M O D U L A R

S Y S T E M

MICROSOFT WORD 2003

Esat ALBULUT Mükremin ÖZKUL

www.zambak.com

Copyright © 2005 Zambak Basým Yayýn Eðitim ve Turizm Ýþletmeleri Sanayi Ticaret A.Þ. All rights reserved. No part of this book may be reproduced, stored in a retrieval system, or transmitted in any form of recording without the prior written permission of the publisher. Digital Assembly Zambak Typesetting & Design Page Design Serdal YILDIRIM Proofreader Patrick CASEY Osman AY Publisher Zambak Basým Yayýn Eðitim ve Turizm Ýþletmeleri Sanayi Ticaret A.Þ. Printed in Ýstanbul - TURKEY ISBN 975-266-176-9

DISTRIBUTION
ZAMBAK YAYINLARI Bulgurlu Mah. Libadiye Cad. Haminne Çeþmesi Sok. No. 20 34696 Üsküdar / ÝSTANBUL _______________________ Tel : +90-216 522 09 00 (pbx) Fax : +90-216 443 98 39 www.zambak.com

1. Introduction to Microsoft Word . . . . .
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Uses of Word . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6 Word Window - General Overview . . . . . . . . . . . . . . . . . . . . . . 8 Creating and Editing a New Document . . . . . . . . . . . . . . . . . . 10 Saving Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Using Save As . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Closing a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Opening a Document . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Switch Between Open Documents . . . . . . . . . . . . . . . . . . . . . . 14 Exiting Word Program . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14 The Office Assistant . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14

Borders and Shading . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39 Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Styles . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

4. Bulleted and Numbered List & Tabs
Bulleted and Numbered List. . . . . . . . . . . . . . . . . . . . . . . . . . . 46 Outlined Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48 Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48

5. Printing
Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Page Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Margins . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54 Paper. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Print Preview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56 Printing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57

2. Working With Text . . . . . . . . . . . . . . . . . . . . . . .
Moving Through a Document . . . . . . . . . . . . . . . . . . . . . . . . . . 20 Selecting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Copy and Move . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Undo and Repeat . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Find and Replace . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 AutoCorrect . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25 Spelling and Grammar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26 The Thesaurus . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 Using Templates . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

6. Inserting and Formatting Objects . . . . . . . . . . . . . . . . . . . . . .
Equation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Symbols . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61 Drop Cap Letters . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62 Changing Case. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Page Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Date and Time . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

3. Formatting Characters and Paragraphs . . . . . . . . . . . . . . . . . . . . . . . . .
Displaying Formatting Marks . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Font Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32 Changing the Appearrance of the Text . . . . . . . . . . . . . . . . . . . 33 Format Painter . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Paragraph Formatting . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

7. Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Creating a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Selecting Tables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70 Formatting Table Borders and Shading . . . . . . . . . . . . . . . . . . 70

Resizing and Moving Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . 72 Inserting / Deleting, Cells, Columns, and Rows . . . . . . . . . . . . 72 Merging and Splitting Cells. . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Calculating Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Sorting Tables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74 Converting a Table to a List . . . . . . . . . . . . . . . . . . . . . . . . . . . 75

11. Letters and Mailings . . . . . . . . . . . . . . . . . . .
Mail Merge . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118 Letter Wizard . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122

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

8. Pictures and Graphs . . . . . . . . . . . . . . . . . . .
Introduction. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Clip Art . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Inserting Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81 Resizing and Cropping Pictures . . . . . . . . . . . . . . . . . . . . . . . . 82 Rotating Pictures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Positioning Pictures. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Creating Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85 Formatting Chart Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86 Creating Diagrams and Organization Charts . . . . . . . . . . . . . . 88

9. Drawing . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Drawing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94 Grouping and Ungrouping Objects. . . . . . . . . . . . . . . . . . . . . . 98 Object Ordering. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 WordArt. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 99 Text Boxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

10. Working with Long Documents . . .
Headers and Footers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Using Breaks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107 Making Comments . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Auto Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Working with Master Documents . . . . . . . . . . . . . . . . . . . . . . . 110 Footnotes and Endnotes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112 Using Hyperlinks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113 Bookmark . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113

Introduction
the Word icon

Microsoft Word is a word-processor that lets you create a variety of different documents such as letters, single-file reports, multi-file reports, books, brochures, newsletters, and web pages. Word processing software lets you create, edit, format, store, retrieve, and print a text document. Creating is writing and composing the document. Editing refers to making changes to the document to fix errors or improve it. Formatting is making the document look attractive. Storing means saving it on a disk. Retrieving is opening the saved document from disk into computer memory. Printing is producing the document on paper, using a printer connected to the computer. Microsoft Word provides powerful and easy-to-use tools. A few of its capabilities are: checking and correcting spelling and grammar, handling page organization such as page numbers, headers and footers, having auto texts, symbols and clipart, working with tables, and formatting text by one button clicking.

Uses

of

Word

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

Microsoft Word can be used at home, at school and at work. At home, one can write notes, memos, letters, labels, envelopes, create cards, stickers or flyers. In schools, Word may be used for writing homework, theses, research notes, time tables or certificates. People working in business may use Word to set up faxes, reports, contracts, business cards or mail merge documents. It is also easy to prepare a resume or CV using Word. Word can create complex or specialized documents that are normally created by more specialized software applications such as: Web pages: Easier to use than Microsoft FrontPage, Word has Web publishing features that let you create Web pages with ease. Brochures, newsletters, and other documents with complex page layouts: Microsoft Publisher might be able to do a better job at creating short, layout-intensive documents. However, Word's improved drawing and layout features make it a highly viable tool for creating these kinds of documents.

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

Practice Starting the Word Program 1 On the Windows taskbar, click the start button at the bottom left corner of your screen. 2 On the start menu, select Programs. All 4 3

3 Move the mouse pointer up and point to Microsoft Office. 4 Move the mouse pointer over and click on Microsoft Office Word 2003. 1 2
Starting Microsoft Word 2003

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Title Bar Shows the name of the document and the program name. Menu Bar Displays all the Word menus. Standard Toolbar Contains buttons that let you access common Word commands easily.

Word Window

-

General Overview

Insertion Point (Cursor) Shows where the text will be written. Rulers Measures the document. Displays and sets margins, indents and tabs for the document. View buttons They let you see how your document looks in different formats. Normal view basic view with no page layout indicators Web layout view as your document would appear in a web browser Print layout view as your document word appear on a printed page Outline view shows the structure of your document

Status Bar Displays information about a command or toolbar button, an operation in progress, or the location of the insertion point.

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Reading Layout Optimizes the document in book format for reading.

Introduction to Microsoft Word

Help Shows help for the written text.

Minimize-Maximize-Close Closes or changes the Word program windows. Close Document Closes the document Formating Toolbar Contains buttons that let you easily apply common formating to your document

Split box allows you to work in two parts of your document at the same time

Task Pane displays and organizes common Word tasks so you can access them quickly

Office Assistant provides tips and suggestions for different tasks you are performing

Scroll Bar Scroll to another part of the document.

Document Browser Lets you navigate through your document by letting you move between objects. To specify the type of object click the round circle and select the object.

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Creating
Insert mode

and

Editing

a New Document

Overtype mode

New Blank Document

In this exercise, you will type a letter to the President. Microsoft Word is a good choice for this kind of task. But before starting, there are a few things you need to know first; The short, vertical, blinking line at the top of the document is the insertion point (cursor). The insertion point indicates where text will be entered as you type. When typing long lines of text, you do not have to press Enter each time you want to start a new line. Word will automatically start a new line for you when you reach the right side of the page. This feature is called word wrapping. By default, Microsoft Word functions in insert mode. That means that any new text you enter in the middle of a line is inserted between existing text. But if you turn on the overtype mode you can overwrite existing text with any new text that you type in. You can double-click OVR on the status bar or press the insert key on the keyboard to turn overtype on or off. Practice Typing Text in a Letter 1 Create a new document. There are several ways to create a new document; From the Menu bar, choose File, New From the New Document task pane, select Blank Document. Or on the Standard toolbar, click New Blank Document. Or press Ctrl + N 2 Type Dear President and press Enter twice. 3 Type I am a student at the International High School. Press Enter twice. 4 Continue your letter by typing the following text and at the end of each paragraph press Enter twice:

Creating a New Document

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Letter to the President

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

Practice Saving a Document In this exercise, you will save your document with the name My Letter in your floppy disk. 1 From the Menu bar, choose File, Save. Or on the Standard toolbar, click the Save button. Or press Ctrl + S
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1 2

The Save As dialog box opens because it is the first time that you are saving the document. 2 In the Save in box, click the drop-down arrow and select floppy disk drive (3½ Floppy(A:)). 3 In the File name box, type My Letter. 3
Saving a New Document

4

4 Click the Save button to save your document to a floppy disk (Be sure that your floppy disk is not write protected). Your file is saved with the name My Letter.doc in your floppy disk.
The file name can be up to 255 characters and can include numbers, spaces, and other characters except the forward slash ( / ) and back slash ( \ ).

Using Save As
2 If you want to save your document under a different file name or to a different location, or in a different file format, you can use the Save As option. Practice Save Your Document with a New Name in a Different Location. In this exercise, you will save your document My Letter with the name My First Letter in the My Documents folder. 1 From the Menu bar, choose File, Save As Or press F12
To save a file in a format other than Word Format (Doc). In the Save As type box, click the drop-down arrow and select the type of file format that you wish to save the file as, i.e. Web page (HTML), Rich Text Format (RTF), Text only etc.

3

4

Saving a Document with the save as command

2 In the Save in box, click the drop-down arrow and select My Documents folder. 3 In the File name box, Type My First Letter. 4 Click Save to save the file, and the dialog box will close. Your file is saved with the name My First Letter.doc in the My Documents folder.

