Professional Documents
Culture Documents
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.
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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.
I hope each lesson of this material will appreciably increase your ability to
use Microsoft Word 2000 and boost up your confidence.
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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
Practice Exercises ......................................................................................................... 30
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
Practice Exercises ......................................................................................................... 50
Lesson 4 ........................................................................................................................ 51
Formatting Characters ................................................................................................... 51
Bold, Italic and Underline Styles .................................................................................. 52
Font Types and Sizes .................................................................................................... 54
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Microsoft Word 2000 Contents
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Microsoft Word 2000 Contents
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Microsoft Word 2000 Contents
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Microsoft Word 2000 Word Basics
Lesson 1
Word Basics
Objectives:
By the end of this Lesson you should be able to:
Start Microsoft Word
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Microsoft Word 2000 Word Basics
From the Windows Desktop, click the Start button, . You will see
something like this:
Activities:
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Microsoft Word 2000 Word Basics
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
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Microsoft Word 2000 Word Basics
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.
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.
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Microsoft Word 2000 Word Basics
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.
o have pictures (icons) to the left (e.g., see the New… command)
o appear dim, pale, gray (ghosted). These commands are not available for
selection at the moment.
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Microsoft Word 2000 Word Basics
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
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.
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Microsoft Word 2000 Word Basics
Examples of ScreenTips
Screen Tips
Activities:
From the drop down menu, select . A fly out menu will
be displayed.
To show the formatting toolbar follow the same steps, i.e., click then
select and finally click .
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 .
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Microsoft Word 2000 Word Basics
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.
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.
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Microsoft Word 2000 Word Basics
To get help:
Press F1 on the keyboard OR
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.
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Microsoft Word 2000 Word Basics
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]
Open the Help dialog box shown above. On the Contents tab, click on the
plus sign of the book to expand it.
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Microsoft Word 2000 Word Basics
Exit Word
Exiting Word is as simple as starting it:
Click the File menu once to display the drop down menu.
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.
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Microsoft Word 2000 Word Basics
Summary
To start Word, click the Word Icon .
To use Toolbars position the mouse over the correct button and click
once.
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Microsoft Word 2000 Word Basics
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 6. How can you find out what a button on a toolbar does?
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Microsoft Word 2000 Document Basics
Lesson 2
Document Basics
Objectives
By the end of this Lesson you should be able to:
Create a New Document
Enter Text into a Document
Move the Cursor Around in a Document
Save and Close a Document
Preview a Document
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Microsoft Word 2000 Document Basics
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.
Tip: A new document can be opened by clicking on the New button on the
Standard Toolbar.
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Microsoft Word 2000 Document Basics
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.
You may need to press the following keys while entering text:
Activities:
In the New dialog box, click each tab to see the different templates.
Practice using the cursor movement keys displayed in the table above.
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Microsoft Word 2000 Document Basics
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.
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Microsoft Word 2000 Document Basics
Select a type for the document to be saved in the Save as type box.
Click Here
Click Save
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.
Observe that the name of your document appears on the title bar.
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Microsoft Word 2000 Document Basics
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.
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.
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Microsoft Word 2000 Document Basics
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.
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Microsoft Word 2000 Document Basics
Tip: To display the Open dialog box, click on the Standard Toolbar.
Activities:
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!)
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Microsoft Word 2000 Document Basics
Previewing a Document
Print Preview displays the document as it will look when printed.
Click on the Magnifier on the Toolbar to turn the magnifier on and off.
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Microsoft Word 2000 Document Basics
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 arrow next to the Zoom box and then select the zoom setting
you want to from the drop-down list.
Click the Shrink to Fit button to condense the document by one page.
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Microsoft Word 2000 Document Basics
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.
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Microsoft Word 2000 Document Basics
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
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Microsoft Word 2000 Document Basics
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.
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Microsoft Word 2000 Document Basics
Printing
To print the document that is displayed on the screen:
Select from the File menu to open the Print dialog box.
o Enter the page ranges and/or the specific page numbers separated by
commas. For example, you might enter: 1,5,10, 20–30
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Microsoft Word 2000 Document Basics
o You can change the number of copies by clicking on the up arrow or down
arrow button to the right of the box
Activities:
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.
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Microsoft Word 2000 Document Basics
Summary
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Microsoft Word 2000 Document Basics
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.
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Microsoft Word 2000 Editing Documents I
Lesson 3
Editing Documents I
Objectives:
By the end of this Lesson you should be able to:
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Microsoft Word 2000 Editing Documents I
Navigating a Document
Moving around a document is possible either by using the mouse or by using the cursor
keys.
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Microsoft Word 2000 Editing Documents I
Tip: To move the cursor to a particular point on the screen, simply position the
mouse and click the left button.
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 .
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.)
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Microsoft Word 2000 Editing Documents I
Click on the Next button to move to the next occurrence of the selected item.
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?
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.
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Microsoft Word 2000 Editing Documents I
Inserting Text
Position the cursor where the text is to be inserted.
Activities:
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.
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Microsoft Word 2000 Editing Documents I
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.
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Microsoft Word 2000 Editing Documents I
o Pressing F8 a second time will highlight the word within which the
insertion point currently lies.
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.
Activities:
Using the different methods you just learnt select and deselect
a word a phrase
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Microsoft Word 2000 Editing Documents I
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Microsoft Word 2000 Editing Documents I
The exact name of the Undo command will depend on the last action performed.
Some Examples are given below:
Typing
Deleting
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.
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Microsoft Word 2000 Editing Documents I
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.
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Microsoft Word 2000 Editing Documents I
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:
Select a sentence.
