Table of Content

Introduction of word Uses Shape Smart Art Chart Mail Merge Macro Track Change Templates Bibliography

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Introduction of Word:Let us consider an office scene. Many letters are typed in the office. The officer dictates a letter. The typist first types a draft copy of the letter. The officer goes through it to check mistakes regarding spelling errors, missing words, etc. and suggests corrections. The typist changes the letter as suggested by the officer. This is a simple example of word processing. There are many software packages to do the job of word processing. Some of them work in DOS environment. Example are WordStar, Word Perfect and Professional Write. But in these days working in WINDOWS is becoming more and more popular. So let us consider software for word processing which works in WINDOWS. Our choice is MS-WORD because it is the most popular software in these days. MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than word processing. In fact when you open up MS OFFICE you will find four main components in it. They are MS-WORD (for word processing), MS EXCEL (for spreadsheet), MS ACCESS (for database management) and MS POWERPOINT (for presentation purposes). However, we will limit ourselves to MS-WORD only in this lesson.

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Uses
Shapes : If you are frustrated because you want to have different graphic shapes and don't have a graphics program, here is an interesting way to get them using Microsoft Word and the Windows Paint Accessory program. These instructions should work for any Word program, but in the earlier versions you could just right click over an image and choose Save As.. to save the image as a jpeg or gif. The later versions of Word do not have this feature and and if you have Vista, it's even harder to use some of the shortcuts posted on blogs. You will need to open MS Word and Paint. You may also use the Microsoft Photo Editor. Once you do this a couple of times, you wil get really fast. The short of it:

Make your shape in Word. Copy and paste it into Paint. Click on File > Save As > save the image as a gif or jpeg into a folder. Go to Web Studio and click on Insert > Picture.

The long of it: Open Word

Click on Insert > Shapes. Choose your shape and then use the Format tools to color it and apply effects. If you are placing your shape on a white background in Web Studio, you can skip the next steps. If you are placing your shape on a color background in Web Studio, then do this: o Make a rectangle shape and choose a color that matches the Web Studio background color where you will place the shape. o Click on Drawing Tools > Format > Send to back. The rectangle is now behind the shape.

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Now hold the Shift key and click on each shape to select them both Click on Group to combine both shapes.

Now select the shape (or grouped shapes) and click Copy.

Go to Paint

Click on Edit > Paste. The shape is in Paint. Click on File > Save As. This opens your folders. Save the file as a jpeg or gif.

Go to Web Studio

Click on Insert > Picture. Navigate to the saved image and click Open to place it on the page. Crop the image to size.

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Position the image and it looks as smooth as if it was created in a graphics program.

Smart Art martArt is a new group of easily editable and formatted diagrams. There are many preset SmartArt graphics layout templates in a variety of categories such as list, process, cycle, and hierarchy.When an instance of a SmartArt is inserted, a Text Pane appears next to it to guide the user through entering text in the hierarchical levels. Microsoft Word 2007's help feature recommends SmartArt graphics for organization charts of fewer than 30 shapes that have 3D effects (such as bevels and glows) applied to them. It also suggests that the organization charts that Microsoft Visio can create are more suitable for for charts of up to 1000 shapes that must be precisely customizable

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Chart
Before you start, make sure you have a floppy disk to save your chart. Save your file often, so you dont lose your work if the computer crashes or you run out of time on your Flint Public Library card. Also, be sure you have money on your library card for the printing cost. You can see an animated tutorial for how to make a graph on the Flint Public Librarys Web site at: http://www.fpl.info/kidsweb/extras/makeachart STEP 1

Open Microsoft Word. Click File > Page Setup. In the Orientation section, click Landscape. Set the view to 75% in the Zoom Box on the menu bar.

STEP 2

SAVE your file to a floppy disk right away so you dont lose your work.

STEP 3

Click Insert > Object then scroll down in the Object Type box and click Microsoft Graph Chart. Then click OK. A little box will pop up that says YourFilename Datasheet with some sample data and a sample chart. NOTE that any time youre working on your chart and the Datasheet disappears, just doubleclick the chart to open up the Datasheet.

