which are the methods that you can use to createa table? (Choose three answers)

a. Click the Table button, and drag the table sizeon the grid.

b. Click the Table button, click the Insert Tablecommand and then enter the table dimensions.

c. Click the Table button, click the Draw Tablecommand, and then draw the table

d. Click the Table button, and select the Convert toList command.

10.Which of the following are true about table styles?(Choose three answers)

a. A different border style can be used for eachcell.

b. All the cells should have same shadingsettings.

c. The Table styles gallery provides preformattedtable styles to use.

d. You can create and save your own table styles.

82 Chapter 7

Pictures and Drawings

Pictures and drawings make your documents interesting, easy to read,and well-supported. There is a lot of difference between a documentwith only text and a document with pictures and drawings.

Most of the tools you need for working with pictures and drawings arelocated in the Illustrations group on the Insert tab. The steps forinserting and formatting drawings are basically the same for Pictures,Clip art etc.

Clip Art

Word comes with its own Clip Art gallery of images, sounds, andanimations. All of the clips are categorized to make them easy to find.The Clip Art task pane enables you to search online for various clips.

Practice

Inserting ClipArt

In this exercise, you will insert Clip Art from the Clip Art task pane.

1. Click the Insert tab; click Clip Art on the Illustrations group.

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

3. Click the Go button.

There are also online clips on the Microsoft Office online website. If itis the first time you have used search on the Clip Art pane, Worddisplays a confirmation message.

4. If you have a connection to the Internet, then click Yes to includeonline search results. The search results matching the searchcriteria displays in the Clip Art task pane.

Searching for Clip Art

Clip Art and Clip Art Task Pane

Pictures and Drawing 83

5. Use the scroll bar to move through the searchresults. Hold your mouse on a selection of ClipArt to get information about it.

6. Double-click the Clip Art that you want to insert.

Or click the large down arrow next to the clipart and then select Insert.

Inserting Pictures

Pictures are graphics that are created outside ofWord. You can insert pictures created with otherprograms such as Paint, Adobe Photoshop, andAdobe Illustrator. There are also photo galleries onthe Internet where you can search for pictures.

Practice

Inserting a picture

In the following exercise, you will insert a picture ina document.

1. Locate the insertion point where you want toinsert the picture.

2. Click the Insert tab; click the Picture button onthe Illustrations group.

The Insert Picture dialog box opens.

3. Select the file location and name and then clickInsert.

The picture is inserted into the document.

To insert a picture from a digital camera;

1. Click the Picture button; in the Insert Picturedialog box, select the location of the digitalcamera.

Inserting a picture

The Picture Tools Format tab and the inserted picture

Picture Adjustments

The Adjustments group enables you adjust picturecolor properties, compress the pictures in adocument, and remove all the applied formats frompictures.

Practice

Picture Brightness & Contrast

The ratio of light to dark in a picture is calledbrightness. Contrast is the difference between lightand dark.

You can adjust the brightness and contrast level of apicture;

1. Click the picture to select and activate the PictureTools Format tab.

2. In the Adjust group, click the Corrections button.

3. To change the levels of the brightness andcontrast, choose an option from the gallery.

Picture Corrections Options command on theBrightness or Contrast menu allows you moreprecise adjustments.

3. Click the Picture Corrections Options commandon the Corrections menu.

4. Use the Brightness and Contrast sliders to getyour desired effect. Click Close.

If you want to restore the original picture;

1. Click Reset Picture to discard any changes youhave made.

84 Chapter 7

The Adjust group

Corrections gallery

The Format Picture dialog box.

Remove Picture Backgrounds

The Remove background removes the background ofa picture.

Practice

Removing Backgrounds

In the following exercise, you will remove the

background of a picture.

1. Click the picture. In the Adjust group, click theRemove Background button.

The picture appears with the backgroundhighlighted in purple color.

2. Click and drag on the selection handles to resizeto area to keep. Use the buttons in theBackground Removal tab to keep or remove theportions of the picture

3. Click Keep Changes button in the Close group.

Change Color and Artistic Effects

You can adjust the color saturation and color tone ofa picture, recolor it, or change the transparency. AnArtistic effects makes a picture look more like asketch, drawing, or painting

1. Click the picture. In the Adjust group, click theColor button.

2. Choose a recolor option in the gallery. UnderPicture Tools, on the Format tab, in the Adjustgroup, click Color.


Removing picture backgrounds

After removing the background

Applying an artistic effect Applying a new color to a picture

86 Chapter 7

The Compress Pictures button decreases a document’s file size bycompressing and reducing the quality of the pictures in the document.

1. Click the Compress Pictures button in the Adjust group. Use theOptions button to change the compression setting.

2. Click OK.

Resizing and Cropping Pictures

A picture is displayed in its full size when inserted into a document.Sometimes the dimensions is too large to fit into your document orcannot be seen clearly. Or you need to use only a part of the picture.To change the dimensions of a picture, resize it, and to change theamount of the picture displayed, crop it.

Practice

Resizing a Picture

In this exercise, you will resize a picture.

1. Select a picture by clicking over it. The Sizing handles will displayon the borders of the picture.

You can resize your picture by dragging any of the sizing handlesof the picture. Use sizing handles in the corners to keep theoriginal aspect ratio (width/height) of the picture.

2. Position your mouse over one of the sizing handles.

To increase the size, drag your mouse away from the center ofthe picture, to decrease the size, move the mouse towards thecenter of the picture.

As you resize the picture, both the original sized image and a faintcopy of the new size is displayed.

3. Release the mouse when you get the desired size.

To specify the size of the picture precisely;

1. Click in the Shape Height and/or Shape Width boxes in the Sizegroup.

2. Type the new height or width value.

Resizing pictures doesn't change the documents file size.

1. In the Adjust group; click the Reset Picture button which removesall formatting on the picture and returns it to its original size.

Compressing Pictures

Resizing a picture

The Size group


Cropping a picture

If you need only some part of a picture;

1. Select the picture that you want to crop.

2. Click the Crop button in the Size group.

3. Drag a cropping handle. When you are done, release the mouse.

4. Press Enter to finish cropping.

You can also use the Size dialog box for resizing, rotating, scaling,and cropping pictures.

1. Click the Size dialog box launcher in the Size group.

The Size dialog box opens.

2. Use the boxes in the dialog box.

Rotating and Moving Pictures

To rotate a picture;

1. Select the picture and click the Rotate button in the Arrangegroup.

2. Click the Rotate Left 90 command.

You can adjust the picture to any angle with free rotating.

To free rotate the picture;

3. Position your mouse on the green handle on the top edge of thepicture.

The mouse pointer changes to a curved arrow.