Now click on the Undo button on the standard toolbar. What happens?
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Microsoft Word 2000 Editing Documents I
Enter the word or text to search for in the Find what box.
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:
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Microsoft Word 2000 Editing Documents I
Select the options you want. For example, select Match case if you want the
search to be case sensitive.
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Microsoft Word 2000 Editing Documents I
Enter the search string in the Find what box and the replacement word(s) in the
Replace with box.
Click on .
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.
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Microsoft Word 2000 Editing Documents I
Activities:
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."
The Find What box should have the search text you already entered.
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.
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Microsoft Word 2000 Editing Documents I
Changing Case
To change the case of a group of characters:
Select the characters.
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:
Change the case of the selected text to title case. What happens?
While the text is selected, press the key combination shift f3 three times.
Observe how the case is changing.
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Microsoft Word 2000 Editing Documents I
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 to choose
a different font
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Microsoft Word 2000 Editing Documents I
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 ©.
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Microsoft Word 2000 Editing Documents I
Summary
To move the cursor, click once at the desired position.
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 find and/or replace text, choose Find or Replace from the Edit
menu.
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Microsoft Word 2000 Editing Documents I
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?
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Microsoft Word 2000 Formatting Characters
Lesson 4
Formatting Characters
Objectives:
By the end of this Lesson you should be able to:
Apply Bold, Italic and Underline Formatting to Text
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Microsoft Word 2000 Formatting Characters
To return to a normal format press Ctrl Spacebar, or repeat the key press.
First move the insertion point where you want to enter the new text.
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
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Microsoft Word 2000 Formatting Characters
Use the keyboard or the formatting toolbar to apply the desired format.
Tip: To format a single word, click within the word and apply the required format.
Activity:
Before you start typing text, apply bold, italic or underline format.
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?
Apply bold, italic or underline formatting using the mouse and then the
keyboard.
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Microsoft Word 2000 Formatting Characters
You choose font from the Font box located on the Formatting Toolbar.
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.
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.
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Microsoft Word 2000 Formatting Characters
The size of text can be changed using the Size box, , located to the right of the font
box on the Formatting Toolbar.
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.
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Microsoft Word 2000 Formatting Characters
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Microsoft Word 2000 Formatting Characters
Change the font color, underline style and underline color if necessary:
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Microsoft Word 2000 Formatting Characters
Click OK.
Tip: To change the color of text use the Font Color button, , on the
Formatting Toolbar.
Activities:
Look here
Select the title of your document or, if it doesn't have, add a title (say,
Formatting Text) and select it.
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Microsoft Word 2000 Formatting Characters
Move the insertion point to the position where you want to paste the text.
To copy text:
Select the text to be copied.
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.
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Microsoft Word 2000 Formatting Characters
Drop Cap
The Drop Cap command enables you create a large dropped initial capital letter at the
beginning of a paragraph.
Click OK.
Click OK
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Microsoft Word 2000 Formatting Characters
Summary
To underline, bold or italicize text click on the buttons , , .
To open the Font dialog box click Format/Font on the menu bar.
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Microsoft Word 2000 Formatting Characters
Practice Exercises
Exercise 26. Type the following text exactly with formatting shown and save it as
FORMATTING TEXT in your floppy.
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,
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.
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.
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Microsoft Word 2000 Formatting Paragraphs
Lesson 5
Formatting Paragraphs
Objectives:
By the end of this Lesson you should be able to:
Indent Paragraphs
Align Text
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Microsoft Word 2000 Formatting Paragraphs
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.
Alternatively:
Click at the beginning of any line within the paragraph (except the first)
Activities:
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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Microsoft Word 2000 Formatting Paragraphs
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.
On the horizontal ruler, drag the Right Indent marker to the position you want.
Drag the First Line Indent marker on the horizontal ruler to the position you want.
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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Microsoft Word 2000 Formatting Paragraphs
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:
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Microsoft Word 2000 Formatting Paragraphs
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
Center
The effect of using the alignment buttons is summarized in the table below:
Left Text will have straight left margin but ragged right margin.
Right Text will have straight right margin but ragged left margin.
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Microsoft Word 2000 Formatting Paragraphs
Move the I-beam pointer to the left margin until you see the Align Left icon .
Move the I-beam pointer until you see the Center icon .
Move the I-beam pointer until you see the Align Right icon .
Activities:
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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Microsoft Word 2000 Formatting Paragraphs
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 remove bullets select the text and click the button once again.
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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Microsoft Word 2000 Formatting Paragraphs
Numbered Lists
Numbered list are created in exactly the same way as bulleted lists.
To remove numbering select the text and click the button once again.
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
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Microsoft Word 2000 Formatting Paragraphs
Select from the Format menu or right click within the list
and select from the shortcut menu.
o Select the list style from one of the seven choices given, OR
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Microsoft Word 2000 Formatting Paragraphs
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 Customize. You will see the Customize Numbered List box similar
to the one shown above
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.
Click OK
Click OK again.
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Microsoft Word 2000 Formatting Paragraphs
Nested Lists
Nested lists are lists with multiple levels.
Here is an example:
Activities:
That is it! You have something like the picture on the right above.
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Microsoft Word 2000 Formatting Paragraphs
On the Format menu, click Bullets and Numbering, and then click the Outline
Numbered tab.
Tip: To remove the numbering style from a text, select the text, click
FormatBullets and NumberingOutline Numbered, select None and
click OK.
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Microsoft Word 2000 Formatting Paragraphs
o To change line spacing, select the options you want in the Line spacing
box.
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Microsoft Word 2000 Formatting Paragraphs
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:
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%.
