Word 2000 Lessons

Microsoft
Word
2000
By Mesfin Tadesse
Kotebe College of Teacher Education
Microsoft Word 2000
Acknowledgement
I offer my thanks to Ato Sebsibe Teferi and Ato Tadesse Berga for their help in
developing some of the course notes which are included with some modification in
this material. I am also indebted to Ato Abraham Hailu for kindly supplying the
front-cover design.
i
Microsoft Word 2000
Introduction
This material is a result of a series of training courses I taught at Kotebe
College of Teacher Education. It has been designed and developed as a
self-teaching material for beginners and intermediate-level learners. It can
also be used as a reference material for training courses given at schools
and colleges.
While developing the course notes on Microsoft Word 2000, I have been
working with a computer system where the specific software was fully and
properly installed so that I could perform on-the-spot testing. In fact, I tried
my best to make the contents of this material error free.
Whether you are a beginner or have some experience in using Microsoft

Word 2000, this material serves you as the best source of learning and you
will have no difficulty using it. You need only to follow the step-by-step
instructions and do the activities right away. To make the instructions
crystal clear and to help you keep on line, I have included plenty of
illustrative diagrams.
I hope each lesson of this material will appreciably increase your ability to
use Microsoft Word 2000 and boost up your confidence.
ii
Microsoft Word 2000 Contents
Table of Contents
Acknowledgement ............................................................................................................... i
Introduction ......................................................................................................................... ii
Table of Contents ............................................................................................................... iii
Lesson 1 .......................................................................................................................... 1
Word Basics ....................................................................................................................... 1
Starting Word 2000 ......................................................................................................... 2
The Word 2000 Screen ................................................................................................... 3
Menus and Toolbars ........................................................................................................ 5
Keyboard Shortcuts ......................................................................................................... 8
Getting On-Line Help .................................................................................................... 9
Exit Word ...................................................................................................................... 11
Summary ....................................................................................................................... 12
Practice Exercises ......................................................................................................... 13
Lesson 2 ........................................................................................................................ 14
Document Basics ............................................................................................................. 14
Creating a New Document ............................................................................................ 15
Entering Text ................................................................................................................ 16
Saving a Document ....................................................................................................... 17
Closing a Document:..................................................................................................... 19
Opening an Existing Document .................................................................................... 20
Previewing a Document ................................................................................................ 22
Views ............................................................................................................................ 24
Printing.......................................................................................................................... 27
Summary ....................................................................................................................... 29
Lesson 3 ........................................................................................................................ 31
Editing Documents I ....................................................................................................... 31
Navigating a Document ................................................................................................ 32
Inserting and Deleting Text .......................................................................................... 35
Selecting Text ............................................................................................................... 36
Inserting and Typing Over Text .................................................................................... 38
Undo and Redo ............................................................................................................. 39
Drag and Drop............................................................................................................... 40
Search and Replace ....................................................................................................... 42
Changing Case .............................................................................................................. 46
Symbols and Special Characters ................................................................................... 47
Summary ....................................................................................................................... 49
Lesson 4 ........................................................................................................................ 51
Formatting Characters ................................................................................................... 51
Bold, Italic and Underline Styles .................................................................................. 52
Font Types and Sizes .................................................................................................... 54
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The Font Dialog Box .................................................................................................... 56

Cut, Copy and Paste ...................................................................................................... 59
Drop Cap ....................................................................................................................... 60
Summary ....................................................................................................................... 61
Lesson 5 ........................................................................................................................ 63
Formatting Paragraphs .................................................................................................. 63
Paragraph Indentation ................................................................................................... 64
Indenting Using the Ruler. ............................................................................................ 65
Horizontal Alignment ................................................................................................... 67
Start Alignment In a New Line ..................................................................................... 68
Bulleted Lists ................................................................................................................ 69
Numbered Lists ............................................................................................................. 70
Modifying Bullet / Numbering Formats ....................................................................... 71
Nested Lists ................................................................................................................... 73
Line and Paragraph Spacing ......................................................................................... 75
Setting and Clearing Tabs ............................................................................................. 77
Tab Stops with Leader Characters ................................................................................ 79
Summary ....................................................................................................................... 80
Lesson 6 ........................................................................................................................ 83
Editing Documents II ...................................................................................................... 83
Viewing Multiple Documents ....................................................................................... 84
Copy and Paste Multiple Items ..................................................................................... 86
Inserting One Document into Another .......................................................................... 88
Sorting Paragraphs ........................................................................................................ 90
Linked Text Boxes ........................................................................................................ 92
Bookmarks .................................................................................................................... 94
Create and Insert AutoText Entry ................................................................................. 96
Summary ....................................................................................................................... 99
Practice Exercises ....................................................................................................... 100
Lesson 7 ...................................................................................................................... 101
Changing the Look of a Document .............................................................................. 101
Headers and Footers .................................................................................................... 102
Page Numbering.......................................................................................................... 104
Numbering Lines ........................................................................................................ 106
Footnotes and Endnotes .............................................................................................. 108
Creating Borders ......................................................................................................... 110
Drawing Borders Around Text ................................................................................... 111
Page Borders ............................................................................................................... 113
Shading Paragraphs ..................................................................................................... 114
Columns and Headings ............................................................................................... 115
Breaking Columns ...................................................................................................... 117
Balancing Columns ..................................................................................................... 118
Summary ..................................................................................................................... 119
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Lesson 8 ...................................................................................................................... 122

Spelling and Grammar Checking ................................................................................ 122
Turning off Spell & Grammar Check ......................................................................... 123
Checking Spelling and Grammar ................................................................................ 124
Spelling and Grammar Options .................................................................................. 127
Thesaurus .................................................................................................................... 129
AutoCorrect................................................................................................................. 131
Creating Custom Dictionaries ..................................................................................... 133
Using Custom Dictionaries ......................................................................................... 135
Removing Custom Dictionaries .................................................................................. 137
Summary ..................................................................................................................... 138
Lesson 9 ...................................................................................................................... 140
Document Properties .................................................................................................... 140
Page Break .................................................................................................................. 141
Section Break .............................................................................................................. 142
Margins ....................................................................................................................... 145
Paper Size & Page Orientation ................................................................................... 147
Comments ................................................................................................................... 148
Track Changes ............................................................................................................ 150
Accept or Reject Tracked Changes ............................................................................. 151
Versioning ................................................................................................................... 152
Document Summaries ................................................................................................. 154
Document Statistics .................................................................................................... 155
AutoSummarize .......................................................................................................... 156
Using Passwords ......................................................................................................... 158
Summary ..................................................................................................................... 161
Lesson 10 .................................................................................................................... 163
Customizing Word ........................................................................................................ 163
Customizing Menus .................................................................................................... 164
Customizing Toolbars ................................................................................................. 166
Creating a Custom Toolbar ......................................................................................... 169
Word Options .............................................................................................................. 172
Save Options ............................................................................................................... 173
Print Options ............................................................................................................... 174
Summary ..................................................................................................................... 176
Lesson 11 .................................................................................................................... 178
Tables ............................................................................................................................. 178
Creating a Table .......................................................................................................... 179
Adding Information to a Table ................................................................................... 183
Moving and Selecting within a Table ......................................................................... 184
Selecting Cells Using the Mouse ................................................................................ 185
Creating Header Rows ................................................................................................ 186
Setting Margins ........................................................................................................... 187
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Adding and Deleting Rows ......................................................................................... 190

Adding and Deleting Columns.................................................................................... 191
Adjusting Column and Row Size................................................................................ 193
Merging Cells.............................................................................................................. 195
Splitting Cells.............................................................................................................. 196
Using AutoFormat ...................................................................................................... 198
Borders and Shading ................................................................................................... 199
The Borders and Shading Dialog Box ........................................................................ 201
Sorting within a Table ................................................................................................. 204
Summary ..................................................................................................................... 206
Lesson 12 .................................................................................................................... 209
Calculations within Tables ........................................................................................... 209
Cell Referencing ......................................................................................................... 210
Formula Operators & Examples ................................................................................. 213
Inserting Formulas ...................................................................................................... 214
Recalculating Formulas .............................................................................................. 217
Show/Hide Field Codes .............................................................................................. 218
Functions used by the = (Formula) field ..................................................................... 219
The IF Function........................................................................................................... 222
Summary ..................................................................................................................... 224
Lesson 13 .................................................................................................................... 226
Graphics ......................................................................................................................... 226
Drawing Objects & Pictures ....................................................................................... 227
AutoShapes ................................................................................................................. 228
Lines and Curves......................................................................................................... 231
Formatting Drawing Objects....................................................................................... 234
Aligning Drawing Objects .......................................................................................... 237
Grouping Drawing Objects ......................................................................................... 239
Rotating and Flipping Graphics .................................................................................. 240
Stacking Drawing Objects .......................................................................................... 241
Wrapping Text Around Graphics................................................................................ 243
Inserting Objects ......................................................................................................... 246
Inserting a WordArt .................................................................................................... 248
Inserting a Clip Art ..................................................................................................... 251
Inserting Charts ........................................................................................................... 253
Formatting Charts ....................................................................................................... 256
Inserting Microsoft Equation ...................................................................................... 260
Summary ..................................................................................................................... 262
Lesson 14 .................................................................................................................... 264
Styles............................................................................................................................... 264
Applying Styles ........................................................................................................... 265
Using the Style Dialog Box ........................................................................................ 267
Creating Styles ............................................................................................................ 269
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Assigning Keyboard Shortcuts ................................................................................... 273

Modifying Styles ......................................................................................................... 275
Removing and Deleting Styles.................................................................................... 278
Replacing Styles.......................................................................................................... 279
Viewing and Removing Style Names ......................................................................... 281
Following a Style with Another Style ......................................................................... 282
Copying Styles to Other Documents .......................................................................... 284
Printing Styles ............................................................................................................. 286
Themes and Style Gallery ........................................................................................... 287
Summary ..................................................................................................................... 289
Lesson 15 .................................................................................................................... 292
Templates and Wizards ................................................................................................ 292
Document Templates .................................................................................................. 293
Using a Document Template ...................................................................................... 294
Creating a New Template ........................................................................................... 297
Creating a Template Using Wizards ........................................................................... 298
Summary ..................................................................................................................... 302
Lesson 16 .................................................................................................................... 304
Mail Merge .................................................................................................................... 304
Mail Merge Feature..................................................................................................... 305
Setting View Options .................................................................................................. 306
Creating the Data Source Document........................................................................... 307
Using the Data Entry Form ......................................................................................... 310
Saving the data file...................................................................................................... 312
Editing the data file ..................................................................................................... 313
Viewing the Data Table .............................................................................................. 316
Sorting the Data Source File ....................................................................................... 318
Creating the Main Document ...................................................................................... 320
Checking for Errors..................................................................................................... 323
Performing the Merge ................................................................................................. 324
Creating Envelopes ..................................................................................................... 326
Summary ..................................................................................................................... 330
Lesson 17 .................................................................................................................... 332
Captions, Cross-References, Index and Table of Contents ....................................... 332
Inserting Captions ....................................................................................................... 333
Adding a Cross-Reference .......................................................................................... 336
Mark and Create Index Entries ................................................................................... 340
Create a Table of Contents .......................................................................................... 342
Update Entries and TOC ............................................................................................. 345
Summary ..................................................................................................................... 346
Index ........................................................................................................................... 348
vii
Microsoft Word 2000 Word Basics
Lesson 1
Word Basics
Objectives:
By the end of this Lesson you should be able to:
 Start Microsoft Word
 Be familiar with the Screen Layout
 Understand the Menus and Toolbars

 Use the Office Assistant for Help
 Exit Microsoft Word
1
Starting Word 2000

One way of starting Microsoft Word is through the Start button:
 From the Windows Desktop, click the Start button, . You will see
something like this:
 Place the mouse pointer over .
 On the submenu that appears click .
 You will see the Word screen after a few moments.
Note: Depending on the installation of Word and the Operating System on

the computer, the above procedure may vary slightly.
Activities:
 Start Microsoft Word following the steps above.
 In the second step, click instead of and

then click . Do you see that this method also starts Microsoft
Word?
 Find other ways of opening Word.
2
The Word 2000 Screen

The following picture shows the main parts of the word screen:
Title bar
Menu Bar
Standard
Toolbar
Formatting
Toolbar
Horizontal
Ruler
Insertion
Point Vertical
Scroll Bar
Vertical Ruler
Office
Assistant
Document
Window
Browser
Views
Horizontal
Status Bar
Scroll Bar
The different components are described below:
Window Component Description
Title Bar Shows current document and application in use
Menu Bar Contains menu headings for accessing basic

commands
Standard Toolbar Contains buttons used for quick access to basic

features of Word
Formatting Toolbar Contains tools for changing the look of text
3
Window Component Description
Vertical/Horizontal Indicates Margin, Tab and Indentation settings

Ruler
Scroll Bars Allow quick movement around document
Browser Allows quick selection of document parts
Insertion Point Position to insert text or graphics
Status Bar Shows status of the current document
Office Assistant On line Help facility
Activities:
 Click the application icon on the title bar. You will see commands for
controlling the application window. The Minimize, Restore/Maximize and
Close buttons are also located on the far right of the title bar.
Application Icon Minimize Close

Maximize
 Click the menu on the menu bar to see the basic commands available
under it. Repeat the same for each menu heading.
 On the Standard toolbar, put the mouse pointer over the icon without
clicking. The name of the icon appears in a moment.
 Similarly, investigate the different icons on the Formatting toolbar.
 See the status of the current document on the status bar.
4
Menus and Toolbars

The Menu bar is displayed just below the Title bar at the top of the Word screen. Then
the Standard and Formatting Toolbars follow.
Opening a menu
 Position the mouse pointer directly over the menu you want to open and click
once. A drop down menu with a list of commands appears.
 Notice that some commands
o have pictures (icons) to the left (e.g., see the New… command)
o have keyboard shortcuts (e.g., Ctrl+N)
o are followed by three dots (ellipses)
o are followed by a right arrow (e.g., see the figure below)
o appear dim, pale, gray (ghosted). These commands are not available for
selection at the moment.
 An arrow after command names indicates that another menu is available.
5
 Three dots after the command indicate that dialog boxes are available for further
selections.
 A picture to the left of a command is the button on the Toolbar, which will carry
out that command.
Same commands
 This dimmed command cannot be selected at the moment.
 Click this arrow to see more commands
 To select a command from the drop down menu, simply click on it.
Using Toolbars
Toolbars allow quick access to commands. When moving the mouse pointer over the
buttons on the Toolbar, Word displays the button name as a ScreenTip (also called a
ToolTip). When the button is selected it carries out a task.
6
Examples of ScreenTips
Screen Tips
Activities:
 Move the pointer to the menu bar and click .
 From the drop down menu, select . A fly out menu will
be displayed.
 Select Formatting and click on .
 What happened? The formatting toolbar disappeared.
 To show the formatting toolbar follow the same steps, i.e., click then
select and finally click .
 Click the leftmost button on the Standard Toolbar. A new word

document will be opened.
 For the new word document, which commands are available on the
standard toolbar, i.e., which commands are greyed? See, for example the
Copy command .
 To close the new document, select the command from the

menu.
 Alternatively, you can close the new document by clicking on on the

title bar.
7
Keyboard Shortcuts
Shortcut keys are one or more keys you press on the keyboard to accomplish a task. They
provide quick methods to do frequently performed tasks such as opening and saving.
Opening a menu using the keyboard:

 Press and release the Alt key on the keyboard. The File menu is now activated.
Notice that the letter F in is underlined.
 To display the File menu, press the underlined letter F.
 In the dropdown menu, choose a command by pressing the underlined letter in the
command name. To exit word, for example, press the letter x on the keyboard.
 To close an open menu like the one shown above, press Esc on the keyboard.
 Since the menu bar is still active, press Esc again to return to the document.
 To execute a command without opening a menu, just press its shortcut key on the
keyboard. For example, to Print a document press Ctrl + P.
Activities:
 On the keyboard press and hold the Ctrl key with your left index finger
and at the same time press the letter N with your right index finger. That
key combination is a keyboard shortcut for opening a new document!
 Close the new document you just opened following the steps above, i.e.,
press the Alt key, then press the letter F and finally press the letter C on
the keyboard.
8
Getting On-Line Help

Help helps you learn about Microsoft Word and find answers to questions you may have
as you progress. On-line tutorials that interact with the user are also available.
To get help:
 Press F1 on the keyboard OR
 Click from the menu bar and select OR
 Click the Office Assistant button on the standard toolbar OR
 Click the Office Assistant itself if it is on the screen.
 If the topic you look for is in the list of options, click it. If not …
 Type your question in the box below the list of options and click .
 Select the topic of interest from the list displayed. Click to display
more options.
 The Microsoft Word Help dialog box appears.
 Search specific topics by selecting the tab or the tab or

the tab.
9
 To close Help and return to the document, click the Close button .
 For quick help select from the menu. Position the pointer
over an item and click it. A description of the item appears.
Activities:
 Show or hide the Office assistant. [Hint: Click the Help menu]
 Choose a different Office Assistant. [Hint: Right-click on the Assistant]
 Open the Help dialog box shown above. On the Contents tab, click on the
plus sign of the book to expand it.
 In the same way expand the book
 Finally, click on and choose an option from the right

pane, say, and then read the steps.
Tip: Press Shift + F1 to use the 'What is this?' Pointer
10
Exit Word
Exiting Word is as simple as starting it:
 Click the File menu once to display the drop down menu.
 To completely close the application Word click Exit at the bottom.
 Alternatively, click once on the upper Close button on the Title bar .
Note: If unsaved documents are still open, Word will ask if they require
saving.
Tip: To exit word press Alt + F4 on the keyboard
11
Summary
 To start Word, click the Word Icon .
 To open a menu click once on the menu name.
 To execute a command in a dropdown menu select the command and

click once.
 To use Toolbars position the mouse over the correct button and click
once.
 To get Help click the Office Assistant button .
 To Exit Word click Exit from the File menu.
12
Practice Exercises
Exercise 1. What are the buttons on the standard toolbar you could use when creating
your first document?
Exercise 2. What is the difference between Save and Save As under the File menu?
Exercise 3. Move your mouse pointer to the File menu and click to see its dropdown
options. Close the dropdown menu by clicking away from it. Click on some
other menu items, like Edit or Format. Notice that some of the items in the
dropdown menu are faded, to let you know that the option cannot be used
right now.
Exercise 4. Click on Help, then Microsoft Word Help or click on the Office Assistant.
In the 'What would you like to do?' box enter "Creating Documents" and
click Search. Read through the documentation on this topic. Select various
items that interest you and read about them. In The same way search for the
topics: "Opening Documents", "Saving Documents" and "Closing
Documents".
Exercise 5. Check which items are true, if any.
__ The toolbars give you a way to perform a procedure.

__ The toolbars give you the only way to perform a procedure.
__ Menu items duplicate the toolbars.
Exercise 6. How can you find out what a button on a toolbar does?
Exercise 7. What is the menu-equivalent of the shortcut Ctrl + S?
13
Microsoft Word 2000 Document Basics
Lesson 2
Document Basics
Objectives
 Create a New Document
 Enter Text into a Document
 Move the Cursor Around in a Document
 Save and Close a Document
 Open an Existing Document
 Preview a Document
 Understand the different ways to View Documents

 Print a Document
14
Creating a New Document

When you start Microsoft Word, a new blank document is opened. It is also possible to
create a new document any time after word has been started.
To create a new document within Word:
 Select from the File menu.
 The New dialog box will appear on the screen.
Templates
 The Blank Document template in the General tab is used by default. It is suitable
for most word processing tasks.
 The other Tab options in this dialog box which provide useful templates are:
letters & faxes, Memos, Publications, Reports, etc.
 Click to open a Blank Document.
Tip: A new document can be opened by clicking on the New button on the
Standard Toolbar.
15
Entering Text
You enter text into a word document through the keyboard. At the end of each line the
computer automatically detects the end of the line and starts a new one. This is called
Word Wrap.
 Open a new document following the steps in the previous section.
 Start typing text in the document.
 You may need to press the following keys while entering text:
Use the key To

end a paragraph, to add a blank line or to start a new line
Enter
at any time.
Spacebar leave a space between words.
enter a capital letter or one of the special characters above
Shift
the numbers.
Ctrl Home move the cursor to the beginning of a document.
Ctrl End move the cursor to the end of a document.
activate the Caps Lock feature, i.e. to enter text in capital
Caps Lock
letters.
Tab advance the insertion point to the next tab stop.
cancel the current command and return to the work
Esc
screen.
 move the cursor up a line
 move the cursor down a line
 move the cursor to the left by one character
 move the cursor to the right by one character.
Activities:
 In the New dialog box, click each tab to see the different templates.
 Which template is used to write a thesis? a resume?
 Practice using the cursor movement keys displayed in the table above.
16
Saving a Document
To save a newly created document, i.e., a document that has not been
named:
 From the File menu select . The Save As dialog box will appear.
 Select the Drive and Folder in which you want to save the document.
Click here to select the

drive/folder
17
 Enter the name of the file in the File name box.
 Select a type for the document to be saved in the Save as type box.
Click Here
 Click Save
To save/update a document that has already been named:
 From the File menu select
Note: If a document is to be saved for the first time, selecting Save displays
the same dialog box as Save As.
Tip: Click the Save button on the Standard Toolbar to save a document.
Activities:
 Create a new blank document and enter text as described in the previous
sections.
 Save this new document following the steps above.
 Observe that the name of your document appears on the title bar.
 Create another new document.
 Save this document using the Tip above.
18
Closing a Document:
When you finish working with a document you must close it properly.
To close a document:
 If the document has been saved already or no changes have been made, Word
clears the document from the active window.
 If the document has not been named yet or if it is modified, Word displays a
message box asking if you need to save the changes.
Choose to the Save the document.
Choose to clear the document from the active window.
Choose to return to the document.
 When the Office Assistant is not on the screen, Word displays a message box
prompting you to save any changes made before closing a document.
Tip: To close a document click on the Close button
19
Opening an Existing Document

To open an existing document:
 Select the Open command from the File menu . You will see
the Open dialog box.
 Click on the Look In: box. From the drop down list, select the drive and folder,
which contain the document you look for.
Click here to select

the drive/folder
20
 Click on the name of the file to be opened. It will be highlighted.
 To open the file, double click the file name or click on .
To open recently used documents:

 Near the bottom of the File menu, click once on the name of the file to be opened.
Be sure that the file is on one of the disks currently being used by the computer.
A maximum of nine documents

that have been used by Word
recently are listed at the bottom
of the File menu.
Tip: To display the Open dialog box, click on the Standard Toolbar.
Activities:
 Open a new document and close it right away.
 Open a new document, enter some text and close it.
 Have you observed the difference between the two "close" actions? What
is it?
 Open the document you just closed using one of the three methods
discussed above (That includes the Tip!)
21
Previewing a Document
Print Preview displays the document as it will look when printed.
To preview a document before printing:
 Observe that this window contains the Print Preview toolbar:
 Click to print the document.
 Click on the Magnifier on the Toolbar to turn the magnifier on and off.
22
o Drag the pointer over the page. Click once to "zoom in" and get a close-up
view of your document.
o Click again to "zoom out" and see more of the page at a reduced size.
 Click the One Page button to view a single page at a time.
o Press Page Down on the keyboard to see the next page.
o Press Page Up to see the previous page
o Or use the scroll bars.
 Click the Multiple Page button to view as many pages as required.
 Click the arrow next to the Zoom box and then select the zoom setting
you want to from the drop-down list.
 Click the view ruler button to view or hide the ruler.
 Click the Shrink to Fit button to condense the document by one page.
 Click the Full Screen button to switch to Full Screen.
o In Full Screen you do not see the Toolbars and Menus.
o Click the button again to return all menus and toolbars.
 Click to return to the Print Layout View of the document.
Tips: Click the button on the Standard Toolbar to go to Print Preview.

If you're using the Microsoft IntelliMouse pointing device, you can use it to
zoom in or out. Just hold down CTRL as you rotate the wheel forward or
backward.
23
Views
Microsoft Word provides many different ways to view a document. These are: Normal
view, Web Layout view, Print Layout view, Outline view, Web Page Preview and
Print Preview.
Normal View:
 Work in normal view for typing, editing, and formatting text. Normal view shows
text formatting but simplifies the layout of the page so that you can type and edit
quickly.
Normal
View
button
 To switch to normal view, click on the View menu or click the normal
view button shown in the figure.
Web Layout View:

 Work in Web Layout View when you are creating a Web page or a document that
is viewed on the screen.
 To switch to Web layout view, click on the View menu.
24
Print Layout View:

 Work in print layout view to see how text, graphics, and other elements will be
positioned on the printed page.
 To switch to print layout view, click on the View menu.
Outline View:
 Work in outline view to look at the structure of a document and to move, copy,
and reorganize text by dragging headings.
Outline
View
button
 To switch to outline view, click on the View menu.
Web Page Preview:

 In Web Page Preview, you can see how your document will look in a Web
browser. You can return to your document in Word at any time.
25
 To switch to Web page preview, click on the File menu.
Print Preview:
 In print preview, you can display multiple pages of a document in a reduced size.
You can make editing or formatting changes before you print the document.
 To switch to print preview, click the Print Preview button on the Standard
toolbar. See previous section.
Tip: You can switch between views by clicking the buttons , , , located
at the right bottom corner of the word window.
26
Printing
To print the document that is displayed on the screen:
 Select from the File menu to open the Print dialog box.
Changing the default settings:

 Choose the Printer type you are going to use from the Name box by clicking on
the down arrow button at the right of the box.
 To print the current page select .
 Select to print a range of pages and/or specific

pages.
o Enter the page ranges and/or the specific page numbers separated by
commas. For example, you might enter: 1,5,10, 20–30
27
 To print all pages select .
 To print more than one copy select and increase

the number in the box.
o You can change the number of copies by clicking on the up arrow or down
arrow button to the right of the box
o Or type in the desired number of copies and then press Enter.
 Click to start printing.
Activities:
 If you have a printer connected to your computer, open a document and

print a single copy of the first page.
 Open up the Print dialog box again. Change the number of copies to 3,
select pages to print, say, pages 1, 3 and 5 and click OK to send the
pages to the printer.
Tip: Click on the Standard Toolbar to print the whole document.
28
Summary
 To create a new document click
 To save a new document select and then
 To close a document click
 To open an existing document click
 To save document changes click
 To switch to Print Preview click
 To change the document view select from the view menu
 To print a document click from the File menu
 On the standard toolbar, click to print a document as a whole.
29
Practice Exercises
Exercise 8. If you create a new document and save it under the name of ANNUAL
LESSON PLAN 1994, what will the filename actually be?
Exercise 9. On a blank screen type in a short document that has at least three
paragraphs, with several sentences in each paragraph. As you type you
might see words selected with a red wavy underline. These are misspelled
words. To fix the problem right click on the underlined word; you will see a
list of possible correct spellings from which you can choose.
Exercise 10. Save the document you have created under the name of "practice
paragraphs" in your default folder. Notice what folder Word 2000 is using.
It is probably the "My Documents" folder on drive C. Use the Save As
option to save a copy with the same filename to an external disk. Close the
current document.
Exercise 11. Bring up the "Open" dialog box to open "practice paragraphs". You may
notice that Word 2000 goes back to look at the external disk, since that is
the last place you saved a file. Change it to look at your folder on the hard
drive where you are keeping your Word documents. Experiment with the
buttons at the top of the dialog box. Click once on a file in your folder and
then click on the Views button three times to see the file's contents.
Exercise 12. Type a couple of paragraphs about yourself and save the file to your hard
drive under the name of "personal description." Print this document. Now
add another sentence and select the option of Close under FILE. What
happens?
Exercise 13. Open the " personal description " file and then go back to the "Open" dialog
box and try to open the same file again. What happens? Close the files that
are open.
Exercise 14. In the "Open" dialog box click the down arrow beside the Open command,
select "Open read only," and then open the " practice paragraphs" file. Add
some words to the document and then click on FILE and Save. What
happens?
Exercise 15. Open a document. Use the different ways to view the document: Normal
View, Outline View etc. Observe the differences.
30
Microsoft Word 2000 Editing Documents I
Lesson 3
Editing Documents I
Objectives:
 Move Around in a Document

 Insert and Delete Text
 Type over Text

 Select Text
 Undo and Redo
 Drag and Drop Text
 Find and Replace Text
 Change Text Case

 Insert Symbols and Special Characters
31
Navigating a Document
Moving around a document is possible either by using the mouse or by using the cursor
keys.
Using the mouse
Moving the Scroll Button up or down

displays the page numbers. Release the
Scrollbar arrows move the mouse when see the desired page
document up/down. number.
Clicking an empty area on the Scrollbar

moves the document by one screen up or
down.
Select Browse Object. Click here to go to the Previous Page.
Click here to go to the Next Page.
To move from left to right across a

page use the horizontal scrollbar.
Using the cursor keys

Some useful cursor movement keys are listed below:
Description Key Press

Beginning of a line Home
End of a line End
Beginning of a document Ctrl Home
End of a document Ctrl End
Up one window Page Up
Down one window Page Down
Beginning of the next paragraph Ctrl 
32
Description Key Press

Up one paragraph Ctrl 
Next word Ctrl 
Previous word Ctrl 
Up one page Ctrl Page Up
Down one page Ctrl Page Down
Tip: To move the cursor to a particular point on the screen, simply position the
mouse and click the left button.
Using the Browser:

 Click on the Select Browse Object button on the vertical scroll bar.
 The list of all items that can be browsed appears.
A description
appears here
 When you move the mouse over a browse type such as , a description appears
at the bottom of the display.
 Click on an item to select the type of browse you want, say, by table .
 Note that Previous and Next buttons change color to blue.
 Click on the Previous button to move to the previous occurrence of the selected
item (For example, to the previous table if there are two or more tables in your
document.)
33
 Click on the Next button to move to the next occurrence of the selected item.
 To reset the scroll bar, choose to Browse by Page .
Tip: To return to a previous editing location, press SHIFT F5 until you reach the
location you want.
Activities:
 Practice scrolling with the vertical scroll bar. Does the location of the
insertion point on the status bar change?
You know where the insertion point

is if you look here on the status bar
 Press Ctrl End. Where is the insertion point?
 Press Ctrl Home. Where is the insertion point?
 Press the other cursor movement keys and observe the status bar. [See
the table that starts on page 2.]
 Click on Select Browse Object and then browse by page. What changes
do you observe on the status bar and on the document itself?
 Observe the difference between Pressing the Home key and Pressing the
Ctrl and Home keys together.
 Observe the difference between Pressing the Page Up key and Pressing
the Ctrl and Page up keys together.
34
Inserting and Deleting Text

Deleting Text
 Deleting a character using the Backspace key
o Position the cursor to the right of the character
o Press the Backspace key.
 Deleting a character using the Delete key
o Position the cursor to the left of the character
o Press the Delete key.
Inserting Text
 Position the cursor where the text is to be inserted.
 Type in the text.
Note: The mouse pointer changes to the I-beam pointer when it is

moved over a text.
Activities:
 Open a new word document (Click on the Standard toolbar).
 Type in the following text:
If you prefer to learn new software by exploring it, start Microsoft Word and take
a look around. You can easily find most of the tools and commands that you need
on the Standard and Formatting toolbars and on the Word menus. If you need
help, type your question in the Office Assistant, and then click Search.
 On the first line, click just to the right of the comma. Press the backspace
key to delete the phrase "If you prefer to learn new software by exploring it,"
 Now, bring the cursor at the beginning of the second sentence. Press the
delete key until the second sentence is removed entirely.
35
Selecting Text
You can select text using the mouse or the keyboard. First, let us see the mouse option.
To select a word
 Move the I-beam pointer over the word and double click the left mouse button OR
 Drag the I-beam from the beginning to the end of the word.
To select a sentence
 Hold down the Ctrl key and click once anywhere within the sentence OR
 Drag the I-beam from the beginning to the end of the sentence.
To select a line
 Move the mouse to the left of the line you want to select until the pointer changes
to . Click once to select the line.
 To select multiple lines simply drag the mouse up or down while holding the left
mouse button.
To select a paragraph
 Position the mouse on the left margin next to the paragraph to be selected then
double click.
 While holding the left mouse button move the mouse up or down to select
multiple paragraphs.
To select an entire document

 Position the mouse in the selection area then treble click.
To remove the selection (highlighting)

 Click once anywhere within the active document.
36
Selecting text using the keyboard

 Press F8 to enter the extended mode (EXT on the status bar becomes bold).
Not in extended mode In extended mode
o Pressing F8 a second time will highlight the word within which the
insertion point currently lies.
o Pressing F8 again will select the sentence.
o Continue pressing F8 to select the entire document.
 To invert text selection press Shift F8.
 To leave extended mode, press Esc (EXT on the status bar becomes dimmed).
 To select text using the cursor movement keys, move the cursor to the beginning
of the text to be selected. Press the cursor movement keys until the desired
amount of text is selected.
Tip: To select an entire document press Ctrl A.
Activities:
 Open up an existing document having at least two pages.
 Using the different methods you just learnt select and deselect
a word a phrase
a sentence multiple lines
multiple paragraphs entire document
37
Inserting and Typing Over Text

When you type, word inserts text into your document without deleting existing text, i.e.,
the default is Insert mode. To replace existing text as you type, select the Overtype mode.
Look at the status bar now….
If OVR is dimmed, Insert mode is on:
If OVR is bold, Overtype mode is on:
To switch to overtype mode:

 Double-click OVR on the status bar OR
 Press the Insert key on the keyboard
To turn Overtype off and return the document to Insert mode:

 Double clicking OVR on the status bar again OR
 Press the Insert key on the keyboard
38
Undo and Redo

Undo reverses actions already performed and Redo allows reversal of the Undo.
To reverse an action just performed:

 Select Undo from the Edit menu immediately after the action has been carried
out.
The exact name of the Undo command will depend on the last action performed.
Some Examples are given below:
If you were The undo command looks like
Typing
Deleting
Applying bold style
 If the Undo action is to be reversed, select Redo from the Edit menu.
Alternatively:
 Click the Undo button on the Standard toolbar to undo the last action.
 Click the Redo button if you change your mind after using Undo.
 Clicking the arrow next to the Undo/Redo buttons displays a list of the most
recent actions you can undo/redo.
Tip: To Undo press Ctrl Z, to Redo press Ctrl Y on the keyboard.
39
Drag and Drop

Drag and Drop is a feature of word that helps quickly move text within a document.
Moving text to a new location:

 Select the text to be moved.
 Hold down the left mouse button while the pointer is over the selected text. Note
that the pointer changes its form to and the Status Bar displays the message
Move to where?
 While holding down the left mouse button drag the pointer to the position the text
is to appear.
 Release the mouse button. The text appears at the new position and disappears
from its original position.
Copying a text:
 Select the text to be copied.
 Hold down the Ctrl key while the pointer is over the selected text.
 Press the left mouse button. The pointer appears as and the Status bar reads
Copy to where?
 Drag the text to the location you want and release the mouse button.
Note: Dragging a selected text while holding down the right mouse button
displays a pop-up menu when the button is released at the insertion
point. Choose the desired option from the pop-up menu.
40
Tip: To move text select the text and point to where the text is to be positioned.
Hold down the Ctrl key and right-click the mouse.
To copy text, select it and point to where the text is to be positioned. Hold
down both the Shift and Ctrl keys and right-click the mouse.
Activities:
 Open up a word document you created in lesson 2 OR
 Create a new document and type two or more paragraphs of text.
 Select a sentence.
 Move it to the end of the paragraph.
 Now click on the Undo button on the standard toolbar. What happens?
 Select another sentence and type over it.
 Now click on the Undo button to see what happens.
41
Search and Replace

Microsoft Word has a facility to search and find a specific text in a document and replace
it if necessary.
To search for a word:
 Select from the Edit menu.
 The Find and Replace dialog box appears.
 Enter the word or text to search for in the Find what box.
 Click on to begin the search. If a match is found, it is highlighted.
 Continue clicking the button to search for other occurrences of the

same string as before.
 When you finish the search process, click on to close the Find and
Replace dialog box.
Note: The text entered in the Find what box is stored (and even saved when
the file is closed) as the default search string so that the search can be
repeated at a later time.
Advanced Search:
 Click on to modify the search.
42
 Select the options you want. For example, select Match case if you want the
search to be case sensitive.
 Click on to search according to font, paragraph, style, etc.
 Click on to find special characters such as tabs or section breaks.
 Close the Find dialog box when you are done.
To replace each occurrence of a word or phrase with an alternative:
 Select from the Edit menu OR
 Click on the tab on the Find and Replace dialog box.
43
 Enter the search string in the Find what box and the replacement word(s) in the
Replace with box.
 Click on .
 Click on to replace the text in the Find what box.
 Click on to replace all occurrences.
 Select for advanced search and replace.
 Close the dialog box when complete.
To Go To a specific location within the current document:
 Select from the Edit menu.
 The Find and Replace dialog box appears.
 From the Go to what list box make a selection.
 Enter the page number.
 Click on to move to the specified location.
 Click on to finish.
Tip: To open the Find and Replace dialog box click on the button on the
vertical scroll bar and then click on or press F5 on the keyboard.
44
Activities:
 Open a word document with several pages.
 Go to the Edit menu and select Find.
 Type the word to look for in the Find What box and click on Find Next.
 Proceed until you get the message "Word has finished searching the
document."
 Close the dialog box.
 Now put your insertion point at the start of the document.
 Bring up the Replace dialog box.
 The Find What box should have the search text you already entered.
 In the Replace With box type the substitute text.
 Click More for more options
 Choose Sounds like
 Using the Find Next and Replace buttons, work your way through the
document, replacing the phrase where it is appropriate.
 Now press the shortcut key Ctrl G on the keyboard. What happens?
 In the Enter page number box enter +3 and click Go To. That will take
you three pages forward from the current page.
 Go to line number 55. First select Line from the Go to what list box and
then enter the line number.
45
Changing Case
To change the case of a group of characters:
 Select the characters.
 Select from the Format menu.
 You will see the Change Case dialog box.
 Select the desired case type from the five options and click OK.
Tip: To change the case of a text, select it and press Shift F3.
Activities:
 Open a word document.
 Select a phrase or a sentence.
 Open up the Change Case dialog box.
 Change the case of the selected text to title case. What happens?
 Continue practicing each time choosing a different case.
 While the text is selected, press the key combination shift f3 three times.
Observe how the case is changing.
46
Symbols and Special Characters

To use symbols not available directly from the keyboard:
 Click where the character is to appear in your document.
 Go to the Insert menu and choose . The Symbol dialog box appears.
 If necessary, on the Symbols tab click the down arrow to change the Font (say, to
Tahoma) and view more symbols.
Click here to see

more fonts
Click to choose
a different font
 Click a symbol to get a better look.
 To insert a symbol in the document either double-click it OR
 Click once on the symbol and then click on .
47
To use special characters not available directly from the keyboard:
 Select the tab .
 Select the special character you want from the list.
 To insert it into your document, click or double click it.
 Some of the characters have keyboard shortcut keys that can be used to insert
them. In the picture below, you can see that pressing keys Alt, Ctrl and C
together inserts the copy right symbol ©.
 Select Close to exit the Symbol dialog box.
48
Summary
 To move the cursor, click once at the desired position.
 To delete characters, use the Backspace or the Delete key.
 To select a word, double click on the word.
 To select a sentence hold Ctrl and click on the sentence.
 To select a line at a time, move the pointer to the left of the line, press
and hold the left mouse button and drag it up or down.
 To select the entire document, press Ctrl A.
 To overtype text, double click OVR on the Status Bar.
 To Undo or Redo a command, click on or .
 To change text case press Shift F3
 To move text, select it and drag.
 To copy text, select it, press Ctrl and drag.
 To find and/or replace text, choose Find or Replace from the Edit
menu.
 To Go To a different location in a document, press F5.
 To insert symbols and special characters in a document, choose

Symbol from the Insert menu.
 To browse select on the vertical scroll bar.
49
Practice Exercises
Exercise 16. What are the two ways to select a sentence using the mouse?
Exercise 17. What are the two ways to select a paragraph using the mouse?
Exercise 18. What menu item lets you select the entire document?
Exercise 19. If you want to select with arrow keys, what function key do you press to
turn on selection?
Exercise 20. What is a quick way to select from your current location to the end of the
document?
Exercise 21. If you perform some editing action you do not like, how can you reverse the
action?
Exercise 22. You will need some text to practice selecting. Create and save a file that is
about a page and a half long. Have multiple paragraphs in the document.
Make the first line in the document a title. Save it as "Text practice." Be
sure to keep a clean copy of this for later use.
Exercise 23. In the document "Text practice" you created in Exercise 7, how do you find
white spaces and replace them with hyphens?
Exercise 24. How do you insert the trademark symbol ™ using the keyboard?
Exercise 25. If you want to insert the fractions ¼, ½ and ¾ what must you do?
50
Microsoft Word 2000 Formatting Characters
Lesson 4
Formatting Characters
Objectives:
 Apply Bold, Italic and Underline Formatting to Text
 Turn Formatting Features On and off

 Change the Font Type and Size of Text
 Use the Font Dialog Box
 Cut, Copy and Paste Text
 Add and Remove Drop Caps
51
Bold, Italic and Underline Styles

Formatting means changing the look of text. Character formatting may be applied while
entering text or by selecting text already entered.
Formatting text using keyboard shortcuts:
 Click where you want to enter text in your document.

 Press Ctrl B and start typing. The text appears bold.
 Press Ctrl I to italicize the text you type.
 Press Ctrl U to underline the text.
 To return to a normal format press Ctrl Spacebar, or repeat the key press.
Formatting text using the Formatting toolbar:

The formatting toolbar shown below is the easiest way to change many attributes of text.
 First move the insertion point where you want to enter the new text.
 Click once on one or more of the buttons on the Formatting toolbar.
 Type in the text. Observe that the text appears with the formatting feature applied.
 To turn off the selected style click once more on the depressed button.
Note: When a button is clicked with the mouse it looks depressed. For
example, Bold is selected here: . Click it again to deselect it
52
Normally, formatting is applied on text already entered.
To change the appearance of existing text:

 Select the text to be changed.
 Use the keyboard or the formatting toolbar to apply the desired format.
To turn off bold, italic and underline features:

 Select the formatted text.
 Apply the particular formatting feature for a second time or
 Press Ctrl Spacebar.
Tip: To format a single word, click within the word and apply the required format.
Activity:
 Open a new document or the document you created in Lesson 3.
 Before you start typing text, apply bold, italic or underline format.
 Now type in a few words. What do you observe?
 Press Ctrl Spacebar and enter a few more words. What happens?
 Place the pointer over a word and click it. Then click bold on the formatting
toolbar. Click bold again. What do you learn from this action?
 Select a sentence or paragraph using one of the selection methods you

learnt in Lesson 3.
 Apply bold, italic or underline formatting using the mouse and then the
keyboard.
53
Font Types and Sizes

A font is a style of print. Look at the following examples and note the difference:
The font of this text is Times New Roman
The font of this one is Arial

And this one is Courier New
I am free style script
You choose font from the Font box located on the Formatting Toolbar.
Font combobox Click here to see

all available fonts
Some fonts may not be available on your computer. The software and the particular
printer you use determine which fonts are available. Fonts may be changed either prior to
or after text entry.
To define a font before entering text:

 Move to the point where you want to apply a different font.
 Click on the arrow at the right of the font box as shown in the picture above.
 Select a font to be used from the list. This font will be used from this point
onwards in the document until another font is selected.
To change the font of a text already entered:

 Select the text whose font is to be changed.
 Change the font using the font box.
 To remove the highlight click once with the moth.
54
The size of text can be changed using the Size box, , located to the right of the font
box on the Formatting Toolbar.
To set text size before typing:

 Click where the new size is to be applied.
 From the Size box select the required size.
 Type in the text.
To change the size of previously entered text:

 Select the text by any selection method.
 Choose the required size from the size box.
Tip: To change the font or size of a single word, click within the word and choose
the required font or size from the appropriate box.
Activities:
 Select a text and press Ctrl Shift F. Look at the font box; it is highlighted!
 Type in the required font name, say, Arial black, and press Enter. What
happens?
 Select a text and press Ctrl Shift P. The size box is highlighted.
 Type in the required font size, say 36, and press Enter. What happens?
 Select a text, press and hold Ctrl Shift > and observe the changes.
 Press and hold Ctrl Shift < and observe the changes.
 Select a text, press Ctrl ] and see the changes.
 Next press Ctrl [.
 What is the difference between Ctrl Shift > and Ctrl ] ?
 What is the difference between Ctrl Shift < and Ctrl [ ?
55
The Font Dialog Box

Using the Font dialog box is useful to change many features at once. It controls many
traits, such as the color, underlining options, and effects like strikethrough, shadow,
emboss superscript and subscript in addition to font type, style and size.
To use the Font dialog box:

 Select the text to be formatted in your document.
 Choose from the Format menu.
 The Font dialog box is displayed.
 At the top of the tab you can choose
o the font type,
o the font style and
o the font size from the list boxes.
56
 Change the font color, underline style and underline color if necessary:
 Adjust character spacing using the tab:
 To animate selected text, click the tab.
57
 In the Animations box, choose the effect to be applied.
 Click OK.
Tip: To change the color of text use the Font Color button, , on the
Formatting Toolbar.
Activities:
 Open a word document and select text.
 Apply double underline, emboss and engrave effects.
 Preview the changes in the Preview box.
Look here
 Select the title of your document or, if it doesn't have, add a title (say,
Formatting Text) and select it.
 Change the character spacing from normal to expanded (by 10 points)
 Set the scale to 150%.
 Preview the changes.
58
Cut, Copy and Paste

Cut, Copy and Paste are commonly used commands to move text from one location to
another in a document. They can be accessed through the Edit menu
Or the Standard toolbar:
To move text to another location:

 Select the text you want to move.
 Select from the Edit menu or click on the Standard toolbar.
 Move the insertion point to the position where you want to paste the text.
To copy text:
 Select from the Edit menu or click on the Standard toolbar
 Move the insertion point to the position where you want to paste the text.
Note: The Cut command removes the selected text from the document and
places it in a temporary storage area called the clipboard. The Copy,
however, command does not remove text from the document but
places a copy of it in the clipboard.
59
Drop Cap
The Drop Cap command enables you create a large dropped initial capital letter at the
beginning of a paragraph.
To create a dropped capital letter:

 Click the paragraph that you want to begin with a "drop cap". The paragraph must
contain text.
 On the Format menu, click .
 Click Dropped or In Margin.
 Select any other options you want.
 Click OK.
To remove a Drop Cap:

 Click in the paragraph where you have the Drop Cap
 In the dialog box shown above select None
 Click OK
60
Summary
 To underline, bold or italicize text click on the buttons , , .
 To change the font select from .
 To change font size select from .
 To open the Font dialog box click Format/Font on the menu bar.
 To cut, copy and paste click on the buttons .
 To create/remove a dropped initial capital letter choose Format/Drop

Cap from the menu bar.
61
Practice Exercises
Exercise 26. Type the following text exactly with formatting shown and save it as
FORMATTING TEXT in your floppy.
Printed newspapers, periodicals, and books often contain a variety of character

formatting. Words may appear in boldface, italic or underlined.
Some sentences may contain characters with combination of characters

formatting.
A SINGLE WORD or group of WORDS may appear in boldface italic, or italic or

underlining.
Besides you could prepare the text using the strikethrough, SMALL CAPS, ALL CAPS or
double underline feature. To write chemical formula like H2O, CO2, use the subscript
character. However, you should use the superscript for writing the famous quadratic equation
ax2 + bx +c = 0.
Using text formatting, you could emphasis text with big, bigger biggest
, or
character sizes. You could also change the font style along with the change in size. Some
of the font types are Script, Arial, Courier New, Comic Sans Ms.
Exercise 27. Use the font buttons on the Formatting toolbar and select Times New
Roman for the font type, and 12 pt as the size. Next you need to create a
document that is one and a half page long, and that has three titles for
sections of the document. For example,
My First Experiences with Computers, Things I Like

About Word, Thoughts About Computers in the Future
Exercise 28. After you create this document save it under the name of "Computer
Experiences." Be sure to keep a clean copy of this document for later work.
For now, do the following:
 Select the titles and use the fonts buttons on the Formatting toolbar to
select Arial for the font type and make it a 20-point size.
 Select a paragraph and create a drop cap.
Exercise 29. Using the "Computer Experiences" document, make one of the headings
bold, the other heading, italic and the remaining heading underlined. Add
the title "Computer Experiences" to the top of the document, and make it
bold, italic, and underlined. Do not save these changes.
62
Microsoft Word 2000 Formatting Paragraphs
Lesson 5
Formatting Paragraphs
Objectives:
 Indent Paragraphs
 Align Text
 Create Bulleted Lists or Paragraphs

 Create Numbered Lists or Paragraphs
 Customize Bulleted or Numbered Lists
 Apply Multilevel Numbering
 Set and Change Line and Paragraph Spacing
 Set and Clear Tabs

 Align Tab Stops and Set Leaders
63
Paragraph Indentation
A paragraph has its own formatting features such as indentation, alignment, spacing, and
styles. The way you format paragraphs depends on your personal test and the type of
document you prepare. You can format different paragraphs differently within the same
document.
To increase the left indent of a whole paragraph:

 Select the paragraph to be indented or click within it.
 On the Formatting toolbar, click on the Increase Indent button , as many

times as necessary.
To decrease (remove) the left indent of a whole paragraph:

 Select the paragraph.
 Click on the Decrease Indent button, , as many times as necessary.
Alternatively:
 Click at the beginning of any line within the paragraph (except the first)
 Press the Tab key to increase the indent.
 Press the Backspace key to remove (decrease) it.
Activities:
 Open the document "Computer Experiences" from Lesson 4.
 Select a paragraph and press Ctrl M. Observe the changes to the

paragraph.
 Select a paragraph and press Ctrl Shift M. What happens?
 Click at the beginning of the first line of a paragraph, and press Tab; how
is the paragraph changing this time?
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Indenting Using the Ruler.

The picture below shows the different indent markers on the horizontal ruler. If you don't
see the horizontal ruler, click Ruler on the View menu.
First Line Indent Right Indent
Left Indent Hanging Indent
To set a left indent:

 Select the paragraph to be indented or click anywhere within the paragraph.
 On the horizontal ruler, drag the Left Indent marker to the position you want.
 Notice that the Hanging Indent and the First Line Indent markers are moved at the
same time.
To set a right indent:

 Select (or click within) the paragraph to be indented.
 On the horizontal ruler, drag the Right Indent marker to the position you want.
To set a first-line indent:

 Select (or click within) the paragraph you want to indent.
 Drag the First Line Indent marker on the horizontal ruler to the position you want.
To set a hanging indent:

 Select (or click within) the paragraph in which you want to create a hanging
indent.
 On the horizontal ruler, drag the Hanging Indent marker to the position where
the indent should start.
 Notice that the first line of the paragraph does not move.
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To remove indentation:
 Drag the appropriate mark on the horizontal ruler back to the default position.
Tip1: Press Ctrl T to create a hanging indent and press Ctrl Shift T to remove it.
Tip2: To set precise paragraph indentations use the Indents and Spacing tab
from the Format menu, Paragraph command. In the Special list under
Indentation, you can select First line or Hanging. In the By box, set the
amount of space. A preview shows the results of your adjustments.
Activities:
 Enter the following paragraph in a new document.
Human co-workers report that the robot is pleasant to work

with and "doesn't complain much". In fact, the robot doesn't
talk. Human co-workers report that the robot is pleasant to
work with and "doesn't complain much". In fact, the robot
doesn't talk.
 Set the left indent at 1 cm.
 Set the right indent at 13.5 cm.
 Set the first line indent at 1.5 cm.
 Set the hanging indent at 2 cm.
 Remove all the indentations.
 Now on the menu bar click FormatParagraph.
 On the Indents and Spacing tab set all types of indents.
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Horizontal Alignment
Horizontal alignment determines the appearance and orientation of the edges of selected
text in relation to the page margins. Word provides four choices to align text: left, right,
centred and justified. The alignment buttons are found on the Formatting toolbar.
Align Right
Align Left Justify
Center
To align text or paragraph:

 Select the text or click within the paragraph.
 Click on the appropriate alignment button on the formatting toolbar.
The effect of using the alignment buttons is summarized in the table below:
Alignment button Effect on text
Left Text will have straight left margin but ragged right margin.
Center Each line of text will be centered between the margins.
Right Text will have straight right margin but ragged left margin.
Justify Text will have straight left and right margins.
Tip: Alternatively, alignment options could be applied to a selected paragraph by

choosing Alignment from Indents and Spacing tab (Format menu,
Paragraph command)
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Start Alignment In a New Line

Start a new line of text and make sure you are in a print layout view or Web layout view.
On the new line, do one of the following:
To insert left-aligned text:
 Move the I-beam pointer to the left margin until you see the Align Left icon .
 Double-click, and then start typing your text.
To insert center-aligned text:
 Move the I-beam pointer until you see the Center icon .
To insert right-aligned text:
 Move the I-beam pointer until you see the Align Right icon .
Activities:
 Select the paragraph you wrote in the previous section.
 Press the following keyboard shortcuts one at a time and learn what they
mean:
o Ctrl L
o Ctrl R
o Ctrl E
o Ctrl J
 Open a new document. Using the Centre icon, write a centre-aligned text
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Bulleted Lists
Microsoft word provides listing features to create a bulleted or numbered list. In this
section, you will learn how to add bullets to existing text and how to start automatically
bulleted lists as you type.
To apply bullets to a list or paragraphs:

 Select the list or paragraphs to be bulleted.
 Click the Bullets button on the Formatting toolbar.
 Bullets will be automatically applied to the selected text.
 To remove bullets select the text and click the button once again.
To create bulleted list or paragraphs automatically:

 Press Enter to begin a new paragraph.
 Click the Bullets button on the Formatting toolbar.
 Type the first entry and press Enter. This creates a new bullet on the next line.
 Continue to type entries and press Enter at the end of each entry.
 To start a new line without adding another bullet, hold down the Shift key while
pressing Enter.
 When you are finished, press Enter twice to end the list.
Tip: Begin a new paragraph, type a hyphen (-) or an asterisk (*) followed by a
space or a tab, add some text, and press Enter to end the paragraph. Word
automatically converts the paragraph to a bulleted item.
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Numbered Lists
Numbered list are created in exactly the same way as bulleted lists.
To apply Numbering to a list or paragraphs:

 Select the list or paragraphs to be numbered.
 Click the Numbering button on the Formatting toolbar. Numbering will be

automatically applied to the selected text.
 To remove numbering select the text and click the button once again.
To create numbered list or paragraph:
 Click the Numbering button on the Formatting toolbar.
 Type the first entry and press Enter. This creates a new number on the next line.
 Continue to type entries and press Enter at the end of each entry.
 To start a new line without adding another number, hold down the Shift key while
pressing Enter.
 When you are finished, press Enter twice to end the list.
Tip: Begin a new paragraph, type 1., press the spacebar or the tab key once,
add some text, and press Enter to end the paragraph. Word automatically
converts the paragraph to a bulleted item.
Activities:
 Open a new document and type in a title like "These are things I do
typically on the computer:" and press Enter
 Click on the Bullets or Numbering button on the Formatting toolbar and

create a list.
 When finished, press Backspace to stop the listing.
 Name the document "Listing Practice" and save it.
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Modifying Bullet / Numbering Formats

You can change the images of bullets in a list and numbering formats.
 Select the bulleted or numbered list you want to change.
 Select from the Format menu or right click within the list
and select from the shortcut menu.
 The Bullets and Numbering dialog box pops up.
 Click the tab ( or ) for the type of list to be modified.