4. Drag your mouse to rotate the picture.

You can move a picture by dragging and dropping anywhere inthe document. If you hold down the Ctrl key while dragging apicture, you can get a copy of it.

To move a picture;

1. Select the picture and drag it to the location where you want it.

Cropping a picture

Rotating a picture

The picture rotates 90 degrees to the left

88 Chapter 7

Positioning Pictures

Word inserts pictures with the Inline with the Textoption which places a picture in a separate line fromthe text. Positioning enables you to position a pictureto a different location than default.

The Text Wrapping button is used to control how textis placed around a picture in the document.

Practice

Positioning a Picture

1. Insert a picture in a paragraph.

2. Click the Position button in the Arrange group.

3. Choose Position in Top Right with Square TextWrapping from the gallery .

The picture is positioned so that it is aligned withthe top and right of the paragraph.

Picture Styles and Effects

The Picture Styles Gallery provides a variety of differentstyles.

1. Click the picture.

2. Choose a style in the Picture Styles gallery or clickthe More button next the gallery to get morestyles.

3. Select Rounded Diagonal Corner, White option.

You can apply additional effects to a picture byusing the Picture Effects button. With thecombination of Picture Styles, you can getthousands of effects on the picture.

1. Click the Picture Effects button in the PictureStyles group.

2. Apply a shadow effect to your picture.

In Line with Text positioning

Changing picture position with text wrapping

The Picture Styles gallery

The Arrange group


Drawings

A drawing is an object such as a shape, a diagram, a line, that youcreate using drawing tools within Word.

Word is a word processor program, so it has limitations in drawingdetailed graphics. To draw detailed graphics you need to use anadvanced graphic drawing program such as Corel Draw or AdobeIllustrator.

Practice

Inserting Shapes

1. On the Insert tab, click the Shapes button in the Illustrationsgroup. The Shapes gallery enables you to insert severalpreformatted shapes.

2. Click the Can shape under Basic Shapes on the Shapes gallery.

3. Click in the document where you want the drawing an object.

Or drag the mouse in the document to create it.

To draw a shape while keeping its proportions, hold down the Shiftkey while you are drawing.

When you finish drawing a shape, it is selected and the Ribbondisplays the Drawing Tools Format tab.

The Drawing Tool Format tab enables you to fill color in drawing,change the border properties, apply 3-D effects etc.

Add Text to Drawings

You can type a text inside a drawing object.

In this exercise you will insert a text inside a drawing object.

1. Click on the drawing.

2. Type in the text. You can format the text inside a shape like anyother text in a document.

To align the text inside a drawing object, use the Text group in theDrawing Tools Format tab.

Shapes gallery

Creating shapes

Typing in a drawing object

90 Chapter 7

Practice

Adding Shapes

In the following exercise, you will create a program algorithm usingthe Flowchart shapes.

1. Click the Shapes button in the Illustrations group.

Or in the Drawing Tools format tab, click the more button in the Insert Shapes group

2. In the Flowchart section, click Flowchart: Terminator shape

To see the exact location of the drawing object in the document.

3. Click the View tab. Check the Gridlines box in the Show group.

4. Add the second shape Flowchart: Data and draw a line betweenthe two shapes.

5. Click on the arrow shape. Drag the up handle to the first shape.The arrow shape attaches to the first shape. Drag and attach thesecond handle to the second shape.

6. Add the shapes to finish your drawing as you see it in the picture.

The Show group

Flowchart

Flowchart: Terminator

Joining two shapes


Applying Shape Styles

1. Click each shape and type in the shape.

2. Hold the Ctrl key down and click on each shape to selectthem.

Or in the Drawing Tool format tab, click the SelectionPane button in the arrange group. Hold the Ctrl keydown and click on each shape.

3. In the Shape Styles group, apply a style to the shapes.

Formatting Shapes

1. Click the Format Shape dialog box launcher in theShape Styles group.

Or right-click on the shape; and from the menu, selectFormat Shape.

The Format Shape dialog box opens. You can resize,change line and fill colors, and the layout of a drawing inthe Format Shape dialog box.

Typing in the shapes Selecting shapes

Format AutoShape dialog boxApplying a Shape Style

92 Chapter 7

Ordering Pictures and Drawings

Pictures or drawing objects might obscure each other.

1. Click the picture which you want to change its ordering.

2. Click the Send Backward command in the Arrange group.

3. The picture moves one step toward to the back.

Grouping and Ungrouping Pictures and Drawings

You can group several pictures or shapes so that you can treat themas a single object.

To group and ungroup pictures;

1. Select all the pictures that you want to group.

2. Click the Group button in the Arrange group.

Or right-click on the selection; select Group and then click theGroup command.

3. In the Picture Tools Format tab; change the color of the group.

You can ungroup objects so that you can modify each separately.Select the group of pictures or drawings.

1. Click the Group button in the Arrange group, and then select theUngroup command.

Ordering shapes

Grouping shapesFormatting shapes together Two shapes as a group


Projects1. Draw the floor plan of your school. It should be a full page in size. Label all of the items that you create.

Show the fire exits with large arrows. Print this page and place it on the bulletin board of your class.

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

3. Create an imaginary business flyer. Your flyer should have: The business logo of your company, somethingto get people's attention, the list of products and their names.

Fill In The Blank1. _________ task pane allows you to seacrh

online for various images, sounds, andanimations.

2. The ratio of light to dark in a picture is called_______________ .

3. _________ is an object such as a shape, adiagram, a line, that you create using drawingtools within Word.

True or False1. You can type a text inside a drawing object.

True False

2. You cannot insert a ClipArt from the Internet into a document.

True False

3. In order to select several drawing objects hold down the CTRL key and click each drawing.

True False

94 Chapter 7

Multiple Choice Questions1. How can you resize the width or height of a picture

in a document? (Choose two answers)

a. Use the sizing handles that appear at theedges of the picture.

b. Change values in the height and width boxes inthe Size group.

c. Drag the green handle at the top of the picture.d. Right-click on the picture and choose the Size

command.

2. What happens when a picture is inserted in a textdocument?

a. The Text is wrapped around the image.b. The image is treated as text and stays in line

with the text.c. The image appears behind the text.d. The image floats over the text.

3. Select the options which are used to change thelayout of a picture. (Choose two answers)

a. Picture Position b. Picture Stylesc. Text Wrapping d. Picture Effects

4. How can you select several drawing objects in adocument?

a. Hold down the Ctrl key as you select eachdrawing.

b. Hold down the left mouse button and drag arectangle around the drawings.

c. Use Insert, Select all drawings.d. Press Alt and then click on the drawings.

5. Choose the sentences which define theBrightness and Contrasts commands. (Choosetwo answers)

a. The ratio of light to dark in a picture is calledbrightness.

b. Brightness reduces a documents file.c. Contrast is the difference between light and

dark in a picture.d. Contrast changes a picture to Black and White.