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Closing

a

Document

You can close a Word document in several ways; From the Menu bar, choose File, Close Or on the Menu bar, click the Close button. Or press Ctrl + F4

Close

When you attempt to close an unsaved document, Word asks you whether or not you want to save the file. If you want to save the file choose Yes, if not, choose No. The Cancel button cancels the command and stays in the Word program

Opening

a

Document

When you work with Word you will sometimes need to create a new document from scratch. More often, you will need to work on an existing document that you or someone else have previously created. Also it's often easier and more efficient to create a document by modifying one that already exists, instead of having to retype a lot of information. Practice To Open a file. In this exercise, you will open your document My First Letter.doc. 1 From the Menu bar, choose File, Open Or on the Standard toolbar, click the Open button. Or press Ctrl + O 2 Click the Look in drop-down arrow, and then select My Documents folder. 3 In the Look in file list, double-click the My First Letter file to open. Your document opens in the document window.
Introduction to Microsoft Word

Open

1

3 2

Opening a document

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Switching Between Open Documents
You can switch from one open document to another one in several ways: Click on the required document icon on the Windows Taskbar. Or click on the required document name on the Window menu. Or press Alt + Tab
Exiting Word Program

Window menu

Microsoft Office Word Help

You can exit Word program in several ways; From the Menu bar, choose File, Exit Or on the Title bar click the Close button Or press Alt + F4

Close

Getting Help
2 3 The help feature allows you to learn to use the basic and advanced features of Word, if you have an internet connection you can accsess the online office help pages from the getting started and help task panes. Practice To Get Help 1 From the Menu bar, choose Help, Microsoft Office Word Help Or on the Standard toolbar, click the Microsoft Office Word Help button Or Press F1 The Word Help task pane opens. 2 In the Search for text box, type your question. 3 Click the Start searching button.

The Office
Clippit Office Assistant

Assistant

The office assistant is an animated character that can answer your questions, offer tips, and provide help for different tasks you are performing.
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To Show the Office Assistant From the Menu bar, choose Help, Show the Office Assistant. To Hide the Office Assistant From the Menu bar, choose Help, Hide the Office Assistant Or right click the office assistant and select hide from the shortcut menu. Practice To Change the Office Assistant 1 Right click the Office Assistant and select Choose Assistant from the shortcut menu. 2 From the Gallery tab, use the Next and Back buttons until you find an Office Assistant you like. 3 Click OK. To Ask the Office Assistant a Question 1 Double click on the Office Assistant. The Assistant baloon opens. 2 Type your questions in the What would you like to do? text box. 3 Click the Search button. The “What is this?” button The “What is this?” button helps you to find out what controls and options in a dialog box are used for. Using the “What is this” button. 1 Click the “What is this” button on the dialog box. 2 Find the control description in the Microsoft Office Word Help window.
Introduction to Microsoft Word

Hiding the Office Assistant

Showing the Office Assistant

2 3
Changing the Office Assistant

2 3

Asking question to the Office Assistant

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Case Study
Opening, editing and saving a document

Step-1

Run the Word Program. 1- On the Windows taskbar, click the Start button at the bottom left corner of your screen. 2- On the Start menu, point to All Programs. 3- Move the mouse pointer up and point to Microsoft Office. 4- Move the mouse pointer over and click on Microsoft Office Word 2003.

Step-2 Step-3

Type text. Type your name, surname, telephone number and address. Save the document to your floopy disk using the name Case Study 1. On the Standard toolbar, click the Save button. The Save Dialog Box will appear on the screen. Type the file name in the file name box and click Save.

Step-4 Step-5

Close the document. On the Menu bar, click the Close button. Open the document again. Open your document from the recently opened documents list under the File menu.

Step-6

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

Step-7

Re-save the document as an HTML formatted file. From the Menu bar, choose File, Save As. The Save As dialog box will open on the screen. In the Save As type box, click the drop-down arrow and select Wep Page (HTML) and click Save.

Step-8

Close the document. When the document is closed without being saved, the Word program will ask you if you want to save the document. Click Yes on the dialog box and save the document. Try to repeat these 8 steps without using the mouse.
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Fill in the blank
1- Microsoft Word is that lets you create a variety of different documents such as letters, single-file reports, multi-file reports, books, brochures, newsletters, and web pages. 2- Click save or press shortcut to quickly save the document. . 3- The short, vertical, blinking line at the top of the document is

True or False
1. The file name can be up to 155 characters . True False 2. If you want to save a saved document to a different location, you can use the Save command. True True False False 3. The shortcut key for the Help command is F1.

Match the items
Ctrl+N Ctrl+S Ctrl+O Ctrl+F4 Alt+F4 Alt+Tab Closes the program. Closes the document. Opens a previously saved document. Saves the current document. Creates a new blank document. Switches between open programs.

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Multiple choice questions
1- What can you create with the Word program? a. Letters b. Web Pages c. Tables d. All of the above 2- Which bar shows information about the document or the selected objects? a. Menu bar b. Tool bar c. Status bar d. Title bar 3- Which toolbar contains the open and save buttons? a. Standard toolbar b. Formatting toolbar c. Text toolbar d. Drawing toolbar 4- Which one does not start a new document? a. Ctrl+N keyboard shortcut b. Opening a document from a floppy disk c. New command from File menu d. Starting Word 5- What is the correct order to save a new Word document to a floppy disk? I - Choose Floppy Disk from Save In box. II - Write file name. III - Click Save button from Standard toolbar. IV-Click Save from Save dialog box. a. I-II-III-IV c. IV-II-III-I b. III-IV-I-II d. III-I-II-IV 6- To open a document: a. From the Menu bar, choose Edit, Open. b. From the Menu bar, choose File, Open. c. From the Menu bar, choose Insert, Open. d. From the Menu bar, choose Format, Open. 7- Which one is an invalid file name? a. My-Letter.doc b. 12MyLetter.doc c. My/Letter.doc d. My&Letter.doc 8. Which button is for creating a new document? a. b. c. d. 9. The _________ view is how your document would appear in a web browser. a. Normal b. Web Layout c. Print Layout d. Outline 10. Which of the following dialog boxes is displayed when a document is saved for the first time? a. Save All b. Save c. Close d. Save As

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Moving Through

a

Document

You move through a document to see text and art that's off the screen, to set the insertion point at a new place, or to select text and art for changes. There are several ways to move the insertion point in your document: you can use the mouse, the keyboard, or several commands, most notably the Go To command. Practice To move the insertion point to a specific place In this exercise, you will move the insertion point to the second line. 3 4 1
Moving the insertion point to the second line

2

1 Double click on the Status bar at the bottom of the word screen Or from the Menu bar, choose Edit, Go To Or press Ctrl + G 2 Select a type of place to go. In the Go to what list, select Line. 3 Type or select a specific item. In Enter line number type 2. 4 Click the Go To button. The insertion point moves to the second line.

Up or Down arrows Left or Right arrows Home End Page Up or Down Ctrl+Left or Right Ctrl+Home Ctrl+End Ctrl+Page Up or Down

One line up or down. One character left or right. Start of the line. End of the line. One screen up or down. One word left or right. To the beginning of the document. To the end of the document. One page up or down

Working With Text

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Selecting Text
When you want to perform an action with the text (for example edit, format, or copy), you must first select it. Microsoft Word makes text selection quick and easy.

Right Pointing Arrow

Selection Techniques TO
Select a word Select a line Double click on the word

Selecting a paragraph

DO

Position the mouse pointer in the selection bar before the line you want to select. When the right-pointing arrow appears, click the mouse. Triple click on any word in the paragraph

Select a paragraph

Or

Position the pointer in the selection bar to the left side of the paragraph; when the right-pointing arrow appears, double click the mouse. Position the pointer in the selection bar, when the right-pointing arrow appears, triple click on the document.

Select a document

whole

Or

Press Ctrl + A From the Menu Bar, choose Edit, Select All.

Click where you want the selection to begin. Then, while Select any amount of holding down the shift key, click where you want the selection text to end. Select areas multiple text Hold down the Ctrl key on the keybord and with the mouse select different texts

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Copy

and

Move

In Microsoft Word, there are several ways to copy and move text and graphics from one place to another. Dragging text is the most efficient way to move or copy text and graphics, as long as you can see the destination on your screen. Practice Copy and Move with drag and drop In this exercise, you will move a text with drag and drop. First of all, you need to open the letter (My Letter or My First Letter) that you created in the previous chapter. 3 1 Scroll down until you can see the date and the text “Dear President”. 2 Position the mouse pointer in the selection bar, before the date. The mouse pointer changes to a right-pointing arrow. 3 Click to select the date. 4 6 The selected text changes to white text on a darker background. 4 Position the mouse pointer over the selected text. The pointer turns into a left-pointing arrow. 5 Click and hold down the mouse button. A small, dotted box and a dotted insertion point appear. 6 Drag up until the dotted insertion point is before the text “Dear President” and then release the mouse button. 7 Click anywhere outside of the selected text to cancel the selection.

Moving a Text

To copy with drag and drop you must hold down the Ctrl key while you are dragging the selected text.

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Practice Copy and Move with other techniques In this exercise, you will copy the whole 3 letter into a new document. 4 1 Select the whole letter. Position the pointer in the Selection bar, when the right-pointing arrow appears, click the mouse three times. Or press Ctrl + A. Or from the Menu bar, choose Edit, Select All. 2 Copy the selected text. From the Menu bar, choose Edit, Copy. Or on the Standard toolbar, click the Copy button. Or press Ctrl + C. A copy of the selected text is placed on the Clipboard. 3 Create a New Document. 4 Insert a copy of the letter from Clipboard. From the Menu bar, choose Edit, Paste Or on the Standard toolbar, click the Paste button. Or press Ctrl + V. To move the selected text: From the Menu bar, choose Edit, Cut. Or on the Standard toolbar, click the Cut button. Or press Ctrl + X.
What is the Clipboard? The Clipboard is an area of memory in which you can store text or graphics temporarily. If you cut or copy text, graphics or other items they will be temporarily stored in the Clipboard ready for use elsewhere.
Cut Copy Copy and Move text

2 1

Paste

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Undo

and

Redo

The Undo feature allows you to reverse, or undo a recent action. The redo command allows you to repeat a recent action. Undo the last action You can undo your last action in several ways; From the Menu bar, Choose Edit, Undo. Or on the Standard toolbar, click the Undo button. Or press Ctrl + Z Redo the last action You can redo your last action in several ways; From the Menu bar, Choose Edit, Redo. Or on the Standard toolbar, click the Redo button. Or press F4

Undo

Redo

Find

and

Replace

You can use the Find option to search for specific instances of text in your document, and the Replace option to search for specific instances of text in your document and replace them with new text. Practice Finding and Highlighting text In this exercise, you will find and highlight the word “tobacco” in your document My Letter or My First Letter.
Find menu

1 From the Menu bar, choose Edit, Find. Or press Ctrl + F The Find and Replace dialog box opens. 2 In the Find what box, type tobacco. 4 3 Check the option Highlight all items found in: 4 Click the Find All button to find and highlight the word tobacco.