 Do one of the following:
o Select the list style from one of the seven choices given, OR
o Click to select an icon for the bullet OR
o Click and select the formatting options you want.
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 Click OK (once or twice as the case may be) when you finish.
Activities:
 Open the document "Listing Practice" you created in the previous section.
 Go to the bottom of the list and add this sentence "There are things I want
to learn next year:" and press Enter.
 Click on FORMAT, and then select Bullets and Numbering.
 Choose a numbered list style
 Click Customize. You will see the Customize Numbered List box similar
to the one shown above
 Choose Arial font for your numbered list
 Choose "centre" for the number position
 In the "Aligned at:" box type in the desired number or use the small arrows
at the right of the box.
 Change the text position by typing in the "Indent at:" box or by using the
small arrows at the right of this box.
 View the changes in the Preview window
 Click OK
 Click OK again.
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Nested Lists
Nested lists are lists with multiple levels.
To create lists of multiple levels:

 Type the list.
 Highlight the items that will make up the nested list.
 Increase the indentation by clicking on the Increase Indent button .
Here is an example:
Activities:
 Create the list shown in the left box above.
 Highlight the items 2, 3, 4, and 5.
 Click on the increase indent button on the formatting toolbar.
 Note that item number 6 (Lesson 2) becomes item number 2.
 Now click on item number 3 (Creating a New Document)
 Click on the increase indent button on the formatting toolbar.
 That is it! You have something like the picture on the right above.
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Alternatively, you can create multilevel numbering as follows:

 Select the text to be formatted. (You can also create a list from scratch.)
 On the Format menu, click Bullets and Numbering, and then click the Outline
Numbered tab.
 Double click the multilevel format you want.
 Use the increase indent button to create the multilevel numbering.
Note: Click on to change the preset options of the selected

numbering style.
Tip: To remove the numbering style from a text, select the text, click
FormatBullets and NumberingOutline Numbered, select None and
click OK.
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Line and Paragraph Spacing

Word offers spacing capabilities by which you can adjust the vertical space between lines
of text or paragraphs. The default line spacing is single.
To adjust line spacing:

 Select the paragraphs in which you want to change line spacing or paragraph
spacing.
 Choose the command from the Format menu.
 Click on the tab.
 Under Spacing, do one of the following:
o To change line spacing, select the options you want in the Line spacing
box.
Click here for

more options
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o To add spacing before or after each paragraph, enter the spacing you want
in the Before or After box.
 Preview the changes made in the Preview box and click Ok.
Notes: If you select Exactly all lines will be spaced evenly; if you select At
least word adjusts the line spacing to accommodate larger fonts or
graphics; If you select Multiple, the line spacing will be determined by
the percentage you specify. In all cases enter the amount of space you
want for each line in the At: box.
Activities:
 Open the document "Computer Experiences".
 Click within a paragraph.
 Press Ctrl 1. Observe that single spacing is applied.
 Press Ctrl 2. Now the spacing between the lines is doubled.
 Press Ctrl 5. What happens?
 Now choose "At least" 20 pt for the line spacing.
 Choose "Multiple" and type in 1.5 in the "At:" box and press Enter. This
will increase the line spacing by 50%. If you type 0.7 in the "At:" box the
line spacing will decrease by 30%.
 Select two or more paragraphs.
 Practice increasing or decreasing the spaces between the paragraphs.
Tip: To increase the spacing before a paragraph by a line, press Ctrl 0 (zero).
The same key press will remove line spacing from before a paragraph.
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Setting and Clearing Tabs

Tabs are a precise measurement for aligning text in a document. By default, tab stops are
set every 1.27cm.
To set tab stops using the ruler:

 Select the paragraph(s) in which you want to set a tab stop or start a new line.
 Click on at the far left of the horizontal ruler until it changes to the type of tab
you want:
Left Tab or Center Tab or
Right Tab or Decimal Tab or
Bar Tab
 Click the horizontal ruler where you want to set a tab stop.
Note: if you do not see the horizontal ruler, select Ruler from the View menu.
Activities:
 Open a new word document.
 Choose the Center Tab, , at the far left of the horizontal ruler.
 Click at 1cm, 6cm and 11cm on the horizontal ruler as shown below.
 Press Tab on the keyboard. Type in "Student Name". Press Tab again.
Type in "School". Press Tab. Type in "Training". Press Enter twice.
 Press Tab. Type in "Misrak Alemu", press Tab, Type in "Misrak Goh",
Press Tab, type in "Basket ball". Press Enter. Repeat this step for 5 - 10
students.
Tip: Unwanted Tabs could be removed by dragging the markers off the ruler.
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To set tab stops using the Tabs dialog box:

 Select the paragraph(s) in which you want to set a tab stop OR
 Start a new line where the tab setting is to start as text is entered.
 On the Format menu, click on the command .
 In the Tab stop position: box type a value (say 12cm.)
 Change the alignment (Left, Center, Right, Decimal or Bar) if necessary.
 Click on .
 Continue creating as many tabs as needed.
 When finished click OK to apply the new setting(s).
 In the document press Tab to move to the Tab stop position.
To clear tab settings:
 Bring up the Tabs dialog box shown above.
 From the list of tabs, select the one to be cleared and click on .
 If you want to clear all tab settings, click on .
 Click OK to return to the document.
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Tab Stops with Leader Characters

A leader character is a solid, dotted or dashed line that fills the space used by a tab
character.
To set tab stops with leader characters:

 Select the paragraph in which leader characters are to be inserted before a tab
stop.
 On the Format menu, click on .
 In the Tab stop position box, type the position for a new tab, OR
 Select an existing tab stop to which you want to add leader characters.
 Under Alignment, select the alignment for text typed at the tab stop.
 Under Leader, click the leader option you want.
 Click on .
Note: To change the type of an existing tab stop, remove it before

replacing it with one of the required type.
Activities:
 Create the following document exactly as it appears and save it under the
name "Practicing Tabs".
Left Tab Right Tab
Dotted
Leader
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Summary
 To align text, click on one of the buttons .
 To indent or remove indentation, click on the buttons .
 To create numbered/bulleted lists click the buttons .
 To change line spacing press Ctrl 1, Ctrl 2 or Ctrl 5.
 To increase or remove the spacing before a paragraph press Ctrl 0.
 To change tab alignment click at the far left of the ruler.
 To set Tabs click on Ruler.
 To change Tab stop drag the marker along Ruler
 To remove Tabs drag the marker off the Ruler
 To set Leaders choose Format | Tabs | Leader
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Practice Exercises
Exercise 30. Use the same "Computer Experiences" document you created in Lesson 4.
Move your insertion point to the top of the document. Pick each of the text
alignment settings, one at a time, and look at the results on the screen.
Exercise 31. Open a clean copy of the "Computer Experiences" document. Add a section
called
"Quotes from the Past."
Press the Tab key once before each quote to indent it.
"Computers in the future may weigh no more than 1.5

tons."
Popular Mechanics, forecasting the relentless

march of science, 1949
"I think there is a world market for maybe five

computers."
Thomas Watson, Chairman of IBM, 1943
"I have traveled the length and breadth of this country

and talked with the best people, and I can assure you that
data processing is a fad that won't last out the year."
The editor in charge of business books for

Prentice Hall, 1957
Exercise 32. Place your insertion point on the first line of the first quote. Set a first line
indent of 7.0 cm by dragging the top triangle on the left side to that location
on the ruler. The indentation on the first line of the quotation should now be
7.0 cm. Using the bottom triangle on the left side, change indentation on the
subsequent lines of the quotation to 5.0 cm. Do this for the remaining
quotes. This illustrates how you can use the Ruler to adjust indent settings
for the first line and subsequent lines in a paragraph. Save this version of
"Computer Experiences" for later exercises.
Exercise 33. Go to a new document window and make sure the Ruler is showing. Click
on the tab button on the left edge of the Ruler and select the center tab type.
By clicking on the Ruler, place a center tab at 6.0 cm, 10 cm and 12.5 cm.
Notice the shape of the tab marker.
Enter the following information. Press the Tab key once where you see Tab.
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Tab Class Name Tab Tab Location Tab Tab Attendance

Tab Managing Stress Tab Tab Phoenix Tab Tab 1000
Tab Chemical Free Gardens Tab Tab Tucson Tab Tab 600
Tab Safe Dieting Tab Tab Phoenix Tab Tab 1200
Place your insertion point at the front of the first line and move the tab
markers on the Ruler Bar to create better spacing. Save this document as
"practice tabbing."
Exercise 34. Create a short document of several paragraphs. Experiment with selecting
different font styles and font sizes in different places in your document.
Block a paragraph and use the buttons on the Formatting toolbar to change
the style of font to a TrueType font (with symbol TT in front of the font
name). Click on the button for font size. How many font sizes are in the
dropdown list of Font Size?
Select another paragraph and change the font to Courier with a printer
symbol in front of name. Then click on the Font Size button and notice the
number of font sizes for Courier.
Exercise 35. Yet another simple example of using (and changing tabs) is to create a
memo form. Get on a blank document. Type in this type of layout, using
one Tab where indicated:
Date: Tab February 21, 20001

To: Tab The Academic Dean
From: Tab The Computer Center
Subject: Tab Training on Microsoft Word 2000
Exercise 36. Create a numbered or bulleted list for your family tree.
Exercise 37. Create a nested list of your own.
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Microsoft Word 2000 Editing Documents II
Lesson 6
Editing Documents II
Objectives:
 View Multiple Documents
 Switch Between Documents
 Copy and Paste Multiple Items
 Insert One Document into Another
 Sort Paragraphs
 Use Linked Text Boxes

 Set a Bookmark
 Create and Insert AutoText Entry
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Viewing Multiple Documents

Several open documents can be viewed simultaneously for typing or editing purposes.
However, only one document will be active at a given time, that is, you can work on only
one document at a time. The active document is identified by a highlighted (coloured)
title bar.
To display a list of currently open documents:

 Open two or more documents. The document opened last will be the active
document and appears on top of the rest.
 Select from the menu bar.
 Notice that
o The documents are listed in the order that they were opened.
o The current (active) document has a checkmark beside the file name.
Active
Document
 Click on another document name. It becomes active!
To see all open documents on the screen at once:
 Click on from the menu bar
 Click on You'll see all open documents on screen.
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To make one of the open documents active:

 Click anywhere within the document.
 Observe that the inactive documents all have grayed title bars
To view only one document:
 Click on that document’s Maximize button .
Tip: To make an open document active and to bring it to the front, click its button
on the Windows taskbar at the bottom of the screen.
Activities:
 Open three or four word documents.
 Click on from the Window menu on the word screen.
 Now open other documents such as Excel or Access documents.
 Right click on the background of the taskbar and choose one of the
windows commands:
 Can you tell the difference between word and windows commands?
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Copy and Paste Multiple Items

Using the Office Clipboard you can collect and paste multiple items. For example, you
can copy drawing objects and text from different Microsoft Office documents (Excel,
PowerPoint, Access etc) and then paste this collection of copied items into Word.
To copy and paste between Office documents:

 Click on the View menu, point to Toolbars and then click on Clipboard.
 The Clipboard toolbar appears. It may be empty initially.
Word, Excel and Access

items copied into the
Office Clipboard
 Switch to the source document that contains the item you want to copy.
 On the Clipboard toolbar click Copy .
 Switch to other documents, say, Excel, Access, one at a time, and select the items
you want (graphic or text) and copy them to the Clipboard.
 When you finish collecting all the items you want, switch to the document where
you want to paste the items.
 Click where you want to paste the items and do either of the following:
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o If you want to paste all the items, click on the Clipboard

toolbar.
o If you want to paste specific items, click the icons for those items on the
Clipboard toolbar.
In the activities below you'll learn an alternative way of copying items into the Office
Clipboard.
Note: You can copy items while using any program that provides copy and
cut functionality, but you can paste items only into Microsoft Word,
Excel, Microsoft Access, Microsoft Outlook, or PowerPoint.
Activities:
 Open the document "Computer Experiences" you saved in Lesson 4 or

any other word document.
 Select a paragraph and click on or on the Standard toolbar.
 Select another paragraph and click Cut or Copy command again.
 Observe that copying or cutting two different items consecutively in the

same program automatically opens up the Office Clipboard toolbar. You
can see that the two items are copied into the Clipboard.
 Select a text or graphic from the document and click the Copy command
twice. What happens?
 Copy an item, paste it and copy a different item in the same program.
What happens?
87
Inserting One Document into Another

Microsoft word let's you merge two documents together.
To combine two documents:

 Open up the first document.
 Place the insertion point where the second document is to be placed.
 Select from the Insert menu to open up the Insert File dialog box:
 Select the file to be inserted and click . A copy of the file is placed
in the active document, thus merging the two documents.
To insert only part of the file:

 Follow the steps above to open the Insert File dialog box.
 Select the file that contains the desired text.
 Click on the button .
 Type the bookmark name in the Range box. (See the last section of this Lesson.)
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 Click OK.
 Click .
 Save the document to include the inserted document.
Note: As many documents as needed can be joined in this way. Paragraphs

can be created and inserted into any other document any number of
times.
Activities:
 Open the document "practice paragraphs" you created and saved in

Lesson 2 and edited in Lesson 3.
 Following the steps above insert the document "Text practice" you created
in Lesson 3 into the document you just opened.
 Now press Ctrl End to go to the end of "practice paragraphs".
 In the same way, insert the file "Practice tabbing" created in Lesson 5.
 You have now three files merged together. Save the combined file under
the name "Practice merging".
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Sorting Paragraphs
Word has the facility to sort an entire document or paragraphs or selected text. The sort
type may be alphabetical, numerical or by dates.
To reorder text or paragraphs:

 Select the text to be sorted.
 Select from the Table menu to display the Sort Text dialog box.
 In the Sort by list box:
o Click Paragraphs to reorder paragraphs based on the first word of each

paragraph.
o Click Field 1 to sort by the first field in each paragraph
 Choose the sort type:

Click here
to see the
sort types
 Choose the sort order: Ascending or Descending.
 If you are sorting a list with a heading choose to exclude the first
row of the list from being sorted.
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 If necessary, click on the button to view the Sort Options dialog box.
 Select the options you want (say, case sensitive).
 Click OK to close the Sort Options dialog box.
 Click OK to close the main dialog box.
Note: If you sort by text Microsoft Word first sorts items that begin with
punctuation marks or symbols (such as !, #, $, %, or &). Items that
begin with numbers are sorted next; and items that begin with letters
are sorted last. Keep in mind that Word treats dates and numbers as
though they were text. For example, "Item 12" is listed before "Item 2."
Activities:
 Open a word file from previous lessons or any word file in your computer.
 Select two paragraphs in the document.
 Sort them as described above. Are the paragraphs reordered?
 Change the sort order. What happens?
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Linked Text Boxes

You can create and link text boxes if you want a story that begins on a certain page to
continue on a different page. When text boxes are linked, excess text in one box will
automatically flow into the next box. All linked text boxes must be contained in a single
document.
To crate text boxes:
 On the Insert menu, click .
 In your document, click or drag where you want to insert the first text box.
 Repeat the two steps to insert additional text boxes where you want the text to
flow.
To link text boxes:

 Click the first text box.
 On the Text Box toolbar, click Create Text Box Link. If you don't see the
toolbar, click a text box in your document, point to Toolbars on the View menu,
and then click Text Box.
 You'll see an upright pitcher. Move the pitcher over an empty text box that can
receive the link. The pitcher turns into a pouring pitcher.
 Click in the empty text box to "pour" the text into it.
 To link to additional text boxes, click the last linked text box and then repeat the
steps above.
 Type or paste the text you want in the first text box. As the text box fills, the text
will overflow into the next linked text box.
Note: Instead of the rectangular or square text boxes, you can use circles,
banners, callouts, and other AutoShapes as containers for your story.
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To move among linked text boxes:

 Select a text box in the link.
 On the Text Box toolbar,
o Click to go to the Next Text Box
o Click to go to the Previous Text Box.
To break a text box link:

 Select the text box that you want the text to stop flowing from.
 On the Text Box toolbar, click Break Forward Link .
Tip: To use the shortcut menu, move the pointer over the border of the text box
until the pointer changes to and then right-click the border.
Activities:
 Create three small text boxes side by side on the same page.
 Link the first and second text boxes and then the second and the third.
 Click in the first text box and start typing. Observe that when the text
becomes too much to fit in the first text box it overflows into the second
text box. Continue typing to fill the second text box. The text will flow into
the third text box.
 Move from one linked text box to another using the text box toolbar.
 Break the link between the second and third text boxes. What happens?
 Link again the last text box. Now break the link between the first and
second text boxes and observe what would happen?
 Create linked text boxes in two or three different pages and repeat the
activities above.
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Bookmarks
You can identify a specific location or item in a document using a bookmark. If a place or
item in a document is bookmarked, it'll be easier to quickly locate it. A bookmark is
given a name for reference purposes.
To add a bookmark:
 Select the item to which you want to assign a bookmark OR
 Click where you want to insert a bookmark.
 On the Insert menu, click Bookmark.
 Under Bookmark name, type or select a name.
 Click .
To go to a specific bookmark:
 Select the name of the Bookmark you want to go to.
 Click Go To.
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Note: If you have a large list of bookmark names, it is better to first sort the
list by choosing the Name or Location option at Sort by. If you want
to display hidden bookmarks, select the Hidden bookmarks check
box.
Tip: To go to bookmarks use the menu EditGo To or the Select Browse Object
feature or press the function key F5.
To delete a bookmark:
 Select the name of the bookmark you want to delete.
 Click .
Activities:
 Open the document "Practice merging".
 Select a paragraph that you want to give a bookmark to.
 From the Insert menu select Bookmark.
 Give the selected paragraph the name you want and click Add.
 Bookmark a few more paragraphs in the same manner.
 Practice moving among the bookmarks you just added.
 Delete some of the bookmarks.
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Create and Insert AutoText Entry

You might often use the same large or complex item or you want to store text that
contains a particular style or format. You don't have to retype the item the next time you
need it. You just create an AutoText entry for your item. AutoText offers a way to store
and quickly insert text, graphics, bookmarks, and other items that you use frequently.
You can also use Microsoft Word's built-in AutoText entries such as salutations.
To create an AutoText entry:

 Select the text or graphic that you want to create AutoText entry to.
 On the Insert menu, point to AutoText and then click .
 Type in the name for you AutoText entry in the Create AutoText dialog box.
 Click on OK.
To insert an AutoText entry already created:

 Click in the document where you want to insert the AutoText entry.
 On the Insert menu, point to AutoText and then click AutoText….
 The AutoCorrect dialog box appears.
 From the AutoText tab, enter or click the name of the AutoText entry you want.
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 In the Preview box, see whether you have selected the desired AutoText entry.
 Click on .
Tip: To insert an AutoText entry without opening the dialog box shown above,
type the AutoText entry name and then press the function key F3 on the
keyboard
Activities:
 In a new document, type in your address or the address of an

organization.
 Select the address you just typed using the mouse.
 Move to the menu bar and select InsertAutoText New….
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 In the dialog box that appears, enter a name for the address and click OK.
 Open another document and click where you want to insert the address.
 Move to the menu bar and select InsertAutoText AutoText….
 Select the name of the address and insert it in your document.
 Press Enter twice.
 Now type in the name of the address
 Press F3 on the keyboard.
 Press Enter twice.
 Move to the menu bar and select InsertAutoText
 Point to Salutation on the list of AutoText entries.
A list of
AutoText
entries
 Click on Dear Sir or Madam:
 Press Enter twice and type the body of the letter.
 Move to the menu bar and select InsertAutoText
 Point to Closing on the list of AutoText entries.
 Select Best Regards,
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Summary
 To view all open documents use the menu.
 To insert documents click on the Insert menu.
 To sort paragraphs choose from the Table menu.
 To link text boxes click on the Text Box toolbar.
 To add a Bookmark select from the Insert menu.
 To create AutoText entries first select the desired item and then click
InsertAutoText New….
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Practice Exercises
Exercise 38. How many items can the Office Clipboard hold? To find the answer, open
the Clipboard toolbar and copy a selected item. The title bar of the
Clipboard toolbar indicates the number of items copied and the maximum
number of items it can hold.
Exercise 39. What's the difference between the Office Clipboard and the Windows
Clipboard? (Learn the difference through the Office Assistant.)
Exercise 40. In a new word document, type in the following list exactly as it appears.
Student Name
Samson Debele
Etalemahu Abebe
Zuriash Amare
Abebe Teka
Abebe Sisay
Mekdes Akalu
Select TableSort. Accept the default settings (Sort by: Paragraphs and
Type: Text) and click OK. Can you see that the heading "Student Name"
is also sorted?
Exercise 41. In Exercise 3, sort the list by excluding the heading. Also make the sort
case sensitive and carefully observe the result.
Exercise 42. Create several linked text boxes. Fill them with text. If you delete one of the
text boxes, what would happen to the text in it?
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Microsoft Word 2000 Changing the Look of a Document
Lesson 7
Changing the Look of a

Document
Objectives:
 Insert Headers and Footers

 Insert Page Numbers
 Insert Line Numbers
 Insert and Edit Footnotes

 Insert and Edit Endnotes
 Create Borders and Shading
 Insert Newspaper Columns
 Create Newspaper Headings

 Break Columns
 Balance Columns
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Headers and Footers

A header is text that is added to the top margin of every page such as a document title or
page number. The footer is text added to the bottom margin.
 To add a header/footer, select from the View menu.
 A Header box appears at the top of the page.
 Together with the Header box there appears the Header and Footer toolbar.
Click here for Switch between

more buttons Insert Date/Time Header and Footer
Insert Page Numbers Page setup
 Type the heading in the Header box. You may apply formatting options such as
font face, size, bold, italics, etc.
 If necessary, click the Insert AutoText button to view a list of quick options
available.
 Use the other options on the toolbar to add page numbers, the current date and
time. For example, to add the current date click on .
 To edit the footer, click the button on the toolbar.
 When finished, select to return to the document.
Note: Headers and Footers are not visible in Normal document view. To
see them, use Print Layout View.
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Activities:
 Open the file "Practice merging" you created in Lesson 6.
 Click Header and Footer from the View menu.
 In the Header, enter a title for the document, increase the font size and
align it at the centre. Your header should look like the one below:
 Switch to the Footer. Using the Header and Footer toolbar insert page
number and then align it to the right. You should have something like this:
 To leave the header and footer view click Header and Footer from the
View menu once again or simply click the Close button on the toolbar.
 Now the header and footer appear dim. Just double click the dimmed
header or footer to display them.
 Delete the header. Select from the toolbar.
 From the list of options choose the desired one, say,
 Change the footer in the same way.
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Page Numbering
As discussed in the previous section, page numbers can be added as part of a header or
footer. This section discusses an alternative approach.
To inserting page numbers:
 Select from the Insert menu.
 The Page Numbers dialog box appears
 Select the Position and Alignment for the page number.
 If you do not want the page number to show on the first page (if it is a title page,
for example), uncheck the box .
 If you want to change the number format, click .
Click here to
select the
style of
numbering.
 Select the required style from Number Format:
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 Click OK.
 Click OK again to insert the page numbering.
To Remove Page Numbers:

 Select ViewHeader and Footer or double click the page number itself.
 Select the page number. A crosshatched frame border appears around the page
number.
 Press Delete on the keyboard. This will remove the numbers from the whole
document.
Activities:
 Add page numbers following the steps above.
 Now double click the page number to display the Header and Footer.
 Click before the existing page number, type "Page" and then type a space.
This creates a page number such as "Page 1".
 If you want to add graphics along with the page number, click before the
letter P in "page 1". From the Insert menu, select Symbols and from the
Font box select Webdings. Select the symbol you want and click Insert
and then click Close.
 Select the frame around the page number and drag it to a new location on
the page.
 Change the font and size of the page number.
 Undo the actions in the two steps above.
 Close Header and Footer.
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Numbering Lines
Lines in a document can be numbered as needed. Line numbers are printed in the margin
of the document and only appear in printed and previewed documents, never on the edit
screen.
To add line numbers:
 Choose from the File menu.
 The Page Setup dialog box appears. Select the Layout tab.
Click here
 Select to display the Line Numbers dialog box.
 Check the box .
 Choose the desired options. (Start at:, Count by:, etc)
 Click OK twice to add line numbers to the document.
Note: To see the line numbers just added you must be in the Print Layout
View or select Print Preview from the standard toolbar.
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To remove line numbering:

 Select the text that has line numbers.
 Follow the first three steps above to view the Line Numbers dialog box.
 Clear the Add line numbering check box.
Activities:
 Open the file "Computer Experiences".
 Enter line numbers for each line.
 Enter line numbers in increments of 5.
 Remove the line numbering.
 Now select two or three paragraphs.
 Open up the Page Setup dialog box and select the Layout tab.
 From the Apply to: list box choose Selected text.
 Now click Line Numbers to add line numbers to the paragraphs.
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Footnotes and Endnotes

Footnotes are used to further explain or comment on some terms in a document. Endnotes
are usually used to provide references for text in a document. Footnotes appear at the end
of each page in a document while endnotes typically appear at the end of a document.
A footnote or an endnote consists of two linked parts — the note reference mark and the
corresponding note text
To insert a footnote or endnote:

 Make sure your document is in Print Layout View.
 Click where you want to insert the note reference mark.
 On the Insert menu, click .
 Choose Footnote or Endnote.
 Under Numbering, click the option you want.
 Click OK.
 Word inserts the note number with the insertion point next to it.
Note: If you chose Footnote, the note number appears at the bottom of the
current page. If you choose Endnote, it appears at the end of the
document.
 Type the note text.
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To view footnotes or endnotes:

 Put the pointer over the note reference mark.
 The note text appears in a ScreenTip.
To delete a footnote or an endnote:

 In the document, select the note reference mark of the note to be deleted.
 Press Delete on the keyboard.
Activities:
 Click just after the word "Computer".
 Follow the steps above to insert a Footnote. (InsertFootnote…OK)
 At the bottom of the page you will see the note number. Write the note text
"An electronic device".
 Now go back to the word "Computer" in you document and place the
cursor over it. You will see the following ScreenTip:
 Delete the Footnote.
 Click just after the word "Computer" again. This time insert an endnote.
 Observe that the insertion point is now at the end of the document.
 Write the note text.
 Practice inserting and deleting more footnotes and endnotes.
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Creating Borders
Borders can be created around tables, paragraphs or graphics.
To create borders:
 Select the item you want (text, table, cell or graphic.)
 The Borders and shading dialog box opens up:
 Choose a Setting: Box, Shadow, 3-D or Custom.
 Choose Style, Color and Width.
 On the Preview section, click the sides of the model or the border buttons to
modify the setting you selected.
 Click OK to create the borders.
Tip: Select the item and click on , found on the Formatting Toolbar.
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Drawing Borders Around Text

To draw a border around text:
 Select the text that is to have the border.
 Click on the Standard toolbar to open the Tables and Borders toolbar.
Line Style Border Color
Line Weight Outside Border
 Select the Line Style, Line Weight and Border Color.
 Then click on the Outside Border button.
 Use the indentation markers on the horizontal ruler to adjust the size of the ruler.
 Align the text inside the border using the alignment buttons.
Note: When creating a centred bordered heading, centre the text before
adjusting the indentation markers.
Tip: To apply a border to every separate line selected, in the Borders and
Shading dialog box choose Text from the Apply to: dropdown box.
Activities:
 Open the document "Computer Experiences"
 Select the title.
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 Open the Borders and Shading dialog box.
 Choose the setting Shadow.
 Choose the double line for border style.
 Let the border Color be blue with a Width of 1½ pt.
 From the Apply to: drop down list, select Text.
 Click OK.
 Now, select a paragraph.
 Open the Borders and Shading dialog box.
 Choose the setting Box.
 From the Apply to: drop down list, select Text.
 Click OK.
 Observe that this method applies border to each line in the paragraph.
 To remove the border, click the undo button on the Standard toolbar.
 Select the same paragraph.
 Click on the Tables and Borders button on the Standard toolbar.
 Follow the steps in the previous page to apply a border.
 Observe the difference between this method and the previous one.
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Page Borders
To create a Page Border:
 Click on the tab.
Page
border
 Select the desired Setting: Box, Shadow, 3-D or Custom.
 Select a Style, Color and Width. Or select Art to create a border with Clip Art.
 Select an option from Apply to:
 Click OK.
To remove a Page Border:

 Choose None from Setting.
 Click OK.
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Shading Paragraphs
To apply shading to a paragraph:
 Select the paragraph.
 Click the Shading tab to view the Shading options.
 Select the appropriate Fill. For more colors click .
 Click OK to view the shading.
To highlight selected text
 Select the Highlight button, , from the Formatting toolbar and choose a
color.
Tip: Open up the Borders and Shading dialog box. Click the button
to view the Tables and Borders toolbar. Click to
choose shading options.
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Columns and Headings

Columns can be used to improve the appearance of your document and to create many
different effects. Text in columns flows continuously from the bottom of one column to
the top of the next column.
To create columns:
 Switch to Print Layout View.
 Select the text to be formatted in columns
 Click on the Format menu. The Columns dialog box appears.
 Choose one of the Presets or enter the desired number of columns in the box:
 If necessary, uncheck the box and change the column widths

under Width and spacing.
 To draw a line between columns check the box .
 In Apply to: choose Selected text.
 Click OK.
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Alternative:
 In Print Layout View, select the text to be formatted in columns.
Example: Entire document, part of a document or sections.
 On the Standard toolbar, click Columns button .
 Drag to select the number of columns you want and then click.
 To adjust column widths and spacing, drag the column markers on the horizontal
ruler.
To create a heading for your columns:

 Click at the beginning of the leftmost column.
 Type the heading.
 Press ENTER, and then select the heading text.
 Click Columns , and then select a single column.
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Breaking Columns
To force the start of a new newspaper column
 Click where you want to start the new column.
 On the Insert menu, click Break.
 Click Column break.
Word moves the text that follows the insertion point to the top of the next column.
Here is an example:
Insertion point before column break
Insertion point after column break
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Balancing Columns
You can balance columns to have the same length of text in each.
 In print layout view, click at the end of the columns to be balanced.
 Click Continuous.
Word inserts a continuous section break, which balances the text equally among the
columns.
Tip: to start a new page after the balanced columns, click after the continuous
section break, and then select InsertBreak…Page Break.
Activities:
 Start a new document to create a document of three or more paragraphs.
 Before you start typing, split the page into four columns.
 Start typing the first paragraph. Note how word wraps the text.
 Continue entering text until you fill all the columns.
 When you finish, select the first paragraph and change it into a one-
column text. Similarly, change the third paragraph into a one-column text.
Your document should look like the one below:
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Summary
 To insert Headers and Footers click on the View menu.
 To insert page numbers choose from the Insert menu.
 To insert line numbers click FilePage SetupLayoutLine

Numbers
 To insert Footnotes and Endnotes choose from the Insert

menu.
 To create borders click on the Formatting toolbar.
 To create shading click on the Formatting toolbar.
 To insert columns click on the Standard toolbar.
 To start a new column click InsertBreak…Column Break.
 To balance columns InsertBreak…Continuous.
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Practice Exercises
Exercise 43. Open an existing document with two or more pages. Go to the first page.
Select View, then Header and Footer. Follow the steps below to insert the
header text:
i. Type in your name
ii. Press Enter to go to the next line
iii. Type: My Thoughts on Computers
iv. Press Enter to go the next line
v. Click the Align Right button on the Formatting toolbar
vi. Type: Page
vii. Press the space bar once after the word 'Page'.
viii. On the Header and Footer toolbar, click on the Page Numbers.
ix. Click on the Close button to stop the header creation
Look at each page and make sure the header is appearing on all pages.
Exercise 44. Practice with columns. Open one of the documents you work on in this
lesson or earlier lessons and do the following:
i. Go to the beginning of the document.
ii. Click on the Column button on the Standard toolbar. Select three
columns by dragging across the display of columns that appear.
iii. To see the columns displayed on the screen you will need to adjust
your view to page view.
iv. Change the widths of the columns
v. Change the spacing between columns
vi. Insert a line between columns
vii. Break a column to start a new one
Do not save the changes.
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Exercise 45. Write a two-page paper. The first page will be a title page and the second
page will be the content of the paper. The content of your paper will be
based on the following question.
If you could change one thing in your culture what would it be?
Appearance of your paper:
Title page:
Contains your name and the date.
Has a page border
Has no page number
Outline of second page:
Header (containing the title of your paper)
Introduction (with borders and shading)
Paragraph one (with customized formatting)
Paragraph two (changed into three balanced columns with a heading)
Conclusion (with borders)
Endnote
Footer (containing page number)
121
Microsoft Word 2000 Spelling and Grammar Checking
Lesson 8
Spelling and Grammar