6. What does the Cropping command do?

a. It changes the size of a picture.b. It is a color adjustment command.c. It changes the amount of a picture displayed.d. It positions a picture to a different location.

7. How can you minimize the size of a document withpictures for sharing on the Internet?

a. Resize each picture.b. Crop the pictures.c. Use the Compress Pictures command.d. Recolor pictures to Grayscale.

8. What is a Drawing object?

a. It is an object that you create using the drawingtools within Word.

b. It is a graphic that is created outside of Word.c. It contains all of your images in one place.d. It provides a variety of different styles.

9. How can you resize, move, and format more thanone drawing object together? (Choose twoanswers)

a. Select and group the drawing objects.b. Select and order the objects.c. Move the objects inside a drawing object.d. Select and use the Shape Styles gallery.

10.Select the formatting which you can apply on adrawing object. (Choose three answers)

a. 3-D effects.b. Shadow effects.c. Brightness and Contrast.d. Shape Styles.

Charts

A chart or a Diagram can make a document moreunderstandable and capture the interest of readers. Wordprovides a wide variety of chart options from Bar graphs to3-D graphs.

Creating a Chart

A chart consists of two parts: a graphic chart and adatasheet.

Practice

In the following exercise, you will create a chart that showspersonal computer sales in 4 different cities.

1. Place the insertion point where you want to insert thechart.

2. On the Insert tab, click the Chart button in theIllustrations group.

The Insert Chart dialog box displays different types ofchart styles.

3. Select a chart style and click OK.

The graphic chart displays in Word; the datasheet is openedin Excel.

96 Chapter 8

The Illustrations Group

Selecting a chart style

Inserting a chart

The Datasheet is made up of columns androws and contains the sample data. In theDatasheet, rows represent a label orcategory; columns contain numerical valuesfor each label. As the data change in thecells; the data in the chart is also updated.

In the datasheet, enter your own data bytyping it in.

1. Click in the cells, and type in your data.

Editing Chart Data

If you want to update the data for a chart, you will need to reopenthe datasheet.

1. Click on the chart. Click the Chart Tools Design tab.

2. In the Data group, click the Edit Data button.

The Datasheet opens in Excel on the right side of the screen.

3. Edit and update the chart data. Close Excel to return to thedocument.

Changing Chart Type

Word offers many different chart types for differentpresentations. If you want to change the type of chart,you do not need to create it from scratch.

1. Click on the chart. On Chart Tools Design tab andclick Change Chart Type button in the Type group.

The Change Chart Type dialog box opens.

2. Select the new chart type and click OK.

2. Close the Excel program.

The data you enter is stored in an Excel worksheet that isincorporated into the Word file.

Word redraws the chart. The Ribbon displays the Chart ToolsDesign, Layout, and Format tabs. Use the Chart Tools tabs to editthe chart.

Charts and Smart Art Graphics 97

Typing data into the datasheet The data chart

The Data and the Type group

Changing chart type

Chart Layouts and Formats

The Chart Tools Layout tab displays tools forchanging the layout of the chart elements, suchas the chart title, the legend, and the datalabels.

In a chart, all of the chart elements can beformatted. The Chart Tools Format tab enablesyou to change the formats of the chartelements, you can apply WordArt effect to thelegend, or change the fill color of the dataseries.

Practice

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

1. Click on the chart and click the Chart ToolsFormat tab.

To customize a specific element, you first needto select it.

2. Click the arrow next to the Chart Elementsbox in the Current Selection group.

3. Select the chart element by clicking on it.

Or in the chart, click the chart element.

4. Click "2013" data series.

5. In the Style shapes group, click the Morebutton. Select a style on the menu.

6. Click the Chart Layout tab. In the Labelsgroup, click the Legend button.

7. Select None on the menu.

Or select the Legend and press the Deletekey on the keyboard.

The Legend is removed from the chart.

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Formatting chart layout

Formatting chart elements

Formatting chart elements

SmartArt Graphics

The SmartArt feature enables you to insert preformatteddiagrams. A SmartArt diagram is a special type of graphicwith text that represents an item, such as themanufacturing steps of a product or to illustrate thehierarchical relationships.

Practice

Creating a SmartArt Graphic

In the following exercise, you will create a SmartArt for aVolleyball tournament.

1. Place the insertion point where you want to insert theSmartArt.

2. In the Insert tab, click the SmartArt button in theIllustrations group.

The Choose a SmartArt Graphic dialog box opens.

The left side of the dialog box displays the categories. TheList pane displays the diagrams in a category. A preview ofthe currently selected SmartArt appears on the right side ofthe gallery.

1. Click the Hierarchy option.

2. Select the Labeled Hierarchy and click OK.

The Ribbon displays the SmartArt Tools Design tab andthe Format tab. The Design tab enables you to edit thestyle of the diagram and the Format tab enables you toformat with the specific components of the diagram.

To enter text for the SmartArt diagram;

1. Click in the Text Pane and start typing.

Or type it directly in the diagram.

As you type in the Text Pane, text is displayed in thecorresponding SmartArt component.

2. Click outside the diagram to return to your document.


The Illustrations group

The Choose a SmartArt Graphic dialog box

Entering text in a SmartArt

Add and Delete SmartArt Shapes

You can add and delete shapes and edit its text bymaking changes in the text pane.

To insert new shapes into the diagram;

1. Click the shape that you want to add a new shapeafter, or below.

2. In the SmartArt Tools Design tab, click the AddShape button in the Create Graphic button.

3. Select the Add Shape After command.

The Shape is inserted into the diagram.

4. Type in the text in the shape.

To delete a shape; simply click on it and press theDelete key.

Formatting a Diagram

You can format components of the diagram such aschange colors, add shading, and 3-D effects.

In the following exercise, you will change the diagramstyle and colors.

1. Click the diagram to select it.

2. Click the More button in the SmartArt Stylesgroup.

3. Select a 3-D effect in the gallery.

4. Click the Change colors button in the SmartArtStyle group.

5. Select a theme color in the gallery and save thedocument.

WordArt

WordArt enables you to create special text effects.WordArt is actually a graphic text, so you can bend,add shadows, stretch, or rotate it.

100 Chapter 8

SmartArt

Changing SmartArt style

Changing SmartArt style

Practice

In the following exercise, you will create a WordArt text.

1. Open the volleyball tournament document. Place the insertionpoint above the SmartArt diagram.

2. On the Insert tab, click the WordArt button in the Text group.

3. In the WordArt Style gallery, click a style.

4. Replace the sample text with your own.

5. Select a Font type and a Font size. You can later edit and changethese options.

6. Click OK.


The WordArt object is inserted in the document. TheRibbon displays the Drawing Tools Format tab.