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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Microsoft Word 2000 Formatting Paragraphs
Click on at the far left of the horizontal ruler until it changes to the type of tab
you want:
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:
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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Microsoft Word 2000 Formatting Paragraphs
Start a new line where the tab setting is to start as text is entered.
Click on .
From the list of tabs, select the one to be cleared and click on .
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Microsoft Word 2000 Formatting Paragraphs
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.
Click on .
Activities:
Create the following document exactly as it appears and save it under the
name "Practicing Tabs".
Dotted
Leader
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Microsoft Word 2000 Formatting Paragraphs
Summary
To align text, click on one of the buttons .
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Microsoft Word 2000 Formatting Paragraphs
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
Press the Tab key once before each quote to indent it.
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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Microsoft Word 2000 Formatting Paragraphs
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:
Exercise 36. Create a numbered or bulleted list for your family tree.
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Microsoft Word 2000 Editing Documents II
Lesson 6
Editing Documents II
Objectives:
By the end of this Lesson you should be able to:
View Multiple Documents
Switch Between Documents
Copy and Paste Multiple Items
Sort Paragraphs
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Microsoft Word 2000 Editing Documents II
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
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Microsoft Word 2000 Editing Documents II
Observe that the inactive documents all have grayed title bars
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:
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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Microsoft Word 2000 Editing Documents II
Switch to the source document that contains the item you want to 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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Microsoft Word 2000 Editing Documents II
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:
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?
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Microsoft Word 2000 Editing Documents II
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.
Type the bookmark name in the Range box. (See the last section of this Lesson.)
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Microsoft Word 2000 Editing Documents II
Click OK.
Click .
Activities:
Following the steps above insert the document "Text practice" you created
in Lesson 3 into the document you just opened.
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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Microsoft Word 2000 Editing Documents II
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.
Select from the Table menu to display the Sort Text dialog box.
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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Microsoft Word 2000 Editing Documents II
If necessary, click on the button to view the Sort Options 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.
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Microsoft Word 2000 Editing Documents II
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.
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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Microsoft Word 2000 Editing Documents II
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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Microsoft Word 2000 Editing Documents II
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 .
To go to a specific bookmark:
Click Go To.
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Microsoft Word 2000 Editing Documents II
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 EditGo To or the Select Browse Object
feature or press the function key F5.
To delete a bookmark:
On the Insert menu, click Bookmark.
Click .
Activities:
Give the selected paragraph the name you want and click Add.
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Microsoft Word 2000 Editing Documents II
Type in the name for you AutoText entry in the Create AutoText dialog box.
Click on OK.
From the AutoText tab, enter or click the name of the AutoText entry you want.
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Microsoft Word 2000 Editing Documents II
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:
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Microsoft Word 2000 Editing Documents II
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.
A list of
AutoText
entries
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Microsoft Word 2000 Editing Documents II
Summary
To view all open documents use the menu.
To create AutoText entries first select the desired item and then click
InsertAutoText New….
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Microsoft Word 2000 Editing Documents II
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 TableSort. 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
Balance Columns
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Microsoft Word 2000 Changing the Look of a Document
Together with the Header box there appears the Header and Footer toolbar.
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 .
Note: Headers and Footers are not visible in Normal document view. To
see them, use Print Layout View.
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Microsoft Word 2000 Changing the Look of a Document
Activities:
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.
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Microsoft Word 2000 Changing the Look of a Document
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.
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 .
Click here to
select the
style of
numbering.
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Microsoft Word 2000 Changing the Look of a Document
Click OK.
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:
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.
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Microsoft Word 2000 Changing the Look of a Document
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.
The Page Setup dialog box appears. Select the Layout tab.
Click here
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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Microsoft Word 2000 Changing the Look of a Document
Follow the first three steps above to view the Line Numbers dialog box.
Activities:
Open up the Page Setup dialog box and select the Layout tab.
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Microsoft Word 2000 Changing the Look of a Document
A footnote or an endnote consists of two linked parts — the note reference mark and the
corresponding note text
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.
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Microsoft Word 2000 Changing the Look of a Document
Activities:
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:
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.
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Microsoft Word 2000 Changing the Look of a Document
Creating Borders
Borders can be created around tables, paragraphs or graphics.
To create borders:
Select the item you want (text, table, cell or graphic.)
On the Preview section, click the sides of the model or the border buttons to
modify the setting you selected.
Tip: Select the item and click on , found on the Formatting Toolbar.
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Microsoft Word 2000 Changing the Look of a Document
Click on the Standard toolbar to open the Tables and Borders toolbar.
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:
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Microsoft Word 2000 Changing the Look of a Document
Click OK.
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.
Observe the difference between this method and the previous one.
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Microsoft Word 2000 Changing the Look of a Document
Page Borders
To create a Page Border:
Page
border
Select a Style, Color and Width. Or select Art to create a border with Clip Art.
Click OK.
Click OK.
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Microsoft Word 2000 Changing the Look of a Document
Shading Paragraphs
To apply shading to a paragraph:
Select the paragraph.
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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Microsoft Word 2000 Changing the Look of a Document
To create columns:
Switch to Print Layout View.
Choose one of the Presets or enter the desired number of columns in the box:
Click OK.
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Microsoft Word 2000 Changing the Look of a Document
Alternative:
In Print Layout View, select the text to be formatted in columns.
Example: Entire document, part of a document or sections.
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.
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Microsoft Word 2000 Changing the Look of a Document
Breaking Columns
To force the start of a new newspaper column
Click where you want to start the new column.
Word moves the text that follows the insertion point to the top of the next column.