Checking
Objectives:
 Turn On/Off Spelling and Grammar Checking

 Check Documents for Spelling and Grammatical Errors
 Customize the Spelling and Grammar Options
 Use the Thesaurus

 Understand AutoCorrect
 Create and Use Custom Dictionaries
 Remove or Delete Custom Dictionaries
122
Turning off Spell & Grammar Check

In a word document, spelling errors are noted with a wavy red underline and grammar
errors are indicated by a wavy green underline. By default, Microsoft Word automatically
checks both spelling and grammar errors as you type unless you turn this feature off.
To disable this feature:

 Select Options on the Tools menu. The following dialog box appears:
 Click the tab on the dialog box.
 Uncheck and .
 Click OK.
If you want to check spelling only:
 Clear the check box.
 Click OK.
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Checking Spelling and Grammar

To check spelling:
 Select from the Tools menu.
 The Spelling and Grammar checker pops up with the first mistake in the file.
The mistake
appears in red
Select the correct

word from the list
 If the word is spelled correctly:
o Click Ignore OR
o Click Ignore All if the word appears more than once in the document.
 If the word is spelled incorrectly:
o Choose the word you want from the Suggestions box
o Click the Change button OR
o Change All button to correct all occurrences of the word in the document.
 If the correct spelling is not suggested:
o Enter the correct spelling in the Not In Dictionary box.
o Click the Change button.
 Click the Add button if you want to add a correctly spelled word to the dictionary
so it will no longer appear as a misspelled word.
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To check grammar:
 Select from the Tools menu.
 A grammar mistake will be shown in the box in green text.
 Select the correction from the Suggestions box and click Change.
 If no correction is needed, click the Ignore button (or Ignore Rule button).
 Click Next Sentence to go to the next grammatically incorrect sentence.
Note: Make sure that the Check Grammar box is checked in the Spelling
and Grammar dialog box.
Tip: To check Spelling and Grammar click the button on the Standard
toolbar.
To check spelling and grammar automatically as you type:

 Turn on automatic spelling and grammar checking. (ToolsOptionsSpelling &
Grammar.)
 Just type in the document.
 To choose the error you want to correct, right-click a word with a wavy underline.
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 On the shortcut menu do one of the following:
o Select the spelling or grammatical correction you want.
o Click Spelling to use additional spelling options.
o Click Grammar to use additional grammar options.
o Click About this Sentence for a detailed explanation of the error.
Tip: Double clicking the icon at the right corner of the Status Bar also
starts the Spell Check. You can also edit a spelling or grammatical error
directly in the document.
Activities:
 Open a new word Document.
 Enter a text of one long paragraph.
 Click on the Standard toolbar.
 Check the spelling and grammar of the document.
 Observe the various buttons displayed on the dialog box. When do you
use them?
 On a new paragraph type in the following statement.
 Note that the word grammar is misspelled. Right-click this word.
Choose the
correct
spelling.
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Spelling and Grammar Options

To customize the options for Spelling and Grammar:
 On the Tools menu, select Options….
 Select the Spelling & Grammar tab.
 Check or uncheck the various options in the Options dialog box. For instance,
o If you check , spelling errors won't be

shown until the document is complete.
o If you check , grammatical errors won't

be shown until the document is complete.
Activities:
 See the different options that are checked in the dialog box above.
Uncheck, for example, .
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 Now type in the following: Track1, Street25, Apartment56. What do you

observe?
 Under Grammar select a Writing style.
To see the list,

click on this
arrow.
 For example, if you are preparing a scientific document, click Technical.
 Now, click .
 See what options are checked for the writing style selected (in this case
Technical). Check the box
 Type in the sentence: "Books are read by people."
 Do you see the green wavy underline? Right click on this sentence to see
what word suggests.
 To create your own custom writing style, click custom and then check or
uncheck the options.
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Thesaurus
The thesaurus is used to replace some words in a document with more
appropriate words having stronger and precise meanings.
To find a synonym for a word:

 Select the word to be replaced.
 On the menu bar, click Tools, then Language… and then Thesaurus.
 A list of meanings and synonyms are given in the dialog box:
 From the Meanings: box choose the meaning of the word OR
 Click the button to view similar words.
 Select one of the suggested words in Replace with synonym:
 Click .
Alternatively:
 Right-click on the word to be replaced.
 On the shortcut menu that appeasers, highlight Synonyms.
 From the list of suggested words, select the word you would like to use.
129
Activities:
 In a new document enter the statement "Place the cursor over the word."
 Right click the word "cursor" to display the shortcut menu.
 Go to Synonyms
 Select "pointer".
 Observe that the word "cursor" in the document is replaced by the word
"pointer".
 In your document type in the word " Clear".
 Right click the word and go to Synonyms
 This time click Thesaurus.
 Click . The word "obvious" appears in the Looked up: box:
 Choose "evident" from the list on the right.
 Click .
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AutoCorrect
You can let Word automatically detect and correct typos, misspelled words, grammatical
errors, and incorrect capitalization through its AutoCorrect feature. For example, if you
type teh plus a space, it will be replaced with "the ".
You can also use AutoCorrect to quickly insert text, graphics, or symbols: type (c) to
insert © or type (tm) to insert ™.
To correct errors automatically:

 Select AutoCorrect… from the Tools menu.
Select the
options
you want
 Check the options you want or remove the check to turn off an option.
 To add an AutoCorrect entry to correct a typing error
o In the Replace box, type a word or phrase that you often mistype or
misspell — for example, type recieve.
o In the With box, type the correct spelling of the word — for example, type
receive.
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o Click .
 Click OK.
Tip: To store frequently used text or graphic give the text or graphic initials in the
Replace box. When the initials are typed into any document and the
Spacebar is pressed, they will automatically change to the corresponding
text or graphic.
Activities:
 Open up the AutoCorrect dialog box. (ToolsAutoCorrect)
 Make sure the Replace text as you type box is checked.
 In the Replace box type the initials KCTE as shown below:
 In the With box type the full text: Kotebe College of Teacher Education
 Click the Add button.
 Click OK.
 In your document type the initials KCTE and then press the spacebar.
 What do you observe?
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Creating Custom Dictionaries

The spelling checker compares the words in a document with those in its main dictionary.
The main dictionary, however, does not include all sorts of words. You can add words
not in the main dictionary to a built-in custom dictionary or create your own custom
dictionaries. For example, create a dictionary for legal or medical terms.
To create a new custom dictionary:

 On the Tools menu, click Options.
 Click the Spelling & Grammar tab.
 Click . The Custom Dictionaries window will popup.
 Click . The Create Custom Dictionary dialog box appears.
 In the File name box, type a name for the custom dictionary.
 Click Save.
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To add an existing custom dictionary:

 Select ToolsOptionsSpelling & Grammar.
 Click Dictionaries.
 If the required dictionary is not in the list of Custom dictionaries, click Add.
 In the File name box, enter the name of the custom dictionary you want to add,
and then click OK.
Activities:
 Follow the steps above to create your own custom dictionary.
 Give it your name, say, AbebeDic and save it.
 Your dictionary appears in the list of custom dictionaries:
 If your dictionary is not in the list, click the button
 From the dialog box that appears, select your dictionary or type its name
in the File name box.
 Click OK.
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Using Custom Dictionaries

Before you can use a custom dictionary to check spelling, you must activate it. You can
activate up to 10 custom dictionaries at a time.
To activate and use a custom dictionary:

 Click Dictionaries to open up the Custom Dictionaries dialog box.
 Select the check box next to each dictionary you want to activate.
 Click OK.
 Clear the check box on the Spelling & Grammar

tab.
To add, delete, or edit words in a custom dictionary:

 Click Dictionaries and select the dictionary you want to edit.
 Click Edit. You will see the following message:
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 Read the message and click .
 Add, delete, or edit the words in the custom dictionary.
 If you're typing words, press Enter after each word to put it on a separate line.
 When you finish editing, click Save on the Standard toolbar.
 On the File menu, click Close.
Note When you edit a custom dictionary, Microsoft Word turns off automatic
spell checking. After you close the dictionary file, you can turn on
automatic spell checking again.
To add words to a custom dictionary during a spelling check:

 Select the dictionary you want to add words to and then click OK.
Click here
to see the
list
 Click Spelling and Grammar on the Standard toolbar.
 In the Not in Dictionary box, make sure you see the word you want to add to a
custom dictionary.
 Click Add.
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Removing Custom Dictionaries

To remove a custom dictionary:
 Click Dictionaries.
 Select the dictionary you want to remove.
 Click Remove.
Note Word removes the dictionary from the Custom dictionaries box but
does not remove the dictionary file from your computer.
To delete a custom dictionary from the computer:

 Open windows explorer.
 Open the folder in which you saved your custom dictionary. By default word
saves custom dictionaries in C:\Windows\Application Data\Microsoft\Proof.
 Select the dictionary you no longer need and delete it.
Activities:
 Activate the custom dictionary you created in the previous Activities.
 Add some words to your custom dictionary.
 Remove your custom dictionary.
 Delete your custom dictionary from the system.
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Summary
 To check spelling and grammar in a document click .
 To customize the spelling or grammar checker choose

from the Tools menu.
 To replace words with synonyms select Language and then

Thesaurus from the Tools menu.
 To Use AutoCorrect click on the Tools menu.
 To create and work with a custom dictionary click Options on the

Tools menu and then click the Spelling & Grammar tab.
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Practice Exercises
Exercise 46. What are the various ways of opening the Spelling and Grammar checker?
Exercise 47. Open an existing word document. Check the document for spelling and
grammar errors. Is the spell checker always effective? What about the
grammar suggestions?
Exercise 48. Highlight seminar in the above text and find a synonym for it in the
thesaurus.
Exercise 49. Write a one-page text full of technical terms based on a concept in your
profession. When you finish writing, create your own custom dictionary,
give it a name and save it.
Exercise 50. Activate the custom dictionary you created in exercise 4. Now check the
text you have written for spelling errors. Add the technical terms in this
dictionary.
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Microsoft Word 2000 Document Properties
Lesson 9
Document Properties
Objectives:
 Start a New Page and a New Section

 Change Document Margins and Paper Size
 Select Page Orientation
 Add and Print Comments
 Track Changes while Editing
 Accept or Reject Changes
 Create and View Versions of a Document
 Add Document Summaries and View Statistics

 Protect a Document
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Page Break
Word automatically inserts a page break at the end of every page, called automatic page
break. Sometimes, however, it is necessary to start a new page by choice. This is known
as a manual page break. Automatic and manual page break will only appear in Normal
View as:
To start a new page:

 Click where you want to start the new page.
 On the Insert menu, click Break. A dialog box appears.
 Click Page break.
 To see the page break select Normal View from the View menu
 To remove the page break place the cursor on the line and press Del.
Tip: To insert a Page Break, position the cursor where you want to start a new
page and press Ctrl Enter.
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Section Break
A section is a portion of a document in which you set certain page formatting options.
Create a new section when you want to change such properties as line numbering,
number of columns, or headers and footers. Until you insert section breaks, Microsoft
word treats a document as a single section.
To insert a section break:

 Click where you want to insert a section break.
 Under Section break types click an option:
o Choose Next page to start a new section on the next page.
o Choose Continuous to start a new section on the same page.
o Choose Even page to start a new section on the next even-numbered page.
o Choose Odd page to start a new section on the next odd-numbered page.
 If you want to see the section break, click the Show/Hide button on the
Standard toolbar.
To delete a section break
 If the section break is not visible, click on the Standard toolbar.
 Select the section break you want to delete.
 Press the Delete key on the keyboard.
Note: When you delete a section break, you also delete the section
formatting for the text above it. That text becomes part of the following
section, and it assumes the formatting of that section.
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Activities:
 Open a new word document by clicking on the button .
 Type in the statement: "This is section 1. It has 3 Pages."
 Insert a page break by pressing Ctrl Enter or by clicking

InsertBreakPage Break.
 Insert a new section by clicking InsertBreakNext Page.
 Press Ctrl Enter 4 times to add 4 more pages.
 Insert another section by clicking InsertBreakContinuous.
 Press Ctrl Enter 3 times.
 Go to the first page in section 1 and click there.
 From the View menu choose Header and Footer.
 In the header type "Table of contents". Make it bold, 14 points.
 Go to the Footer. Select InsertPage NumbersFormat. Choose the

options as shown in the diagram.
Choose roman
numerals
Choose
Start at:
 Click OK and Click OK again.
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 Go to section 2. The header looks like this:
 Observe that at the top right it says "Same as Previous" section. Since we
need to have a different header click Same as Previous button on the
Header and Footer toolbar.
 Now delete "Table of Contents" from the header and type in "PART ONE
SOFTWARE". Make the size 14 points.
 Go to the footer by clicking the button on the Header and Footer
toolbar. Click and if you see a page number, delete it.
 Select InsertPage NumbersFormat. Select the format 1, 2, 3 … and

choose Start at: for the page numbering.
 Go to section 3. The header looks like this:
 To create a different header, click on the Header and Footer toolbar.

Delete the text in the header and type in "PART TWO HARDWARE".
 Leave the footer unchanged.
 Scroll the document to see the headers and footers in the different
sections.
 To see the page and section breaks click the button on the Standard
toolbar.
 Delete the section breaks, one at a time, and observe the changes.
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Margins
Word reserves the top and bottom margins for features such as headers, footers and page
numbering. It is also possible to define a large top margin when working with headed
notepaper. The side margins may be changed to allow space for binding, to change the
length of the document and to improve its readability.
To change page margins:
 Click on the File menu. The Page Setup dialog box appears.
 Select the Margins tab.
 Enter the size of margin required in the Top, Bottom, Left and Right boxes.
 In the Apply To box, choose Whole document or This point forward.
 Click OK to apply the changes.
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To change the margins for part of a document:

 Select the text first
 Open up the Page Setup dialog box (FilePage Setup).
 Set the margins you want.
 In the Apply to box, click Selected text.
Alternative:
 Switch to Print Layout View.
 Point to a margin boundary on the horizontal ruler or vertical ruler. When the
pointer changes to a double-headed arrow, drag the margin boundary.
Tip: To specify exact margin measurements, hold down Alt as you drag the
margin boundary; the ruler displays the measurements of the margins
To adjust Mirror and Gutter margins:

 On the File menu, click Page Setup, and then click the Margins tab.
 Select the Mirror margins check box.
 In the Inside and Outside boxes, enter values for the mirror margins.
 In the Gutter box, enter a value for the gutter margin.
 Under Gutter position, click Left or Top.
Activities:
 Open a word document from previous lessons.
 Practice adjusting the page, mirror and gutter margins.
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Paper Size & Page Orientation

The size of paper used will depend upon both the printer and the particular application.
To change the paper size:

 On the File menu, click Page Setup, and then click the Paper Size tab.
 Choose a paper size from the list box. If the size you want is not on the list change
the width and/or height by clicking in the appropriate box.
Choose
paper size
from here.
 Under Orientation, choose Portrait or Landscape.
Activities:
 Write a short note in a new document.
 Double click on the grey area of the ruler. What will happen?
 Change the page size.
 Change the orientation.
 Print the document.
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Comments
To insert a comment:
 Select the text or item you want to comment on or click at the end of the text.
 On the insert menu click .
 A Comment Mark is inserted next to the text (usually with the initials of the
user).
 Type the comment text in the comment pane at the bottom of the screen.
 Click the Close button to close the Comments Pane.
To view a comment:
 On the View menu, click to display the comment pane
 Double click on the initials to display the comment pane or
 Hold the mouse pointer over the Comment Mark for a second or two. You'll see
the comment:
Tip: To see all Comment Marks within a document, click the button on the
Standard Toolbar.
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To delete a comment (Word automatically renumbers any remaining comments.)

 Select the initials next to the Comment Mark within the document.
 Press Delete.
Using the Reviewing toolbar to insert comments

 On the View menu highlight Toolbars
 From the list select Reviewing. The following toolbar will appear:
 Click the first icon on this toolbar to insert a comment.
To print a comment:
 Open the required document.
 From the Print what box, choose Comments.
 Click OK.
Tip: To always print the Comments within a document, check Print Comments
from Tools | Options | Print | Include with document | Comments.
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Track Changes
Track Changes show what, where, when and who made changes to copies of a document
distributed for electronic review and markup.
To track changes while editing:

 Select Track Changes on the Tools menu
 Click Highlight Changes to view the Highlight Changes dialog box.
 Check the box .
 If you want to see the changes on the screen, check the middle box.
 If you want to see the change marks in printed document, check the last box.
 Click OK.
 Make the changes you want by inserting, deleting, or moving text or graphics.
You can also change any formatting. Microsoft Word uses revision marks to show
the tracked changes.
Note: You can change the color and other formatting that Word uses to mark
changed text and graphics. To turn Track Changes off, uncheck
Track Changes While Editing.
Tip: On the Reviewing toolbar, click Track Changes .
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Accept or Reject Tracked Changes

You can review tracked changes in two ways:
Use the Accept or Reject Changes dialog box

 From the Tools menu highlight Track Changes.
 Click Accept or Reject Changes. The following dialog box appears:
 Select the View type.
 Click either of the Find buttons. When a change is found Accept or Reject it.
 Click the Close button when finished.
Use the Reviewing toolbar.

 First make sure revision marks are visible on the screen. (See previous page)
 On the reviewing toolbar, use the appropriate buttons to find and accept/reject
tracked changes. (See Tip on previous page)
Activities:
 Create a word document in two copies.
 Add comments to one of the documents.
 Send the other copy to a friend for a review.
 See the changes made to your document by your friend.
 Accept or reject the changes.
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Versioning
Versions indicate the developmental stages of a document. Word enables us to create a
new version and to retrieve an earlier version of a document. We can also view, print or
edit a version. All versions are stored in a single file.
To creating a version:
 Select Save As from the File menu.
 On the Save As dialog box click
 From the dropdown menu select Save Version. A comment box appears.
 Type in a comment for this version and click OK.
Alternative:
 From the File menu select Versions to view the Versions dialog box.
 Click on to open the comments box.
 Type in a comment for this version.
 Check to create a version each time the document

is closed.
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To open an earlier version of a document:

 On the File menu, click Versions. You will see a list of existing versions.
 Click the version of the document you want to open.
 Click Open. The screen will be split into two displaying the original document
and the version at the same time.
 Click Delete to delete a version. To select more than one version, hold down Ctrl
as you click each version.
 Click View Comments to see the comments on that version.
 When finished close the documents.
Activities:
 Open one of your word documents.
 Make some changes; say Formatting or Page Setup changes.
 Save the changed document as a new version of the document you

opened.
 Open the original document and its version and compare them.
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Document Summaries
Document Properties contain useful information about the document. When a document
is saved word keeps summaries and statistics with the document.
To add or edit document summary manually:

 Click Properties on the File menu to open the Properties dialog box.
 Click on the Summary tab. Type in the appropriate information.
 Click OK
Tip: To see Properties information, click on the standard toolbar. Select the
file you want and click Views and then Properties.
Click on the arrow
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Document Statistics
To view document statistics:
 From the File menu select Properties. From the Properties dialog box click the
Statistics tab.
 Observe that the statistics includes creation date, person who last saved the
document, number of pages, lines etc.
 Click Cancel or OK to return to the document.
Tip: To view the active document statistics select Word Count… from the Tools
menu.
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AutoSummarize
To create an automatic summary of key points:
 On the Tools menu, click AutoSummarize. The AutoSummarize dialog box
appears. (To cancel a summary in progress, press Esc on the keyboard.)
 Under Type of summary, click the way you want to display the summary.
 Type or select the level of detail of the summary in .
 If you don't want AutoSummarize to replace existing keywords and comments,

clear the check box .
 Click OK.
 AutoSummarize toolbar may be visible.
Highlight/Show
Only Summary
Percent of Original
156
 Click to view the text that has been summarized. Click it again to view the
document.
 Click Close to close the toolbar and remove the highlight from the document.
 Open the Properties dialog box to view the information, which has been added.
Tip: Review the summary created to make sure it covers the document's key
points. If it doesn't, click Undo and then repeat the previous procedure and
choose a higher percentage of the original document. Or modify the
summary yourself. Keep in mind that the summary text is a "rough draft"
and you'll probably need to fine-tune it.
Activities:
 Create or open a word document.
 Open up the AutoSummarize dialog box.
 Choose the summary type: "Insert an executive summary or abstract at

the top of the document."
 Let the length of summary be 15%
 Go through the summary. Does it cover the important points of the

document?
 Increase the length of summary to 30%.
 Is the summary satisfactory?
 If not, you can refine it manually by adding or deleting some points.
 Exercise with the other types of summary. For example, create a summary
of the active document in a new document.
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Using Passwords
If you share a computer, you need to protect your files using passwords. When you create
a password, write it down and keep it in a secure place. If you lose the password, you
cannot open or gain access to the password-protected document.
To create a password:
 Open the document to be protected from unauthorized use.
 On the File menu, click Save As.
 On the Tools menu in the Save As dialog box click General Options.
 Type your password in either or both of the boxes (asterisks appear in the boxes):
 Click OK to open up the Confirm Password box.
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 Enter the password again in the box
 Click OK.
 Click Save.
To remove or change a password

(In order to remove or change a password, you must know the password.)
 Open the document.
 On the File menu, click Save As.
 In the Save As dialog box, click Tools and then click General Options.
 In the Password to open or Password to modify box, select the placeholder

symbols (usually asterisks) that represent the existing password.
o To remove the password, press DELETE, and then click OK.
o To change the password, type the new password, click OK, reenter the
new password, and click OK.
 Click Save.
Preparing copies of a document to be reviewed:

 Open the document you want to prepare for review.
 If multiple versions exist, save the current version as a separate document with a
different name, and use this copy as the review copy. This will prevent reviewers
from opening and viewing previous versions of the document
159
 On the Tools menu, click Protect Document. The dialog box below appears:
o To let others change the document by inserting comments and tracked

changes, make sure Tracked Changes is selected.
o To let others insert only comments, click Comments.
o To let only authorized reviewers add comments and changes, type a

password.
o To allow Form Fields to be created and used select Forms
 Click Ok
To remove document protection:

 Select Unprotect Document from the Tools menu.
 If a password has been set, type in the correct password, and then click OK.
160
Summary
 To start a new page press Ctrl Enter
 To start a new section select Insert and then Break…
 To change margins select File then Page Setup then Margins
 To change paper size select File then Page Setup then Paper Size
 To insert comments click Insert Comment on the Reviewing toolbar
 To view comments click Comments on the View menu
 To view changes click Track Changes on the Reviewing toolbar
 To accept/reject changes click Accept or Reject Changes on the

Reviewing toolbar
 To create a version, select Versions from the File menu
 To view information about a document click Properties on the File

menu
 To protect a document with a password select Options from the Tools

menu and then click the Save tab
 To protect a document click Protect Document on the Tools menu
 To unprotect a document click Unprotect Document on the Tools

menu
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Practice Exercises
Exercise 51. Open a word document; position the insertion point midway down one
paragraph. Click on File, then Page Setup. Make the left and right margins
4 cm, the top margin 3 cm, and the bottom margin 2 cm. The Preview box
should reflect these changes. Save this file as "Page Setup Practice."
Exercise 52. Open the document "Page Setup Practice" in Exercise 1. If this file is not at
least one and a half page in length, add more text. Move the insertion point
to the beginning of the document and force a page break by selecting
Insert, Break, and then clicking OK to accept Page Break. Go to the first
page and type in a title page. Use a center alignment and a larger size font.
Exercise 53. Split the document into two sections by selecting Insert, Break, and then
Next Page for the section break type. Click OK to accept the Section
Break.
Exercise 54. Click any where in the first section. Click on Insert, Page Numbers. Use
the default position and alignment settings, but remove the check from the
"Show Number on First Page" box to suppress a page number on the title
page. Click the Format button and choose roman numerals from the
Number Format box then click on the OK button. Click OK again.
Exercise 55. Click any where in the second section. As in Exercise 4 insert page
numbers but this time use the format 1, 2, 3, …
Exercise 56. Change your view to Page Layout, and use the Zoom Control button to
select Whole Page. Scroll from page to page. You should be able to see that
the pagination on the two sections is not the same. Save this document.
Exercise 57. Using the same document, bring up the Paper Size tab by clicking on File,
Page Setup. Select the Letter paper size, and Landscape orientation, and
then click on the OK button. Change to Page Layout view and then use the
Zoom Control button to select Whole Page to see what the document
looks like.
Exercise 58. Protect this document by assigning passwords.
162
Microsoft Word 2000 Customizing Word
Lesson 10
Customizing Word
Objectives:
 Customise Menus
 Customise Built-in Toolbars
 Create a Custom Toolbar

 Add Commands to a Custom Toolbar
 Delete a Custom Toolbar
 Change Word Options
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Customizing Menus
Menus and toolbars are used to "tell" Microsoft Word about what you want to do. You
can customise the menus and toolbars to suite your preferences.
To add a command or other item to a menu:

 On the Tools menu, click Customize. The following dialog box appears.
Scroll down to
see more
Categories commands
Box
 Click the Commands tab.
 In the Categories box, click a category for the command.
 Drag the command you want from the Commands box over the menu. The menu
opens, showing a list of commands.
 Drop the command you still hold to the desired location on the menu.
To delete a command from a menu:

 On the Tools menu, click Customize.
 Leave the Customize dialog box open and drag the command you want to delete
off the menu.
164
To reset a built-in menu (like the menu):

 Leave the Customize dialog box open.
 On the menu bar, right-click the menu you want to restore.
 Click Reset on the shortcut menu.
Activities:
 Open the Customize dialog box. (ToolsCustomize)
 In the Categories box, click Edit.
 In the Commands box, click and hold Paste Table.
 Drag this command over the Edit menu. You will see the dropdown menu:
Insert the
command here
 Drop the command between Paste and Paste Special…
 Close the Customize dialog box.
 Open the Customize dialog box again.
 Click the Edit menu.
 Remove Paste Table by dragging it off the menu.
 Right-click the Edit menu and then click Reset.
165
Customizing Toolbars
By default, word displays the Standard and Formatting toolbars next to the menu bar.
You can add more toolbars or hide displayed ones.
To view more toolbars or remove displayed toolbars:
 Select Toolbars from the View menu. The Toolbar drop down list appears.
List of
toolbars
 To view a toolbar click on its name.
 To remove the toolbar click its name again.
Tip: To see the list of toolbars, right-click the menu bar or a toolbar.
To add a button to a toolbar:

 Show the toolbar you want to add a button to if it is not displayed.
 Click the Commands tab.
 Choose a category from the Categories box.
 Drag the command you want from the Commands box to the displayed toolbar.
 Add more commands to the toolbar if you want.
 Once the buttons have been added, click Close to close the dialog box.
166
Activities:
 Open up the Customize dialog box.
 From Commands tab choose the File category.
 Select the command .
Click here to see

a description
 See the Description for your choice.
 Place the button on the Standard Toolbar.
To delete a button from a toolbar:

 Show the toolbar you want to change.
 Hold down the ALT key and drag the button off the toolbar.
167
To quickly add or delete a built-in button to a built-in toolbar:
 Click More Buttons on a docked toolbar.
 Or click the arrow in the upper-left corner of a floating toolbar.
 Click Add or Remove Buttons.
 Finally, select the check box next to the button you want to add or clear the check
box to remove the button.
168
Creating a Custom Toolbar

You can create a new toolbar that contains buttons of your preference. Buttons can be
created to run Macros, AutoText, etc. You can put the buttons that are often used on the
toolbar you have created.
To create your own toolbar:

 Click the Toolbars tab.
 Click New button .
 In the Toolbar name box, type the name you want for the new toolbar.
169
 In the Make toolbar available to box, click the template or document you want
to save the toolbar in.
 Click OK to show the new toolbar. You will see the new toolbar floating next to
the dialog box
New
toolbar
 Leave the Customize dialog box open.
 Now, click the Commands tab and do one or both of the following:
o To add a button to the toolbar, click a category for the command and then
drag the command you want from the Commands box to the toolbar.
o To add a built-in menu to the toolbar, click Built-in Menus in the

Categories box and then drag the menu you want from the Commands
box to the toolbar.
 When finished, click Close.
Activities:
 Hide the Standard and Formatting toolbars if they are visible.
 Open the Customize dialog box and create a new toolbar following the
steps above.
 Give it the name My Files and click OK
 Dock the toolbar you just created under the menu bar.
(To dock the new toolbar, click and hold its title bar and drag it under the
menu bar of you document.)
 The top of your document should now look like the one shown below:
170
Menu bar
New empty
toolbar
 Click the Commands tab on the Customize dialog box and add the
following command buttons to the new toolbar:
o From the File category
o From the Edit category
o From the Format Category
 To add a separator bar, right-click a button, and then click Begin a Group.
A separator bar is added to the left of the button
 The top of your document should now look like:
Separators
 Using the commands of the new toolbar you created:
o Open a file
o Edit the file and change the formatting
o Save the changes and close the file
 Note that the new toolbar behaves exactly as the built-in toolbars behave.
 Now, delete the toolbar My Files.
 Close the document without saving it.
171
Word Options
A number of different options are available in Microsoft Word. You can change these
options to make Word more suitable to your needs. The changed options will become the
default options for all Word documents created after the change.
To change Word options:

 Select Options from the Tools menu. The Options dialog box appears:
 Choose an option by clicking on a tab, say the View tab as shown above.
 Make the necessary changes in the selected option.
 Click OK.
You can see that the Options dialog box has ten tabs. As an example, we will see the
Save and Print options.
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Save Options
You can save the document you are working on by clicking on the save button. However,
you can make Word do the saving on regular basis. This minimizes data loss due to
power or system failure.
To set save options:

 From the Tools menu select Options
 Click on the Save tab
 Check the box to create a backup copy every time you

save a document. Each new backup copy replaces the previous backup copy.
 Check the box to allow Word save documents in the

background while you are working in Word.
 Check the box to make a

document recovery file at the interval you enter in the minutes box. When you
open word after a power or system failure, you will see the AutoRecover file
containing information you did not save before the failure.
 Click OK when you are done.
Note: AutoRecover does not substitute the Save command and you must
save your document when you finish working on it.
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Print Options
To set print options:
 From the Tools menu select Options.
 Click on the Print tab.
 If you want to print a document with minimal formatting and not print graphics
check the box . This option depends on the type of printer used.
 . Check this box to print documents in the background while

you are working in Word.
 Checking the box prints pages in reverse order, beginning with

the last page.
 Options under Include with Document print the selected items with the
document. For example, if you want to see hidden text in a printed document,
check the box .
 You can also specify the default tray your printer uses by selecting from the
Default tray box.
174
The 10 tabs in the Options dialog box are described in the table below:
Sets the options to change the appearance of the

word screen by showing or hiding some parts.
Changes settings such as measurement units and e-

mail options.
Changes editing options such as drag and drop, cut

and paste, click and type.
Provides printing options like reverse print order,

updating fields, etc.
Sets up save options such as AutoRecover, Password

Background saves etc.
Specifies dictionaries and language for spell

checking and grammar checking.
Changes how revision marks are viewed.
Shows user information: Name, Initials and Mailing

Address.
Allows the user to change Word to act like previous

versions of word.
Shows default saving directories for documents,

Templates, etc. These can be modified.
175
Summary
 To customise menus and toolbars choose ToolsCustomize.
 To create custom toolbars choose New from ToolsCustomize.
 To set up Word options choose Options from the Tools menu.
176
Practice Exercises
Exercise 59. What are the steps you would follow to make the Web toolbar visible and
then add the command to this toolbar?
Exercise 60. Create the following Toolbar, give it a name, drag it to the right side of the
word screen, use the spelling and grammar command on this toolbar to spell
check a word document. When the toolbar is no longer needed, delete it.
Exercise 61. What do you do to store your personal information for future use by your
computer? Store your Name, Initials and Mailing Address.
Exercise 62. Suppose you document is written in VG2000 Amharic Font and you want to
print the document using a computer on which VG2000 is not installed.
How do you save your document? (Hint: see the Save Option).
Exercise 63. Open a word document in which there are drawings or charts. Insert
comments and format some of the paragraphs by changing the font type,
color, etc. Now, print the document. Do you have all the formatting and the
drawings in the print out? If they are missing, what option is set in the
Options dialog box? If the comments are not printed, what can you do to
print them?
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Microsoft Word 2000 Tables
Lesson 11
Tables
Objectives:
 Create a Table in Several Ways

 Add Information to a Table
 Move Around within a Table Using the Keyboard

 Select Cells, Rows and Columns
 Create Header Rows
 Set Margins
 Insert/Delete Rows and Columns
 Adjust Column and Row Sizes

 Merge and Split Cells
 AutoFormat tables
 Add Boarders and Shading to a Table
 Sort Items in a Table
178
Creating a Table
A table is composed of columns and rows. Where a column and a row meet, a cell is
formed. The graphic below is an example of a table with 3 columns and 4 rows. The
highlighted cell is the intersection of the 2nd column and the 3rd row. You can insert a
text or a graphic in a cell.
Word provides several ways of building a table: using the Table menu, the toolbar,
existing text, or the drawing button.
To create a table using the menu:

 Click in your document where you want the table to appear.
 Click the Table menu and point to Insert:
 Select Table.... The Insert Table dialog box appears.
 Type or select the number of columns and rows you want for the table
 To create the table, click . An empty table appears on the screen.
179
To create a table using the toolbar:

 Click in your document where you want the table to appear.
 From the Standard toolbar, click and hold the Insert Table button .
 Drag the pointer to select the appropriate dimensions.
 Release the mouse button. An empty table appears on the screen.
To create a table from existing text:

 Select the text that you want to convert to a table
 From the Table menu, select Convert and then Text to Table...
 The Convert Text to Table dialog box appears.
 In the Number of columns box enter number of columns you want.
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 Choose Fixed column width or AutoFit options for the column width.
 Under Separate text at, choose how to separate the text into cells (e.g., by tabs).
 Click OK. The text is converted to a table.
To create a table using the drawing button:
 From the Table menu, select OR
 Click the button on the standard toolbar.
 The Tables and Borders toolbar appears and the cursor turns into a pencil.
 Click and drag the pencil until the outline of the table is the size you want.
 Release the mouse. The outside frame of a table appears.
 Click and drag the pencil within the table to make columns and rows.
 To correct a mistake, click the eraser and drag it over the mistake.
Tip: You can display the Tables and Borders toolbar from Toolbars submenu
of the View menu. To turn on the Draw Table command, click the button
. To turn it off, click it again.
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Activities:
 Open a new document.
 Type in the caption "Table 1". Press Enter and using the menu method
create a table with 3 columns and 2 rows. You must have something like
this:
 Double click below Table 1, type "Table 2" and then press Enter. Using
the toolbar method create a table with 3 columns and 2 rows.
 Double click below Table 2, type "Table 3" and press Enter. Using the
drawing button, , create a table with 3 columns and 2 rows.
 Now you are going to create a table from text. Double click below Table 3,
type "Table 4" and press Enter. Now type in the following text using the
hyphen as a separator:
Supervisor - School Assigned - Student Teacher
 Select the text, click the Table menu, point to Convert and then click Text
to Table. Click OK on the dialog box that appears. You'll see this table:
 This table has only one raw. To add a second raw, click within the cell
containing the text "Student Teacher" and press the Tab key.
 Save this document under the name "Teaching Practice" for later use.
182
Adding Information to a Table

You can enter information into the cells in your table by typing, just like you add text to
your documents. To move from one cell to another cell in a table, you will need to use
one of the following methods:
 Press the Tab key
 Press an arrow key
 Use the mouse to click in the appropriate cell
Activities:
 Open the document "Teaching Practice" you created in the previous

section.
 Click in the first cell of Table 1. Type in the word "Supervisor".
 To go to the next cell to the right press Tab on the keyboard. Type in the
text "School Assigned".
 Press the Tab key again and enter the text "Student Teacher".
 Press Tab to go to the second row. Enter appropriate data in the second
row. When you reach the end of the second row press Tab to go to the
third row and continue entering data until you finish. Your table should be
similar to the one below:
 Insert the same or different data in the remaining tables.
 Save the document (FileSave).
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Moving and Selecting within a Table

Keyboard shortcuts for moving around and selecting within a table are listed below.
TO MOVE TO . . . PRESS . . .
Next cell Tab or right arrow until you are in the cell
Previous cell Shift Tab or the left arrow until you are in the cell
Next row Down arrow
Previous row Up arrow
End of cell End or [1] (on the keypad with the Num Lock off)
Tab stop within a cell Ctrl Tab (after setting the tab stop)
First cell in a row Alt Home or Alt [7] (on the keypad with the Num Lock off)
Last cell in a row Alt End or Alt [1] (on the keypad with the Num Lock off)
First cell in a column Alt Page Up or Alt [9] (on the keypad with the Num Lock off)
Last cell in a column Alt Page Down or Alt [3] (on the keypad with Num Lock off)
TO SELECT . . . PRESS . . .
Next cell Tab
Previous cell Shift Tab
Entire row Drag I-beam across the rows or place the pointer to the left of
the row and click
Entire column Alt click or place the pointer at the top of the column and click
when down arrow appears
Entire table Alt+[5] (on the keypad with the num lock off)
Multiple cells, Drag across the cells

rows or columns
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Selecting Cells Using the Mouse

You can use the mouse to select a single cell, an entire row, an entire column or any
group of cells.
To select a single cell or a group of cells:

 Bring the mouse pointer near the left edge of the cell.
 When you see a black selection arrow do one of the following
 Click and release the left mouse button to select a single cell.
Select Cell
 Click and drag the left mouse button to select as many cells as needed.
To select a row:
 Bring the mouse pointer near the left edge of the row.
 When you see a white selection arrow click the left mouse button.
Select Row
 To select multiple rows click and drag the pointer up or down.
To select a column:
 Bring the mouse pointer near the top edge of the column.
 When you see a black selection down arrow click the left mouse button.
Select Column
 To select multiple columns click and drag the pointer to the left or right.
185
Creating Header Rows

If your table spans more than one page, you may want to repeat the header rows (column
identification) on each page of the table. This makes columns easier to identify. To create
the header rows on the first page of your table simply type and format the appropriate
column descriptions in each cell of the rows. Then you repeat the header rows on
subsequent pages.
To repeat heading row(s) on subsequent pages:

 Select the header row(s) that you want to repeat
 From the Table menu, select .
Tip: Rows repeating on subsequent pages will not be seen in the Normal View.
You need to switch to the Print Layout View to see them.
Activities:
 Open the document "Teaching Practice"
 Select the row containing the headings in Table 4. Increase the text size
to 14 points and choose the bold font style.
Headings
 Now, click in the last cell of Table 4.
 Press and hold down the Tab key until the table extends into the next
page. Observe that the headings do not appear in the subsequent page.
 Select the header row again.
 Click Heading Rows Repeat from the Table menu. What happened?
 Close the document without saving the changes.
186
Setting Margins
Here, margins mean two things: the table placement relative to the page margins or the
position of the text within each cell of a table. Margins for text within a cell are set with
the same process as regular paragraphs (using the ruler line or the Paragraph dialog box).
A table created for the first time is aligned with the left margin of the page. You can
change the position of your table using either the Table menu or the Formatting toolbar.
To change table position (menu option):

 Click within the table you want to change the position of.
 From the Table menu, select . The dialog box appears.
Alignment
section
Text wrapping
section
 Select the Table tab.
 In the Alignment section, select the desired alignment (Left, Center or Right).
 To indent table from the left margin, enter a number in the Indent from left box.
 If necessary, in the Text wrapping section, select a text wrap option
 Click OK.
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To change table position (toolbar option):

 Click within the table you want to change the position of.
 From the Table menu, click Select and then Table
 On the Formatting toolbar, click the alignment buttons , or .
Tip: If you have chosen a left alignment, you can use the Increase Indent
and/or Decrease Indent buttons to further position the table.
To align text within a cell:

 Select the cell or cells which contain the text you want to align.
 Choose Format then Paragraph from the menu.
 On the Indents and Spacing tab, make the necessary changes in the Alignment
and Indentation boxes.
Alternatively
 Select the cell or cells which contain the text you want to align.
 Place the mouse pointer over the selected cell(s) and click the right mouse button.
Click on one of
the buttons to
choose the
type of
alignment
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 On the short-cut menu that appears, go to Cell Alignment.
 Place the mouse pointer over the alignment buttons that appear for about 2
seconds. You will see a short description such as .
 Finally, click the button of you choice for the alignment.
Activities:
 Using the Table Resize Handle resize Table 1, Table 2 and Table 3.
To resize the table follow the these steps:
 To see the resize handle place the mouse pointer over the table.
 When the handle appears, put the mouse pointer over. The pointer
changes to .
 Drag to resize the table.
Table
Move Table
Handle Resize
Handle
 Position Table 1 to the left, Table 2 at the centre, Table 3 to the right.
 Practice changing the positions using the indent buttons
 Also practice moving the tables using the Table Move Handle
 Align Top Left the text in the heading rows of Table 1
 Align Center the text in the heading rows of Table 2
 Align Bottom Right the text in the heading rows of Table 3
 To see text positions clearly increase the heights of the heading rows
 Do not save the changes made to the document.
189
Adding and Deleting Rows

It is common to add or delete rows and columns to your table until you know exactly
what information you need.
To add a row at the end of a table:

 Place your insertion point in the last cell (last row, last column)
 Press Tab
To add a row within the table:

 Place your insertion point in a cell above or below where you want to add a row
 From the Table menu, select Insert.
 Click Rows Above or Rows Below
To delete rows:
 Place your insertion point in the row to be deleted.
 From the Table menu, select Delete.
 Select Rows. The row and all of its contents are deleted.
190
Adding and Deleting Columns

To add a column at the end of the table:
 Place your insertion point in the last column
 From the Table menu, select Insert and then Columns to the Right
To add a column within the table:

 Place your insertion point to either side of where you want to insert a column
 From the Table menu, select Insert.
 Select Columns to the Left or Columns to the Right
To delete columns:
 Place your insertion point in the column to be deleted
 From the Table menu, select Delete
 Select Columns. The column and all of its contents are deleted.
Note: You can follow the same steps to add or delete cells in your table. See
the activities below.
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Activities:
 Add a column to the right of the last column in each table
 Insert the heading "Lesson Plan" for the new column
 Insert a column between School Assigned and Student Teacher
Newly added columns
 Delete the empty column you just added.
 Insert rows between existing rows
 Delete the rows you just added.
 Crate a 4  4 table and type in the numbers as shown in figure (a):
(a) To add 4 cells select 4 cells. (b) Adding cells shifts existing cells.
 Select the cells labelled 6,7,10 and 11 to insert 4 cells at that position
 Select TableInsertCells. The Insert Cells dialog box appears:
 Select an option, say, Shift Cells Right.
 Delete the cells you just added.
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Adjusting Column and Row Size

When a table is created, all columns have equal column widths. To adjust column widths
you may use the ruler or the Table Properties dialog box from the Table menu.
To adjust column width (Ruler Option):

 If necessary display the ruler (From the View menu, select Ruler)
 Click and hold the table border that is between the columns you want to adjust. A
vertical dotted line appears and the pointer changes to in the table or to on
the horizontal ruler.
Drag one of these to

change column width
 Drag the table border to the desired location (to the left or to the right).
 Release the mouse button
To adjust row height (Ruler Option):

 Click and hold the table border that is between the appropriate rows. A horizontal
dotted line appears and the pointer changes to or to on the vertical ruler.
 Drag the table border to the desired location (up or down)
 Release the mouse button
Note: Make sure you are in Print Layout view to adjust the row height from
the ruler line. To access this view, from the View menu select Print
Layout
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To adjust column width (Menu Option):

 Click within the column you want to adjust
 From the Table menu, select Table Properties....
 Select the Column tab from the dialog box shown
 Check the Preferred width box and type the desired column width
 Click OK
To adjust row height (Menu Option):

 Click within the row that you want to change
 From the Table menu, select Table Properties...
 Select the Row tab from the dialog box that appears.
 Check the Specify height box and type the desired row height
 Click OK
Activities:
 Adjust row and column sizes using the ruler and menu options
 AutoFit column sizes to contents (TableAutoFitAutoFit to Contents)
 Do not save the changes
194
Merging Cells
Depending on the setup of your information, you may want to combine two cells. The
most common use of combining cells is for column headings. You can merge cells
horizontally or vertically.
To merge cells (Menu Option):

 Select the cells that you want to combine
In this diagram, all

cells in the first row
are selected.
 From the Table menu, select Merge Cells
The selected cells are merged into a single large cell as illustrated below:
Merged cells
Alternatively:
 Display the Tables and Borders toolbar.
 Select the cells that you want to combine
 On the Tables and Borders toolbar, click the Merge Cells button
195
Splitting Cells
To split cells (Menu option):
 Select the cell(s) that you want to split
In this diagram,
three cells are
selected.
 From the Table menu, select Split Cells... The Split Cells dialog box appears.
 Enter the number of rows and/or columns that you want to divide the cell into
 Click OK. The table above now looks like:
Tip: As in the case of merging cells you can use the toolbar option - display the
Tables and Borders toolbar and then click the Split Cells button.
Notes: If there is text in more than one of the cells being merged, the text
from each cell will be separated by paragraphs in the resulting cell.
To avoid having to redo your table headings, use the merge and split
features as the final step in formatting your table.
196
Activities:
 Select the cell containing the text "Lesson Plan" in Table 1
 Split it into two rows. Observe where the initial text is placed
 Split the new row into two columns
 Type in "100%" in the left column and "30%" in the right
 Add two more columns with headings "Lesson Presentation" and "Total"
 Insert a column between "Lesson Presentation" and "Total". Give it the

heading "Test Preparation"
 Split each of the cells "Lesson Presentation" and "Test Preparation" into
two rows and two columns
 Insert the texts "100%", "50%" and 20% exactly as shown below:
 Continue working on the cells until your table looks exactly like the one
shown above.
 At this point save the document.
 Merge the cells "Lesson Presentation" and "Test Preparation". You will
have something like this:
 Practice merging other cells.
 Close the document but do not save the changes this time.
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Using AutoFormat
AutoFormat is a great timesaving feature that automatically applies predesigned
combinations of borders, shading, fonts, colors, and AutoFit column widths.
To change the style of the table you created:

 Click inside the table
 From the Table menu, select Table AutoFormat... to view dialog box below.
 From the Formats list, select a predefined format
 Watch the Preview box to see an example of the format you select.
 In the Formats to apply section, select the formats that meet your needs
 To apply formats to only portions of your table, select the appropriate part in the
Apply special formats to section.
 When you finish click OK. The formatting is applied to your table.
Tip: If you do not want to change existing formats in the table, deselect those
formats. For example, to keep the font and color of the text in you table uncheck
Font and Color on the Table AutoFormat dialog box.
198
Borders and Shading

Borders (lines) are one way that you can enhance the appearance of your table. Shading a
cell(s) can help to emphasize the information contained in it or differentiate headings
from content. Borders and shading can be added to tables using the Tables and Borders
toolbar or the Borders and Shading dialog box.
To add Borders and Shading using the toolbar:

 Display the Tables and Borders toolbar: (ViewToolbarsTables and
Borders).
 On the toolbar, click the down arrow next to the Line Style box:
Click here
Line Style box
 From the pull-down list, select a line style. The pointer changes to a pencil .
 Next click the down arrow beside the Line Weight box: .
 From the Line Weight pull-down list, select a line weight.
 In your table, click individual cell borders or drag along borders to apply the new
style. The border will be applied.
199
To add a border using the BORDER button:

 Click within or select the cells that you want to apply the border to.
 Display the Tables and Borders toolbar as indicated above.
 From the Line Style pull-down list, select a line style.
 From the Line Weight pull-down list, select a line weight.
 Click the down arrow next to the Border button, .

Click here
 From the choices that appear, select the appropriate border placement. The border
will be applied.
To add shading:
 Select the cell(s) in your table to which you want to apply the shading.
 On the Tables and Borders toolbar, click the down arrow next to the Shading
Color button, .
Click here
 From the shading choices that appear, make your selection. The shading will be
applied to your table.
200
The Borders and Shading Dialog Box

The Borders and Shading dialog box allows you to add borders and shading to an
individual cell or the whole table. You can also apply page borders using this dialog box.
To add borders:
 Select the cell(s) that you want to apply the border to.
 From the Format menu, select Borders and Shading... The dialog box appears.
 Select the Borders tab
 In the Setting, Style, Color and Width sections, select the desired options.
 For a Custom border, click the line buttons in the Preview diagram.
 In the Apply to box select the option you want.
 Click OK.
201
To add shading:
 Select the cell(s) to which you want to apply the shading.
 From the Format menu, select Borders and Shading....
 On the Borders and Shading dialog box, select the Shading tab.
 In the Fill section, select the fill color you want for the shading.
 If necessary, select a pattern from the Style pull-down list.
 Click OK
Activities:
 Apply borders and shading to the header row of Table 1 using the toolbar
or the dialog box.
 Choose a line weight of 2¼ pt.
 Choose a shading color, say, Gray - 25%.
 Apply shading to the last column of Table 1. Now, your table should look
like the one below:
Outside and inside borders
Shading
Shading
 Apply AutoFormat to Table 3.
 Practice applying borders and shading to tables 2 and 3.
202
 Save the document.
203
Sorting within a Table

Sorting tables is a feature designed for sequencing lists such as number grades and a
bibliography. You can sort a table by up to three columns, in either ascending or
descending order. You can also sort numbers or dates.
To sort a table:
 Select all the rows you want to include in the sort.
 From the Table menu, select Sort... The Sort dialog box appears.
 From the Sort by list box, select the first column you want to sort by.
 From the Type list box, select Text, Number, or Date.
 Select either Ascending or Descending order.
 To sort by additional columns, choose from the Then by list boxes.
 To make the sort case-sensitive, click Options, select Case Sensitive, click OK
 Click OK
Note: You cannot sort a table, which contains merged cells.
Tip: If your table has headings you do not want to include in the sort, select
in the My list has section.
204
Activities:
 Create the following table:
 Note that this table is sorted by "ID No.". Now, sort the table by "Sex" then
by "Grade" and then by "Name". Do not forget to click within the table
before you sort it.
 Here is the table sorted in Ascending order:
First sorted by Sex … then sorted by Grade
205
Summary
 To insert a table, select TableInsertTable... from the menu bar OR
click on the Standard toolbar.
 To draw a table, select from Table menu OR click

on the Standard toolbar.
 To convert text into a table select TableConvertText to Table...
 To create header rows select from the Table menu.
 To move around within a table use the Tab key and arrow keys.
 To set margins select from the Table menu.
 To adjust row and column sizes drag the table borders on the vertical
and horizontal rulers.
 To insert or delete cells select TableInsert or DeleteCells…
 To insert or delete rows TableInsert or DeleteRows
 To insert or delete columns TableInsert or DeleteColumns
 To merge cells select from the Table menu.
 To split cells select from the Table menu.
 To AutoFormat a table select from the Table menu.
 To add borders and shading click the button on the Standard

toolbar.
 To sort text within a table select from the Table menu.
206
Practice Exercises
Exercise 64. Create the following table (for exercises 2 - 6):
Fruit Sold Price Price to Consumers

Apples 10.5 0.85
Bananas 100 0.55
Grape 45 0.95
Exercise 65. Select the first row. Make the headings Bold with a Font Size of 14 points
and then make this row a "Header row". Now insert rows at the bottom of
the table until it extends over to the next page. Go to the next page to see
the result.
Exercise 66. Delete the rows added in Exercise 2 keeping only 7 more empty rows.
Enter data for other fruits in the empty rows.
Exercise 67. Insert a new column between "Fruit" and "Sold Price" columns and label it
"Supplier". Add supplier names for each fruit; for example, the supplier
name for orange might be "EtFruit". To go to the next or a new row press
the Tab key.
Exercise 68. Select the whole table and apply outside border. Choose Line Style =
double solid line, Line Weight = 2¼ pt and Border Color = Blue-Gray.
Select the header row and shade it with sky-blue color. Select all the
remaining rows and apply a shading color of Gray - 10%.
Exercise 69. Sort the table by the first column (by "Fruit") and then by the second
column (by "Supplier"). Select and drag the second column to move it to
the first column.
Exercise 70. Create a 2-row by 6-column table. Merge some of the cells so that the table
looks like the sample below:
News
ABC COMPUTER TRAINING
Letter 15 17 78
Message from the Director New Training Program Launched
Dear students; ABC Computer Training has started
a Microsoft Certification program …
Thank you for your interest in the new ….
207
Exercise 71. Merge the two cells in the second row of the table in Exercise 7. Note
carefully how the texts appear in the new cell. Try to split this cell into two
cells. Do you have the look of the original table, i.e., how is the text
distributed in the two cells?
Exercise 72. Select the table in Exercise 7. Delete the contents first and then delete the
table itself.
Exercise 73. Create a table with exactly the following layout:
STUDENT COPY
Student Name: _____________________ Department: ______________________

ID Number: _______________ Semester/Year: ____________________
Course Title Course Number Grade

1.
2.
3.
4.
208
Microsoft Word 2000 Calculations within Tables
Lesson 12
Calculations within
Tables
Objectives
 Understand Cell Referencing

 Identify Basic Formula Operators
 Insert Formulas Using the Formula Dialog Box
 Recalculate Formulas
 Show or Hide Field Codes
 Apply Functions used by the = (Formula) Field
209
Cell Referencing
You can do basic calculations within a Word table by referencing the cells that contain
the values needed for the calculation. You reference table cells as A1, A2, B1, B2, and so
on. In this cell reference form, the letter represents a column and the number represents a
row as shown in the diagram below:
In the diagram, Cell B3 is the intersection of Column B and Row 3.
To reference individual cells in formulas:

 Use a comma to separate references to individual cells
Example a1, c1, b3, d3
 Use a colon to separate the first and last cells in a range of cells
Example b2:c3 to reference the block of cells b2, b3, c2 and c3.
To reference an entire row in a calculation:

 Use a range that includes only the number that represents it
Example 1:1 to reference the first row in the table.
210
 Use a range that includes the specific cells
Example A1:C1 to reference a row with three columns
To reference an entire column in a calculation:

 Use a range that includes only the letter that represents it
Example b:b to reference the second column in a table.
 Use a range that includes the specific cells
Example A1:A3 to reference a column with three rows
To reference cells in another table or to reference a cell from outside a

table:
 Identify the table with a bookmark. (See Lesson 6)
Example
The following field averages column B in the table marked by the bookmark
Table2.
Field code
Function name
Bookmark Cell reference
Note: Cell references refer to cells in the table that contains the = (Formula)
field. If the field isn't in the referenced table, mark the table with a
bookmark and specify the bookmark, followed by the cell references.
211
Here are examples of cell references in a formula:
To add these cells Enter the formula
=SUM(a1, a3, c2)
=SUM(b:b) or
=SUM(b1:b3)
=SUM(a1:b2)
=SUM(a1:c2) or
=SUM(1:1, 2:2)
=SUM(a:a, c:c)
Activities:
 Following the examples above, how do you reference the shaded cells in
the AVERAGE formula below?
212
Formula Operators & Examples

The following are basic formula operators:
Operator Description Operator Description

+ Addition = Equal to
– Subtraction < Less than
* Multiplication <= Less than or equal to
/ Division > Greater than
% Percentage >= Greater than or equal to
^ Powers and roots <> Not equal to
The following table is an example of a travel budget proposed for attending a conference.
Gray shadings
indicate formula
results
Here is a description of the formulas used to perform the calculations within the table.
Formula For Actual Formula About the Formula
Hotel Cost =3*69.95 Computes the total cost for the hotel stay by multiplying 3 and
69.95
Meals =4*50 Computes the total cost of the meals by multiplying 4 and 50
Total =Sum (above) Calculates the total of the costs by calculating the values
above the formula (B2 through B6)
Department =B6-B7 Calculates the department contribution by subtracting the
Contribution grant request from the total conference budget
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Inserting Formulas
To insert a formula:
 Determine the values or cell references that will be required for the formula
 Click on the cell in which you want to place the formula
 From the Table menu, select Formula... The Formula dialog box appears.
 In the Formula box, type the desired formula, for example, =B6-B7.
 From the Number format list box, select the appropriate format for the result
 Click OK
Activities:
 Create a 15 table and type in some numbers as shown:
 The cells required for the formula are A1, B1, C1 and D1. Now click on
cell E1 where the formula is to be inserted.
 Display the Formula dialog box as outlined above (TableFormula...):
 In the formula box type the formula =a1+b1+c1+d1:
 Click OK to see the sum in Cell E1.
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 Create the following table in a new document:
Cell E2.
Click here to
calculate the
total for
Etalem.
Cell E12
 To calculate Etalem's total score click on Cell E2. Open the Formula
dialog box. Guessing what you want word inserts the formula:
 This formula gives the sum of all numbers to the left of E2. You can accept
it or modify it. To modify the formula, delete the word LEFT in parentheses
and type in B2:D2 instead (See the diagram below).
 Select the number format as shown below and click OK.
Click here to
select number
format
 In the same way, calculate the total score for the rest of the students.
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 Click on Cell E12 to find the minimum score. Open the Formula dialog
box. In the formula box you will see the formula =SUM(ABOVE). Delete
this formula leaving only the equality sign =. Select the number format as
before. To get the MIN function, click the down arrow on the Paste
function box. From the drop-down list select MIN and type the range of
cells in parentheses: =MIN(E2:E11). Click OK to finish.