Formatting a WordArt

You can edit the WordArt text, apply reflection,shadow, 3-D rotation, and add text transformations. Inthis exercise, you will change the shape of a WordArttext.

1. Click on the WordArt.

2. Click the Text Effects button in the WordArt Stylesgroup.

3. On the menu, select Transform, and choose ashape transformation effect.

The WordArt style gallery

Sample WordArt text Replacing the WordArt text

Applying WordArt styles

Text Boxes

A text box is a moveable box which used tochange the text direction or rotate text or add textto a drawing. The text inserted in a text box caneffectively highlight a key point of the document.Text boxes can be formatted as drawing objects.

Practice

Creating a Text Box

In this exercise, you will create a text box.

1. On the Insert tab; click the Text Box button inthe Text group.

The Text Box gallery opens.

2. Select a preformatted style. Depending on thestyles format, the text box is positioned in thedocument.

The Text box is created in the document.

3. Start typing your text in the Text box. A Textbox's text and paragraphs can be formattedjust like any text in a Word document. The Textbox automatically resizes to fit its contents.

4. Position the text box using the Position buttonin the Arrange group.

To create a text box from scratch;

5. Click the Draw Text Box command at thebottom of the menu.

6. Click and drag your mouse to draw your textbox.

102 Chapter 8

The Text Box gallery

Typing in the text box


Fill In The Blank1. A ______________diagram is a special type of

graphic with text.

2. ______________ enables you to create specialtext effects.

3. ______________ allows you to position text witha different orientation from the other text in thedocument.

True or False1. A WordArt object can be formatted like any other text in a Word document..

True False

2. In a chart datasheet, columns represent a category and rows represent numerical values for each category.

True False

3. In a chart, you can only format the chart type and the chart background.

True False

Projects1. Connect to the Internet. Search for the Olympic Games. Find the top three medal winning athletes in the

latest Olympic Games. Create a chart that shows this data.

2. Create a list of your monthly expenses. Create a Pie style chart using 5 items in the list. Show thepercentage of each expense in the chart.

Case Study

Creating a Chart Object

Step-1 Open the Mytable.docx document you havecreated in the previous chapter.

Step-2 Use the data to create a chart. Enter the fieldnames and data in the datasheet.

Step-3 Return to your main document.

Step-4 You should have a 3-D chart object in yourdocument.

Step-5 Change the page layout to landscape on thePage Layout tab.

Step-6 Resize the chart to fit a full page.

Step-7 Save the document as Mychart.docx.

104 Chapter 8

Multiple Choice Questions1. Which of the following format features can be

used in a text box? (Choose three answers)

a. Font b. Page Numbersc. Indent d. Alignment

2. Select the basic elements of a chart object.(Choose two answers)

a. A Graphic Chart b. A Legendc. A Datasheet d. Data Labels

3. Which of the following program opens to enterdata when you create a new chart object in Word?

a. Microsoft Wordb. Microsoft Excelc. Microsoft Graphic chartd. Microsoft SmartArt

4. Which of the following is not true about WordArtobjects?

a. You can format a WordArt like any other text ina document.

b. WordArt lets you create vertical text.c. You can apply a shadow to a WordArt text.d. You can format the text of a WordArt object in

the WordArt Tools Format tab.

5. In order to resize, angle, or rotate a WordArtobject, you can use _____________ . (Choose twoanswers)

a. Rotation handlesb. WordArt Galleryc. Sizing handlesd. Object order and grouping

6. Which of the following are true about chartobjects? (Choose two answers)

a. To select a chart object, click on it.b. You can create custom chart types of your own.c. To change the chart type, first double click over

the chart.d. A chart data can not be changed.

7. To show the yearly growth in sales of a product,the best illustration is____ .

a. A WordArt Textb. A SmartArt diagramc. A Line Chartd. A Bulleted List

8. How can you enter text for a SmartArt diagram?(Choose two answers)

a. Click in the Text Pane and start typing.b. Convert the diagram into a text box.c. Use the WordArt Text dialog box.d. Type in directly in the diagram.

9. A Text box allows you_____________ .

a. apply 3-D and shadow effects to the text.b. change the text direction.c. add a text to drawing objects.d. create special graphic text.

10.Select the formatting you can apply on a WordArt.(Choose three answers)

a. Change the text direction.b. Rotate the text.c. Apply 3-D and shadow effects.d. Link WordArt text to another WordArt text.

Headers and Footers

A Header or Footer is information such as text or graphicsthat are displayed at the top or bottom of every page in adocument. You can use the same header and footerthroughout a document or have a different header andfooter for a part of the document.

Practice

Inserting Headers and Footers

In the following examples, you will insert Headers andFooters to your document.

1. Click the Insert tab.

2. Click the Header button in the Header & Footergroup.

The Header style gallery opens.

3. Select the Blank style.

The insertion point is placed in the Header area andthe rest of the document content is dimmed. You canenter information in the header or footer areas thesame way you enter an ordinary text.

4. Click the Date & Time button in the Insert group.Select a Date and Time format and click OK.

5. Scroll down to the bottom of your page. The footerarea is located at the bottom of your page. Clickinside the Footer area.

6. Click the Page number button in the Header & Footergroup. Select the Current position, and click theAccent Bar 2 option.

7. Double click anywhere outside the Footer area.

Or click the Close Header and Footer button in theClose group.

106 Chapter 9

Inserting Headers and Footers

Creating a Header

The current Date and Time is displayed at the top and thepage numbers are displayed at the bottom of each pagein the document.

To edit the Header area;

1. Double-click inside the Header area.

Or select the Edit Header command at the bottom of theHeader style gallery.

To remove a header and footer;

1. Click the Header or Footer button in the Header & Footergroup.

2. Choose Remove Header or Remove Footer at the bottomof the menu.

Footnotes and Endnotes

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 the document.

Practice

Inserting Footnotes

In this exercise, you will insert a footnote into your document.

1. Place the insertion point after the text you want to footnote.

2. On the References tab, click the Insert Footnote commandin the Footnotes group.

A reference mark with a superscript number indicates thata footnote is inserted. The insertion point moves to thebottom of the page.

3. Type the footnote text.

Working with Long Documents 107

Footer

Header

Footnot

Reference

Header & Footer

Reference Mark & Footnote

Formatting Footnotes and Endnotes

You can format and change the style and location of yourfootnotes and endnotes in the Footnote and Endnote dialogbox.

1. Click the Footnote & Endnote dialog box launcher inthe Footnotes group.

2. Under Format, click the Number format arrow, and thenselect the number format you want.

Breaks

You can apply different formatting such as a different headerand footer, numbers of text columns, and margin andorientation to different parts of your document. Use sectionbreaks to divide a document into sections, and then formateach section in the way you want.