STEP 4

To enter the results of your experiment into the datasheet, do this: For purposes of this example, well pretend weve done a very simple experiment. Weve purchased 3 different bags of M&Ms (the large bags) and counted the number of blue M&Ms in each bag. Now we want to make a graph, or chart, to show the results of our count. Replace the word East with the description of the thing you measured, for example,Number of Blue M&Ms, by clicking on the word East and typing. Dont worry if some of the words you typed are hiding. They will show up on the chart anyway. If your project has just one item that was measured, delete Rows 2 and 3 by clicking on the number 2 and pushing the Delete key on your keyboard, then clicking on the number 3 and doing the same. Replace the words 1st Qtr, 2nd Qtr, etc. with the description of different items you compared, for example, Bag #1, Bag #2

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and Bag #3 of M&Ms. (Or the different brand names, different stores, or whatever you compared.) If you have less than 4 comparisons, delete any columns with extra information by clicking on the letter at the top of the column (such as D) and pushing the Delete key on your keyboard. If you have more than 4 comparisons, just use the extra columns D, E, F, etc. Now enter your experiment results in the proper row(s) and column(s), making sure to delete the sample data before you type. Be sure you have deleted ALL the sample data in the Datasheet and it contains only your experiment results. Look at the chart on the page and see if it looks correct based on the results of your experiment. SAVE your work by clicking File > Save on the menu bar.

STEP 5

To add a title to your chart and show the value of your data: Make sure the chart is selected (a rectangle should show up around the chart. If not, click or double click the chart to select it). Then on the menu bar, click Chart > Chart Options. This brings up the Chart Options box. Type the title in the Chart Title box. Click the Data Labels tab and click Show Value. Click OK to close the Chart Options box.

STEP 6

If you want to change the colors of the bars on your chart (Microsoft Word calls these the data points): Make sure the chart is selected (a rectangle should show up around the chart. If not, click or double click the chart to select it). Click on of the bars. Notice that little squares have appeared around all the bars. Now single click on the bar whose color you want to change. Make sure there are little squares ONLY on that bar. Then use the RIGHT mouse button to click the same bar, and select Format Data Point from the menu, by left-clicking. Now you can choose a color from the color squares and click the OK button to change your chart. Repeat steps a through d for each bar to change the colors, if you wish.

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STEP 7

If you want to change the colors of the background on your chart (Microsoft Word calls this the Chart Area): o Make sure the chart is selected (a rectangle should show up around the chart. If not, click or double click the chart to select it). o Hold your mouse arrow over the charts background. A little message should pop up that says Chart Area. o Click your RIGHT mouse button to get a menu and select Format Chart Area from the menu by left clicking. o Now you can choose a color from the color squares and click the OK button to change your chart.

STEP 8

To make your chart larger: o Move your mouse pointer over the tiny black square in the lower right corner until you see a double headed arrow. o Click the left mouse button and hold it down, then drag the chart until its the size you want. Be careful not to get too close to the edge of the paper because the printer needs a margin of at least inch. o Be sure to SAVE your work by clicking File > Save on the menu bar regularly, and especially before you print. To print your chart: o Click on the chart page OUTSIDE the chart so that the chart is no longer selected. The Datasheet should disappear. o Click File > Print Preview to see how your chart will look. Click the Close button on the toolbar to go back to the chart. o Make any changes necessary. When youre satisfied with the chart, click File > Print. If you need assistance, see staff for help.

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MAIL MERGE
This article describes how to use the Mail Merge feature to create form letters in Microsoft Word. For additional information about performing other types of mail merges, about merging with other types of data, and about problem solving, review the list of articles in the References section. For a description of the terms used in this article, see the Glossary section. The following procedure describes how to create a form letter, attach it to a data source, format it, and merge the documents. Back to the top Start a mail merge Start a mail merge. To do this, follow these steps, as appropriate for the version of Word that you are running. Microsoft Word 2002 On the Tools menu, click Letters and Mailings, and then click Mail Merge Wizard. Microsoft Office Word 2003 On the Tools menu, click Letters and Mailings, and then click Mail Merge. Microsoft Office Word 2007 On the Mailings tab, click Start Mail Merge, and then click Step by Step Mail Merge Wizard. Back to the top Select document type 1. In the Mail Merge task pane, click Letters. This will allow you to send letters to a group of people and personalize the results of the letter that each person receives. 2. Click Next: Starting document. Back to the top Select the starting document 1. Click one of the following options: o Use the current document: Use the currently open document as your main document. o Start from a template: Select one of the ready-to-use mail merge templates. o Start from existing document: Open an existing document to use as your mail merge main document. 2. In the Mail Merge task pane, click Next: Select recipients. Back to the top