Here is an example:
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Microsoft Word 2000 Changing the Look of a Document
Balancing Columns
You can balance columns to have the same length of text in each.
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 InsertBreak…Page Break.
Activities:
Before you start typing, split the page into four columns.
Start typing the first paragraph. Note how word wraps the text.
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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Microsoft Word 2000 Changing the Look of a Document
Summary
To insert Headers and Footers click on the View menu.
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Microsoft Word 2000 Changing the Look of a Document
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:
vii. Press the space bar once after the word 'Page'.
viii. On the Header and Footer toolbar, click on the Page Numbers.
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:
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.
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Microsoft Word 2000 Changing the Look of a Document
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?
Title page:
Endnote
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Microsoft Word 2000 Spelling and Grammar Checking
Lesson 8
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Microsoft Word 2000 Spelling and Grammar Checking
Uncheck and .
Click OK.
Click OK.
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Microsoft Word 2000 Spelling and Grammar Checking
The Spelling and Grammar checker pops up with the first mistake in the file.
The mistake
appears in red
o Click Ignore OR
o Click Ignore All if the word appears more than once in the document.
o Change All button to correct all occurrences of the word in the document.
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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Microsoft Word 2000 Spelling and Grammar Checking
To check grammar:
Select the correction from the Suggestions box and click Change.
If no correction is needed, click the Ignore button (or Ignore Rule button).
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 choose the error you want to correct, right-click a word with a wavy underline.
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Microsoft Word 2000 Spelling and Grammar Checking
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:
Observe the various buttons displayed on the dialog box. When do you
use them?
Choose the
correct
spelling.
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Microsoft Word 2000 Spelling and Grammar Checking
Check or uncheck the various options in the Options dialog box. For instance,
Activities:
See the different options that are checked in the dialog box above.
Uncheck, for example, .
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Microsoft Word 2000 Spelling and Grammar Checking
Now, click .
See what options are checked for the writing style selected (in this case
Technical). Check the box
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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Microsoft Word 2000 Spelling and Grammar Checking
Thesaurus
The thesaurus is used to replace some words in a document with more
appropriate words having stronger and precise meanings.
On the menu bar, click Tools, then Language… and then Thesaurus.
Click .
Alternatively:
Right-click on the word to be replaced.
From the list of suggested words, select the word you would like to use.
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Microsoft Word 2000 Spelling and Grammar Checking
Activities:
In a new document enter the statement "Place the cursor over the word."
Go to Synonyms
Select "pointer".
Observe that the word "cursor" in the document is replaced by the word
"pointer".
Click .
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Microsoft Word 2000 Spelling and Grammar Checking
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 ™.
Select the
options
you want
Check the options you want or remove the check to turn off an option.
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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Microsoft Word 2000 Spelling and Grammar Checking
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:
In the With box type the full text: Kotebe College of Teacher Education
Click OK.
In your document type the initials KCTE and then press the spacebar.
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Microsoft Word 2000 Spelling and Grammar Checking
In the File name box, type a name for the custom dictionary.
Click Save.
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Microsoft Word 2000 Spelling and Grammar Checking
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:
From the dialog box that appears, select your dictionary or type its name
in the File name box.
Click OK.
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Microsoft Word 2000 Spelling and Grammar Checking
Select the check box next to each dictionary you want to activate.
Click OK.
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Microsoft Word 2000 Spelling and Grammar Checking
If you're typing words, press Enter after each word to put it on a separate line.
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.
Select the dictionary you want to add words to and then click OK.
Click here
to see the
list
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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Microsoft Word 2000 Spelling and Grammar Checking
Click Dictionaries.
Click Remove.
Note Word removes the dictionary from the Custom dictionaries box but
does not remove the dictionary file from your computer.
Open the folder in which you saved your custom dictionary. By default word
saves custom dictionaries in C:\Windows\Application Data\Microsoft\Proof.
Activities:
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Microsoft Word 2000 Spelling and Grammar Checking
Summary
To check spelling and grammar in a document click .
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Microsoft Word 2000 Spelling and Grammar Checking
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:
By the end of this Lesson you should be able to:
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Microsoft Word 2000 Document Properties
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 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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Microsoft Word 2000 Document Properties
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.
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.
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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Microsoft Word 2000 Document Properties
Activities:
Choose roman
numerals
Choose
Start at:
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Microsoft Word 2000 Document Properties
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.
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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Microsoft Word 2000 Document Properties
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.
Click on the File menu. The Page Setup dialog box appears.
Enter the size of margin required in the Top, Bottom, Left and Right boxes.
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Microsoft Word 2000 Document Properties
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
In the Inside and Outside boxes, enter values for the mirror margins.
Activities:
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Microsoft Word 2000 Document Properties
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.
Activities:
Double click on the grey area of the ruler. What will happen?
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Microsoft Word 2000 Document Properties
Comments
To insert a comment:
Select the text or item you want to comment on or click at the end of the text.
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.
To view a comment:
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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Microsoft Word 2000 Document Properties
Press Delete.
From the list select Reviewing. The following toolbar will appear:
To print a comment:
Open the required document.
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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Microsoft Word 2000 Document Properties
Track Changes
Track Changes show what, where, when and who made changes to copies of a document
distributed for electronic review and markup.
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.
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Microsoft Word 2000 Document Properties
Click either of the Find buttons. When a change is found Accept or Reject it.
On the reviewing toolbar, use the appropriate buttons to find and accept/reject
tracked changes. (See Tip on previous page)
Activities:
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Microsoft Word 2000 Document Properties
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.
From the dropdown menu select Save Version. A comment box appears.