Practice

Breaking a Document into Sections

To insert a section break follow these steps;

1. Locate the insertion point where you want the newsection to begin.

2. On the Page Layout tab; click the Breaks button in thePage Setup group.

3. Choose the Next Page break type on the Page Breaksmenu.

A section break is inserted and the next page startsafter the section break.

You can see the section break as a double-dotted line withthe words Section Break in the Draft view.

To apply a different layout to a new section;

1. Click anywhere inside the new section.

2. Click Orientation button in the Page Layout group, andselect the Landscape orientation.

Word changes the layout of the pages in the new section.

108 Chapter 9

A document with one section

The Page Breaks gallery

A document with two sections

Hyperlinks and Bookmarks

A hyperlink is a text or a graphic which is linked to a file, apage, a location in a document, or a page on the Internetor Intranet. A hyperlink is usually indicated by a colored andunderlined text. You can create both text and graphichyperlinks.

Practice

To create a text hyperlink;

1. Select the text you want to use as a hyperlink.

2. On the Insert tab; click the Hyperlink button in the Linksgroup.

The Insert Hyperlink dialog box opens.

3. Type http://en.wikipedia.org/wiki/Anatolia" in theAddress area. Click OK.

The Hyperlink is inserted at the location of the insertionpoint.

4. Press the Ctrl key and click the mouse on the Hyperlinkto follow the link.

A bookmark is a link to a different section within the samedocument. Bookmarks are quite helpful when browsingcontent in long documents.

To create a bookmark;

1. Position the insertion point at the location or select thetext that you want to go.

2. On the Insert tab; click the Bookmark command in theLinks group.

The Bookmark dialog box opens.

3. Type a new name to create a bookmark.

4. Click the Add button.


Hyperlink

Inserting a hyperlink

Hyperlink in the document

Creating a Bookmark

To go to a bookmark;

1. Open the Bookmark dialog box from the Links group.

Or click the Page in the status bar. Click the Go To tab.Enter the bookmark name or browse it in the dropdown menu. Click Go To.

The Navigation Pane

The Navigation Pane allows you to move around in adocument, searching for content, or editing the outline andheadings.

To browse pages in the Navigation Pane;

1. Click the View tab; in the Show group, check theNavigation Pane box.

2. Click Browse the pages in your document tab. Selectthe page thumbnail you want to go.

Making Comments

A Comment is a reference mark, a note, or a suggestionthat an author or reviewer adds to a document. Worddisplays comments in a balloon in the margin of thedocument or in the Reviewing Pane.

To create a comment;

1. Place the insertion point where you want to insert acomment. Click the Review tab;

2. Click New Comment button in the Comments group.

The selected text is highlighted. In the right margin,the markup area displays.

3. Type the comment in the comment balloon in themarkup area.

To remove a comment from a document;

1. Click on the comment, and click the Delete button inthe comments group.

Or right click on the comment, use the menu.

Tracking Document Changes

When two or more people work on a document as a team,the changes made by each author can be recorded

110 Chapter 9

Comment

The Navigation Pane

Inserting Comments

without the original text being lost. The document displays all thechanges in a special format. In the end, an administrator accepts orrejects the changes to create the final document.

By default, the changes appear in a different color from the originaltext. To track changes;

1. Open the My Letter.docx document. Click the Review tab;

2. Click the Track Changes button in the Tracking group.

3. Delete a text in the paragraph and type a new text.

Word keeps both text.Deleted text is displayed bystrike though and a verticalbar appears in the leftmargin.

4. Share your documents withyour friends. Allow them tomake changes.

Tracked changes made bydifferent authors appear indifferent colors.

Accepting and Rejecting Changes

You may or may not agree with some of the changes other peoplemake in the document. To accept or reject changes,

1. Click the lower part of the Accept button in the Changes group.

2. To accept all the changes, click Accept All Changes in Document.

Or click Accept Change to approve the changes one by one.

Or right-click on the change. Select Accept or Reject Change onthe menu.


Author 1

Author 2

The changes that are made by multiple authors

The Accept button

Mail Merge

Mail Merge is used to send identical documents to different people atonce, except for certain information such as name, surname, andaddress. By using Mail Merge, you can create mass e-mail and letterdistributions, envelopes, labels, and faxes.

A Mail Merge requires two documents: A Main Document and a Datasource.

The Main Document contains the information that is the same for eachmerged document.

The Data List contains the information, address lists, or records, to beinserted into the Main Document during the Mail Merge.

Selecting the Document Type

In this exercise, you will select a document type that you will use tomerge with your data source.

1. Create a blank document.

2. Click the Mailings tab; and then click the Start Mail Merge buttonin the Start Mail Merge group.

3. Click Step-by-Step Mail Merge command at the bottom of themenu.

The first step allows you to identify the document to be used as themain document.

4. Select the Letters document type.

This menu also enables you to select E-mail messages,Envelopes, Labels, and Directory document types. The Mail MergeTask Pane follows the same steps for each of these documents.

5. Click the Next: Starting document link to move on to the next step.

112 Chapter 9

After you accept or reject a change, Word removesthe markup formatting, the vertical bar from the leftmargin, and the associated balloon, and moves tothe next change.

The Final document

Starting Mail Merge

Selecting a document

Select a Starting Document

The Main Document contains the content that is the same on eachletter you send. You can create the Main Document from your currentdocument, from a template, or use an existing document.

6. Select Use the current document.

7. Click "Next: Select Recipient".

Select Recipients

In the third step, you need to select the recipients for the mail merge.

You can get recipients from an existing data list, from Outlook contacts,or type a new list.

8. Select Type a new list.

The Create... link appears in the Type a new list section.

9. Click the Create... link.

The New Address List dialog box opens.

10. Enter the recipient's First Name, Last Name, and Address in thefirst row. To create a full profile, fill the remaining cells in the samerow.

The Recipient is entered in the Data List.

11. Click the New Entry button to add another recipient. Enter thedata for each recipient. Click OK.

12. Save the Recipient list. By default, Word saves the file in your MyData Sources folder.

The Mail Merge Recipients dialog boxopens.

The Mail Merge Recipients dialog box allows youselect, sort, and filter the recipients that will beused in your Mail merge. You can include ordeselect recipients by clicking the check box bythe name.

13. Click OK.

14. The Ribbon displays the Edit Recipients Listbutton and some other buttons. When youclick the Edit Recipients List, The Mail MergeRecipients dialog box displays.

15. Click Next: Write your letter at the bottom ofthe Mail Merge.


Selecting recipients

Entering recipients information

Write Your Letter

This step is used to type the body of yourletter and to add fields that includerecipient's information to the letter.