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Select recipients When you open or create a data source by using the Mail Merge Wizard, you are telling Word to use a specific set of variable information for your merge. Use one of the following methods to attach the main document to the data source. Method 1: Use an existing data source To use an existing data source, follow these steps: 1. In the Mail Merge task pane, click Use an existing list. 2. In the Use an existing list section, click Browse. 3. In the Select Data Source dialog box, select the file that contains the variable information that you want to use, and then click Open. Note If the data source is not listed in the list of files, select the appropriate drive and folder. If necessary, select the appropriate option in the All Data Sources list. Select the file, and then clickOpen. Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want to. 4. Click OK to return to the main document. 5. Save the main document. When you save the main document at this point, you are also saving the data source and attaching the data source to the main document. 6. Type the name that you want to give to your main document, and then click Save. Method 2: Use names from a Microsoft Outlook Contacts List To use an Outlook Contact List, follow these steps: 1. In the Mail Merge task pane, click Next: Select recipients. 2. Click Select from Outlook contacts. 3. In the Select from Outlook contacts section, click Choose Contacts Folder. 4. In the Select Contact List Folder dialog box, select the Outlook contacts folder that you want, and then click OK. Word displays the Mail Merge Recipients dialog box. You can sort and edit your data if you want. 5. Click OK to return to the main document. Method 3: Create a database of names and addresses To create a new database, follow these steps: 1. In the Mail Merge task pane, click Next: Select Recipients. 2. Click Type a new list. 3. Click Create. The New Address List dialog box appears. In this dialog box, enter the address information for each record. If there is no information for a particular field, leave the box blank.

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By default, Word skips blank fields. Therefore, the merge is not affected if blank entries are in the data form. The set of information in each form makes up one data record. 4. After you type the information for a record, click New Entry to move to the next record. To delete a record, click Delete Entry. To search for a specific record, click Find Entry. To customize your list, click Customize. In the Customize Address List dialog box, you can add, delete, rename, and reorder the merge fields. In the New Address List dialog box, click OK. In the Save Address List dialog box, type the name that you want to give to your data source in the File name box, and then click Save. In the Mail Merge Recipients dialog box, make any changes that you want, and then click OK. Click Next: Write your letter to finish setting up your letter. Save the main document.

5. 6. 7. 8.

When you save the main document at this point, you are also saving the data source and attaching the data source to the main document. 9. Type the name that you want to give to your main document, and then click Save. To proceed to the next step, click Next: Write your letter. Back to the top Write your letter In this step, you set up your main document. 1. Type or add any text and graphics that you want to include in your letter. 2. Add the field codes where you want the variable information to appear. In the Mail Merge task pane, you have four options: o Address block: Use this option to insert a formatted address. o Greeting line: Use this option to insert a formatted salutation. o Electronic postage: Use this option to insert electronic postage. Note This option requires that you have a postage software program installed on your computer. More items: Use this option to insert individual merge fields. When you click More Items, the Insert Merge Field dialog box appears. Note Make sure that your cursor is where you want to insert the information from your data source before you click More Items. In the Insert Merge Field dialog box, click the merge field that you want to use, and then click Insert. Note You can insert all of your fields and then go back and add

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any spaces or punctuation. Alternatively, you can insert one field at a time, close the Insert Merge Fieldsdialog box, add any spaces or punctuation that you want, and then repeat this step for each additional merge field that you want to insert. You can also format (apply bold or italic formatting to) the merge fields, just like regular text. 3. When you finish editing the main document, click Save or Save As on the File menu. Note In Word 2007, click the Microsoft Office Button, and then click Save or Save As. Name the file, and then click Save. To proceed to the next step, click Next: Preview your letters. Back to the top Preview your letters This step allows you to preview your merged data, one letter at a time. You can also make changes to your recipient list or personalize individual letters. To proceed to the next step, click Next: Complete the merge. Back to the top Complete the merge This step merges the variable information with the form letter. You can output the merge result by using either of the following options: Print: Select this option to send the merged document directly to the printer. You will not be able to view the document on your screen. When you click Print, the Merge to Printer dialog box appears. In the Merge to Printer dialog box, you can choose which records to merge. When you click OK, the Print dialog box appears. ClickPrint to print the merge document. Edit individual letters: Select this option to display the merged document on your screen. When you click Edit individual letters, the Merge to New Document dialog box appears. In theMerge to New Document dialog box, you can choose which records to merge. When you click OK, the documents are merged to a new Word document. To print the file, on the File menu, click Print. Note In Word 2007, click the Microsoft Office Button, and then click Print.