2 3

Finding a Text

Practice Replacing Text In this exercise, you will search the word "tobacco" and replace it with the word "TOBACCO".

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1 From the Menu bar, choose Edit, Replace. Or press Ctrl + H The Find and Replace dialog box opens. 2 In the Find what box, type tobacco. 3 In the Replace with box, type TOBACCO. 4 Click Find Next. 5 When Word finds the text click the Replace button. Click the Replace All button to replace all of the text automatically.
Replacing a Text

2 3 5

4

AutoCorrect
The AutoCorrect feature corrects the most common typing errors as you work through your document. For example, the most common misspelling of "the" is "teh". AutoCorrect will automatically fix this error as soon as you press the spacebar or begin a new paragraph after the misspelled word. You can also add your own AutoCorrect entries and use it to replace abbreviations or codes that you create to automate typing certain words, i.e. "eu" becomes "European Union". Practice Add an entry to the list of AutoCorrect In this exercise, you will add an AutoCorrect entry to automate insertion of often-used text. 1 From the Menu bar, choose Tools, AutoCorrect Options. The AutoCorrect dialog box opens. 2 In the Replace box, type eu and press the tab key. 3 In the With box, type European Union 4 Click Add. 5 Click OK. Now test the new entry. Type eu and press spacebar. The text eu changes to European Union.
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Opening AutoCorrect Dialog Box

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Adding a new AutoCorrect entry

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Practice Delete an AutoCorrect entry. In this exercise, you will delete an AutoCorrect entry. 1 From the Menu bar, choose Tools, AutoCorrect Options. The AutoCorrect dialog box opens. 2 In the Replace box, type eu. The entry appears at the top of the list. 3 Click Delete button. The entry is removed. 4 Click OK.

If you want to turn off the AutoCorrect feature you must clear the Replace Text As You Type check box on the AutoCorrect dialog box.

Spelling and Grammar

Spelling

and

Grammar

You can check spelling and grammar automatically as you type or all at once. Practice Use the Spelling and Grammar Checker In this exercise, you will use the Spelling and Grammar Checker to correct spelling and grammar errors. 1 Type stard instead of start and press spacebar. A red wavy line appears under the word stard, because you have spelled it incorrectly. 2 From the Menu bar, choose Tools, Spelling and Grammar. Or on the Standard toolbar, click the Spelling and Grammar button. Or press F7 The Spelling and Grammar dialog box will open. 3 In the Suggestion 4 3 list box, click and select the correct word. 4 Click the Change Spelling and Grammar dialog box button to change the word stard with start.
Working With Text

If you wish to correct the text immediately, right click on the word once the red underlining displays. A pop-up dialog box will be displayed suggesting alternative, correctly spelled words.

Correcting a spelling error with the right click pop-up menu

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Practice Disable the automatic Spelling and Grammar Checker In this exercise, you will disable the automatic Spelling And Grammar Checker. 1 On the Tools menu, click Options. The Option dialog box opens. 2 Click the Spelling & Grammar tab. 3 In the Spelling area, clear the Check Spelling As You Type Check box. 4 In the Grammar area, clear the Check Grammar As You Type Check box. 5 Click OK. The Options dialog box closes, and the automatic Spelling And Grammar Checker is turned off.

1 2

3

4

5
Turning off the Spelling and Grammar Checker

The Thesaurus
The Thesaurus provides a list of synonyms for the text which you look up. To use the Thesaurus. In this exercise, you will find a synonym for a word. 1 Select the word for which you want to find a synonym. 2 From the Menu bar, choose Tools, Language, Thesaurus. Or press Shift + F7 Research task pane opens. A list of suggested synonyms will be displayed.
If you wish to find a synonym immediately, right click on the word. On the pop-up dialog box point to Synonym. A list of suggested synonyms will be displayed.

Using the Thesaurus

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1

Using Templates
Templates help you to create memos, reports, and business letters, even a CV, quickly and easily. Opening a Template. 2 1 From the Menu bar, choose, File, New The New document pane opens.

Opening Templates dialog box

2 Click On my computer The Templates dialog box opens. 3 3 Select the required template. 4 Click OK. 4
Templates dialog box

Practice Creating a Template. In this exercise, you will create a Template. 1 Open a document in which you will create a template. 2 From the Menu bar, choose Edit, Save As The Save As dialog box opens. 3 Click the Save As type drop-down arrow and select

4

5 3

Document Template. 4 Type a filename in the File name text box. 5 Click Save. You created your own template.

Saving a template

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Case Study
Adding an entry to the AutoCorrect list Step-1 From the Menu bar, choose Tools, AutoCorrect Options. The AutoCorrect dialog box opens. Step-2 In the Replace box, type “nba” and press the tab key. Step-3 In the With box, type “National Basketball Association” Step-4 Click Add. Step-5 Click OK. Now test the new entry. Type “nba” and press spacebar. The text “nba” changes to “National Basketball Association”.

Fill in the blank
1. To select triple click on any word in the paragraph. . while you are

2. To select a whole document, press

3. To copy with drag and drop you must hold down dragging the selected text. 4. To Move, press .

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

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

3. If you want to correct spelling and grammar errors you can use the Spelling and Grammar checker. True False

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Multiple choice questions
1. How can you quickly recover text that you accidentally deleted? a. Format, History b. Format, Recover c. Edit menu, Undo d. Edit, Find and Replace 2. If you want to Copy a text and Paste it to another place, which shortcut keys should you use? a. Ctrl + Z and Ctrl + X b. Ctrl + C and Ctrl + V c. Ctrl + C and Ctrl + P d. Alt + C and Alt + P 3. is used to copy an item from the Clipboard into the document at the location of the insertion point. a. Save b. Paste c. Cut d. Copy document with another word that is more suitable and has nearly the same meaning; a. By using the Spell Check feature b. With the Grammar Check feature c. By buying a dictionary d. With the Thesaurus feature 7. A spelling error in a document is identified by: a. A green highlight b. A red wavy underline c. A green wavy underline d. A red highlight 8. Which of the following keyboard shortcuts does not open the Find and Replace dialog box? a. Ctrl + H b. Ctrl + R c. Ctrl + G d. Ctrl + F 9. If you want to turn off the AutoCorrect Feature you must first clear the check box on the AutoCorrect dialog box. a. Show AutoCorrect Options buttons b. Replace text as you type c. Correct accidental usage of CapsLock key d. Correct TWo INitial CApitals 10. To select a word, word. a. Click b. Double click c. Triple click d. Click four times on the

4. How can you find duplicate words and irregular capitalizations? a. Thesaurus b. Spelling Checker c. Duplicates d. Fix broken Text 5. Which of the following is not a way to cut text? a. Select the text, right click and choose Cut b. Select the text and select Edit, Cut from the Menu bar. c. Select the text and click the cut button on the Standard toolbar d. Select the text and press Alt + X 6. You can replace a word in your

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Displaying Formatting Marks
Show \ Hide

To control which formatting marks are displayed; * From the Menu bar, choose Tools, Options * Select the View tab, in the Formatting marks area, select All, or specify what formatting marks you wish to display.

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

When Formating Marks are hidden When Formating Marks are displayed

Dear President Dear·President¶
Paragraph mark

Space mark

Font Formatting
Font Formatting enables you to give the text in your documents different looks and styles. Using the font dialog box or the Formatting toolbar, you can change the font, font size, and font style, as well as underline text, and change the color and the spacing between letters. You can even animate text. Fonts A font is a set of characters and letters of the same look and styles. Each font has a particular design. The size of a font is called font size. The most preferred fonts are Times New Roman, Arial, and Courier New. Practice 2 Formatting text in bold and italic In this exercise, you will select the text that you wish to format as bold or italic in your document. (My Letter or My First Letter) 1 Select the text Date From the Menu bar, choose Format, Font, Font Style, Bold. Or on the Formatting toolbar, click the Bold button. Or press Ctrl + B
Formatting the Selected Text
Formatting Characters and Paragraphs

Bold

Italic

Font Size The unit of font size is called a point. A 12 point size font is approximately 0.4 cm in height.

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3

2

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3 Click anywhere outside the selected text to cancel the selection. 4 Select the text Sincerely, 5 From the Menu bar, choose Format, Font, Font Style, Italic. Or on the Formatting toolbar, click the Italic button. Or press Ctrl + I 6 Click anywhere outside the selected text to cancel the selection. Practice Change the font and font size In this exercise, you will change the font and font size of the text “ John Doe”. 1 Select the text John Doe. 2 On the Formatting toolbar, click the Font drop-down arrow and in the list click Verdana Or on the Font dialog box, select the Font tab and in the font list select Verdana. The selected text is changed to the Verdana font. 3 On the Formatting toolbar, click the Font Size drop-down arrow and in the list click 10 pt. Or on the Font dialog box, select Font tab and in the Size list select 10 pt. The size of the selected text changes to 10 pt. 4 Click anywhere outside the selected text to cancel the selection.