1. Place the insertion point where youwant to start your letter.

2. Type the text "Dear" and press thespace bar.

The Write & Insert Fields group allowsyou to insert fields for merging withthe recipients list.

The Address Block button opens adialog box; you can select orcustomize one of the preformattedaddress elements.

The Greeting Line allows you to insertand modify a greeting line.

The Insert Merge Field opens a menuto select various fields such as FirstName, and Last Name.

3. Click the Insert Merge Field button.

4. Select the First Name field. ClickInsert.

The << First_Name>> field appearsnext to the text "Dear".

5. Click Close to return to the document.

6. Press the Space bar. Insert the LastName of the recipient from the InsertMerge Field.

7. Press the Enter key a couple of times.Start typing the body of the letter.

You can format the fields like a text ina document. When you are finishedwith typing, click "Next: Preview yourletters" on the Mail Merge pane.

Preview Your Letters

The Preview Results enables you to viewthe merged documents, navigation

114 Chapter 9

Mail Merge Recipients dialog box

The Ribbon shows Mail Merge commands

Previewing and completing Mail Merge

through recipients and checking for errors. Byclicking the Preview Result button, you can switchbetween the preview view and the merge fieldview.

1. Click the Navigation buttons to the right ofPreview Results button to switch betweenmerged letters.

Or click the buttons in the Preview your letterssection on the Mail Merge pane.

2. In the make changes section, click theExclude this recipient button to remove thecurrent recipient from the mail merge.

3. Click "Next: Complete the merge" on the MailMerge pane.

Or click the Finish & Merge button in theFinish group.

Complete the Merge

In the last step, you can print, send, or save yourletters. If you want to print all merged letters;

1. Click Print on the Mail Merge pane.

The Merge to Printer dialog box will displayso you can choose the letters you want toprint.

2. Click the All option to print all the Letters. ClickOK.


Mail Merge body letter

Merge to Printer

116 Chapter 9

Mail Merge Letters


Projects1. Open the Business Flyer document you have created in the chapter 7. Send the document as a

promotional letter by using mail merge.

2. Create a list of your friends with 20 entires. Include their addresses, home phones, and e-mailaddresses in the letter. Use Mail Merge. Create a birthday party invitation. Send this letter to yourclassmates by e-mail.

Case StudyCreating Merged Letters

Step-1 Type the text "Happy Birthday"

Step-1 Create a blank document.

Step-2 Start Mail Merge on the Mailings tab.

Step-3 Select the Letters document type. Click Next:Starting Document

Step-4 Select Use the current document. Click Next:Select Recipient.

Step-5 If you don't have an existing data list, selectType a new list otherwise select Use anexisting list. Click Write your letter.

Step-6 Write a letter to celebrate your friends NewYear. Leave the First Name,

Last Name, and Address areas empty.

Step-7 Use the Insert Merge Field button to insertthese fields. Click Next: Preview Your Letter.

Step-8 Move between the merged letters, using theprevious and next navigation buttons on theMail Merge pane. Click Next: Complete theMail Merge.

Step-9 Print your letters. Save your document asMailings.docx.

Creating sections

Step-1 Open a blank document.

Step-2 Title the document "Environmental Issues".Save the document as Sections.docx.

Step-3 Write a text with three paragraphs about Air,Soil, and Water pollution.

Use the same names as titles for eachsection.

Step-4 Insert Section breaks after each paragraph.

Step-5 Format each section with different margins,page layouts, and Headers and Footers.

118 Chapter 9

Multiple Choice Questions1. Which of the following documents contain all data

records for Mail Merge?

a. Source document b. Data Listc. Directory d. Data document

2. Select the documents which are needed to createa mail merge. (Choose two answers)

a. Outline documentb. Main document with the content for each Mail

Merge document.c. Data List with recipients informationd. Body Document

3. Which of the following is not a document typecreated by using Mail Merge?

a. Faxes b. Foldersc. Envelopes d. Letters

4. ____________ contains the information that is thesame for each merged document.

a. Merge document b. Data sourcec. Main document d. Form letter

5. Each data field has a unique name, calleda______.

a. Data source b. Primary namec. Field name d. Title

6. Why are Headers and Footers used in adocument?

a. To display information at the top or bottom ofevery page in a document

b. To mark the starting and ending of a pagec. To make large documents more readabled. To allow track document changes

7. What happens when a text is deleted or added inthe Track Changes mode? (Choose two answers)

a. Added text is underlined.b. Deleted text is marked up by strike throughc. A vertical bar appears in the left margin.d. A change is explained in a red balloon.

8. Which of the features provides references at theend of a page or at the end of a document?

a. Headers and Footersb. Endnotes and Footnotesc. Sections and Page Breaksd. Main document and Data List

9. Select the options you can use in a Header.(Choose three answers)

a. Date and Time b. Page Numbersc. Page breaks d. Clip Art

10.How can you create links inside a document fordifferent sections of the same document?

a. Track Sections b. Inset Endnotes and Footnotes

c. Use Bookmarks d. Use comments

11.Which of the following feature enables you tocreate links to Internet pages?

a. Bookmarks b. Hyperlinksc. Anchors d. Jumpers

120 Chapter 10

Customizing Word

You can customize Word to change how adocument’s content is displayed on your screen,add autocorrect, and format change options,save options and etc…


2. At the bottom of the menu, click WordOptions.

The Word Options dialog box opens.

The left pane displays the major file tasks.Popular, Display, and Advanced commandschange how a document’s content is displayedon a screen.

1. In the Popular window, uncheck the EnableLive Preview checkbox.

The Live Preview feature is disabled.

You can change the colors of Word screen suchas the Ribbon, document area, scroll bars, andetc…

2. Click the arrow next to the Color schemebox.

3. Select Black on the menu.

Word applies black color scheme.

4. Click the Save command on the left pane.

5. Click the arrow next to Save files in thisformat box.

6. Select Word 97 -2003 Document (*.doc) tosave new documents as one of the previousversions of Word.

Black color scheme

The Word Options dialog box.

Customizing Word and Securing Documents 121

AutoCorrect Entry

The AutoCorrect feature corrects the most commontyping errors as you work through your document.For example, the most common misspelling of "the" is"teh". AutoCorrect will automatically fix this error assoon as you press the spacebar or begin a newparagraph after the misspelled word.

You can also add your own AutoCorrect entries anduse it to replace abbreviations or codes that youcreate to automate typing certain words, i.e. "eu"becomes "European Union".

Practice

Adding an entry to AutoCorrect

In this exercise, you will add an AutoCorrect entry toautomate the insertion of often-used text.