Alternative:
From the File menu select Versions to view the Versions dialog box.
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Microsoft Word 2000 Document Properties
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.
Activities:
Open the original document and its version and compare them.
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Microsoft Word 2000 Document Properties
Document Summaries
Document Properties contain useful information about the document. When a document
is saved word keeps summaries and statistics with the document.
Click OK
Tip: To see Properties information, click on the standard toolbar. Select the
file you want and click Views and then Properties.
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Microsoft Word 2000 Document Properties
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.
Tip: To view the active document statistics select Word Count… from the Tools
menu.
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Microsoft Word 2000 Document Properties
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.
Click OK.
Highlight/Show
Only Summary
Percent of Original
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Microsoft Word 2000 Document Properties
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:
Exercise with the other types of summary. For example, create a summary
of the active document in a new document.
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Microsoft Word 2000 Document Properties
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:
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):
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Microsoft Word 2000 Document Properties
Click OK.
Click Save.
In the Save As dialog box, click Tools and then click General Options.
o To change the password, type the new password, click OK, reenter the
new password, and click OK.
Click Save.
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
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Microsoft Word 2000 Document Properties
On the Tools menu, click Protect Document. The dialog box below appears:
Click Ok
If a password has been set, type in the correct password, and then click OK.
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Microsoft Word 2000 Document Properties
Summary
To start a new page press Ctrl Enter
To change paper size select File then Page Setup then Paper Size
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Microsoft Word 2000 Document Properties
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.
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Microsoft Word 2000 Customizing Word
Lesson 10
Customizing Word
Objectives:
By the end of this Lesson you should be able to:
Customise Menus
Customise Built-in Toolbars
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Microsoft Word 2000 Customizing Word
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.
Scroll down to
see more
Categories commands
Box
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.
Leave the Customize dialog box open and drag the command you want to delete
off the menu.
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Microsoft Word 2000 Customizing Word
Activities:
Drag this command over the Edit menu. You will see the dropdown menu:
Insert the
command here
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Microsoft Word 2000 Customizing Word
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.
Select Toolbars from the View menu. The Toolbar drop down list appears.
List of
toolbars
Tip: To see the list of toolbars, right-click the menu bar or a toolbar.
Drag the command you want from the Commands box to the displayed toolbar.
Once the buttons have been added, click Close to close the dialog box.
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Microsoft Word 2000 Customizing Word
Activities:
Hold down the ALT key and drag the button off the toolbar.
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Microsoft Word 2000 Customizing Word
Finally, select the check box next to the button you want to add or clear the check
box to remove the button.
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Microsoft Word 2000 Customizing Word
In the Toolbar name box, type the name you want for the new toolbar.
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Microsoft Word 2000 Customizing Word
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
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.
Activities:
Open the Customize dialog box and create a new toolbar following the
steps above.
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:
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Microsoft Word 2000 Customizing Word
Menu bar
New empty
toolbar
Click the Commands tab on the Customize dialog box and add the
following command buttons to the new toolbar:
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
Separators
o Open a file
Note that the new toolbar behaves exactly as the built-in toolbars behave.
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Microsoft Word 2000 Customizing Word
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.
Choose an option by clicking on a tab, say the View tab as shown above.
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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Microsoft Word 2000 Customizing Word
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.
Note: AutoRecover does not substitute the Save command and you must
save your document when you finish working on it.
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Microsoft Word 2000 Customizing Word
Print Options
To set print options:
From the Tools menu select Options.
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.
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.
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Microsoft Word 2000 Customizing Word
The 10 tabs in the Options dialog box are described in the table below:
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Microsoft Word 2000 Customizing Word
Summary
To customise menus and toolbars choose ToolsCustomize.
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Microsoft Word 2000 Customizing Word
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:
By the end of this Lesson you should be able to:
Set Margins
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Microsoft Word 2000 Tables
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.
Type or select the number of columns and rows you want for the table
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Microsoft Word 2000 Tables
From the Standard toolbar, click and hold the Insert Table button .
From the Table menu, select Convert and then Text to Table...
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Microsoft Word 2000 Tables
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).
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.
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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Microsoft Word 2000 Tables
Activities:
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:
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.
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Microsoft Word 2000 Tables
Activities:
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:
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Microsoft Word 2000 Tables
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
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 . . .
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)
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Microsoft Word 2000 Tables
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 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.
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Microsoft Word 2000 Tables
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:
Select the row containing the headings in Table 4. Increase the text size
to 14 points and choose the bold font style.
Headings
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.
Click Heading Rows Repeat from the Table menu. What happened?
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Microsoft Word 2000 Tables
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.
Alignment
section
Text wrapping
section
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.
Click OK.
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Microsoft Word 2000 Tables
Tip: If you have chosen a left alignment, you can use the Increase Indent
and/or Decrease Indent buttons to further position the table.
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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Microsoft Word 2000 Tables
Place the mouse pointer over the alignment buttons that appear for about 2
seconds. You will see a short description such as .
Activities:
Using the Table Resize Handle resize Table 1, Table 2 and Table 3.
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 .
Table
Move Table
Handle Resize
Handle
Position Table 1 to the left, Table 2 at the centre, Table 3 to the right.
Also practice moving the tables using the Table Move Handle
To see text positions clearly increase the heights of the heading rows
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Microsoft Word 2000 Tables
Press Tab
To delete rows:
Place your insertion point in the row to be deleted.
Select Rows. The row and all of its contents are deleted.
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Microsoft Word 2000 Tables
From the Table menu, select Insert and then Columns to the Right
To delete columns:
Place your insertion point in the column to be deleted
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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Microsoft Word 2000 Tables
Activities:
(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
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Microsoft Word 2000 Tables
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 the table border to the desired location (to the left or to the right).