First click on
this arrow

Then click to
select MIN
 Following the same strategy, calculate the maximum score and the
average score. Check your table against this one:
The shaded cells contain formulas
 Save your document under the name "Calculations".
216
Recalculating Formulas
Recalculating formulas enables you to update values in a table.
To recalculate the value of an individual cell:

 Click in the cell, before the numerals
Pointer should appear before numerals
 Press ALT Shift [U] on the keyboard.
Alternatively:
 Right click the cell containing the formula. A shortcut menu appears:
 From the menu, select Update Field
To recalculate all the cells in the table:

 Click within the table
 From the Table menu, choose Select  Table
 Press ALT Shift [U]. The results of the formulas are updated in the table.
Activities:
 Open the file "Calculations" you already created.
 Change some of the scores and recalculate all the cells with formulas.
217
Show/Hide Field Codes

Normally, word displays the results of formulas, also called field results, in a table or
document. You can, however, display the field codes and edit them.
To show or hide the field code for a specific field:

 Click the field or the field results
 Press SHIFT [F9].
To show or hide field codes for all fields in a document:

 Click anywhere within the document that contains the formulas
 Press ALT [F9].
Tip: To show or hide a specific field code right click on the field. From the
shortcut menu that appears select
Activities:
 Open the document "Calculations".
 Click on the cell containing the formula MIN.
 Now press SHIFT [F9] to view the field code:
Field code
Field result
 Next, press Alt [F9]. You will see all the field codes:
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Functions used by the = (Formula) field

The = (Formula) field can use values returned by the following functions. Functions with
empty parentheses can accept any number of arguments separated by commas (,) or
semicolons (;). Arguments can be numbers, formulas, or bookmark names.
Note The following functions can accept references to table cells as arguments:
AVERAGE(), COUNT(), MAX(), MIN(), PRODUCT(), and SUM().
Function Returns
ABS(x) The positive value of a number or formula, regardless of its actual
positive or negative value.
AND(x,y) The value 1 if the logical expressions x and y are both true; or the
value 0 (zero) if either expression is false.
AVERAGE() The average of a list of values.
COUNT() The number of items in a list.
DEFINED(x) The value 1 (true) if the expression x is valid, or the value 0 (false) if
the expression cannot be computed.
FALSE 0 (zero).
INT(x) The numbers to the left of the decimal place in the value or formula x.
MIN() The smallest value in a list.
MAX() The largest value in a list.
MOD(x,y) The remainder that results from dividing the value x by the value y a
whole number of times.
NOT(x) The value 0 (zero) (false) if the logical expression x is true, or the
value 1 (true) if the expression is false.
OR(x,y) The value 1 (true) if either or both logical expressions x and y are
true, or the value 0 (zero) (false) if both expressions are false.
PRODUCT() The result of multiplying a list of values. For example, the function
{= PRODUCT (1,3,7,9)} returns the value 189.
ROUND(x,y) The value of x rounded to the specified number of decimal places y;
x can be either a number or the result of a formula.
SIGN(x) The value 1 if x is a positive value, or the value –1 if x is a negative
value.
SUM() The sum of a list of values or formulas.
TRUE 1.
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Activities:
 Click below the table.
 Click Formula… from the Table menu to open the Formula dialog box.
 In the Formula box, type the formula =AVERAGE(b2:b11) to calculate

the average of the test results.
 In the number format box, choose the decimal format 0.00 and click OK.
You will see the message:
 Now delete the message and type in the text:
 Click InsertField… from the menu bar. The Field dialog box appears:

Select (All) from
Categories and
=(Formula) from
Field names

Type the formula
in this box
 Type the formula exactly as shown in the diagram: = average(Score

b1:b11) \# "0.00". When you click OK you see the message:
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 "Score" is supposed to be the bookmark name for the table which is not
yet bookmarked. Now click within the table to give it a bookmark name.
 Select InsertBookmark…from the menu to view the Bookmark dialog

box:
 Type "Score" in the bookmark name box and click the button
 Right click on the message . A shortcut menu

pops up.
 Choose Update Field to get the correct result.
 In the same way calculate the averages for the mid and final scores.
221
The IF Function
The IF function compares two values and returns a value depending on a condition you
specify. For example, consider the statement "If the score is 60 or above, the student
passes; if not, the student fails ". The condition that must be met is that a student's score
should be 60 or above. If this condition is met, the function returns a value (say, it inserts
the remark "PASS" against the score. If the condition is not met, it returns an alternative
value (say, it inserts the remark "FAIL" against the score).
The general form of the IF function is
IF (Expression1 Operator Expression2, True-value, False-value)
Instruction Explanation
Expression1 Values you want to compare.
Expression2
Operator Comparison operator. Insert a space
before and after the operator.
True-value Value that results when the comparison
False-value is true (True-value) or false (False-
value). Strings (text) must be enclosed
in quotation marks.
Example: Write an IF function that returns the value 1 if a student's score is greater than
59 or the value 0 (zero) if the score is less than or equal to 59.
In this example, the IF function compares the value in Cell E2 to the number 59. If the
value in Cell E2 is above 59 the condition E2 > 59 becomes true and the IF function
inserts the true-value 1 for PASS; if the value in Cell E2 is exactly 59 or less, the
condition E2 > 59 becomes false and the IF function inserts the false-vale 0 for FAIL.
Activities:
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 Insert a column to the right of the table. Type REM in the first row of this
column.
 We are going to mark students whose total score is above or equal to 60

with "1" and those whose total score is below 60 with "0".
 The REM column is column F. Now click within Cell F2.
 Select TableFormula. In the Formula box type the correct if function as

shown below and click OK.
 Continue doing so down to Cell F11 where the formula is:
 Part of the table is displayed here. Compare it to your table.
Field result Field code
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Summary
 To insert a formula in a cell choose TableFormula...
 To recalculate the value of a cell press ALT Shift [U]
 To recalculate all cells in a table, first select the able and then press
ALT Shift [U]
 To show or hide a specific field code press SHIFT [F9].
 To show or hide all fields in a document press ALT [F9].
 To insert a field code select InsertField…
224
Practice Exercises
Exercise 74. Create the following table. Determine the total number of T-Shirts sold.
What percent of each color is sold?
T-Shirts Sold Percent Sold Unit Price Total Price

Green 48 12 Birr
Yellow 35 10 Birr
Red 57 15 Birr
Total
Exercise 75. Change values in the table above and update the changes in the calculated
fields.
Exercise 76. In Exercise 1, use the PRODUCT() function to obtain the total price for
each color of T-Shirts. Also, find the total price for all shirts.
Exercise 77. Create the following table. What functions are used to calculate the total
weight, the average weight and the total number of items? Carry out the
calculations.
Item Weight (kg)

Item 1 15
Item 2 20
Item 3 35
Item 4 10
Item 5 30
Item 6 25
Item 7 15
Item 8 30
Total weight
Average weight
Total # of items
Exercise 78. In Exercise 3, mark all the weights with a weight of 20Kg or above with the
number 1 and those weighing below 20Kg with the number 0. You need to
add one more column to the right of the Weight column.
Exercise 79. Open the file "Calculations" you created in this lesson. Use the IF function
to insert the number 1 for students whose score is above the average.
225
Microsoft Word 2000 Graphics
Lesson 13
Graphics
Objectives:
 Understand Drawing Objects and Pictures

 Insert AutoShapes
 Draw Pictures Using Lines and Curves

 Format Drawing Objects
 Align and Group Drawing Objects
 Rotate and Flip Graphics
 Change the Order of Objects in a Stack
 Wrap Text Around Graphics

 Insert WordArt and ClipArt
 Create and Format Charts
 Insert Microsoft Equation
226
Drawing Objects & Pictures

Microsoft Word provides two basic types of graphics for enhancing a document. These
are: Drawing Objects and Pictures.
Drawing objects include AutoShapes, curves, lines, and WordArt. These objects are part
of your Word document. To create and enhance drawing objects with colors, patterns,
borders, and other effects use the Drawing toolbar shown below.
Free Rotate Rectangl Insert WordArt Font Color Shadow

e
Select Objects Line Text Box Line Color Dash Style
To view the Drawing toolbar:

 Select ViewToolbarsDrawing. The drawing toolbar will be displayed at the
bottom of the word screen.
Pictures include bitmaps, scanned pictures and photographs, and clip art. You can
change and enhance pictures by using the options on the Picture toolbar shown below
and a limited number of options on the Drawing toolbar.
To view the Picture toolbar:

 Select ViewToolbarsPicture.
Note: you can ungroup some pictures and convert them to a drawing object.
227
AutoShapes
To add an AutoShape: Toolbar Option
 On the Drawing toolbar, click .
 Point to a category, and then click the shape you want. The pointer's shape
changes into
 In your document, scroll to the position where you want to insert the shape and do
one of the following:
o Click the document to insert the shape with its predefined size.
o Click and drag the shape to the size you want. To maintain the width-to-
height ratio, hold down SHIFT while you drag the shape.
 Use the yellow handle, where possible, to reshape the AutoShape.
 Drag a sizing handle to resize the AutoShape.
 If necessary, move the shape to a new position
o Position the mouse over the shape until the mouse pointer becomes a four-
headed arrow, .
o Click and drag to the required position.

Yellow handle to reshape the object
Sizing handles
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To insert an AutoShape: Menu Option

 Select InsertPictureAutoShapes. The AutoShapes toolbar appears.
 Point to an AutoShape button and choose a shape from the list.
 Click in the document where the shape is required and drag to draw the shape.
 Resize, reshape and move the object as discussed above.
Activities:
 Open a new document.
 You are now going to insert the Smiley Face. On the AutoShapes toolbar
click on Basic Shapes:
 Find Smiley Face from the pop-up menu and click on it.
 Now click at the top of the new document to insert Smiley Face.
 In the same way insert the following basic shapes: Sun, Heart and Cross.
229
 This time you use the drawing toolbar to insert stars and banners. Click on
AutoShapes on the Drawing toolbar at the bottom of the screen.
 From Stars and Banners select Horizontal Scroll.
 In your document click next to Smiley Face to insert Horizontal Scroll. By

now your document has two drawing objects
Reshape handle
Resize
handles
 Now you learn how to reshape and resize the drawing object you just
inserted. Click on the horizontal scroll in your document. The yellow
handle and the resize handles appear.
 Bring the mouse pointer on top of the yellow handle. Click and drag to the
left or right, up or down. This action changes the shape of the scroll.
 To change the size of the scroll, bring the pointer over one of the 8 resize
handles. When the pointer changes to a double-headed arrow, click and
drag.
 Now, put the pointer over Smiley Face. When you see a four-headed
arrow click and drag to change the position of Smiley Face.
 Find and insert the following stars and banners: Explosion 1, 8-Point Star,
Down Ribbon, Vertical Scroll.
 Find and insert the following callouts: Cloud callout, Line callout 1.
230
Lines and Curves

When you want to draw lines and curves select the Lines category on the AutoShapes
toolbar or the Drawing toolbar. You can draw shapes that combine both lines and curves
using Curve , Freeform , and Scribble .
To draw a curve with greater control and accuracy:
 Click AutoShapes, point to Lines, and then click Curve .
 In your document click and move the mouse to draw the curve.
 While dragging click wherever you want to bend the curve.
 To end the shape and leave it open, double-click it at any point.
 To close the shape, click near its starting point.
To draw a more refined shape use Freeform:
 Click AutoShapes, point to Lines and then click Freeform .
 To draw freehand shapes
o Click and hold down the left mouse button
o Drag the pen to draw the shape you want
o Release the mouse button
 To draw straight lines
o Click, move the mouse and click again.
 Double click to finish the drawing
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To draw an object more like you drawn with a pen.
 Select AutoShapesLinesScribble .
 Click and hold down the left mouse button and drag the pen to draw a shape.
 When you finish, release the mouse button.
To draw a line, arrow, rectangle or oval:

 On the Drawing toolbar, click the drawing object you want: Line, Arrow,
Rectangle or Oval.
Line Arrow Rectangle Oval
 Point to a category, and then click the shape you want. The pointer changes into a
cross:
 In your document, drag the pointer to draw the shape.
To delete a drawing object:

 Click on the object to select it. The resize handles appear when a drawing object
is selected as shown below:
Not
selected Selected
 Press Delete on the keyboard OR click the Cut button .
Tip: To View or hide the Drawing toolbar click on the Drawing button on
the Standard Toolbar.
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Activities:
 Try to draw the following pictures using Curve
 Try to draw a bottle and a pot using Freeform
 Try to draw a leaf and a flower using Scribble
 How can you draw a perfect square or a perfect circle? Simple! Select a
rectangle or an oval from the drawing toolbar. Hold the Shift key while
drawing the object. If you selected the Rectangle it becomes a square; if
you selected the Oval it becomes a circle.
 Draw a rectangle or an oval. Hold the Shift key and resize the object.
Observe that the shape grows or shrinks in proportion.
 See what happens to a drawing object if you hold the Ctrl key while
resizing the object?
 Draw a line holding the Shift key. Observe that the line is forced to rotate
through 15, 30, 45, 60 and 75.
 Draw a line holding the Ctrl key.
233
Formatting Drawing Objects

You can format a drawing object by adjusting the color, style and thickness of the lines
and the color and pattern that fill the object.
Using the Format AutoShape dialog box:

 Click on the object to be formatted.
 From the Format menu, select AutoShape. The dialog box appears:
 Select the appropriate tab and choose the required options. (See Activities below)
Using the drawing toolbar:

 Select the object to be formatted.
 Choose a formatting button on the drawing toolbar. (See Activities below)
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Activities:
 Open a new document and draw an oval.
 Open up the Format AutoShape dialog box.
 Choose a dark blue line color with a style and weight shown below:
 Fill the oval with a sky blue color and close the dialog box.
Click on
arrows to
choose
from a list.
 From AutoShapesBasic Shapes, select a cube and draw a box on top

of the oval.
 Fill the box with light yellow using the Fill Color button on the Drawing
toolbar.
Click here to
select color
 Draw two diagonal lines on the top face of the box.
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 Draw Red Crescent and Red Cross on the front face of the box. (Select
Cross and Moon from Basic Shapes and fill them with red color.)
GIFT
 Write the text "GIFT" on the front face as shown.
 Save the document in your diskette and give it the name "Gift"
 Try to create the following picture (Hint: use Basic Shapes and Callouts)
I am
comfortable
with word
Tip: To select more than one object at a time, click the Select Objects button
on the Drawing toolbar and then drag the mouse around the objects to
be selected.
Alternatively, hold Shift and click on several objects for multiple selections.
236
Aligning Drawing Objects

Objects created in word can be aligned relative to each other or relative to the page.
Before you align drawing objects, you must select them.
To select two or more drawing objects:

 Hold down the Shift key and click on the objects
 Release the shift key
Alternatively:
 Click the Select Objects button on the Drawing toolbar
 Click and hold the left mouse button.
 Drag the mouse over the objects to surround them with an imaginary box.
 Release the mouse button.
To align objects relative to one another:

 Select the objects as described above.
 Click the Draw button on the Drawing toolbar.
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 Choose to view the alignment options.
 Choose the required option.
Activities:
 Draw two or more pictures in a word document as shown below:
 Select all the objects
 On the Drawing toolbar, select DrawAlign or DistributeAlign Bottom

following the steps above. The result is
 Similarly, choose Align Left, Align Middle and the other alignment
options and see what happens.
 Save this document as "Aligned Objects" and close the document.
238
Grouping Drawing Objects

Grouping objects makes it easier to manage them as a single object.
To group two or more drawing objects:
 Select Group . The selected objects are now grouped together.
 Resizing, moving or changing the format will affect all the objects in the group.
To ungroup the objects:

 Select the grouped object
 Click the Draw button and select Ungroup.
Activities:
 Open the document "Aligned Objects", then select the objects:
 Group the objects. Press the arrow keys to move the group
 Open the document named "GIFT"
 Practice grouping and ungrouping the objects
 Save and close both documents.
Tip: Holding Ctrl and using the cursor keys will nudge (move) the objects in
small increments.
239
Rotating and Flipping Graphics

You can rotate a drawing object or group of drawing objects to any degree clockwise or
counter clockwise. You can also flip a drawing object or group of drawing objects
horizontally or vertically.
Note: You can rotate or flip drawing objects only; you cannot rotate or flip a
picture.
To rotate or flip a drawing object:

 Select the drawing object(s).
 Select the Rotate or Flip command.
 Choose the option you want
Activities:
 Open the document "Aligned Objects"
 Make sure that the objects are grouped.
 Practice rotating and flipping this object.
240
Stacking Drawing Objects

By default an object drawn in word appears to be on top of the object drawn before it.
You can rearrange the objects in a stack by bringing a drawing object to the front or send
it to the back of the stack, move it forward or backward one level in the stack, or move it
in front of or behind text. You can also stack groups and then change their stacking order.
To stack drawing objects:
 Select the Order command.
 Choose the option you want
Activities:
 Open a new document
 Draw a small circle. Using the Fill Color button fill it with green color.
Choose No Line for Line Color
 Draw another circle, which is a little larger than the first, and paint it
yellow. Choose No Line for Line Color
 Finally draw a third circle (largest) and paint it red. For the Line Style, ,
choose the heavy line with 2½pt. Compare your drawing with the diagram
below.
 Now click on the yellow circle to select it.
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 To move it little by little over the green circle, hold the control key with your
left index finger and press the left arrow key with your right index finger.
 The yellow circle is on top of the green one. To send it to the back, choose
DrawOrderSend to Back.
 Similarly, send the red circle behind the yellow one as in diagram 2.
 Now draw an arrow on top of the circles with a line weight of 4½pt.
 To create a copy of the arrow, put the mouse pointer over it while pressing
the Ctrl key with your left index finger. The pointer changes from to .
Drag the copy to the right.
 While the copy arrow is still selected, choose DrawRotate or FlipFlip

Horizontal.
 Select the two arrows and send them to the back of the circles.
 Now select all the 3 circles and 2 arrows as in diagram 1 below. To align
the five objects, choose from DrawAlign
or Distribute. Group the objects. The final result is shown in diagram 2.
242
Wrapping Text Around Graphics

You can apply a variety of text-wrapping styles to graphics of any size and shape. For
example, you can wrap text around particular sides of a graphic and specify the distance
between that wrapped text and the graphic. Here is a sample of a square wrapping style:
To wrap text around a picture or drawing object:

 Select the picture or drawing object.
 Point to Text Wrapping
 Choose the wrapping style you want to apply.
Alternatively, using the menu option:

 Select the picture or drawing object.
 On the Format menu, click AutoShape or Picture
243
For additional text

Click Layout wrapping options
click here
 Click the Layout tab.
 Choose the wrapping style you want to apply.
 For more options select the Advanced… button
Activities:
 Open a Word document with at least a half page of text.
 Insert a drawing object you want and keep it selected.
 Open the Format Object dialog box shown above and click Advanced.
 On the Text Wrapping tab select Tight
 From the Wrap text section, select Largest only.
244
 From the Distance from text section click the down arrow buttons in the
Left and Right boxes to decrease the distance between the text and the
object.
 When you are done, click OK twice to close the dialog boxes.
 Move the object the left or right using the arrow keys. Observe that text
wraps only on the largest side of the drawing object or picture.
 The diagrams below demonstrate the effect of text wrapping. The left
diagram shows the situation before text wrapping is applied. The diagram
at the right shows a tight wrapping applied to the largest side of the
drawing.
245
Inserting Objects
Using the Insert Object command, objects from other applications on the computer such
as Microsoft Excel can be created and inserted into a Word document.
To insert an object into a word document:

 Click the correct position in the document where the object is required.
 Select Object.... from the Insert menu to view the Object dialog box.
 To insert an existing object
o Click the Create from File tab.
o Select the correct drive and folder.
o Click on the file name, and then OK.
 To insert a new object
o Click the Create New tab
o Choose the type from the Object Type list
o Click OK.
 To return to Word, click outside of an object.
246
 Double click on the object to edit it.
 Resize the Object, if necessary, in the usual manner.
 To remove an inserted object click it once and then press Delete.
Activities:
 You are now going to create a new Microsoft Excel Worksheet.
 Open a word document and click where you want to insert the object.
 Select InsertObject… from the menu bar.
 From the object dialog box that appears, click the Create New tab
 Select Microsoft Excel Worksheet from the Object Type list
 Click OK. You will see the worksheet:
 Click outside the worksheet to return to word with this table-like object:
 To enter data or edit the excel worksheet double click on it.
 To delete the worksheet select it with a single click and press Delete on
the keyboard.
247
Inserting a WordArt
WordArt is a facility within Word that allows you to create special text effects such as
shadowed, skewed, rotated, and stretched text, as well as text with predefined shapes.
To Insert a WordArt drawing object:
 On the Drawing toolbar, click the Insert WordArt button .
Choose a
WordArt
style
 Choose the WordArt style you want, and then click OK.
 In the Edit WordArt Text dialog box, type the text you want, format it and then
click OK.
248
 To add or change effects to the text, use the buttons on the WordArt toolbar.
 Click on the background to return to Word and view the WordArt.
 Click and drag the yellow handle to change the slant of the text.
 To edit WordArt text already created, double click on it.
Tip: To insert a WordArt drawing object using the menu select

insertPictureWordArt.
To view the WordArt toolbar select View | Toolbars | WordArt… or click
the WordArt special text.
Activities:
 Open a word document select insertPictureWordArt from the menu.
 From the WordArt Gallery box choose a style and click OK
 Type in "My Word!" as shown below:
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 Format the text by setting Font to Century Schoolbook; Bold, Italic and
60Pt as shown in the dialog box above.
 Click OK to insert the WordArt:
These handles appear

when the special text
is selected by clicking
on it.
 To change the shape of the special text hold and drag the yellow handle.
 Click on the WordArt special text to select it, if not selected.
 On the WordArt toolbar, select the button WordArt Shape,
 Select the shape you want, say Inflate. Rotate it a little and apply
additional formatting if you like. You will have something like this:
250
Inserting a Clip Art

The Clip Gallery provides you with a wide variety of pictures, photographs, sounds, and
video clips that you can insert in your documents.
To insert a picture from the Clip Gallery

 Click the area in the document where you want to insert a picture or clip art.
 Click Insert Clip Art on the Drawing toolbar. The Insert ClipArt dialog
box appears:
 Click the Pictures tab and select a category, say Animals.
 Click once on the clip you want. A small menu appears.
Insert Clip
Preview Clip
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 Click Insert Clip to insert the picture in your document.
 Click Preview Clip to preview it.
 Close the dialog box when you finish.
Tip: An alternative option to insert a clip art is use the menu: InsertPictures
Clip Art…
Activities:
 On the menu of a word document select InsertPicturesClip Art…
 From the Pictures category search and insert the ClipArt shown below:
 Resize, move and adjust the layout of the picture.
 Now click on the Sounds category. Select the following clip and play it.
 Finally, select the Motion Clips category. Play the clip to watch the
running dog. Hope you enjoyed the sound and motion clips!
252
Inserting Charts
Microsoft Graph 2000 Chart displays a chart and its associated data in a table called a
datasheet. You can also create a chart from a table in Word or insert a chart from
Microsoft Excel into your Word document.
To create a chart into your document:

 Click where the chart is required in your word document.
 Click Object on the Insert menu.
 Click the Create New tab.
 In the Object type box, select Microsoft Graph 2000 Chart.
 Click OK to display a sample chart along with a datasheet on the screen.
Data series
Sample
Chart
Datasheet
Selected
Cell
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 Note that the menu bar and the toolbars change to show the Microsoft Graph
menus and buttons.
 Click a cell on the datasheet and enter your own data to replace the sample data.
The chart will change to correspond with the data.
 Having entered you data, click on the View Datasheet button to remove the
Datasheet.
 To return to Word, click outside the Chart and the Datasheet.
 Double click on the chart to add more data or to update existing data.
To create a chart from a Word table:

 Create a table in Word.
 Type text labels in the top row and left column, and numbers in other cells.
 Select the table
 On the Insert menu, click Object, and then click the Create New tab.
 In the Object type box, click Microsoft Graph 2000 Chart.
Tip: You can also create a chart by selecting Insert | Picture | Chart from the
menu.
Activities:
 Open a word document and Insert a chart following the steps above.
 Make the following changes in the Datasheet and observe the Chart at the
same time.
Replace With Replace With

1st Qtr Physics East Girls
2nd Qtr Biology West Boys
3rd Qtr Amharic North Both
4th Qtr Math
 Also, change the data in the datasheet as shown below:
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 Save the chart with the name "Stud Distribution".
 Now create the following table:
 To create a chart from this table follow the steps outlined above. The chart
looks like:
 Save this chart with the name "Company Sales".
 Create more Charts of your own from scratch or from a table.
255
Formatting Charts
To change the chart type:
 Double-click the chart you want to change.
 Select a data series or the entire chart.
 On the Chart menu, click Chart Type to view this dialog box:
 On the Standard Types or Custom Types tab, click the Chart type you want.
 Select the Chart sub-type
 If you selected a data series, click in the Apply to selection check box.
 To return to Word, click the document outside the chart area.
Note If you clear the Apply to selection check box, the chart type for the
entire chart is changed even if a single data series is selected.
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Alternatively:
 Double click the chart you want to change the type of.
 On the Standard toolbar, click the down arrow on the Chart Type button .
Click on this arrow
 From the drop down list, select a picture to change the graph.
 Resize the graph by positioning the mouse over the handles and dragging.
 To return to Word, click outside the Chart area.
Chart Options
 Click the chart you want to format
 On the Chart menu select Chart Options...

Enter titles here
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 To see the settings you want to change, click on a tab at the top of the dialog box
 Change the settings as you want and at the same time check the preview chart to
make sure you get the look you want.
Tip: By double clicking on any part of the chart, a Formatting dialog box will
appear from which the formatting can be altered for that part of the chart.
Activities:
 Open the document "Stud Distribution". Double click the chart to format it.
 Click on the data series "Girls" as shown to select it.
To select the
"Boys" series
click the red
column
 Change the chart type of the "Girls" data series to 3-D Cone Chart by
selecting ChartChart Type… from the menu bar or by clicking on the
Chart Type button on the Standard toolbar:
Use
 This
Or
This 
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 In the same way change the chart type of the "Boys" series to 3-D
Cylinder Chart
 Type in titles to the Chart, the Category (x) axis and Value (z) axis:
 Double click any part of the chart. Use the Formatting dialog box that
appears to format that part of the Chart as you want. Here is a sample:
 For example, double click on the value axis title "No of Students" to
display the Format Axis Title dialog box. Select the Alignment tab. To
change the text orientation hold the red handle and rotate it through the
desired angle.
Hold and rotate

the red handle
259
Inserting Microsoft Equation

To insert Microsoft Equation:
 Click where you want to insert the equation in the document.
 On the Insert menu, click Object….
 Click the Create New tab.
 In the Object type box, click Microsoft Equation 3.0.
 Click OK. The Equation Editor Window appears together with the Equation
toolbar and a small box:
Toolbar
Build your equation
in this box
 Build the equation by selecting symbols and templates from the Equation toolbar
and by typing variables and numbers.
 To return to Word, click the Word document.
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Tip: To open the Equation Editor in a single click, add the Equation Editor
button on the Standard toolbar. (See Lesson 10: Customizing word)
Activities:
 Suppose you want to build an equation for the average of three numbers
a, b and c.
 Open up the equation editor following the steps above.
 Type "Avg" for Average and press the equal sign = on the keyboard.
 On the Equation toolbar click on the Fraction and radical templates

button
 Click on the full-size vertical fraction shown below:
 In the upper slot type the sum of the numbers. Just press the keys a, +, b,
+ and c in that order. By now your equation looks like:
Lower Slot
 Press the Tab key to go to the lower slot or click within it.
 Type the number 3 and click outside the box to return to word.
a bc
Avg 
3
 To edit your equation double click it.
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Summary
 To insert AutoShapes select Insert | Picture | AutoShapes or select
AutoShapes on the Drawing toolbar.
 To delete a drawing object select it and press Delete on the keyboard.
 To format a drawing object select FormatAutoShape
 To align, group, order, rotate or flip a drawing object click the button
on the drawing toolbar and select the option you want.
 To wrap text around a drawing object click the button and

select Text Wrapping.
 To insert WordArt select Insert | Picture | WordArt… or click on

the button on the Drawing toolbar
 To insert a Clip Art select Insert | Picture | Clip Art…or click on the
button on the Drawing toolbar
 To show or hide the Drawing Toolbar click on
 To insert Objects select Insert | Object...
 To insert a Chart select Insert | Picture | Chart
 To insert Microsoft Equation select InsertObject…Create

NewMicrosoft Equation 3
262
Practice Exercises
Exercise 80. Practice drawing as many Autoshapes as possible. Resize, rotate, move and
align the Autoshapes the way you like.
Exercise 81. Suppose you want to design a new-year card. At the top of the card draw an
oval and write the words "To my dearest friend" in it. At the middle, draw a
heart and a flower on top of the heart. At the bottom write "Happy New Year"
within a rectangle.
Exercise 82. Open an existing word document and insert a drawing object. Practice
wrapping text around the object you just inserted.
Exercise 83. Suppose a friend of yours is to celebrate a graduation party. Prepare a

banner with the word "Congratulations!" Draw the banner using WordArt
and Clip Art.
Exercise 84. Open a new word document and prepare the table below and then create a
chart from the table.
Natural Health Social Information

Books
Year
Sold
Science Science Science Technology
1994 20000 15000 45000 10000

1995 25000 20000 45000 20000
1996 15000 30000 50000 40000
Exercise 85. Change the chart you created in exercise 84 into a Pie Chart. Practice
formatting the chart as you like.
Exercise 86. Using Microsoft Equation build the following equations:
y  ax  b
x2 y2
 1
a2 b2
a  a 2  a 3  ...  a n
A 1
n
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Microsoft Word 2000 Styles
Lesson 14
Styles
Objectives:
 Apply, Create and Modify Styles