2. Click the Word Options button. Select Proofing.

3. Under the AutoCorrect options, click theAutoCorrect Options button.

4. In the Replace box, type “eu” and press the Tabkey.

5. In the With box, type “European Union”.

6. Click Add and then OK. Return to yourdocument.

7. Type “eu” and press spacebar. The text “eu”automatically changes to “European Union”.

Trust Center

A Word document containing programming code(macros) can be harmful to your computer.Documents that are downloaded from the Internet ornot from a trusted source may have maliciousprogramming code. Before you realize it someonemay delete your files or read your personalinformation such as credit card information. By defaultWord 2010 does not open documents withprogramming code (.docm extensions).

To change the default setting to open .docm files;

Adding a new entry

122 Chapter 10

Protected view

Changing Macro settings

1. Click the File tab, and then click the Word Options.

The Word Options dialog box opens.

2. Click the Trust Center command on the Word Optionsdialog box.

3. Click the Trust Center Settings… button under theMicrosoft Word Trust Center section.

4. Select the Enable all macros under Macro Settings.

Protected View

When you open a document downloaded from the internet oran e-mail attachment, Word displays it in the Protected View.A document in the Protected View is a read-only document.

If you are sure that the document is secure to open;

1. Click the Enable Editing button under the Ribbon.

Securing Documents

You can inspect a document for any remaining private orinappropriate information; restrict access, or add a digitalsignature. The Info menu on the File tab provides necessaryoptions to make documents safe for sharing and distributing.

Protecting Documents from Changes

You can give other users limited access on your documentsto edit such as tracking changes, comments. To setrestrictions on a document;

1. Click the Review tab. Click the Restrict Editing button inthe Protect group.

The Restrict Formatting and Editing pane opens to theright side of the document.

2. Under Editing restrictions, check the Allow only this typeof editing in the document box.

3. Check the Allow only this type of editing in the paneunder the Editing restrictions section. Choose theTracked changes on the menu.

The Editing restrictions and Start enforcement sectionsshow more options.

4. Under Start enforcement section, click Yes, StartEnforcing Protection button.


Start Enforcing Protection dialog box opens.

5. Enter a password for protection. Click OK to applyrestrictions.

The users will be able to edit the document but the changesthey make will be tracked.

To stop the protection;

1. Click the Stop Protection button on the RestrictFormatting and Editing pane.

2. Enter the password.

Inspecting Documents

While you work on a document, Word automatically saves personalinformation and hidden data.

The Document Inspector finds and removes all extraneous andpotentially confidential information.

1. Click the File tab; and then click the Info command.

The Info pane shows the information saved with the file.

2. Click the Check for Issues button, select Inspect Document onthe menu.

3. By default all the options are checked in the Document Inspectordialog box. Click Inspect.

Restrict Formatting and Editing pane

The Info window

To remove the Document Properties and PersonalInformation from the document;

4. Click the Remove All button next to that line.

Finalizing Documents

Before you share a document with other people, you canuse the Mark as Final command to discourage users tomake changes on the documents. The Mark as Finalcommand does not create any restrictions on thedocument.

1. In the Info pane, click Protect Document button, andthen click Mark as Final.

2 A window shows that a document will be marked as finaland then saved. Click OK.

Word hides the commands on the Ribbon.

Encrypting Documents

When a document is encrypted, a password is requiredto open it. After the password is provided the documentscan be formatted as usual.

To encrypt a document;

1. In the Info pane, click Protect Document button, andthen click Encrypt with Password.

2. Type a password for the document in the EncryptPassword window. Click OK. Confirm the documentpassword in the next window.

3. Save and close the document.

When you try to open the document, Word asks you toenter the password to open the document.

124 Chapter 10

The Document Inspector window

The document Marked as Final

Encrypting a Document Enforcing a password

Signing Documents Digitally

A Digital Signature is an electronic certificate of authentication in aWord document. You must have a digital ID from a commercial web siteto use a digital signature. Otherwise a digital signature can only beconfirmed on the computer it is issued.

Practice

In the following exercise, you will add a digital signature into adocument.

1. In the Info pane, click Protect Document button, and then clickAdd a Digital Signature.

2. Choose Create your own digital ID option in the Get a Digital IDdialog box. Click OK.

3. Type in the purpose of the signing in the Sign dialog box.

Click the Create button.


Adding a Digital Signature

Creating a Digital ID

Fill In The Blank1. The _______ feature corrects the most common

typing errors as you work through yourdocument.

2. ____________ finds and removes all extraneousand potentially confidential information.

3. A_____________ is an electronic certificate ofauthentication in a Word document.

True or False1. By default, Word 2010 opens all Word documents with any extensions.

True False

2. You can change the color scheme of the Word program.

True False

3. Opening a Word document with a programming code inside doesn’t pose a threat to your computer.

True False

126 Chapter 10

Multiple Choice Questions1. What is a Digital Signature?

a. It is a faint image which appears on thebackground of a document.

b. A scanned image of a signature inserted in adocument.

c. It is a special character on the Symbols dialogbox.

d. It is an electronic certificate of authentication ina document.

2. What are the hazards of opening word documentswith programming code (*.docm)? (Choose twoanswers)

a. You can save your files quickly.b. Intruders may have access to your personal

information.c. A document with programming code provides

less formatting options.d. A malicious program may gain access to your

files and delete them.

3. How can you give other people limited controlsuch as editing comments on your documents?

a. By Finalizing documents.b. By using the Restrict Formatting and Editing

pane.c. By changing the Trust Center settings.d. By using the Document Inspector.

4. What should you do to remove your personalinformation from your documents?

a. Run Trust Center.b. Customize Word not to include any personal

information.c. Use the Inspect Document command to

remove personal information.d. Save your documents with .docm extensions.

5. You want Word to auto replace yourabbreviations. How can you achieve this?

a. Use Prepare menu and add new abbreviations.b. Use the AutoCorrect and create abbreviations

and their replacements.c. Use the Synonyms.d. Create a hyperlink for each abbreviation.

6. How can you finalize a document so that it will beonly read-only?

a. Signing with a digital signatureb. Use Mark as final feature.c. Use Auto-Correct dialog box.d. Enforce Protection.

7. What happens if you encrypt a document?

a. It only allows a limited editing on the document.b. The document is secured against any virus

threat.c. A password is required to open the document.d. The document becomes a read only file.