2

3

1

4

Change the font and font size

Changing

the

Appearrance
TO

of the

Text
DO THIS select the color from the Font color list on the Formatting toolbar.
from the Menu bar, choose Format, Font, Font Color.

change the font color of a text,

Or

underline the text, apply any text effect, animate your text,
increase or decrease the space that a character takes up or spacing around the character,
Formatting Characters and Paragraphs

select the style of underline from the Underline style list. select them from the Effects option. use the Text Effect tab of the Font dialog box. You must remember that these can be seen on the screen, but will not be printed! use the Character Spacing tab in the Font dialog box.

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Strikethrough Double strikethrough Subscript Superscript

Shadow Outline Emboss Engrave
Effects

Small caps All caps Hidden

2 3 1 4 5

Practice Change the font color, the space between characters and apply text effect In this exercise, you will change the font color of a text, underline the text, apply text effect and increase the space between characters. 1 Select the text Dear President. 2 On the Format menu, click Font. The Font dialog box appears
Formatting a Text

6

3 Click the Font tab. 4 Click the Font Color drop-down arrow and select the color red.

7 8 9

5 Click the Underline Style drop-down arrow and select Words only. 6 In the Effects area, select the Small Caps check box. 7 Click the Character Spacing tab. 8 Click the Spacing drop-down arrow and select Expanded.

Formatting Character Spacing

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

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Format Painter
At the end of your document (My Letter or My First Letter) there is a second text President. If you want to format this one like the first one, you must repeat the 9 steps in the previous topic, or you can use a shortcut that copies formatting from text, then pastes it onto the other text selection. This feature is called Format Painter. Practice Use the Format Painter In this exercise, you will apply formatting using the Format Painter. 1 Select the text Dear President. 2 On the Standard toolbar, double-click the Format Painter button if you're going to copy the formatting to several locations, or just click the button if you're going to copy the formatting only once. In this exercise you are going to copy once, so just click the Format Painter once. Format Painter is active. 2
If you made the Format Painter active by double-clicking it, you must click the Format Painter again to turn it off after any formatting action.

Format Painter

3

Copying a format with Format Painter

3 Move your mouse pointer to the second text President 4 Drag the mouse pointer across the text Format Painter pastes the formatting to the destination text and turns off.
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Paragraph Formatting
The format of a paragraph can be changed by setting tabs, indenting, aligning, changing line spacing within and between paragraphs, controlling page breaks etc. All these features allow you to enhance the appearance of your document. Paragraph Alignment There are four ways to align a paragraph.
The format of a paragraph can be changed by setting tabs, indenting, aligning, changing line spacing within and between paragraphs, controlling page breaks etc. The format of a paragraph can be changed by setting tabs, indenting, aligning, changing line spacing within and between paragraphs, controlling page breaks etc. The format of a paragraph can be changed by setting tabs, indenting, aligning, changing line spacing within and between paragraphs, controlling page breaks etc. The format of a paragraph can be changed by setting tabs, indenting, aligning, changing line spacing within and between paragraphs, controlling page breaks etc.

LEFT Ctrl+L Each line of text is aligned left.

CENTER Ctrl+M Each line is centered.

RIGHT Ctrl+R Each line is aligned right.

JUSTIFY Ctrl+J The text of each character in each line is spread out so paragraph aligns with the both sides of the typing area.

Practice 2 In this exercise, you will justify the text in your document. 1 Select the whole document 1 2 On the Formatting toolbar, click the Justify button Or press Ctrl + J Or from the Menu bar, choose, Format, Paragraph. The Paragraph dialog box opens. Click the Indents and Spacing tab In General area; Click the Alignment drop-down arrow and select Justify Click OK. The text in your document is justified.
Formatting Characters and Paragraphs

Aligning a Paragraph

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Indenting If you do not want all paragraphs to align with the borders of the typing area, you can use the indentation options to indent the text.
Normal The format of a paragraph can be changed by setting tabs, indenting, aligning, changing line spacing within and between paragraphs, controlling page breaks etc. The format of a paragraph can be changed by setting tabs, indenting, aligning, changing line spacing within and between paragraphs, controlling page breaks etc.

Left: 1.25 cm

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

Hanging

To further customize the indentation of the paragraphs, you can also set the following special indentation types; None - No indentation First line - Indents the first line. Hanging - Indents every line except the first. Practice To indent text 1 Select the paragraph starting with the text “I am very concerned” 2 From the Main menu, choose Format, Paragraph. 3 In the indentation section, specify the indentation from the left margin. Type in the left box: 1.25 cm 4 To specify the indentation from the right margin type in the right box: 1.25 cm 5 Click OK.
Formatting Characters and Paragraphs

Decrease Indent Increase Indent

2

1

3 4

5
Indenting a Text

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Paragraph spacing You can change the amount of spacing between lines in a paragraph or between paragraphs by using the Spacing section in the Paragraph dialog box. Practice To change line spacing; In this exercise, you will change the amount of spacing between lines in a paragraph. 3 1 Select the paragraph or click anywhere in the paragraph starting with the text “I am very concerned” 4 5
Changing the amount of spacing between lines

2 1

2 On the Format menu, click Paragraph. The Paragraph dialog box opens. 3 Select the Indents and Spacing tab. 4 In the Line Spacing box, click the drop-down arrow and select 1.5 lines. 5 Click OK. The line spacing changes to 1.5 lines. Practice To change paragraph spacing; In this exercise, you will change the amount of spacing between paragraphs. 1 Select the first four paragraphs in your document. 6 2 On the Format menu, click Paragraph. 3 In the Paragraph dialog box, select the Indents and Spacing tab. 4 In the Spacing section, in the Before box click the up arrow until 6 pt. 5 In the Spacing section, in the After box click the up arrow until 6 pt. 6 Click OK. The Paragraph dialog box closes and the spacing in the before and after paragraphs changes to 6 pt.
Formatting Characters and Paragraphs

2 1

3 4 5

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Line and Page Breaks There are other useful paragraph rules that you can apply by clicking the Line and Page Breaks in the Paragraph dialog box. Such as Widow/Orphan Control, Keep Lines Together etc. These options are summarized as follows.
Option Widow/Orphan control Keep with next Keep lines together Page break before Suppress line numbers Don't hyphenate Description Prevents the last line of a paragraph from being printed at the top of a page (widow) or the first line of a paragraph from being printed at the bottom of a page (orphan). Keeps the paragraph and the following paragraph on the same page. Keeps all lines of a paragraph on the same page. Inserts a page break before a specified paragraph. Suppresses line numbering when the line numbering feature is active. Takes off hyphenation of page numbers

Borders

and

Shading
Outside border

You can add borders and shading around pages and text selections to emphasize a section or to enhance the look of the document. Practice Apply a Border In this exercise, you will apply a border around a paragraph. 1 Click the paragraph starting with the text “Did you know that” 2 On the Formatting toolbar, click the Outside Border button. 1

2

Applying a border
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Practice 2 3 1 4 5 Change the border and apply shading In this exercise, you will change the color, style and width of a border and apply shading to a paragraph. 1 Click the paragraph starting with the text “Did you know that” 2 From the Menu bar, choose Format, Borders and Shading. the Borders and Shading dialog box opens 3 Select the Borders tab and from the Style section of the dialog box, select a new style. 4 In the Color section, select the color blue. 5 In the Width section, select 3 pt. 6 Select the Shading tab 7 In the Fill section, select the color yellow. 8
Applying shading

Changing a border

6 7

8 Click OK. The paragraph is surrounded by a new border and is filled with yellow shading. Practice

2 3

1

Add a Page Border In this exercise, you will add a Page Border. 1 From the Menu Bar, choose Format, Borders and Shading. The Borders and Shading dialog box opens. 4 5 2 Select the Page Border tab. 3 In the Art section, select any picture. 4 In the Apply To section, select Whole Document.

Adding a Page Border

5 Click OK.

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Columns
You can change the number of columns in a document or a section of a document. You can create newspaper columns, parallel columns and uneven columns. Practice Create columns In this exercise, you will create two columns in a section of your document. 1 Select the paragraph starting with the text “Well over 5.000.000 people” 2 From the Menu bar, choose Format, Columns. The Columns dialog box opens 3 In the Presets section, click two 4 In the Apply To section, select Selected Text. To format all the text into two columns, in the Apply to section select Whole Document. 5 Click OK. 1

If you want to create two columns, click the Columns button on the Standard toolbar. Drag and select two columns and click.

3

2 5

4

Creating columns

If you want to apply further formatting to columns you need to display the Column dialog box. For example, to insert a line between columns check the Line Between option. To change the width of the columns, first clear the equal column width check. Then specify in the In Width and Spacing sections the new value.

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Styles
A style is a group of paragraph and character formats stored under a name. Style is a time saving feature. Applying a Style 2 1 From the Menu bar, choose Format, Styles and Formatting Or Styles and Formatting on the Formatting toolbar. The Styles and Formatting task pane opens. 2 In the Pick formatting to apply area select a style to apply.

Applying Style

Practice Creating Your Own Style In this exercise, you will create your own paragraph style.

Style drop-down button

1 Select the paragraphs that have previously applied formating information, such as font color, size, Align left and italic etc. 2 In the Formatting toolbar, click the Style drop-down menu. The current name will be highlighted. 3 Type a new style name. 4 Press Enter. To use your new style, first of all select the destination paragraph and then select your new style from the style dropdown menu.

Case Study
Opening, editing and saving a document

Step-1 Step-2 Step-3 Step-4

Display the formatting marks by clicking the Show/Hide button on the Standard toolbar. Type the text “Happy Birthday” Select the text “Happy Birthday” and the paragraph mark. To copy text, press Ctrl + C or on the Standard toolbar click the copy button.

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Step-5 Step-6 Step-8

Step-9

Paste the text two times; press Ctrl + V two times or on the Standard toolbar click the paste button two times. Select the first “Happy Birthday” and open the Font dialog box: From the Menu bar, choose Format, Font Apply the following formats to the first “Happy Birthday” text: Font: Arial; Font Style: Bold; Size: 24 pt.; Font Color: red Effect: Double Strikethrough Character Spacing: Scale: 150% Text Effects: Animation: Las Vegas Light Select the second “Happy Birthday” text Click the center alignment button on the Formatting toolbar.