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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Microsoft Word 2000 Tables
Check the Preferred width box and type the desired column width
Click OK
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
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Microsoft Word 2000 Tables
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.
The selected cells are merged into a single large cell as illustrated below:
Merged cells
Alternatively:
Display the Tables and Borders toolbar.
On the Tables and Borders toolbar, click the Merge Cells button
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Microsoft Word 2000 Tables
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
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.
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Microsoft Word 2000 Tables
Activities:
Split it into two rows. Observe where the initial text is placed
Add two more columns with headings "Lesson Presentation" and "Total"
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.
Merge the cells "Lesson Presentation" and "Test Preparation". You will
have something like this:
Close the document but do not save the changes this time.
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Microsoft Word 2000 Tables
Using AutoFormat
AutoFormat is a great timesaving feature that automatically applies predesigned
combinations of borders, shading, fonts, colors, and AutoFit column widths.
From the Table menu, select Table AutoFormat... to view dialog box below.
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.
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Microsoft Word 2000 Tables
On the toolbar, click the down arrow next to the Line Style box:
Click here
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: .
In your table, click individual cell borders or drag along borders to apply the new
style. The border will be applied.
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Microsoft Word 2000 Tables
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.
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Microsoft Word 2000 Tables
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.
In the Setting, Style, Color and Width sections, select the desired options.
For a Custom border, click the line buttons in the Preview diagram.
Click OK.
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Microsoft Word 2000 Tables
To add shading:
Select the cell(s) to which you want to apply the 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.
Click OK
Activities:
Apply borders and shading to the header row of Table 1 using the toolbar
or the dialog box.
Apply shading to the last column of Table 1. Now, your table should look
like the one below:
Outside and inside borders
Shading
Shading
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Microsoft Word 2000 Tables
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Microsoft Word 2000 Tables
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.
To make the sort case-sensitive, click Options, select Case Sensitive, click OK
Click OK
Tip: If your table has headings you do not want to include in the sort, select
in the My list has section.
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Microsoft Word 2000 Tables
Activities:
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.
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Summary
To insert a table, select TableInsertTable... from the menu bar OR
click on the Standard toolbar.
To move around within a table use the Tab key and arrow keys.
To adjust row and column sizes drag the table borders on the vertical
and horizontal rulers.
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Microsoft Word 2000 Tables
Practice Exercises
Exercise 64. Create the following table (for exercises 2 - 6):
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 ….
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Microsoft Word 2000 Tables
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.
STUDENT COPY
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Microsoft Word 2000 Calculations within Tables
Lesson 12
Calculations within
Tables
Objectives
By the end of this Lesson you should be able to:
Recalculate Formulas
Show or Hide Field Codes
Apply Functions used by the = (Formula) Field
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Microsoft Word 2000 Calculations within Tables
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:
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.
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Microsoft Word 2000 Calculations within Tables
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.
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Microsoft Word 2000 Calculations within Tables
=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?
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Microsoft Word 2000 Calculations within Tables
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.
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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Microsoft Word 2000 Calculations within Tables
Inserting Formulas
To insert a formula:
Determine the values or cell references that will be required for 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:
The cells required for the formula are A1, B1, C1 and D1. Now click on
cell E1 where the formula is to be inserted.
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Microsoft Word 2000 Calculations within Tables
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).
Click here to
select number
format
In the same way, calculate the total score for the rest of the students.
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Microsoft Word 2000 Calculations within Tables
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:
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Microsoft Word 2000 Calculations within Tables
Recalculating Formulas
Recalculating formulas enables you to update values in a table.
Alternatively:
Right click the cell containing the formula. A shortcut menu appears:
Press ALT Shift [U]. The results of the formulas are updated in the table.
Activities:
Change some of the scores and recalculate all the cells with formulas.
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Microsoft Word 2000 Calculations within Tables
Tip: To show or hide a specific field code right click on the field. From the
shortcut menu that appears select
Activities:
Field code
Field result
Next, press Alt [F9]. You will see all the field codes:
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Microsoft Word 2000 Calculations within Tables
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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Microsoft Word 2000 Calculations within Tables
Activities:
Click Formula… from the Table menu to open the Formula dialog box.
In the number format box, choose the decimal format 0.00 and click OK.
You will see the message:
Click InsertField… from the menu bar. The Field dialog box appears:
Select (All) from
Categories and
=(Formula) from
Field names
Type the formula
in this box
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Microsoft Word 2000 Calculations within Tables
"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.
Type "Score" in the bookmark name box and click the button
In the same way calculate the averages for the mid and final scores.
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Microsoft Word 2000 Calculations within Tables
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).
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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Microsoft Word 2000 Calculations within Tables
Insert a column to the right of the table. Type REM in the first row of this
column.
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Microsoft Word 2000 Calculations within Tables
Summary
To insert a formula in a cell choose TableFormula...
To recalculate all cells in a table, first select the able and then press
ALT Shift [U]
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Microsoft Word 2000 Calculations within Tables
Practice Exercises
Exercise 74. Create the following table. Determine the total number of T-Shirts sold.
What percent of each color is sold?
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.
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.
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Microsoft Word 2000 Graphics
Lesson 13
Graphics
Objectives:
By the end of this Lesson you should be able to:
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Microsoft Word 2000 Graphics
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.
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.
Note: you can ungroup some pictures and convert them to a drawing object.
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Microsoft Word 2000 Graphics
AutoShapes
To add an AutoShape: Toolbar Option
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.
o Position the mouse over the shape until the mouse pointer becomes a four-
headed arrow, .