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Macro
Track Changes is a great feature of Word that allows you to see what changes have been made to a document. The tools for track changes are found on the Reviewing tab of the Ribbon.

Begin Track Changes To keep track of the changes youll be making to a document, you must click on Track Changes icon. To start Tracking Changes:

Click Review Tab on the Ribbon Click Track Changes Make the changes to your document and you will see any changes you have made.

Document Views There are four ways to view a document after you have tracked changes:

Final Showing Markup: This shows the document with the changes displayed Final: This shows the changed document, without the changes displayed Original Showing Markup: The original document with the changes displayed Original: The original document without any changes.

To change the view, click the appropriate choice in the Tracking Group of the Review Tab on the Ribbon.

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The Show Markup feature allows you to view different items (comments, formatting, etc.) and choose to view different authors comments.

Accept or Reject Changes When you view the changes in a document you can either choose to accept or reject the changes. This allows you to review the document by each change to accept or reject each change.

Comments The New Comments icon also lets you add comments to the document. To add a new comment, put your cursor where you would like to add the comment and click on New Comment.

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TRACK CHANGE
What is Track Changes? Track Changes is a way for Microsoft Word to keep track of the changes you make to a document. You can then choose to accept or reject those changes. Let's say Bill creates a document and emails it to his colleague, Lee, for feedback. Lee can edit the document with Track Changes on. When Lee sends the document back to Bill, Bill can see what changes Lee had made. Track Changes is also known as redline, or redlining. This is because some industries traditionally draw a vertical red line in the margin to show that some text has changed. Q: What do I need to know to use Track Changes? To use Track Changes, you need to know that there are three entirely separate things that might be going on at any one time:

First, at some time in the past (last week, yesterday, one millisecond ago), Word might have kept track of the changes you made. It did this because you turned on Track Changes. Word then remembered the changes you made to your document, and stored the changes in your document.

Second, if Word has stored information about changes you've made to your document, then you can choose to display those changes, or to hide them. Hiding them doesn't make them go away. It just hides them from view. (The only way to remove the tracked changes from your document is to accept or reject them.)

Third, at this very moment in time, Word may be tracking the changes you make to your document.

Just to make the point:

Word may, or may not, be currently keeping track of the changes you make.

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At the same time, Word may, or may not, have stored changes you made to the document at some point in the past.

And, at the same time, Word may, or may not, be displaying those tracked changes. Turning off (ie, hiding) the tracked changes doesn't remove them. It just hides them. To remove the tracked changes from the document, you must accept or reject them

How to turn track changes on and off Q: How do I tell Word to track the changes I make to my document? To turn on Track Changes (that is, to tell Word to track each change you make in your document), do one of the following:

In all versions of Word: Ctrl+Shift+e In Word 2007 and Word 2010: on the status bar, click "Track Changes: Off" to turn on track changes. If you can't see "Track Changes" on the status bar then right-click the status bar and click Track Changes.

In Word 2007 and Word 2010: Review > Track Changes. When the button is highlighted, Word is tracking changes. In Word 2003 and earlier versions: Double-click the TRK text in the status bar at the bottom of the screen. If TRK is black, Word is tracking changes.

In Word 2002 and 2003: Tools > Track Changes. In Word 2000 and earlier versions: Tools > Track Changes > Highlight Changes. Tick Track Changes while editin

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TEMPLATES
In earlier versions of word it was easy to apply a template via Tools > Options > Templates and Add-Ins. Not quite so simple in Word 2007, at least initially. However, once youve got yourself set up, its easy. Heres how to set it up: 1. 2. 3. 4. 5. Click the large Microsoft Office button in the top left. Click Word Options. Click Popular. Select the Show Developer tab in the Ribbon check box. Click OK.

Once youve got it set up: 1. Click the Developer tab. 2. Click the Document Template button in the Templates group. This opens the Templates and Add-ins window, which works the same as in earlier versions of Word. 3. Apply your template, then click OK

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BIBLIOGRAPHY

www.google.com www.wikipedia.com

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