Step-10 Align the selected text in center. Step-11 Open the Font dialog box. Step-12 Apply the following formats to the second “Happy Birthday”" text: Font:Font Style: Italic, Size: 26 pt., Font Color: blue, Effect: Small Caps Character Spacing: Spacing: Expanded by: 3 pt. Text Effects: Animation: Sparkle Text

Fill in the blank
1. To align text along both the left and right side of the typing area you use button on the Formatting toolbar. the 2. To copy the formatting of a text to another part of the document quickly, use the button on the Standard toolbar. 3. You can display formatting marks such as paragraph marks and space on button. your screen by clicking the

True or False
1. Superscripted texts are those that appear raised above other text on a line. True True False False 2. Borders can be applied on all the edges of a paragraph.

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Multiple choice questions
1. Use the ___________ toolbar to enhance the appearance of your document, including the style and size of the type. a. Status b. Menu c. Standard d. Formatting 2. Choose the text format effects which are printable. (Choose three answers) a. Font - Shadow and Outline b. Superscript - Subscript c. Font - Text effects - Blinking Background d. Highlight (Text Background Color) 3. Which of the following can be formatted using the Format - Paragraphs option? (Choose three answers) a. Line space between paragraph lines b. Space between paragraphs c. Indent space of paragraphs d. Page space of documents 4. Select the statements that are true about paragraph borders. (Choose two answers) a. You can apply borders to all sides of a paragraph b. Paragraphs cannot contain border and shading together c. Borders should be applied to each paragraph separately d. The Border button on the Standard toolbar can be used to apply borders 5. Which of the following indents all the text in a paragraph except the first line? a. Hanging indent b. First line indent c. Right paragraph indent d. Decrease indent 6. The Column dialog box allows you to; (Choose two answers) a. Set the number of columns b. Change the spacing between columns c. Change the font formatting of column text d. Set the alignment of columns 7. What is Orphan Control? a. Keeps the paragraph and the following paragraph on the same page b. Keeps all lines of a paragragh on the same page. c. Prevents the first line of a paragraph from being printed at the bottom of a page. d. Suppreses the line numbering . 8. Which of the following is a shortcut for aligning the text to the right? a. Ctrl +L b. Ctrl +M c. Ctrl + R d. Ctrl + B 9. Which of the following shortcuts is for Bold text format? a. Ctrl + U b. Ctrl + I c. Ctrl + A d. Ctrl + B 10. Which of following effects cannot be printed? a. Emboss b. Shadow c. Engrave d. Shimmer

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Bulleted

and

Numbered List

Bullets Button

Bulleted and Numbered lists make your document more readable and enable you to point out important parts of a document. This feature is very useful when you are working with legal documents and documents with long lists. Bullets Special characters, symbols, and pictures Numerals, roman numerals and letters

Numbering Button

Numbers

Use Numbers when the ordering of the paragraphs and items is important (i.e. legal documents, instructions, manuals). Use Bullets when the ordering doesn't matter (i.e. a list of products) The Numbered documents are easy to manipulate. This feature is intelligent. When you add or remove paragraphs or items the Numbered list changes automatically. For instance, a new paragraph at the end of the list gets the next consecutive number. Practice Creating bulleted and numbered lists In this exercise, you will create a list from scratch. 1 Locate the insertion point where you want to create the list. 2 Click on the Numbering or Bullets button on the Formatting toolbar. 3 Type the first item and press Enter. To end a Bulleted and Numbered List; Click on the Numbering or Bullets button on the Formatting toolbar. Or Press Enter twice at the end of the list.
Numbered list

Bulleted list

Bulleted and Numbered List & Tabs

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Practice Creating space between list items. In this exercise, you will create space between list items without pressing the Enter key twice and turning off the numbering. 1 Select the list. 2 From the Menu bar, choose Format, Paragraph. 3 Click the Indents and Spacing tab. 4 In the Spacing area, set the After value to 12 pt.. 5 Click OK. Practice Customizing Bulleted and Numbered List In a bulleted list, instead of using regular bullets you can select a different character, a picture bullet, or change indents. In this exercise, you will customize a bulleted and numbered list. 1 Select the list or list items. 2 From the Menu bar, choose Format, Bullets and Numbering. 3 Click the Bulleted tab. 4 Choose a new bullet style. In the Bullets tab there are seven bullet styles but Word offers you more; 5 Click the Customize button in the Bulleted tab. The Customize bulleted list dialog box appears. 6 Use the Character or Picture button to select a bullet style. The new character replaces the previous one and has the same size and color. 7 With the Font button, change the color, size, and effects of the bullet. 8 Click OK.
Like the bulleted list, you can customize Numbered lists and choose different number styles and fonts.
Bulleted and Numbered List & Tabs

2

1

Bullets and Numbering menu

3 4

6 7

5 8
Customizing a bulleted list Customizing bulleted list dialog box

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Outlined Lists
In order to create an outlined list, increase the indentation of the paragraphs and items with the Increase Indent button on the Formatting toolbar or Tab key. If you want to use more than one indented level as seen below, use the Outline level on the Bullets and Numbering dialog box to select styles. 1) Word i) Formatting (a) Text formatting (b) Paragraph formatting ii) Tables (a) Creating a table (b) Editing a table 2) Excel i) Working with Spreadsheets ii) Entering data

Outline numbered tab

Tabs
To display the Ruler from the Menu bar, choose View, Ruler.

One of the most common mistakes Word users make is to try to align with the space key. Documents aligned with the space key are displayed improperly when the document is reformatted or transferred to other computers. Word has a great feature which makes aligning very easy. With the Tab key and Tab stops you can create your documents more accurately and faster. Tab Styles In Word, there are several Tab types: left, right, center, decimal. Left align tabs are the most used Tab style. By default, Word set left aligned tabs every 1.25 cm. The following example shows how to use tab stops. The dashed line indicates the location of the Tab stop. Item Price 255$ 100$ 35.4$ Left Aligned Right Aligned Center Aligned Decimal Aligned

Left Right Center

Aligns text on the left at the tab position Aligns text on the right at the tab position Centers text at the tab position

CPU HDD RAM

Mainboard 125$

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

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Setting Tab Stops There are two ways to create tab stops, you can set tabs using the Tabs menu or using the ruler. For more accurate and precise settings use the Tabs option in the Format menu. Practice In this exercise, you will set tab stops using the Tabs menu. 1 Locate the insertion point where you begin typing. 2 Select the Format, Tabs menu. 3 In the Tab Stop Position text box, type the tab position as 2 cm. Make sure the left alignment checkbox is selected. 4 Click Set. Repeat the steps 3 and 4 for 6 cm, and 10 cm. 5 Click OK. 6 Press tab key , type “CPU”, press tab key, type “Speed”, press tab key, type “Year”. 7 Enter the following data in separate lines. Use the tab key between each item in the list.

2 3

4 5
The Tabs dialog box

CPU 8086 80486 Pentium I Pentium IV

Speed 30 MHz 75 MHz 90 MHz 3 GHz
Setting Tabs

Year 1984 1995 1999 2003

To set Tabs using the Ruler; When you set a tab stop, you can see it on the Ruler and change its location by dragging it. 1 Locate the insertion point where you start typing. 2 Set the tab stops by clicking on the Ruler.

The Ruler above has tab stops with different styles. 3 To change the tab style click on the Tab style button which is located on the far left of the Ruler. Removing Tabs To remove tabs, simply drag the tab stops from the ruler to the document area or on the tabs dialog box, select the tab you want to remove and click the Clear button.
Word sets default tab stops every 1,25 cm. To change the default tab stops, type the amount of spacing you want between tab stops in the Default tab stops box.

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Case Study
Creating Customized Lists Step-1 Open a blank word document. Step-2 Type the document title as "World Cup 2006 Countries and Players" Step-3 Create an imaginary group list of World Cup 2006 football games. There should be 4 different countries. Step-4 For each country type four player names just below their country names. Step-5 Select all the country names and player names together. Step-6 Click the Numbering button on the Formatting toolbar. Step-7 A numbered list appears from number 1 to number 20. Step-8 Select players of the first country in the numbered list. Step-9 Press the Tab key on the keyboard or click the Increase Indent button on the Formatting toolbar. Step-10 An outlined list is created and the players get letters instead of numbers in the list. Step-11 Save the document as “Sports.doc” Repeat the steps for the remaining countries in the list. Setting Tab Stops Step-1 From View Ruler, activate the Ruler at the top of your document. Step-2 On the Ruler, create tab stops at 2 cm, 7 cm, 12 cm, and 17 cm. Step-3 Connect to the Internet. Gather info about Hurricanes in history. Step-4 Create a list using these data. Use the titles shown below. Place these titles at the exact position of each tab stop. Step-5 Name, Year, Location, Speed Save the document as “Hurricane.doc”

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Fill in the blank
1. To display the Tabs dialog box, click click Tabs. on the Menu bar and then . .

2. A dot or other symbol positioned before text is called a 3. You can set tabs using Format, Tabs or using the

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

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

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

Project
Create an outlined, bulleted document about computer parts, both hardware and software. Give examples about the software and hardware in the list. (Ask your teacher about softwares and hardwares.) Create a list about four famous writers from your country. Write down their names and their books. Use tab stops in the list.