Sizing handles
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Microsoft Word 2000 Graphics
Click in the document where the shape is required and drag to draw the shape.
Activities:
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.
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Microsoft Word 2000 Graphics
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.
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.
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Microsoft Word 2000 Graphics
In your document click and move the mouse to draw the curve.
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Microsoft Word 2000 Graphics
Select AutoShapesLinesScribble .
Click and hold down the left mouse button and drag the pen to draw a shape.
Point to a category, and then click the shape you want. The pointer changes into a
cross:
Not
selected Selected
Tip: To View or hide the Drawing toolbar click on the Drawing button on
the Standard Toolbar.
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Microsoft Word 2000 Graphics
Activities:
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.
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Microsoft Word 2000 Graphics
From the Format menu, select AutoShape. The dialog box appears:
Select the appropriate tab and choose the required options. (See Activities below)
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Microsoft Word 2000 Graphics
Activities:
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.
Fill the box with light yellow using the Fill Color button on the Drawing
toolbar.
Click here to
select color
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Microsoft Word 2000 Graphics
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
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.
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Microsoft Word 2000 Graphics
Alternatively:
Drag the mouse over the objects to surround them with an imaginary box.
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Microsoft Word 2000 Graphics
Activities:
Similarly, choose Align Left, Align Middle and the other alignment
options and see what happens.
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Microsoft Word 2000 Graphics
Resizing, moving or changing the format will affect all the objects in the group.
Activities:
Group the objects. Press the arrow keys to move the group
Tip: Holding Ctrl and using the cursor keys will nudge (move) the objects in
small increments.
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Microsoft Word 2000 Graphics
Note: You can rotate or flip drawing objects only; you cannot rotate or flip a
picture.
Activities:
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Microsoft Word 2000 Graphics
Activities:
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.
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Microsoft Word 2000 Graphics
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
DrawOrderSend 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.
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 DrawAlign
or Distribute. Group the objects. The final result is shown in diagram 2.
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Microsoft Word 2000 Graphics
Activities:
Open the Format Object dialog box shown above and click Advanced.
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Microsoft Word 2000 Graphics
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.
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Microsoft Word 2000 Graphics
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.
Select Object.... from the Insert menu to view the Object dialog box.
o Click OK.
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Activities:
Open a word document and click where you want to insert the object.
From the object dialog box that appears, click the Create New tab
Click outside the worksheet to return to word with this table-like object:
To delete the worksheet select it with a single click and press Delete on
the keyboard.
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Microsoft Word 2000 Graphics
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.
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.
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To add or change effects to the text, use the buttons on the WordArt toolbar.
Click and drag the yellow handle to change the slant of the text.
Activities:
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Microsoft Word 2000 Graphics
Format the text by setting Font to Century Schoolbook; Bold, Italic and
60Pt as shown in the dialog box above.
To change the shape of the special text hold and drag the yellow handle.
Select the shape you want, say Inflate. Rotate it a little and apply
additional formatting if you like. You will have something like this:
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Microsoft Word 2000 Graphics
Click Insert Clip Art on the Drawing toolbar. The Insert ClipArt dialog
box appears:
Insert Clip
Preview Clip
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Microsoft Word 2000 Graphics
Tip: An alternative option to insert a clip art is use the menu: InsertPictures
Clip Art…
Activities:
From the Pictures category search and insert the ClipArt shown below:
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!
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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.
Data series
Sample
Chart
Datasheet
Selected
Cell
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Microsoft Word 2000 Graphics
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.
Double click on the chart to add more data or to update existing data.
Type text labels in the top row and left column, and numbers in other cells.
On the Insert menu, click Object, and then click the Create New tab.
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.
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To create a chart from this table follow the steps outlined above. The chart
looks like:
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Microsoft Word 2000 Graphics
Formatting Charts
To change the chart type:
Double-click the chart you want to change.
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.
If you selected a data series, click in the Apply to selection check box.
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 .
From the drop down list, select a picture to change the graph.
Resize the graph by positioning the mouse over the handles and dragging.
Chart Options
Click the chart you want to format
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Microsoft Word 2000 Graphics
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.
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 ChartChart 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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Microsoft Word 2000 Graphics
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.
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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.
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Microsoft Word 2000 Graphics
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.
Type "Avg" for Average and press the equal sign = on the keyboard.
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 bc
Avg
3
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Summary
To insert AutoShapes select Insert | Picture | AutoShapes or select
AutoShapes on the Drawing toolbar.
To align, group, order, rotate or flip a drawing object click the button
on the drawing toolbar and select the option you want.
To insert a Clip Art select Insert | Picture | Clip Art…or click on the
button on the Drawing toolbar
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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 84. Open a new word document and prepare the table below and then create a
chart from the table.
Sold
Exercise 85. Change the chart you created in exercise 84 into a Pie Chart. Practice
formatting the chart as you like.
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:
By the end of this Lesson you should be able to:
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Microsoft Word 2000 Styles
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.
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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Microsoft Word 2000 Styles
Activities:
Select the two paragraphs 4.1 and 4.2 and apply Heading 3 to them.
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Microsoft Word 2000 Styles
Select Style... from the Format menu to view the Style dialog box
In the Styles list box highlight the style you want to apply.
Click Apply.
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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Microsoft Word 2000 Styles
The following table lists several keyboard shortcuts that are useful in applying styles:
CTRL+ALT+2 Heading 2
CTRL+ALT+3 Heading 3
CTRL+SHIFT+N Normal
Activities:
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.
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Microsoft Word 2000 Styles
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:
Click on .