 Remove Styles From a Document
 Delete Styles
 Display Styles Within a Document

 Copy Styles Into Another Document
 Print Styles
 Use Themes and The Style Gallery
264
Applying Styles
Styles are the architecture upon which Word is based. They are pre-created formats
consisting of paragraph and font formats. Styles ensure that formatting is consistent
throughout a document.
To apply a style:
 Place the cursor in the paragraph where the style is to be applied.
 Make a selection from the Style box, , on the Formatting Toolbar
Click here to
choose from the
Style list
 To apply the same style to more paragraphs, click or double-click the Format
Painter button on the Standard toolbar and then click on the paragraphs you
want apply the style to.
Note: In addition to user-defined styles there are 125 styles to choose from.
If you wish to see the list of all the available Styles hold SHIFT and
click the style drop-down arrow.
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Activities:
 Create a new blank document
 Type in the following text exactly as it appears.
Training Course On Windows me/98

4: The Control Panel
4.1: Customizing the Desktop
4.2: Adding and Removing Printer Drivers
5: Printing
5.1: Choosing the Default Printer
5.2: Pausing or Canceling Print Job
5.3: Page Setup
5.4: Printing a Document
 Click anywhere in the paragraph: "Training Course On Windows me/98"
 From the style drop-down list select Heading 1

 Apply Heading 2 style to the second line, "4: The Control Panel"
 Select the two paragraphs 4.1 and 4.2 and apply Heading 3 to them.
 Select the paragraph "5: Printing" and apply Heading 2 to it.
 Apply Heading 3 to the remaining four paragraphs: 5.1 – 5.4.
 Here is the effect of applying the three Heading styles:
266
Using the Style Dialog Box

Alternatively, you can use the Style dialog box to apply new styles or modify existing
ones. To do so:
 Click in the paragraph you want to add a style to.
 Select Style... from the Format menu to view the Style dialog box
 Select All styles to view all the styles available.
 In the Styles list box highlight the style you want to apply.
 Click Apply.
Note: Different types of documents need different styles. What works in a

legal document may not be useful in a letter/fax. Styles can also share
the same name in various templates but have different attributes.
Tip: When using the Keyboard, press CTRL+SHIFT+S and then press F4 to
activate the dropdown list. You can then traverse the list with arrow keys.
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The following table lists several keyboard shortcuts that are useful in applying styles:
Keyboard Shortcut Style Name

CTRL+ALT+1 Heading 1
CTRL+SHIFT+L List Bullet
CTRL+SHIFT+N Normal
Activities:
 Click in a new line.
 On the key board, press Ctrl + Alt + 1
 Type in the text: "Here is a few style names"
 Now press Ctrl + Shift + L. A bullet appears.
 Type in the word "Normal" and press Enter
 Type in the word "Heading 1" and press Enter
 Add a few more style names to the list. You will have something like this:
Tip: The above shortcut keys are standard in Word documents. You can also
assign a shortcut key combination to any other styles that you use regularly.
268
Creating Styles
You may use the built in styles already available for use. But you can modify a style
which is already in use or create a new one:
 Select Style... from the Format menu.
 Click on .
 The New Style dialog box appears:
 In the Name box type in the name of the style.
 Select a base style from Based on list box.
 Click . Choose a formatting option and set the required choices.
 Click OK to return to the New Style dialog box.
 You can go back to until all formatting has been set.
 When you are done with the formatting do one of the following:
o To make this style available to the current document only, leave the Add
to template box unchecked.
269
o To make this style available to the current template click the Add to
template box.
 Click OK.
 Select Apply to apply the new style to selected text or select Close to return to the
document.
Note: Two styles cannot have the same name. Style names can be up to
253 characters long but cannot include \ { } or ;
Activities:
 In a new word document type the following text and then select it:
I like this style…. I plan to use it in the rest of the document.
 Open up the New Style dialog box by choosing FormatStyle...New...
 In the Name box, type a name, for example: MyStyle.
 Click and choose Font... to make the following changes:
Font Type: Vladimir Script Font Style: Regular

Font Size: 20 Font Color: Dark Teal
 Click OK to return to the New Style dialog box.
 Click once again and choose Paragraph.... Change the

paragraph settings as follows:
Indentation: Left ------- 0.5cm Right ----- 0.5cm

Spacing: Before --- 6pt After ------ 6pt
Line Spacing: Single
 Click OK to return to the New Style dialog box.
 Click OK, and then click Apply. The text now looks like:
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 To apply the style you just created to other paragraphs, select the
paragraphs first and click on MyStyle from the style box:
This is the style

you just created!
 Save your document under the name "Practicing Styles".
Tip: To create a Style using text already formatted, select the text and type in the
name of the style into the Style box on the Formatting Toolbar
. Press Enter.
Activities:
 Open the document "Practicing Styles".
 Type "Kotebe College of Teacher Education" at the top of the document.
 Select this text and change the font to Blackadder ITC or any other.
 Choose Blue for the font color and 24 points for the font size.
 Apply Bold and Underline formatting to the text.
 Apply center alignment.
 On the Formatting toolbar, click in the Style box and type KCTE.
 Press Enter. If you do not press Enter your style wont be created.
271
 Click the Style drop-down list. You should see your newly created style.
 Test this by typing, "This is a test" and applying the new style.
272
Assigning Keyboard Shortcuts

If you create your own styles, it is especially helpful to assign a keyboard shortcut to
them to make them easier to apply. You can also apply shortcuts to commonly used
styles.
Activities:
 In a blank line in your document, change the left indent to 1", and the right
indent to 5"
 Enter some text
 Click somewhere within the indented paragraph. You are going to create
a quote style
 Choose Style... from the Format menu.
 Click New…
Type in or
select from
the boxes
 In the Name box, type Quote (see the diagram)
 Select Paragraph as Style Type
 From the Based on box choose Normal (your default style)
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 Click Shortcut key…
 In the Press new shortcut key box, press the keyboard combination, say,
Alt+Q. (Always make sure that the shortcut key you have chosen is not in
use somewhere else.)
 Click Assign
 Click OK, and then Close
 Click anywhere within your document and press Alt+Q. The Quote
paragraph style is applied.
Note: To add a shortcut key to a style that already exists, choose Style from
the Format menu, select the style to which you want to add a shortcut
key and click Modify. Click Shortcut key… and follow the steps in
the activity above.
274
Modifying Styles
Once styles have been created and applied they can be changed at any time.
To modify an existing style:

 Select Style… from the Format menu
 Select the style to be changed from the Styles list.
 Click the button to view the Modify Style dialog box.
 Click the Format button and choose an option to be modified.
 Make the necessary changes and click OK.
 If necessary, check the Add to template checkbox.
 Click OK.
 Select Apply to apply the modified Style or select Close to return to the
document.
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Activities:
 Open the document "Practicing Styles" and add several paragraphs.
 Apply one of the styles that you created to the new text.
 Select the text "I like this style…"
 From the Format menu choose Style…
 Click .
 Click , and then select Font...
Change
size
Change
color
 Change the font color to Blue and the font size to 20 points.
 Click OK, click OK again.
 Click to apply the changes and close the dialog box.
 Notice that all text formatted with MyStyle updates to show the recent
change.
276
An easier method, called modifying by example, is to change the formatting of the

selected text using the Style box on the Formatting toolbar. This method is useful if
paragraph-formatting changes have already been manually made in the style to be
changed. If this is not the case, styles can be changed using the Style dialog box.
Activities:
 Select the text: "I like this style…". You will see the current style name in
the style box -- in this case, MyStyle.
 Change the font size to 36.
 Click on the style name (not the drop-down arrow) to make it active and
then press Enter. You will see the Modify Style dialog box.
 Choose Update the style to reflect recent changes to modify the style
OR
 Choose Reapply the formatting of the style to the selection to go back

to the original style format.
 Click OK
Note: A change to a style will change all the text in a document that has that
style applied - extremely useful for continuity within a document.
Tip: A keyboard shortcut to bring up the dialog box shown above is to press
Ctrl+Shift+S first (to put you in the Style drop-down box), and then press
Enter.
277
Removing and Deleting Styles

To change or remove a style from a text:
 Select the text for which the style is to be changed/removed.
 Select Style... from Format menu
 To apply another format, choose another style from the Styles list.
 To remove all formatting from text choose the Normal style and click Apply.
To delete Styles from a template once they are no longer required:

 Select Style... from the Format menu.
 Click on the Style to be deleted from the Styles list.
 Click the button .
 Click Yes at the confirm deletion box to delete the style.
 Repeat the above process until all the required styles are deleted.
 Click Close to return to the document.
Tip: To remove a style from selected text press Ctrl+Shift +N.
Activities:
 Remove or delete the styles you created in the previous activities.
278
Replacing Styles
Using Word's Find and Replace feature, it is possible to search text formatted in one
style and replace its style by another one.
To replace styles:
 Choose Replace from the Edit menu to view the Find and Replace dialog box.
 Click to display additional options, if necessary.
 Delete any text, if necessary, that may appear in the Find what: and Replace
with: boxes.
 Click in the Find what: box and click Format and then select Style...
 Select the style to be replaced in the Find what: style list and click OK
 Click the Replace with: box and click Format and then select Style...
 Select the substitute style and click OK
 Click Replace All, then click OK, and finally, click Close
279
Activities:
 Open the document "Practicing Styles"
 Select EditReplace…
 Click in the Find what: box to place the cursor inside the box
 Click More and then select FormatStyle…
 Select MyStyle from the list and click OK.
 Next click in the Replace with: box
 Select MoreFormatStyle…
 Select the style Message Header from the list and click OK
 Replace the style of the selected text by clicking on Replace.
 To replace the next occurrence of the same style click on Find Next and
then click Replace.
This style is replaced by this
Note: If you try to use the Find and replace feature again, make sure to click
within each box (Find and replace) and Click to reset
what Word is to search for.
280
Viewing and Removing Style Names

To view style names:
 Open the required document in Normal View. (Select ViewNormal)
 Select Options... from the Tools menu to open up the Options dialog box.
 At the bottom of the View tab, you will see the Style area width box
 Increase the number to the space required.
 Click OK. The style names should now be in view to the left of the text.
N a m e s
S t y l e
To remove style names from view:

 Select Options... from the Tools menu
 Select the View tab. Set Style area width to 0.
 Click OK.
Tip: To change the style area width, click and drag the line that separates the
style name from the text of the document. If you drag the line to the left
end, the Style Names will be removed
281
Following a Style with Another Style

If a style is applied to a paragraph, Word keeps that style until another one is chosen.
Sometimes the style is needed for one paragraph at a time (for example a heading style).
To cut down the number of times you need to use the Style menu, you can choose which
style should be used in the paragraph that follows the new style.
To set the style of the next paragraph:

 If necessary, select a paragraph with a style in your document.
 Choose Style… from the Format menu
 Click .
 Choose the style you want from the Style for the following paragraph: list.
Click here to view

the list
 Click OK
 Click Close
Activities:
 Open the document "Practicing Styles"
 In a new paragraph type the text "Student Name:" and select it.
 From the menu choose FormatStyle…
 From the Styles list select the style name, say, Heading 2.
 Click Modify… and select the style for the next paragraph, say List
Number 2:
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 Click OK
 Click Close.
 Now you can see that the style Heading 2 is applied to the selected text.
 Press Enter. The number "1. " appears starting the list.
 Type the name of a student and press Enter
 Type the second name and press Enter
 Continue to build the list by adding more names:
 To stop the list press Enter twice or choose a different style.
283
Copying Styles to Other Documents

If you have already created styles you can call the organizer to access them in new or
existing documents.
To copy styles:
 Open the document containing the styles to be copied.
 Select Style... from Format menu.
 Click the button to view the Organizer dialog box.
 On the left, you see a list of the styles in the current document.
 On the right, you see all the styles in the default template, the Normal template.
 To copy a style from the current document on the left to the Normal template:
o Click on the style name on the left to select it
o Click
 If you want to copy a style from the Normal template instead, click on a style
name on the right list and then click on the Copy button. Note how the double
arrow on the copy button changes direction. See the diagram below.
284
In Box becomes To Box Selected Style To Box becomes In Box
 To copy styles from another document to the current document:
o Click the button on the right. It will be replaced by the

button.
o Click to display the Open dialog box.
o From the Templates folder or any other folder, choose the document that
contains the styles to be copied.
o Click on the style to be copied. To copy more styles, press Ctrl while
clicking all the required styles
o Click the button.
o If the style or styles you want to copy already exist, the following dialog
box appears:
o Choose No if you do not want to overwrite the existing style.
 Click Close.
 Open a document that uses the chosen template.
 Apply the styles in the usual manner.
285
Printing Styles
To print a list of styles and the formatting features:
 Open the required document.
 From the File menu select Print... to open up the Print dialog box.
 Choose Styles from the Print what: box.
 Click OK.
286
Themes and Style Gallery

A theme is a set of unified design elements and color schemes for background images,
bullets, fonts, horizontal lines, and other document elements. A theme helps you easily
create professional and well-designed documents for viewing in Word, in e-mail, or on
the Web.
To apply a theme to an existing document

 Open the document you want to apply a theme to.
 On the Format menu, click Theme.
 In the Choose a Theme list, click the theme you want.
 Select the options you want: Vivid Colors, Active Graphics or Background
Image.
 Click OK.
287
The Style Gallery is useful to preview a document using other styles available.
To view or apply the styles from another template by using the Style
Gallery
 On the Format menu, click Theme.
 Click Style Gallery…to display the Style Gallery dialog box.
 In the Template box, select the template that contains styles you want to use.
 From Preview select
o Example to see a sample of how a document can be formatted using the

selected Template.
o Style Samples to view a list of all the styles available in the chosen
Template.
 Click OK to format the document using the selected Template or Cancel to return
to the document.
 If you click OK, styles from the template you select are copied to your document.
288
Summary
 To apply a style select a style from the style list box on

the Formatting toolbar or Select FormatStyle... from the menu.
 To create a new style, select FormatStyleNew.
 To modify a style, select FormatStyleModify.
 To remove a style from text press Ctrl Shift N
 To delete a style select FormatStyleDelete.
 To display styles in a document choose ToolsOptions View. Then

increase the Style area width. You must be in Normal View.
 To copy styles to a document select Organizer from the Styles dialog

box.
 To print styles choose Styles in the Print What box of the Print
dialog box.
 To apply themes select Theme… from the Format menu.
 To view styles select Style Gallery from the Format menu.
289
Practice Exercises
Exercise 87. The text on the next page is copied from a project paper. Type it in Normal
style exactly as it appears.
Exercise 88. Select the title 'Introduction' and change the style to Heading 1.
Exercise 89. Select the sub titles (The DISP Project, The Pilot Sites, NTC and DISP,
Report Structure). Change their style to Heading 2.
Exercise 90. Modify the Normal style by changing the line style of the paragraphs to
double line spacing. To do so, first click within a paragraph then select
FormatStyle…ModifyFormat Paragraph…. In the paragraph
dialog box that appears choose double from the line spacing box. The entire
document will change to double line spacing.
Exercise 91. Change Heading 1 style to center. Do this by centering the title
"Introduction" then select Heading 1 from the Style box by just clicking the
box and then by pressing Enter. A dialog box should appear asking you to
update the style; click OK.
Exercise 92. By the same method modify the Heading 2 style by changing the font size
to 16pt and increasing the left indent.
Exercise 93. Add a header to the document. Choose ViewHeader and Footer and type
the header The DISP Project. Also, add page numbers to the document.
Exercise 94. Now select the title "Introduction". Make the font size 24pt, change the font
to Algerian. To create your own style that contains these settings, click the
style box and type "Title1", press Enter.
Exercise 95. Select one of the paragraph headings, say, The DISP Project. Underline it,
click the style box, type "Title 2" and press Enter. Select the other
paragraph headings one at a time and apply the style "Title 2" you just
created by selecting it from the list of styles in the style box.
Exercise 96. Print the document and then save it with the name DISP.
The text is on the next page.
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Introduction
The DISP Project
The National Management Executive has sponsored a programme of work since the
publication of the paper Working for Patients to address the information requirements of
purchasing organisations.
Detailed descriptions of the background to Developing Information Systems for

Purchasers (DISP) and Regional Information Support Systems (RISS) are contained in
the DISP report.
The Pilot Sites
Four regional sites participated in the national DISP project. Each pilot site had its own
approach to DISP and to the resolution of the organization and training issues arising.
NTC and DISP
As part of the process of developing information systems, each site is sponsored by the
National Training Council's IT program to examine a particular aspect of organization
development and training.
Report Structure
Whilst the report has been produced as a complementary publication to 'The DISP
Report', it has been designed to be freestanding and includes sufficient information to be
read on its own.
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Microsoft Word 2000 Templates
Lesson 15
Templates and Wizards

Objectives:
 Understand Templates and Wizards

 Use Existing Templates
 Create Your Own Template

 Create a Template Using Wizards
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Document Templates
Every Microsoft Word document is based on a template. A template contains default
settings for a certain document style and, therefore, it enables us to create similar
documents such as faxes, memos, letters, etc.
Templates contain document settings such as
o AutoText entries - Headers, footers, titles, any text that may be common
o Macros - Can be assigned for a template and can be run at any time.
o Toolbar, Menus, Key assignments - customized toolbar, menu and key presses
assigned to macros.
o Special formatting, Styles - A collection of pre-created text and paragraph

formatting options.
There are two basic types of templates: global templates and document templates.
Global templates contain settings that are available to all documents. Example, the
Normal template
Document templates contain settings that are available only to documents based on that
template. Example, memo or fax templates
If you create a memo using the memo template, the memo can use the settings from both
the memo template as well as the settings in any global template.
To choose a template:
 Click on the File menu.
 Choose the New command
 From the New dialog box select the document style you would like to create.
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Using a Document Template

To select and use a template:
 Select New… from the File menu. The New dialog box appears:
The Preview window

shows the Style of the
selected document
 Select the tab for the type of document you want to create, e.g. Letters & Faxes.
 Select the template type you want, e.g., Professional Letter.
 Click OK to open the new document.
 Some predefined templates have suitable headings, with the subject matter to be
included in square brackets.
 Select these brackets and their contents and then insert the relevant data.
Activities:
 Suppose you are the General Manager of a company which imports and
distributes computing products. You are one of the companies invited to
participate in a current tender. You are now going to write a covering letter
in response to this invitation.
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 Choose from the File menu.
 Click the tab and choose Elegant Letter.
 From the Create New options select Template
 Click OK to open the template.
 Click on the first square bracket at the top labelled and type the
company name as shown below:
 If the date, labelled , is not correct, enter the correct one.
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 For the recipient address type the following:
 Type your letter by deleting the text labelled :
 Finally type your name and job title in the square brackets labelled
and .
 When you are done, choose Save As from the File.
 Choose Document Template for the Save as type.
 Save the file under a new name to protect the original version, or use the
same template name to replace the existing version.
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Creating a New Template

If the templates in word do not suite your purpose you can make a template of your own.
To create a new template:

 Select New… from the File menu.
 Select Blank Document from the General tab
 From the Create New option select Template and click OK.
 Create your own template by entering text and pictures. Format the document as
you would like it to appear.
 Select Save As from the File menu.
 Change the Save as type option to Document Template.
 Type in the File name for the template.
 Click on Save to save your template.
Tip: Instead of starting from scratch select New…. From the File menu and
modify the Template that is the nearest to the one required. Then Click
OK. Make the changes and follow the above steps to save it as a new
template.
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Creating a Template Using Wizards

A wizard is a step-by-step instruction which helps you create the type of document you
want. It also takes you through more options about the format of your document. Once
the document is set up information can be added to it.
Activities:
 Select New… from the File menu.
 Click the Letters & Faxes tab and then select the Envelope Wizard.
 Check the option and then click OK. A dialog box or the office
assistant appears asking if you want to create one or more envelopes.
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 Choose Create one envelope. You will have this dialog box:
 Simply type in the delivery and return addresses.
 Click on the Options button to open up the Envelop Options dialog box.
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 Select the envelope size you are using and, if necessary, specify the fonts
and horizontal positions for both addresses.
 Next click on the Printing Options tab to set options for feeding the
envelope into your printer.
 When you are done click OK to go back to the Envelopes and Labels
dialog box.
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 Click on the button to insert the envelop to the beginning

of your document or
 Click on the button to print your envelope.
Tip: You can also create an envelope by selecting from the

Tools menu.
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Summary
 To select a template or a wizard click the New… command from the
File menu.
 To save a template, choose Save As from the File menu. Then choose
Document Template
 From Save As Type: in the Save As dialog box:
 To create an envelope, select ToolsEnvelopes and Labels…
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Practice Exercises
Exercise 97. If you use a template and do not like the resulting document's appearance,
can you change something about it, like the size of the font?
Exercise 98. Go to File and click on the New… command. Pick the Agenda Wizard
under Other Documents. Select Modern style, then press Next >. After
filling in some data for a meeting to be held, change the magnification to
75%. Change the time of the meeting. Delete the fields Resource Persons:,
Observers:, and Special Notes:. You do not need to save this document.
Exercise 99. Create a couple of Memos, picking different styles for the memo. Can you
add, or change the To:, From:, or CC: on the memo quickly?
Exercise 100. Experiment with the Calendar Wizard located on Other Documents
template page. After you walk through the prompts for the layout you like,
click on the Finish button.
Exercise 101. Explore options under the wizards for letters, faxes and memos. Make a
note of any styles you like for future use. Modify them with personal
information, and save as a new template. Use FileSave As and change the
document type to Template file. Notice the new template shows up under
the category where you started.
Exercise 102. Depending on your personal work interests and responsibilities,

experiment with some of these templates:
 Thesis under Publications

 Pleading Wizard under Legal Pleadings
 Professional, Contemporary, and Elegant Report under Reports
Exercise 103. Create Labels by selecting the Mailing Label Wizard
Exercise 104. Create a letterhead for your organization.
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Microsoft Word 2000 Mail Merge
Lesson 16
Mail Merge
Objectives:
By the end of this Lesson you should be able to
 Understand the Principles of Mail Merge

 Create a Data Source Document
 Use the Data Entry Form

 Edit and Save the Data File
 View the Data in a Table Format
 Use the Data Source Table
 Search the Data Source to Edit and Delete Records
 Sort the Data Source File

 Create the Main Document: Form Letters, Envelopes etc
 Check for Merge Errors
 Perform a Merge
 Print the Merged Document and the Source Document
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Mail Merge Feature

If you need to prepare identical letters to be sent to a group of people or need to create a
list of people who will receive a newsletter, you will probably want to use the mail merge
feature.
The mail merge process has three steps:
1. Creating the Data Source Document
2. Creating the Mail Merge Main Document
3. Merging these two documents
------ ------- ------ ------

------ ------- ------ ------
------
------ ------- ------ --- ------
Data Source ------
------
-------
-------
------
------
-------------------------------
----------------------------------
Main Document
------ ------- ------ ----------------------------------
------ ------- ------ ----------------------------------
------------
------ ------- ------ -------------------------------
------ ------- ------ ------------
------ ------- ------
------ ------- ------ --------
------ ------- ------ -------
Merged
------
------
------
--- ------
--------------------------------
-----------------------------------
-----------------------------------
-----------------------------------
--------
--------------------------------
-----------
--------
-------
The data source is a list that contains the individual information to be printed on each
copy of the main document. The data source is made up of records and each record, in
turn, is made up of fields. For example, a person's name, age, address, phone number,
profession are fields; all the fields together make up the record  the information about
the person. All records must have exactly the same number of fields.
The first row in a data source is called the header row. The header row is made up of a
list of field names.
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Setting View Options

It is a good idea to first set view options that control what type of information you will
view within you main document.
To open and set view options:

 Select Options… from the Tools menu. The Options dialog box appears.
 Select the View Tab.
 If the Field Code box is checked, click on it to uncheck the selection.

Leaving this box unchecked will not display the field codes in your document and
therefore you cannot inadvertently change a field name. You can also view the
merged data properly if the field code is hidden.
 Set the Field Shading option to Always as shown. This shades the merge fields in
gray and makes them easily recognizable.
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Creating the Data Source Document

A Data Source is a document that provides information for each copy of a merged
document. For example, if the main document is an invitation letter to be sent for ten
persons, then the data source document will be a list of the names and addresses of these
persons. When the two documents are merged, ten copies of the invitation letter appear
each containing the name and address of an invitee.
To create the data source:

 Open a new document.
 Select Mail Merge… on the Tools menu to bring up the Mail Merge Helper
dialog box appears:
 To create the data source click on the Create button. A drop-down list appears:
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 Select the type of main document you want to create.
 Select Active Window to use the current document.
 Click on the Get Data button and choose Create Data Source…. If you already
have a data source, you can open it.
 The Create Data Source dialog box shown below pops up. In the Field Names
in Header Row window you will see a list of commonly used field names. To
remove a field from the list, highlight the field name and click on the Remove
Field Name button.
 To add a field not in the list, type the new field name in the Field Name box and
click on the Add Field Name button.
 Click on the OK button. The Save As dialog box appears immediately. Give your
file a name and click Save. You can save the document in any folder you like.
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Activities:
 Click the New… command on the File menu.
 Choose Blank Document to get a new document window.
 Select ToolsMail Merge and click once on the Create button.
 Choose Form Letters from the dropdown list and click on Active Window
to work with the blank screen you just opened.
 Click on the Get Data button and choose Create Data Source….
 The first field in the list is Title. Select this field by clicking once on it and
then click on the button Remove Field to delete it from the list.
 Now in the Field Name box type "Name" and click on Add Field Name to
add the new field in the list.
 Continue deleting fields you don't need and adding fields you want until
you have this listing:
Name
FatherName
JobTitle
Address1
Address2
HomePhone
WorkPhone
 When you are done click on the OK button. Give the document the name
"Invitation" and save it in the My Document folder.
 Click on Edit Data Source so that you can view the Data Form dialog box
 To enter the data read the next section.
Note: Field names must be less than 40 characters and cannot contain
spaces or begin with a number.
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Using the Data Entry Form

Immediately after you save the header list you prepared in the Create Data Source
dialog box you may choose Edit Data Source to enter data. The Data Form opens:
You will see the field names at the left.
 Type in every piece of data in its appropriate field
 To go to the next field press Enter or Tab
 To correct mistakes use the backspace or delete keys or highlight the field and
type over the incorrect data.
 After typing the information in the last field of the current record, press Enter to
go to a blank data entry form. You can also click the Add New button.
Activities:
 Enter the following records using the Data Form dialog box.
o Record 1
Name Bitew
FatherName Bekele
JobTitle Programmer
Address1 CSE Box: 33456 A.A.
Address2 b_teka@hotmail.com
HomePhone 18 22 10
WorkPhone 55 97 69
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o Record 2
Name Getahun
FatherName Hailu
JobTitle Systems Specialist
Address1 ILRI Box: 5689 A.A.
Address2 e.gettau@cgiar.org
HomePhone 18 20 10
WorkPhone 61 32 16
o Record 3
Name Ephrem
FatherName Kebede
JobTitle Network Administrator
Address1 ILRI Box: 5689 A.A.
Address2 k.seyou@cgiar.org
HomePhone 15 22 19
WorkPhone 50 90 69
o Record 4
Name Begashaw
FatherName Zelalem
JobTitle Electronics Engineer
Address1
Address2
HomePhone XX 10 22 (You forgot the 1st two digits)
WorkPhone 60 12 22
o Record 5
Name Frehiwot
FatherName Bekele
JobTitle Manager
Address1 WSC 2400 N Street, NW
Address2 fbekele@worldspace.com
HomePhone
WorkPhone 202 969 6001
o Record 6
Name Yonas
FatherName Mekonnen
JobTitle General Manager
Address1
Address2 Box: 8551 A.A. Eth.
HomePhone 50 85 80
WorkPhone 09-23 10 50
 Continue adding more names to your data source file until you have at
least 10 records.
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Saving the data file

To save the data you entered:
 Click on the OK button in the Data Form dialog box.
 Hold down the Shift key and click on the Save All command on the File menu.
This action saves both the main document and the data source.
 Click Yes on the message that appears.
 In the save as dialog box, click Save if you have already created the main
document, otherwise click Cancel.
Activities:
 Having entered all data in the activities above, click OK on the Data Form.
 Hold the Shift key and click FileSave All
 Click Yes when Word asks you if you want to save "InvitedGuests"
 Next, click Cancel to avoid saving the empty mail merge main document
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Editing the data file

After you saved the data, you would have a blinking cursor and the mail merge toolbar on
the blank mail merge main document screen. You can edit the data source document
using the Edit Data Source button on this toolbar.
To open the Data Form and do editing:
 Click on the Edit Data Source button at the far right of the toolbar.
Alternatively, you can open the Data Form from a new or existing document:
 Click TollsMail Merge…
 Select the type of main document to create and choose Get Data
 Choose Open Data Source and select the data source file from the displayed list
 To edit the data right away click Cancel to avoid editing the main document
 Click Edit in the Data Source section to open the Data Form.
Activities:
 Click on the button on the Mail Merge toolbar to open the Data Form.
You will see the first record as in the diagram above.
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To scroll through the Data Source file:

 Use the 4 buttons at the bottom of the Data Form to bring up the record you want
First Record Last Record
Previous Record Next Record
To delete a record:
 Display the record you want to delete from the Data Source
 Click on the Delete button on the Data Form
To add a record:
 Click on the Add New button
To search for a record in a large Data Source:
 Click on the Find Record button on the Mail Merge toolbar or on the Find
button on the Data Form itself. The Find in Field dialog box
appears:
 Type in a word or a series of characters to search for in the Find what box
 Select the field to search in the In field box
 Click on the Find First button.
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Activities:
 Scroll through the data to find one of the records you added
 Use the Delete button to remove the record from the data file. Click OK to
close the Data Form window
 Save the changes to the data source by holding down the Shift key and
choosing FileSave All from the menu bar. Click Yes to save
"InvitedGuests" and click Cancel to avoid naming the empty main
document.
 Open up the Data Form window. Click the First Record button to go
to the entry for Bitew Teka. Click on the Find… button and look for the
father name Bekele. What record is found? Click on Find Next until Word
sends you a finished message.
 Click on to return to the first record. Click Find and this time look for
XX in the HomePhone field to find the incomplete phone number.
 Close the Find in Field window and replace the XX in the data record with
the area code 11.
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Viewing the Data Table