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Multiple choice questions
1. To use an Outline Numbered list in a document, on paragraphs. you should use a. Formatting b. Indents c. Lines d. Numbers 2. What are the advantages of using tab stops? (Choose two answers) a. The documents aligned with tab stops display improperly when transferred to other computers. b. Tab stops make text alignment very easy. c. Documents are created more accurately. d. Tab stops with the space key make typing faster. 3. The most efficient way of creating a list is to use . a. Space Bar b. Newspaper Columns c. List styles d. Format - Tabs menu 4. How can you end numbering in a list? a. Press enter twice at the end of the list. b. Restart the computer. c. Click the Numbering and Bullets button on the Formatting toolbar. d. Press the Space key at the end of the list. 5. When a new paragraph is inserted in a numbered list a. A new numbering sequence starts from the insertion point. b. Word asks you to enter a number for the new paragraph. c. The paragraph automatically takes a number in the list. d. Word starts a new paragraph without a number. is a list that contains several 6. A (n) levels of items, with each level displaying a different numeric, alphabetic, or bullet symbol. a. Bullet level list b. Outline Numbered list c. Table list d. Organization list 7. Which one of the following statements is false? a. Numbers are useful for items in a particular order. b. You can change the color of the bullets in your list. c. You can separate items in a list by beginning each item with a bullet or number. d. Bullets are useful for items in a specific order, such as a recipe. 8. Which of the followings are true? (Choose three answers) a. A Tab stop is a position you set for placing and aligning text on a page. b. A Tab stop is a place at which one page ends and another page begins. c. You can easily move a tab to a different position on the ruler. d. When you no longer need a tab, you can remove it from the ruler. 9. How can you remove a tab stop from the ruler? a. Double-click on the tab stop. b. Drag and drop the tab stop on the Standard toolbar. c. Drag and drop the tab stop on the document area. d. Right click on the tab stop and choose clear. 10. Which of the following text alignments are done with tab stops? (Choose two answers.) a. Left Tab style aligns text on the left at the tab position. b. Right Tab style aligns text to the right side of a document page. c. Center Tab style aligns text at the tab position. d. Justify Tab style aligns text on both sides of tab stops.
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Introduction
One of the most important functions of Word is printing a written document. Printing is very easy with Word. The computer must have a printer installed to print documents. If there is no printer installed, use the Add Printer Wizard to install one. 1
Open Page Setup

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

Margins
2 3 Margins are the white areas between text and the edges of the page. Margins can be changed to make more text fit on a page, or to add extra space for binding documents. Practice Changing Margins In this exercise, you will change the margins. 1 From the Menu bar, choose File, Page Setup The Page Setup dialog box opens. 2 Select the Margins tab, if 4
Page setup dialog box

Top margin

it’s not displayed.

3 In the Margins section, change the size for the Top, Bottom, left and Right margins to 3 cm. 4 Click OK. Reset the page margins back to 2,5 cm.

Left margin

Right margin

Bottom margin

Portrait and Landscape Orientation

Orientation This feature allows you to control the orientation of a page. Portrait (vertical) orientation is used for traditional printing like letters, reports and notes. Landscape (horizontal) orientation can be used for slides, title pages or for the objects which don’t fit in the document using portrait orientation. To set the page as a landscape, in the orientation section select the Landscape option.
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Paper
Documents can be printed on different sizes of paper. Different paper types like flyers, envelopes and poster papers can be used for printing. Paper Size The size of the paper can be changed. A4 (21 cm x 29,7 cm) is a normal paper. Depending on the printer, different papers can be used such as A5 (14,8 cm x 21 cm). Pages This section allows you to print the document on multiple pages if desired. Besides normal printing, a document can be printed with mirror margins, 2 pages per sheet or Book fold. Paper Source By default, this option is the Default Tray. If the printer has more than one paper feeder, the paper source can be chosen from the given list. Print Options Click on this button to change the printing options of the Word program. 1 2 3

Page setup dialog box, Paper tab

Layout
This tab changes the layout of the pages. The Section start option can be set. Settings with headers and footers can be changed. Alignment of the page can be changed here. Line numbers and borders can be added to the document. Practice Changing the Paper Size and Alignment of the page. 1 From the Menu bar, choose File, Page Setup, The Page Setup dialog box opens. 2 Select the Paper tab. 3 Select the Paper Size box, click the drop-down arrow and select “Letter” 4 Select the Layout tab. 5 In the Page section, click the vertical alignment drop-down arrow and select “Center”. 6 Click OK. 6
Page setup dialog box, Layout tab

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5

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Print Preview
Print Preview should be used before printing. Print Preview enables you to see your document on the secren exactly as it will look when it is printed. The printing process is expensive; it needs paper, ink and time. To save them, Print Preview is a very good feature. To print preview a document click the Print Preview button on the Standard toolbar.

Print Preview

One Page Print Zoom

Ruler Full Screen

Magnifier

Multiple Page

Shrink to Fit

Print Preview toolbar

Multiple pages

Print preview window

Practice Using the Print Preview toolbar 1 Open a document with more than one page. 2 From the Menu bar, choose File, Print Preview OR on the Standard toolbar, click the Print Preview button. 3 On the Print Preview toolbar, click Multiple Pages and select 1 X 2 Pages on the drop-down menu. Now, you can see two pages in the print preview window. 4 To enlarge the view of the current document, in the Zoom box type 500 or from the Zoom drop- down list select %500.
Printing

Zoom

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5 Click the One Page button to again see one page in the print preview window. 6 Click the Shrink to fit button. Shrink to fit helps you fit your long document into a single page. 7 Click the Close button to close the print preview window.
Shrink to fit

Printing
Printing documents in Word is very easy. Clicking the Print button on the Standard toolbar, will print the entire document. Practice Printing Specific Pages and Selecting the Number of Copies. In this exercise, you will print pages 3, 5, 6 and 7 two times. 1 Open a document with more then one page. 2 From the Menu bar choose File, Print OR press Ctrl + P The Print dialog box opens. 3 If you have more then one printer, in the Printer section from the Name drop-down list select the target printer. 4 In the Page range section, select the Pages option and type 3, 5-7 5 In the Number of copies box, in the Copies section type 2. 6 Click OK. 3 5

4

6
Printing a document

You can change your printer settings, such as print quality and paper source, with the Properties button in the Printer section.

Fill in the blank
1.
is the direction of the paper when printing. .

2. The empty spaces on all sides of a printed document are called 3. Before printing a document, use
to save time, paper and ink.

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Multiple choice questions
1 The orientation of a page can be changed from_______. a. Page Setup b. Print Preview c. Print d. Document Properties 7. A document in portrait mode prints: a. Less characters per line than the same document in landscape b. The same characters per line with the same document in landscape c. More characters per line than the same document in landscape d. Smaller fonts in order to fit the same amount of characters per line as landscape 8. How can you specify that a Letter-size document prints on an A4-size paper? a. Scale the font of the text by the required percentage. Use the Magnify option to change the paper size. b. Specify Scale to paper size as A4 under the File, Print menu c. Specify the paper size as A4 in print properties available from the menu File, Print d. Choose the option, Allow A4/letter paper resizing, in Print Options available from the menu File, Print 9. A text document with multiple pages has a small amount of text on the last page. Which option moves the content of the last page to the previous page and reduces the document by one page? a. Print Layout b. Print Range c. Shrink to fit d. Text alignment 10. Which of the following shortcut keys opens the Print dialog box? a. Ctrl - V b. Ctrl - P c. Ctrl - C d. Shift - P

2. In order to define page settings Page size, or the margins of a document _________ is used. a. Print Settings b. Document Settings c. Print Preview d. Page Setup 3. With the Printing dialog box, you can change the _________ . (Choose two answers) a. Page margins b. Number of copies c. Printing quality d. Printing range 4. Your document consists of 6 pages. Which of the following page ranges prints page1, page2 page3, page5, and page6 of the document? a. 1-3, 5-6 b. 1-6, 4 c. 1-6 d. 1, 2, 3-6 5. The printer properties button on the Print dialog . (Choose two answers) box provides a. Print Quality b. Print Range c. Paper Source d. Number of copies 6. How many margins are on a page? a. Two (header and footer) b. Four (top, bottom, right, left) c. Two (landscape and Portrait) d. Two (top and bottom)

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Equation
2 Word includes an Equation editor which makes available mathematical symbols and scientific functions in your document. Practice 3 Creating an Equation 1 Place the insertion point where you want to insert the equation. 2 On the Menu bar, select Insert, Object. The Object dialog box opens. 4
Object dialog box

3 In the Object type list, select Microsoft Equation 3.0. 4 Click OK.

The Equation toolbar

The Equation toolbar, and an Equation editor frame are
displayed on the document window. 5 Inside the Equation editor, build the equation by using the symbols and buttons on the Equation toolbar.

5

Building an Equation
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6 When you are done, click anywhere inside the document, outside the equation object. You can not format the rest of the document without leaving the equation editor. Editing an Equation After creating an equation object later you can edit or format it. 1 Double click the equation object. 2 Use options on the Equation toolbar to edit the equation object. 3 Click anywhere in the document.

Symbols
You can insert characters and symbols which are not present on the keyboard into your documents such as a copyright© or trademark TM symbols. Practice Inserting Special Symbols In this exercise, you will insert a copyright symbol into a document. 1 From the Menu bar, choose Insert, Symbol. The Symbol dialog box opens. 1
Opening the symbol dialog box

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2

2 Click the Symbols tab. 3 Select the copyright© symbol. 3 4 Click the Insert button to insert the copyright symbol into the document. 5 Click the Cancel button to close the Symbol dialog box. Depending on the number of Fonts installed on your computer, there are many symbols available to use such as: Windings: Includes decorative symbols which you can use for a bulleted list. Webdings: Small pictures specifically designed to be used on Web Pages. You can format the symbols just like any other text in your document.

4
The Symbol dialog box

5

3

Drop Cap Letters
When you change the size of a character, it stays with the other text in the same line. If you want to use large letters that take up more than one line in a paragraph, you need to use the Drop Cap option. Drop caps are suitable for newspaper or magazine styles, and multiple columned texts. 4
Drop Cap dialog box

Practice Applying a Drop Cap In this exercise, you will apply a Drop Cap to a paragraph. 1 Click over the paragraph where you want to apply a Drop Cap. 2 On the Format menu, click Drop Cap. the Drop Cap dialog box opens. 3 In the Position area choose the Dropped option. In the Options area of the Drop Cap dialog box, you can change the font of the dropped cap letter, the number of lines of text it is dropped by, and its distance from the text. 4 Click OK.