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.
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Microsoft Word 2000 Styles
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:
Click OK, and then click Apply. The text now looks like:
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Microsoft Word 2000 Styles
To apply the style you just created to other paragraphs, select the
paragraphs first and click on MyStyle from the style box:
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:
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.
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.
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Microsoft Word 2000 Styles
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.
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Microsoft Word 2000 Styles
Activities:
In a blank line in your document, change the left indent to 1", and the right
indent to 5"
Click somewhere within the indented paragraph. You are going to create
a quote style
Click New…
Type in or
select from
the boxes
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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 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.
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Modifying Styles
Once styles have been created and applied they can be changed at any time.
Click OK.
Select Apply to apply the modified Style or select Close to return to the
document.
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Activities:
Apply one of the styles that you created to the new text.
Click .
Change
size
Change
color
Change the font color to Blue and the font size to 20 points.
Notice that all text formatted with MyStyle updates to show the recent
change.
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Activities:
Select the text: "I like this style…". You will see the current style name in
the style box -- in this case, MyStyle.
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
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.
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To apply another format, choose another style from the Styles list.
To remove all formatting from text choose the Normal style and click Apply.
Repeat the above process until all the required styles are deleted.
Activities:
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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.
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...
Click Replace All, then click OK, and finally, click Close
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Activities:
Select EditReplace…
Click in the Find what: box to place the cursor inside the box
Select MoreFormatStyle…
Select the style Message Header from the list and click OK
To replace the next occurrence of the same style click on Find Next and
then click Replace.
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.
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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
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
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
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Click .
Choose the style you want from the Style for the following paragraph: list.
Click OK
Click Close
Activities:
In a new paragraph type the text "Student Name:" and select it.
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.
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To copy styles:
Open the document containing the styles to be copied.
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
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.
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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 If the style or styles you want to copy already exist, the following dialog
box appears:
Click Close.
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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.
Click OK.
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Select the options you want: Vivid Colors, Active Graphics or Background
Image.
Click OK.
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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.
In the Template box, select the template that contains styles you want to use.
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.
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Summary
To print styles choose Styles in the Print What box of the Print
dialog box.
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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
FormatStyle…ModifyFormat 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 ViewHeader 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.
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Introduction
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.
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.
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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Lesson 15
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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.
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.
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.
From the New dialog box select the document style you would like to create.
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Select the tab for the type of document you want to create, e.g. Letters & Faxes.
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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Click on the first square bracket at the top labelled and type the
company name as shown below:
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Finally type your name and job title in the square brackets labelled
and .
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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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.
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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Activities:
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:
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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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
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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 FileSave As and change the
document type to Template file. Notice the new template shows up under
the category where you started.
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Lesson 16
Mail Merge
Objectives:
By the end of this Lesson you should be able to
Perform a Merge
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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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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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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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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:
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
Note: Field names must be less than 40 characters and cannot contain
spaces or begin with a number.
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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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Microsoft Word 2000 Mail Merge
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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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.
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.
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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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:
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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Microsoft Word 2000 Mail Merge
To delete a record:
Display the record you want to delete from the Data Source
To add a record:
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
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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 FileSave 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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Or, alternatively,
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 TableTable Properties.
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 FileSave 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.
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Click within the column that contains the field by which you want to sort the file
If you are already in a mail merge document, select ToolsMail 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.
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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
ToolsMail Merge. Click Create and select a main document type. Then
click Get DataOpen Data Source and open "InvitedGuests".
Display the Mail Merge Helper dialog box and click on the Query
Options button.
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
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.
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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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.
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.
Activities:
Click on Create and choose Form Letters for the main document type
Click on Get Data, choose Open Data Source and select "invitedGuests"
Position the insertion point where you want the inside address to appear.
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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Now click before the inside address at the top of you letter and press
Enter twice. Select InsertDate and Time.
Select the date format you prefer, check the Update Automatically box
and click OK.
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Click the Check for Errors button on the Mail Merge Toolbar. The
Checking and Reporting Errors window appears:
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:
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If the main document is still open, click on the Mail Merge Helper button on
the mail merge toolbar.
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 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:
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.
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.
Activities:
Click on New Main Document, chose Get Data and open "invitedGuests".
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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
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.
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.
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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".
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Summary
To create a data source document or mail merge, main document
select ToolsMail Merge…
To save the data entered into the data source document hold the Shift
key and select FileSave All.
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.
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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
ToolsMail 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.
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Lesson 17
Captions, Cross-
References, Index and
Table of Contents
Objectives:
By the end of this lesson you should be able to:
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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.
When you are done click OK. The caption will be inserted.
Activities:
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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.
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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.
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.
Check the Include above/below check box (if available) to specify position of the
referenced item relative the cross-reference.
Click Insert.
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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:
Activities:
Open a new Word document and type the following. Apply the styles
indicated at the left.
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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.
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.
Suppose you want refer the reader to the table on page 1. So, select
"Table" from the Reference type drop-down list.
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.
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Click the Cancel button to close the dialog box. The cross-reference you
just inserted looks like
Select "Heading" from the Reference type drop-down list, then select
"Inserting a Cross-reference" and finally click on the Insert button.
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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.
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
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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 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
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From the Insert menu, select Index and Tables…. The Index and Tables dialog
box pops up.
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.
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Activities:
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.
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Go to the top of the document by pressing the key combination Ctrl Home
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:
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Or, alternatively, click anywhere in the TOC and press F9 on the keyboard
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.
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Summary
To insert a caption click InsertCaption... on the menu bar.
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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.
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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
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Index
349
Index
350
Index
351