You can view all the data in the data source in a table format. You can add, delete or edit
the data directly in the table.
To open the data source in a table view:

 Click on the View Source button on the Data Form window.
Or, alternatively,
 Use the Open command from the File menu.
Activities:
 If the Data Form window is still on the screen, click on the View Source
button . The Data Source displays in a table format.
 The table column widths are based on the widths of the field names. As a
result the data might be wrapped within the cells and thus difficult to read
as you can see in the diagram above. (See the column Address1). To
adjust the column width and row height, select TableTable Properties.
 Click the Add New Record button on the database toolbar.
Note that the insertion point moves to the end of the table. Now, enter
information for another person. Delete unwanted record in the same way
as you delete rows of a table.
 To add a field while viewing the Data Source, click on the Manage Fields
button (Second button from the left on the database toolbar).
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 Add one or more fields, say, Country, City etc. and click OK when you are
finished.
 The manage fields dialog box allows you to delete or rename fields. To do
so you have to first select the field you want to delete or rename then
press the Remove button or the Rename… button as the case may be.
When you press the Rename… button the Rename Field dialog box
appears. Type in the new name and press OK.
 You can use the FileSave command or click on the Save button to
save changes when you are working in the table view of the data source
document.
 You can return from the table view to the data form window by clicking on
the Data Form button in the database toolbar.
317
Sorting the Data Source File

Records in the data source file are initially stored in the order they were entered.
However, you might want to sort the file by rearrange the records depending on how you
want to use the data. The data source file will print form letters or mailing labels in the
order that the records appear in the data file.
To quickly sort the data file by a single field:

 Display the Data Source in a table view
 Click within the column that contains the field by which you want to sort the file
 Click on the Sort Ascending button or the Sort Descending button .
To sort by more than one field:

 Open the Data Source file if you do not have the mail merge main document and
the data source file open.
 If you are already in a mail merge document, select ToolsMail Merge…or click
on the Mail Merge Helper button on the Mail Merge toolbar
 In the Mail Merge Helper dialog box click on the Query Options button.
 Select the Sort Records tab
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 Click on the "Sort by" box and choose the field to sort by. Check the ascending
or descending button on the right.
 If you want to sort by a second field within the first field, click on the first "Then
by" box and pick the second field to sort by. Choose ascending or descending
order on the right.
 Here you can click OK to perform the sort or click the second "Then by" box to
add a third field.
 When you want to start over with a completely new sort, click the Clear All
button
Activities:
 Now you are going to sort the file first by father name and then by name.
 If the mail merge main document (still blank) is open click on the Mail
Merge Helper button . If it is not, open a blank document and choose
ToolsMail Merge. Click Create and select a main document type. Then
click Get DataOpen Data Source and open "InvitedGuests".
 Display the Mail Merge Helper dialog box and click on the Query
Options button.
 Click on the Sort Records tab
 Click in the Sort by box and select FatherName. Select Ascending order
 Now click in the "Then by" box and select Name. Select Ascending order
 Click on OK to sort the file
 To see the results, click on Edit in the Data Source section of the mail
merge helper dialog box and open "invitation". Scroll through the records
to see the result of the sort
 Now add another person's data to the list using Data Form. Close the
Data Form by clicking OK and then reopen it by clicking the Data Form
button . Check that the new name is inserted in its proper location.
 Save the file and close it.
 If you open the data source file again and add more entries to the list, they
will not be added in the correct order. You must sort the file again.
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Creating the Main Document

Having created and edited the data source, you can now create the other document for a
merge  the main document. In this section, you will create a letter because it is the
common type of merge and it uses a normal paper size for printing.
To create a letter for a merge:

 Go to ToolsMail Merge on the menu bar to open up the Mail Merge Helper
 Click on the Create button and choose Form Letters…
 Select Active Window if you want to associate the current document with the
data source; if you want to start afresh, select New Main Document
 Next click on Get Data. Create or open the data source you wish to associate with
the main document you are about to create.
 If you selected a data source, click on Edit Main Document.
 Move the blinking cursor where you want to place the first field.
 On the Mail Merge toolbar, click on Insert Merge Field. You will see a list of
all the fields in the associated data source.
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 Click on the fields needed for the inside address in your letter. The activities
below show you how to place a field in its proper location in the letter.
 Once you have the inside address completed, continue typing the main body of
the letter.
 If you also use information from the data source for the salutation line, insert the
corresponding field.
 Save the main document just as you save any document.
Activities:
 Open a new blank document.
 Select ToolsMail Merge… on the menu bar
 Click on Create and choose Form Letters for the main document type
 Since you already opened a blank document, click on Active Window.
 Click on Get Data, choose Open Data Source and select "invitedGuests"
 Click on Edit Main Document
 Position the insertion point where you want the inside address to appear.
 On the Mail Merge toolbar, select Insert Merge Field.
 Click on the field Name, press the space bar to insert a space. Note that a
field name appears in the main document in double brackets.
 Select again Insert Merge Field, click on FatherName and press Enter
 Continue placing all the fields necessary for the inside address following
the layout below:
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 Continue the letter as you want. Here is a sample:
 Now click before the inside address at the top of you letter and press
Enter twice. Select InsertDate and Time.
 Select the date format you prefer, check the Update Automatically box
and click OK.
 Save this form under the name "invitationLetter".
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Checking for Errors

Before merging the main document and the source document you can check the
documents for any merge errors.
To check for merge errors:
 Click the Check for Errors button on the Mail Merge Toolbar. The
Checking and Reporting Errors window appears:
 Select one of the three options and click OK
To preview the merged document:
 Click the View Merged Data button on the mail merge toolbar
 Use the red navigation buttons to preview all the merged documents.
 Check the documents to make sure that the merge fields, punctuation and spacing
all appear in the preview as you want them to appear in the final merge.
 Click again on the View Merged Data button to return to the main document
Activities:
 If the main document "invitationLetter" is still on your screen, click the

Check for Errors button on the Mail Merge Toolbar
 Select Stimulate the merge and report errors in a new document.

Correct the errors if there are any.
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Performing the Merge

Once the main document is created and saved, you can complete the merge process.
To perform the merge:
 If the main document is still open, click on the Mail Merge Helper button on
the mail merge toolbar.
 Select Merge… to bring up the Merge dialog box
 From the Merge to: box choose New document or Printer or Electronic mail
 From Records to be merged section, select From: if you want to merge only a
selected range of records
 In the When merging records section, specify the handling of blank lines caused
by missing fields.
 If necessary, set up filter and sort options by clicking on
 If you have doubts, check for errors before you click on Merge.
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Activities:
 With the form letter still displayed as the active document, click on the
Mail Merge Helper button . Verify the settings in each section of this
dialog box:
o The main document should be using the merge type, Form

Letters, and it should be referencing the current document,
"invitationLetter.doc"
o The data source should be referencing "invitedguests.doc"
o The merged document will be a new document with suppressed

blank lines in the address
 If the above settings are correct, click on Merge. When no additional

changes are necessary, click on Merge again in the Merge dialog box
 The insertion point will be positioned on the first page of the new
document. Scroll through the merged output to move from one page to the
next. What order are the letters in?
Tip: To perform the merge immediately, click on the merge to new document
button on the mail merge toolbar.
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Creating Envelopes
If you have printed letters ready to be mailed, your next task might be either to create and
print envelopes for the letters or to create and print mailing labels.
To set up the envelope and delivery address:

 If you have a main document open, click on the Mail Merge Helper button on
the merge toolbar.
 If you are at a blank document screen, go to ToolsMail Merge… on the main

menu.
 On the Mail Merge Helper dialog box, click on the Create button and then
choose Envelopes….
 Select Active Window if you are at a blank screen or select New Main Window
if you started from a main document.
 Click on Get Data now and open the data source you want.
 Click Setup Main Document to open the envelop options dialog box.
 Choose the appropriate envelope size and set additional options on the Envelope
Options tab.
 Click on the Printer Options tab and make changes to he envelope feed settings,
if needed.
 Click OK when you are satisfied with the settings. The Envelope Address dialog
box will open.
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 To enter the delivery address, place references to the fields by clicking on the
Insert Merge Field button above the sample window.
 When you finish, click OK to go to the Mail Merge Helper dialog box.
 Click on Merge and then Merge again in the merge options dialog box.
 Save the main document.
Activities:
 Open the document "invitationLetter" and click on the button .
 Click on Create and then choose Envelopes….
 Click on New Main Document, chose Get Data and open "invitedGuests".
 Click on Setup Main Document.
 The Envelope Options dialog box will open.
327
 Set appropriate envelope and printer options and click OK. The Envelope
Address dialog box appears.
 Click on Insert Merge Field to bring up the listing. Now create the delivery
address by choosing the fields:
Name, FatherName, JobTitle, Address1 and City
 Click OK when you are done.
 Check the information in the Merge section of the Mail Merge Helper to
make sure that the lines with missing fields are removed.
 Close the dialog box and see if the main document you just created is fine.
 Save the document as "invitEnvelopes" and leave it open on your screen.
 You can see that Word automatically added the return address at the top
left corner of the envelope. If the return address is not correct, you can
edit it by choosing Options… from the Tools menu. Click on the User
Information tab. Information in the Mailing address window will be used
for the return address when you create envelopes. Change the wrong
address and click OK.
328
 This information will be used the next time you create an envelope. For
now, edit the return address on the "invitEnvelopes" main document itself.
 To merge this main document and the data source file "invitedGuests",
click on the Merge to New Document button on the Mail Merge toolbar.
 In the new document, you will see one envelope for each person listed in
the data source. The return address should reflect the changes you have
made.
 If you want, feed the correct envelopes into your printer and print this file.
 Close the new merged document without saving and then close
"invitenvelopes.doc".
329
Summary
 To create a data source document or mail merge, main document
select ToolsMail Merge…
 To save the data entered into the data source document hold the Shift
key and select FileSave All.
 To view the data table click the button on the Data

Form window.
 To edit the data source click on the button on the Mail Merge
toolbar
 To sort the data source file click on the Query Options button in the
Mail Merge Helper dialog box.
 To check for errors before performing a merge click the button on

the Mail Merge Toolbar
 To preview the merged document click the button on the Mail

Merge toolbar
 To perform the merge immediately, click on the button on the

mail merge toolbar.
 To create envelope, select Envelopes… on the mail merge helper

dialog box.
330
Practice Exercises
Exercise 105. Use the Open command on the File menu to open the document source
file "invitedGuests" you created in this lesson as a table and save it as
"PracticeMerge". Close this file and open a new blank document. Go to
ToolsMail Merge, choose any type of main document, click Get Data
and open the "PracticeMerge" data source file. Go to the Query Options
and sort the data source records by City and then by FatherName and
finally by Name. Then go to the Data Form dialog box and scroll through
the records to see if they are in the correct order. Don't you think this type
of sort would be useful if you were working on a multi-city project?
Exercise 106. Click on View Source to display the "PracticeMerge" data source in a
table format. Your file should still be sorted by city, then by father name
and finally by name. With the cursor anywhere in the name column, click
on Sort Ascending button on the database toolbar.
Exercise 107. While viewing the "PracticeMerge" data source as a table, try adding a
new field for published articles and while still in the table, add the titles of
the published articles to each record.
Exercise 108. Try creating a different letter to be used with "invitedGuests" data file.
This time, in the body of the letter, include the person's phone number for
verification.
Exercise 109. Open a blank document and select Mail Merge from the Tools menu.
Click on Create and choose Mailing Labels. Click on Active Window.
Next, click on Get Data and open the "invitedGuests" data source and then
click on Setup Main Document.
Select the label size that you use and click OK. The Create Label window
appears. Use the Insert Merge Field button to place the fields for Name,
FatherName, JobTitle, Address1 and City. Click OK. Check the
information in the Merge section of the Mail Merge Helper to make sure
that the lines with missing fields are removed. Close the dialog box and
view the main document you have just created. Save this document under
the name "invitLables". Click the Merge To New Document button to
perform the merge.
Examine the resulting document to make sure no address is using more than
one label. Finally print to label forms inserted in your printer. You don't
need to save this document as you already have the label form and the data
source and can create it if you need to.
331
Microsoft Word 2000 Table of Contents
Lesson 17
Captions, Cross-
References, Index and
Table of Contents
Objectives:
By the end of this lesson you should be able to:
 Add Captions to Tables, Figures, Equations, etc.

 Add Cross-References
 Mark and Create Index Entries
 Create a Table of Contents

 Update Entries and Tables
332
Inserting Captions
A caption is a numbered label that you can add to a table, figure, equation, or other item.
For example, you can add the caption ―Figure 1,‖ to the first figure in your document or
―Table 3-II‖ to the second table in section 3 of your document. If you later add, delete, or
move captions, you can easily update the caption numbers all at once.
To insert a caption:
 Select the item to be captioned.
 Click on Insert on the menu bar and then choose Caption…. The Caption dialog
box appears.
 From the Label: box, chose the item (Figure, Table or Equation) or create a new
name by clicking on .
 From the Position: box, choose the position of the label relative to the item.
 If you want, click on to change the numbering style.
 If you click on , word automatically adds caption each time you

insert the selected item.
 When you are done click OK. The caption will be inserted.
Activities:
 Open a new word document, create a table and then select it
333
 Select InsertCaption… to insert a caption for your table
 Normally, Word displays the correct label for you. If this is not the case,
choose the correct label from the Label: box.
 Enter the caption for the table, say "Olympic Records" in the Caption box
 Accept the default position "Above selected item" and click OK.
 To insert captions automatically, click on .
334
Check the item to

be captioned
automatically
when inserted
335
Adding a Cross-Reference
A cross-reference is used to refer the reader to an item that appears in another location in
a document. For example, "See Figure 1 on page 3." is a cross-reference. You can use a
cross-reference to headings, footnotes, bookmarks, captions, equations, etc. If changes
are made in a document, it is easy to update the cross-references all at once.
To create a cross-reference:
 Click in your document where the cross-reference is to be inserted.
 Type optional text such as "See" or "See Page".
 From the Insert menu select Cross-reference….
 Select the type of item to be referred to from the Reference Type: box
 In the Insert reference to: box, click the information you want inserted in the
document — for example, the footnote number.
 In the For which box, click the heading to be referred to (if possible). For
example, the heading for Chapter 6.
 To go immediately to the referenced item, check the Insert as hyperlink box.
 Check the Include above/below check box (if available) to specify position of the
referenced item relative the cross-reference.
 Click Insert.
336
 To insert additional cross-reference information, click in the document and then

repeat the above steps.
 When you are done click on the Close button to return to the document
 If you now position the mouse over the cross-reference, a hand appears. Click
once to move to the cross-referenced item.
Here is an example:
Optional text you type in

the document
See Lesson 17 on page 332
Items you select from the

cross-reference dialog box
Activities:
 Open a new Word document and type the following. Apply the styles
indicated at the left.
337
 Insert a table and add a caption to it as shown
Table 1 Population Growth
 Now hold the Ctrl key and press Enter to go to a new page.
 Type the following in the new page and apply Heading 1 style to the first
line and Heading 2 style to the rest.
Lesson 18 Word Objects

WordArt
Clip Art
AutoShapes
Chart
Equation
 Insert page numbers to your document and save it under the name
"Practice Cross-Referencing".
 Now, go to the top of the second page and click at the end of the first line
(Lesson 18 Word Objects). You are going to insert a cross-reference here.
 Type something like "For details, see "
 From the insert menu, choose cross-reference.
 Suppose you want refer the reader to the table on page 1. So, select
"Table" from the Reference type drop-down list.
 In the Insert reference to: list box, click "Entire caption".
 Click Insert. The dialog box remains open for other cross-references to be
added.
 Click out side the dialog box to return to the document and type in the text
"on page " where the cursor is.
 Click on the Insert reference to: list box and choose "Page number".
This will be inserted in the document.
338
 Check the Insert as hyperlink box.
 Click the Cancel button to close the dialog box. The cross-reference you
just inserted looks like
(For details see Table 1 Population Growth on page 338)

 Put the cursor over the cross-reference and click. Word takes you to the
cross-referenced table.
 Now press Ctrl End to go to the end of your document.
 Once again, click cross-reference from the insert menu.
 Select "Heading" from the Reference type drop-down list, then select
"Inserting a Cross-reference" and finally click on the Insert button.
 Click Cancel to go back to your document.
 Click "Inserting a Cross-reference" to go to the heading.
339
Mark and Create Index Entries

To create an index, you must first mark the index entries in a document.
To mark an index entry:

 Open the document you want to index
 Find and select the first instance of text for the index
 From the Insert menu, choose Index and Tables…. A dialog box appears.
 Select the Index tab and click on . The selected text appears in the
Main entry field. You can edit this text if required.
 Click Mark to mark the entry, or Mark All to mark all instances of this entry.
 In the same way, mark all index entries in your document.
 When you are done click Close.
Note: Word is case sensitive with index entries. Your main entry text must
match exactly what the document contains.
Tip: To create an index entry, select the text and press Alt Shift X
340
To create an index:
 Place the cursor where you want the index is to be generated
 From the Insert menu choose Index and Tables…. A dialog box appears.
 Select the Index tab
 Select a type for your index: Indented or Run-in, set the number of columns and
choose a language.
 Select Right align page numbers if desired and then choose a Tab leader or use
(none) if none is desired.
 In the formats box choose the format you want and look at it in the preview pane
if it suits your needs
 When you are done click OK to insert the index.
341
Create a Table of Contents

It is a simple task to generate tables of contents (TOC) if you first apply built-in or
custom styles to your document. Word will do all the work for you by inserting the
different levels of headings into a table of contents.
To create a table of contents:

 Place the cursor where the table is to be inserted.
 From the Insert menu, select Index and Tables…. The Index and Tables dialog
box pops up.
 Select the Table of Contents tab
 Select a design in the Formats box if you want to use a built-in design. Look at
the Preview panes to see if you have the design you need.
 If you want to customize the Table of Contents click on the Options… button.
 Click OK to insert the Table of Contents into your document.
342
Activities:
 Open a new document and type the following text:
Lesson 1 Word Basics

Start Microsoft Word
The Word Screen
Menus And Toolbars
The Office Assistant
Exit Microsoft Word
Lesson 2 document basics

Creating a new document
Entering text
Moving the cursor
Saving and closing a document
Printing a document
Lesson 3 editing a document

Insert and delete text
Type over text
Select text
Undo and redo
Drag and drop
Find and replace
 Save this document under the name "Practicing TOC".
 Click anywhere within the first line, Lesson 1 Word Basics
 Click the style drop-down arrow and apply Heading 1
Click here
 Apply the same heading for the other two lesson titles
 Now select the topics under "Lesson 1 Word Basics" and then apply
Heading 2.
343
 Apply the same heading to the remaining text.
 Go to the top of the document by pressing the key combination Ctrl Home
 Press Enter and press Ctrl Home again
 From the Insert menu choose Index and Tables. Select the Table of
Contents tab
 Accept the default Format and just click on the OK button. Word inserts
the table of contents:
344
Update Entries and TOC

To update your Table of Contents (TOC):
 Right-click anywhere in the table of contents. The popup menu appears:
 Select Update Field
 Or, alternatively, click anywhere in the TOC and press F9 on the keyboard
 In both ways, the Update Table of Contents dialog box appears:
 If you have manually changed any text in the TOC and only want the page
numbers to be updated, select that option
 If you have not made any manual changes to the entries, but have added or
removed headings within the document, select the entire table option
Note: If you have made manual changes and choose to update the entire
table, all your changes will be lost.
345
Summary
 To insert a caption click InsertCaption... on the menu bar.
 To add across-reference click InsertCross-reference... on the menu

bar.
 To mark index entries click InsertIndex and Tables... on the menu

bar. Then select the Index tab and click on .
 To create index entries click InsertIndex and Tables... on the menu

bar. Then select the Index tab.
 To create a Table Of Contents (TOC) click InsertIndex and

Tables... on the menu bar and then select the Table of Contents tab.
 To update TOC right-click anywhere in the table of contents and

choose from the popup menu.
346
Practice Exercises
Exercise 110. Make a copy of a large word document which has no TOC and Index and
save it wit a new name such as "Practicing TOC". Insert a TOC at the
beginning of the document and an index at the end.
Exercise 111. Insert captions for the figures and tables in the document if there are any.
You can also add your own tables and figures and insert captions.
Exercise 112. Insert or delete some text (1 or 2 pages long) at the middle of the
document so that the subsequent pages of the document are shifted
forward or backward. Update both the index and the TOC to have the
correct page numbers.
347
Index
Index
Active document, 85 formatting, 255
Alignment options, 256
Center, 68 ClipArt, 250
Left, 68 Clipboard, 86
Paragraph, 67 Closing a menu, 8
right, 68 Column
Text, 67 add, 191
Animation, Text effects, 57, 58 delete, 191
AutoCorrect, 131 Column and row size, 193
AutoFormat, 198 Columns
AutoShapes, 227 balancing, 118
inserting breaking, 117
Menu option, 227 create, 115
Toolbar option, 227 heading, 116
Autosummarize, 156 Comments
AutoText entry delete, 149
create, 96 insert, 148
insert, 96 print, 149
Bookmarks reviewing toolbar, 149
add, 94 view, 148
delete, 95 Control buttons
go to a specific bookmark, 94 Close, 4
Borders Maximize, 4
around text, 111 Minimize, 4
create, 110 Restore, 4
page borders Copying text, 40
create, 113 Create a custom toolbar, 169
remove, 113 Cross-references, 332
Borders and Shading Custom dictionaries
add using border button, 199 activate and use, 135
add using toolbar, 199 add, 134
dialog box, 201 add,delete,edit words, 135
Bullets and Numbering Dialog box, 71 create, 133
Captions remove, 137
insert, 330 Customise menus, 164
Cells reset built-in menu, 165
moving from cell to cell, 184 Customise toolbars, 166
selecting, 184, 185 Cut, Copy and Paste, 59
Change case, 46 Data entry form, 307
Character spacing, 57 saving the data file, 309, 310
Charts, 252 Data source
create from a table, 253 add record, 311
create new, 252 create, 304
348
Index
delete record, 311 inserting, 213

scroll through, 311 operators, 212
search for a record, 311 recalculating, 216
sorting, 315 Functions, 218
Data table, 313 IF function, 221
Dimmed command, 6 Getting Help
Document Properties help dialogbox, 9
statistics, 155 Office Assistant, 9
summaries, 154 using keyboard, 9
Drag and Drop, 40 using menubar, 9
Drawing object Go To, 44
rotating and flipping, 239 Header rows
Drawing objects, 226 create, 186
aligning, 236 repeat, 186
delete, 231 Headers and Footers, 102
drawing toolbar, 226 Icons, 5
formatting, 233 Index
grouping, 238 create, 337
picture toolbar, 226 mark entries, 336
stacking, 240 Insert mode, 38
Drop Cap Inserting objects, 245
Create, 60 Keyboard shortcuts, 5, 8
Remove, 60 Line numbers
Dropdown menu, 5 add, 106
Envelopes, 323 remove, 107
Equation Lines and curves, 230
inserting, 259 Lists
Exiting Word, 11 Bulleted, 69
Font Nested, 73
Dialog box, 56 Numbered, 70
Size, 55 Mail merge, 302
Type, 54 check for errors, 320
Font color, 57 create main document, 317
Footnotes and Endnotes merge data, 321
delete, 109 preview merged data, 320
insert, 108 set view options, 303
view, 109 Margins, 145
Formatting Gutter margins, 146
Text Mirror margins, 146
Bold, 52 Table position, 187
Italic, 52 Text position within table, 187
Underline, 52 Menu bar, 4
Formatting Paragraphs, 63 Merge documents, 88
Formula Merging cells, 195
example, 212 Moving around a document
field codes, 217 using cursor keys, 32
349
Index
using the browser, 33 Sorting tables, 203

using the mouse, 32 Spacing
Moving text, 40 Line, 75
New Office Document, 2 Paragraph, 75
Opening a menu, 5 Spelling abd Grammar
using the keyboard, 8 turning off, 123
Overtype mode, 38 Spelling and Grammar
Page break, 141 check automatically, 125
Page numbers check grammar, 125
insert, 104 check spelling, 124
remove, 105 options, 127
Page orientation, 147 Splitting cells, 196
Paper size, 147 Start
Paragraph Button, 2
decrease left indent, 64 Word, 2
increse left indent, 64 Style gallery, 285, 286
indenting using the ruler Style names
first-line indent, 65 remove, 279
hanging indent, 65 view, 279
left indent, 65 Style of next paragraph, 280
remove indentation, 65 Styles, 264
right indent, 65 apply, 264
Passwords copy, 282
create, 158 create, 268
remove, 159 dialog box, 266
Print options, 174 keyboard shortcuts, 267
Printing, 27 assigning, 271
Protect/Unprotect document, 160 modify, 273
Redo, 39 by example, 275
Referencing print, 284
cell, 209 remove and delete, 276
cells in other tables, 210 replace, 277
column, 210 Symbols, 47
examples, 211 Table of contents, 338
row, 209 update, 341
Rows Tables
add, 190 adding information, 183
delete, 190 create
Save options, 173 using drawing button, 181
ScreenTip, 6 using existing text, 180
Search and replace, 42 using menu, 179
Section break using toolbar, 180
delete, 142 Tabs
insert, 142 Clearing, 78
Shading paragraphs, 114 Setting
Sorting paragraphs, 90 using dialog box, 78
350
Index
using ruler, 77 Standard, 4

with leaders, 79 Track Changes, 150
Templates, 291 accept or reject, 151
choosing, 291 Undo, 39
create new, 295 Using toolbars, 6
using Wizards. See Wizards Versions, 152
select and use, 292 View multiple documents, 84
Text Views
deleting, 35 normal, 24
inserting, 35 outline, 25
remove selection, 36 print layout, 24
selecting print preview, 26
entire document, 36 web layout, 24
line, 36 web page preview, 25
paragraph, 36 Wizards, 296
sentence, 36 Word document
word, 36 closing, 19
selecting using the keyboard, 37 creating, 15
Text boxes entering text, 16
break link, 93 opening, 20
Create, 92 previewing, 22
Linked, 92 recently used, 21
move among, 93 saving, 17
Theme. See Style gallery Word options, 172
Thesaurus, 129 Word screen, 3
Title bar, 4 WordArt
Toolbar insert, 247
Formatting, 4 Wrapping styles, 242
351

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The Font Dialog Box .................................................................................................... 56

Lesson 8 ...................................................................................................................... 122

Adding and Deleting Rows ......................................................................................... 190

Assigning Keyboard Shortcuts ................................................................................... 273

 Be familiar with the Screen Layout

 Understand the Menus and Toolbars

 Exit Microsoft Word

Starting Word 2000

 Place the mouse pointer over .

 On the submenu that appears click .

 You will see the Word screen after a few moments.

Note: Depending on the installation of Word and the Operating System on

 Start Microsoft Word following the steps above.

 In the second step, click instead of and

 Find other ways of opening Word.

The Word 2000 Screen

The different components are described below:

Window Component Description

Title Bar Shows current document and application in use

Menu Bar Contains menu headings for accessing basic

Standard Toolbar Contains buttons used for quick access to basic

Formatting Toolbar Contains tools for changing the look of text

Window Component Description

Vertical/Horizontal Indicates Margin, Tab and Indentation settings

Scroll Bars Allow quick movement around document

Browser Allows quick selection of document parts

Insertion Point Position to insert text or graphics

Status Bar Shows status of the current document

Office Assistant On line Help facility

Application Icon Minimize Close

 Similarly, investigate the different icons on the Formatting toolbar.

 See the status of the current document on the status bar.

Menus and Toolbars

 Notice that some commands

o have keyboard shortcuts (e.g., Ctrl+N)

o are followed by three dots (ellipses)

o are followed by a right arrow (e.g., see the figure below)

 An arrow after command names indicates that another menu is available.

 This dimmed command cannot be selected at the moment.

 Click this arrow to see more commands

 Move the pointer to the menu bar and click .

 Select Formatting and click on .

 What happened? The formatting toolbar disappeared.

 Click the leftmost button on the Standard Toolbar. A new word

 To close the new document, select the command from the

 Alternatively, you can close the new document by clicking on on the

Opening a menu using the keyboard:

 To display the File menu, press the underlined letter F.

Getting On-Line Help

 Click from the menu bar and select OR

 Click the Office Assistant button on the standard toolbar OR

 Click the Office Assistant itself if it is on the screen.

 The Microsoft Word Help dialog box appears.

 Search specific topics by selecting the tab or the tab or

 Choose a different Office Assistant. [Hint: Right-click on the Assistant]

 In the same way expand the book

 Finally, click on and choose an option from the right

Tip: Press Shift + F1 to use the 'What is this?' Pointer

 To completely close the application Word click Exit at the bottom.

Tip: To exit word press Alt + F4 on the keyboard

 To open a menu click once on the menu name.