W

ord includes Equation Editor which makes available mathematical symbols and scientific functions in your document. Click where you want to insert the equation.
Drop Cap

If you want to have more than one character in Drop cap, you need to select the text that you will use in Drop Cap.

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Changing Case
Change Case changes the capitalization of a selected text. Practice To Change the Text Case; 1 Select the text you wish to change the case of. 2 From the Menu bar, chose Format, Change Case. The Change Case dialog box opens. 3 Choose from the list of options, the required case. 4 Click OK. 4 3

2

Change Case dialog box

Page Numbers
If your document is longer than one page, page numbers will be very helpful to identify each page in the document. You can insert page numbers in different formats and place them at the top or bottom of each page. Practice Inserting Page Numbers In this exercise, you will create a simple page numbering 1 On the Insert menu, click Page Numbers. the Page Numbers dialog box opens. 2 Specify the position of the page numbers. 3 Click OK.

Sentence case microsoft word lowercase MICROSOFT WORD UPPERCASE Microsoft Word Title Case mICROSOFT wORD tOGGLE cASE
Microsoft word
Change Case options

2

3
Page numbers dialog box

Date

and

Time
2

You can insert the current date and time into your documents. Word has an automatic update feature. You can use this option to update dates and times in your documents automatically. Practice Inserting Date and Time 1 On the Insert menu, click Date and Time 2 In the Available Formats list, choose a Date and Time style. To enable the auto update option click Update Automatically. 3 Click OK.
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Case Study
Step-1. Create the following equations using the Equation editor.

tan x =

sin x cos x

cot x =

cos x sin x
n

WAB = ( EC ) B − ( EC ) A = ∆EC

2 ⎛ 3⎞ ⎛ 1⎞ ⎜− ⎟ + ⎜− ⎟ r= ⎜ ⎟ ⎝ 2 ⎠ ⎝ 2⎠

2

⎛1⎞ 1− ⎜ ⎟ 4 Sn = ⎝ ⎠ 1 1− 4

Step 2. Save the document as MicrosoftEquation.doc

Fill in the blank
1. 2. 3.
changes the capitalization of a selected text. is used to identify pages in a document. are small pictures specifically designed to be used on Web Pages.

True or False
1. You can format the function inside the Equation editor and the text outside the Equation editor together.
True False

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

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

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Multiple choice questions
1. A is a large, dropped capital letter that you place at the beginning of a paragraph. a. Graphical start letter b. Starting letter c. Drop letter d. Drop cap 2. Which of the following options can be changed using the Page Numbers dialog box? (Choose three answers) a. Page number format b. Page number alignment c. Chapter number d. Starting page number 3. To use special characters or symbols which are not . present on the keyboard, you can use a. Insert, Object, Equation Editor b. Insert, Symbol c. Insert, AutoText d. Insert, Fields 4. At which location is a page number displayed in a document? a. In the Left and Right margins area b. In the gutter c. In the first line of the document d. At the top and bottom of page 5. is an object that you can use to create mathematical expressions. a. The Equation editor b. Math Editor c. Expression Editor d. WordArt c. Use Windows, Word update. d. Change the date settings of your computer. 7. How can you change the case of a text with all capital letters to sentence case without retyping it? a. Edit, Undo end Redo b. Select the first character of the text and Insert, Drop Cap. c. Select the text and choose Edit, Change Case. d. Use Tools, Autocorrect. 8. Which of the following are true about the Drop Cap menu? (Choose two answers) a. You can use more than 3 lines for a Drop Cap. b. Dropped text can be placed in the margin area of a document. c. A Drop Cap has a fixed format so its font color never changes. d. You can use up to 3 Drop Caps in a page. 9. Which of the followings is false about Symbols? a. A symbol is a part of text in a document and can be formatted like other characters. b. Special symbols such as ☺ can be inserted by typing with the keyboard. c. All the fonts have the same symbol characters. d. You can insert symbols with short-cut keys. 10. Which of the following is true about an equation object? a. Double click over an equation to modify it. b. Use the symbols menu to create special mathematical characters inside the Equation editor. c. You can continue typing in a document as you create an eqution. d. You can right click over an equation object and change its font color.

6. If you want to update an inserted date to the current date each time you open a document, you need to a. Right click over the date and choose update. b. Check the “update automatically” option when you insert the date for the first time.
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ENTERTAINMENT
Across

2. 4. 9. 11. 12. 13.

The last line of a paragraph appearing on the first line of a page. Special characters that don't appear on your keyboard. Page direction. A designated point set by a user that positions the pointer in a particular spot on a page. A document with vertical orientation. To apply animation to text, select text, click Format, Font, then ________ .

Down

1. 5. 6. 7. 8. 10.

This button on the Standard toolbar will format text into different numbers of columns. Blank space around the edges of a page. Large dropped capital letter at the beginning of a paragraph. Printed version of a document. A document with horizontal orientation. Lines that can be placed on any edge of a paragraph.

1 4 5

2

O R P H A N
7

3

6 8 9

10

11

12

13

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Introduction
Insert Table

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

Creating

a

Table

Word lets you create a table in several ways. Before creating a table, you must plan your table: how many columns and rows you will need, if you will use functions, what the table borders will look like, etc. Practice To insert a table by using the insert table button; In the following exercises, you will insert a table into a document in different ways. 1 Position the insertion point where you want to insert a table 2 Then click the Insert Table icon on the Standard toolbar. In the drop-down menu, drag your mouse and select your table size. You can increase the number of columns and rows in the table beyond 4 x 4 (4 rows, 4 columns) by holding down the left mouse button and dragging down and to the right. 3 When you have selected the table size, release the mouse button. A table with 4 rows and 4 columns is inserted in your document. To insert a table by using the Insert Table dialog box; The Insert Table dialog box is useful when creating large tables, or tables that require a specific number of columns and rows beyond the scope of the Insert Table button. 1 On the Menu bar, select Table, Insert, and Table. The Insert Table dialog box opens. 3
Creating a table by using the insert Table dialog box

Creating a table by using the insert table button

2

2 In the Insert Table dialog box, enter the number of columns and the number of rows. (4 rows, 4 columns). 3 Click OK. The table is inserted in your document.
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Inserting a Table by Using the Tables and Borders Toolbar If you want to control the size or design of your table, use the Draw Table button on the Tables and Borders toolbar. 1 Click the Draw Table icon on the Standard toolbar.
Draw table Eraser Line style Table auto format Line weight Outside border Shading color

Draw Table

Border color

AutoSum Insert table Merge cells Split cells Align top left Change text direction Sort descending

Sort ascending

Distribute rows evenly Distribute columns evenly

The Tables and Borders Toolbar Drawing a Table

The Tables and Borders toolbar is displayed. 2 On the Tables and Borders toolbar use the Draw table icon and draw a 4 x 4 table. 3 Click and drag the mouse pointer to draw the rectangular outline of the table. Release the mouse button when the table is sized correctly. Now you can type data into the table. Entering Data Into a Table You may enter data in a table by keyboard, or copy it from another document or table. To enter data into a cell, click in the cell and type the data. Use arrow keys or the mouse to switch between cells. Formatting the Text of a Table You can apply all text formatting options; font formatting, text alignment etc.; to a table's text like any other text in a Word document.
Tables

Table with 4 rows and 4 columns

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Selecting Tables
To select a table To select a column To select a cell

To modify the table contents or borders you need to know how to select tables, cells, rows, and columns. TO select a table select a cell DO THIS click the table move handle click on the left side of the data in the cell click the outside area of the table just above the column click the outside area of the table to the left of the row
and

To select a row

Selection techniques

select a column select a row

Formating Table Borders

Shading

Word automatically creates ½ point black borders around every cell of a table. Practice Changing Table’s Border. In the following exercise, you will change a table’s borders. 1 Select the table by clicking on it. 3 2 On the Menu bar, choose Format, Borders and Shading. The Borders and Shading dialog box opens. 3 In the Borders tab, there are five types of table borders available. The first option, None, removes borders. Box, All, and Grid set the table borders. In the option boxes you can define the line style, line thickness, and line color of the borders. The last border option in the dialog box lets you define custom borders. To set custom borders, you need to click the custom button then select border lines in the preview window. 4 Click OK when you are done.

4
Borders and Shading dialog box

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Applying Shading You can use shading to emphasize some parts of a table. This option enhances your table design. 1 Select a single cell where you want to apply shading. 2 On the Tables and Borders toolbar, click the Shading Color button. The currently selected color is applied to the cell. 3 To change the shading color click on the down arrow next to the Shading Color button. In this menu, you can choose different colors or create a custom shading color. Practice Table AutoFormat Word offers ready to use table formats. With Table AutoFormat you can quickly format a table from a library of table styles. 1 Select the table that you want to AutoFormat 2 On the Menu bar, choose Table, Table AutoFormat. The Table AutoFormat dialog box opens. 3 In the Table styles list, select Table Elegant. 4 Click the Apply button. The format of the table changes. Later you can modify a table formatted with AutoFormat, and change options such as colors and borders. 1 Select the table formatted with AutoFormat. 2 On the Menu bar, choose Table, Table AutoFormat. 3 In the AutoFormat dialog box click Modify. The Modify style dialog box opens. 4 Use the Formatting area to change the border color, font formatting, etc. 5 Click OK.
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The Table AutoFormat dialog box

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For Moving

Resizing

and

Moving Tables

A table can be resized or moved. If the insertion point is placed inside the table, a four headed moving arrow and a resizing handle will be displayed on the corners of the table. To move the table, click and drag the four sided arrow to the place where you want the table to be, then release your mouse. To resize the table drag the resizing handle.
Table with Table Elegant style
For Resizing

Inserting / Deleting Cells, Columns, and Rows
Practice Inserting Cells In this exercise, you will insert new cells into your table. 1 Select a group of cells. 2 From the Menu bar, choose Table, Insert Cells. 2
Insert Cells menu

The Insert Cells dialog box opens. 3 Choose the Shift cells right option. 4 Click OK. The new cells are inserted on the right side of the selected cells.