8. Which command group on the File tab providesnecessary options to make documents safe forsharing and distributing?

a. Word Optionsb. Prepare for sharingc. Save Asd. Recent

9. Which of the following settings are customized inthe Word Options dialog box? (Choose twoanswers)

a. Save settingsb. Printer Propertiesc. Encrypting documentsd. Word color scheme

Chapter 1

Fill in the blank1. word-processor2. Ctrl+S3. Insertion point (Cursor)

True or False1. T 2. T 3. F

Multiple choice questions1. D 2. B 3. A, C4. C 5. A 6. B7. D 8. A, C 9. D10. C

Chapter 2

Fill in the blank1. Ctrl + A2. the mouse button3. Ctrl + X, Ctrl + V

True or False1. T 2. F 3. T

Multiple choice questions1. B, C 2. B 3. A, B, D4. D 5. B, C, D 6. D7. B 8. A, C 9. A, B, C10. C

Chapter 3

Fill in the blank1. the pragraph dialog box launcher2. style 3. Ruler

True or False1. F 2. T 3. T 4. T 5. F

Multiple choice questions1. B 2. B, C 3. A, C4. C 5. B 6. D7. B, C 8. A, C, D 9. A, C10. A, B, C 11. A, B 12. C, D13. A 14. A, B 15. C16. D 17. A, C 18. C19. D 20. D 21. B22. A, C 23. C 24. A, C25. A 26. B, D 27. A, C

Chapter 4

Multiple choice questions1. A, B, C 2. B 3. C4. A, D 5. A 6. B7. C 8. A, B, C, D 9. A10. B

Chapter 5

Fill in the blank1. Cover Page gallery2. Page numbers3. Webdings

Multiple choice questions1. D 2. A, C, D 3. A4. A, B 5. C, D 6. B7. A, B 8. D 9. B, D10. D

Chapter 6

Fill in the blank1. rows, columns 2. in a cell3. cell

Multiple choice questions1. D 2. A 3. A4. C 5. A, B, D 6. C7. A, B 8. A, B 9. A, B, C10. A, C, D

Chapter 7

Fill in the blank1. Clip Art 2. brightness3. Drawing

True or False1. T 2. F 3. T

Multiple choice questions1. A, B 2. D 3. A, C4. A 5. A, C 6. C7. C 8. A 9. A, D10. A, B, D

Chapter 8

Fill in the blank1. SmartArt 2. WordArt3. A text box

True or False1. F 2. F 3. F

Multiple choice questions1. A, C, D 2. A, C 3. B4. A 5. C 6. A, B7. C 8. A, D 9. B10. A, B, C

Chapter 9

Multiple choice questions1. B 2. B, C 3. B4. C 5. C 6. A7. B, C 8. B 9. A, B, D10. C 11. B

Chapter 10

Fill in the blank1. Auto Correct2. Document Inspector3. Digital Signature

True or False1. F 2. T 3. F

Multiple choice questions1. D 2. B, D 3. B4. C 5. B 6. B7. D 8. B 9. A, D

AAccepting and Rejecting Changes: 113AutoCorrect: 122, 123

BBlank Document: 14Bold: 30, 38Bookmark: 111, 112Borders and Shading: 47, 48, 77Bulleted and Numbered List: 45, 46

CCalculating Tables: 79, 80Center: 42, 50, 51Change Case: 41Chart Layouts and Formats: 100Charts: 98, 99Clear Formatting: 40Clip Art: 84, 85Clipboard: 29, 41Close: 11, 16, 19, 33, 86Columns: 49, 50, 74, 75, 77, 78, 79, 98Compatibility Mode: 19Converting a Document: 19Copy and Move: 28, 29Cover Pages: 69Creating a Chart: 98Creating a Table: 74Customizing Word: 122

DDate and Time: 70, 71, 108, 109Dialog Box Launchers: 40Digital Signature: 124, 127Document Views: 20Drawing: 8, 84, 87, 91, 92, 94Drop Cap Letters: 68

EEffects: 39, 48, 87, 90, 91, 102, 103Encrypting Documents: 126Equation: 66, 67Exit Word: 19

FFile Types: 17Fill Color: 76, 91, 93, 100Find and Replace: 30, 31Font Formatting: 38, 75, 76Footnotes and Endnotes: 109, 110Format Painter: 41

GGallery: 39, 52, 53, 66, 68, 69, 76, 84,86, 90, 91, 101, 103Go to: 26, 112Grouping and Ungrouping: 94

HHeaders and Footers: 8, 61, 108Help: 11, 21Hyperlinks: 111

IIndenting: 41, 42, 43Insert: 13, 29, 33, 49, 51, 66, 67, 70, 74Inserting / Deleting Cells, Columns, andRows: 78Inserting Pictures: 85Insertion Point: 10, 13, 26, 28, 45, 51,66, 74, 111Inspecting Documents: 125Italic: 38, 53

JJustify: 42

KKeep Lines Together: 44Keep with Next: 44

LLayout: 8, 14, 60, 61, 93, 99, 100, 110Left: 9, 13, 26, 42, 50, 51, 60, 75, 80,89, 113Letter: 8, 13, 28, 38, 45, 61, 114, 116,117Live Preview: 40, 53, 74, 122

MMacros: 17, 123Mail Merge: 8, 114Making Comments: 112Margins: 60, 69Merge and Split Cells: 79Multilevel Lists: 46

OOpen: 8, 13, 17, 18Ordering: 45, 94Orientation: 13, 60, 61, 110Overtype: 13

PPage Backgrounds: 48Page Borders: 48Page Breaks: 41, 44, 110Page Numbers: 8, 69, 70Page Setup: 60Paper Size: 60, 61, 63Paragraph Alignment: 42Paragraph Formatting: 41Paragraph Spacing: 43, 44Password: 125, 126Picture Adjustments: 86Positioning Pictures: 90

Printing: 8, 13, 20, 49, 61, 62Protected View: 124

RRead Only: 124Removing Backgrounds: 87Research Task Pane: 32Resizing and Cropping Pictures: 88Resizing and Moving Tables: 78Right: 20, 26, 27, 42, 50, 51, 60Rotating and Moving Pictures: 89

SSave As: 15, 16, 67Save: 13, 15, 16, 18, 53, 116Securing Documents: 124Selecting Tables: 75Selecting Text: 27Sending and Sharing: 21 Shadow: 90Signing Documents: 127Smart Art Graphics:101, 102Sorting Tables: 80Spelling and Grammar: 8, 31, 32Styles: 38, 46, 50, 52, 53, 68, 76, 90,93, 98, 103Symbols: 8, 45, 67

TTabs: 50, 51, 52The Backstage: 13, 14, 18, 19The File tab: 13The Mini Toolbar: 38, 39The Mini Translator: 34The Navigation Pane: 30, 112The Quick Access Toolbar: 18The Ribbon: 10, 12, 18, 52, 62The Trust Center: 123Themes: 53Thesaurus: 33Tracking Document Changes: 113Translating Text: 34

UUndo and Redo: 30

WWatermark: 48, 49Word Options: 122, 123WordArt: 100, 102, 103

word_2010

Documents

multiple choice

correctly

quick access

dialog box

major file

controlling

cover page

font dialog