3

4
Insert dialog box

Inserting new cells

Inserting Rows and Columns In this exercise, you will insert a column into your table. 1 Place your insertion point in the cell you want the new column or row to be adjacent to.
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2 On the Tables and Borders toolbar click the down arrow next to the Insert Table icon and choose the Columns to the right option. Or from the Menu bar, choose Table, Insert, Columns to the right. 3 Type “Average Speed” in the first cell of the column. Now you can insert new data into your table. Deleting Cells, Columns and Rows To remove empty or unwanted cells, rows or columns; 1 Select the cells, columns or rows that you want to delete. 2 from the Menu bar, choose Table, Delete and select Cells, Colums or Rows.
Inserting a column to the table

3

Deleting Cells, Columns and Rows

Merging

and

Splitting Cells
Merge Cells

If you want to combine several cells into a single cell, you need to use the Merge Cells command. 1 Select the empty cells in the "Average Speed" column. 2 Click the Merge Cells button on the Tables and Borders toolbar. The selected cells become a single cell. The Split Cells command does the opposite of the Merge Cells command and divides a single cell into many cells. 1 Select the cell you created with the Merge Cell command. 2 Click the Split Cells button on the Tables and Borders toolbar. The Split Cells dialog box appears. 3 In the Number of columns box, type "1" and in the Number of rows box, type "3" 4 Click OK. The selected cell splits into 3 cells.
Tables

Merging Cells

Split Cells

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Split Cells dialog box

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Calculating Tables
You might use Word to calculate values in a table. This feature offers functions like Sum and Average. Thus, you don't have to use a calculator for these kinds of simple operations. Howewer, it is better to use a worksheet program such as Excel to carry out more complicated functions. Practice Calculating Values in a Cell In this exercise, you will calculate values in a cell on your table. 1 Position your mouse in the cell at the end of the second row. 2 On the Table menu, select Formula. The Formula dialog box opens. 3 5 3 Click the Paste fuction down arrow, and select “AVERAGE” from the list. 4 In the Formula box, between the parantheses of function type “LEFT”. 5 Click OK. Now the result of this function is displayed in the cell. 6 Calculate the average of the remaining rows.

4

The Formula dialog box

6

Calculating tables

You can also use the cell references "RIGHT", "ABOVE", "BELOW". The Paste function provides more than 15 different functions.

Sorting Tables
Word has the ability to sort items in a table. In this way, you can easily reorganize and reorder your data. You can sort paragraphs and numeric values by alphabetical, numerical or chronological order. Practice Sorting Data in a Column In this exercise, you will sort values in a column of your table. 1 In the Table, click inside the column you want to sort.
Tables

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2 On the Table menu, click Sort. The Sort dialog box opens. 3 Click the Sort by drop-down arrow, and select “Speed3” 4 Click the Type drop-down arrow, and select “Number”. 5 Select the sort order as Ascending. 6 Click OK.

2 3 4 5

6
The Sort dialog box

Sorting tables

Converting

a

Table

to a

List

If you want to convert your table to a list; 1 On the Table menu, select Convert, Table to Text. The Convert Table to Text dialog box opens. 2 Select the second option “Tabs” to separate the text in your table. 3 Click OK. 2

3
The Convert Table to Text box Converting Tables

You can also convert a list into a table without rewriting the list text.
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Case Study
Creating, Editing and Calculating a Table. Step-1 Step-2 Step-3 Step-4 Use the Insert Table button to create a 5×5 table (5 rows, 5 columns). In the first row of the table, define the column titles as Cities, January, March, August, and November. In the Cities column, enter the names of 5 cities in your country. Connect to the National Weather Service site of your country on the Internet. Get the average temperature of each city for the given months. Enter these data to your table. On the Tables and Borders toolbar, select Insert Columns to insert a new column on the right side of the table. Name the title as "Average". Use functions to calculate the yearly average for each city in the Average column. Insert three more rows at the bottom of your table. Name the rows as Country average, Minimum average, and Maximum average. Format the table borders using Table AutoFormat, select Table Contemporary style. Calculate country averages, Minimum averages, and Maximum averages in the related cells.

Step-5 Step-6 Step-7 Step-8 Step-9

Step-10 Save the document as Mytable.doc.

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Fill in the blank
1. In the Insert Table dialog box you can enter the number of . the number of and

2. When additional columns or rows are needed, place your insertion point _________ you want your column or row adjacent to. 3. A is the intersection of a column and a row in a table. 4. You can change the color, style, font format, and border style of a table by using the option in the Table menu.

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

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

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

Project
Create the weekly lesson schedule of your class. Design a table to list and sort the hobbies of your classmates. Design a table for a student’s report card. Show each term’s marks and averages on the table.

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Multiple choice questions
1. You can format all properties of a table by using the _____________ a. Tables and Borders toolbar b. Formatting Toolbar c. Borders and Shading toolbar d. Styles and Formatting toolbar 2. Which of the following table formulas is valid? a. Average (right) b. =Sum (average) c. =Sum (all) d. =Sum (left) 3. Which toolbar option is used to make all the rows the same height? a. Distribute columns evenly b. Distribute rows evenly c. Equal column width d. Equal row height 4. How can you sort items in a table? a. Select Format, Sort from the menu. b. Select Tools, Sort from the menu. c. Click the Sort Ascending (A to Z) button on the Standard toolbar. d. Select Table, Sort. 5. Which of the following is not true about tables? a. You can resize and move tables in a document. b. A table can be converted into a text list. c. You cannot insert and delete rows or columns from a table that contains data. d. Formulas are used in tables. 6. What is the minimum number of rows and columns that a Word table can have? a. 2 Rows and 1 Column b. 2 Rows and 2 Columns c. 1 Row and 1 Column d. 1 Row and 2 Columns 7. To merge cells in a table, use the ______ on the Tables and Borders toolbar. a. Merge tables command b. Table command c. Merge cells button d. Merge rows and columns button 8. Which option should you select if you want to delete a cell and move the rest of the cells up in a table? a. Delete cells up b. Shift cells up c. Delete cells down d. Shift cells down 9. To a. b. c. d. select all the cells in a table ____ Use Table, Select, Table. Click the table move handle. Edit, Select all. Ctrl + A .

10. Select the methods that are used to create a table.(Choose three answers) a. Click the Insert Table icon on the Standard toolbar, select your table size. b. Click the Tables and Borders icon on the Standard toolbar and draw your table. c. Click the Drawing button on the Standard toolbar. Use the lines option to a draw table. d. Choose Table, Insert, and Table. Enter the number of columns and number of rows.

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Introduction
Pictures and photos make your documents interesting, easy to read, and well-supported. There is a lot of difference between a document with only text, and a document with these objects. A chart or a diagram can make your document more understandable and capture the interest of your readers.

3 2

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

Practice Inserting Clip Art from The Task Pane In this exercise, you will insert Clip Art from the task pane. 1 On the Task pane, choose Insert Clip Art from the Other Task Panes option. Or on the Insert menu, select Picture, Clip Art 2 In the Search for box, type a Clip Art category or the specific Clip Art name that you want to use. 3 Click the Go button. 4 The search result is displayed in the Task pane. Choose the Clip Art that you want to insert. Double click over the art. The art is inserted at the location of the insertion point. Downloading Clip Art from the Microsoft website. There are also online clips on the Microsoft website.

4

1 To use online clips, first make sure that you are connected to the Internet, then click the Clip art on Offýce Online link at the bottom of the Task pane. 2 On the website, search for Clip Art. Select the Clip Art that you want to download. Click Download.
Inserting ClipArt

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3 The Clip Art will be automatically saved under the Downloaded category in the Clip Organizer. Microsoft Clip Organizer Clip Organizer contains all of your images, sounds, and videos in one place. You can catalog your clips, create new categories, and search for more clips on the Internet with Clip Organizer.

Microsoft Clip Organizer

Inserting Pictures
You can insert pictures or graphics created with other programs such as Paint, Corel, and Adobe Illustrator. There are photo galleries on the internet where you can search for specific pictures. You can capture pictures or photos with a digital camera and use these objects in Word. Practice Inserting a picture In the following exercise, you will insert a picture onto a document. 1 From the Menu bar, Insert, Picture, From File. the Insert Picture dialog box opens. 2 Select the file location and name. 3 Click OK. The picture is inserted in your document. To insert a picture from a camera or scanner; connect your device to the computer and then from the Menu bar, choose Insert, Picture, from Scanner or Camera and then follow the instructions. 2 3
Inserting a picture Insert, Picture

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The Picture Toolbar When you click on a picture or insert a picture into your document the Picture toolbar opens. On this toolbar, you can find all the options to format a picture.
More contrast Less contrast Crop Rotate left 90o Text wrapping Format picture

Insert picture

Reset picture

Color More brightness Less brightness Line style Compress pictures Set transparent

The Picture toolbar

Picture Color The Color button on the Picture toolbar gives four options: Automatic, Grayscale, Black&White and Washout. Picture Contrast & Brightness Contrast is the difference between light and dark. There are two buttons on the Picture toolbar to decrease and increase the contrast of a picture. The ratio of light to dark in a picture is brightness. You can adjust the brightness with the More brightness and Less Brightness buttons.

A Grayscale picture

Resizing

and

Cropping Pictures

A Washout picture

A picture is displayed in its full size when inserted into a document. Sometimes the size is too large to fit into your document, or cannot be seen clearly. Sometimes you need to use only part of the picture. To change the size of a picture, resize it, and to change the amount of the picture displayed, crop it. Practice Resizing a Picture In this exercise, you will resize a picture.

A Black&White picture

1 Select a picture by clicking over it. the Sizing handles will be displayed on the borders of the picture.
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2 Position your mouse over one of the sizing handles. To increase the size, drag your mouse away from the center of the picture, To decrease the size, move the mouse towards the center of the picture.
A sizing handle

1

2

Selected picture

Decrease picture size

Resize handle

To keep a good ratio of width to height, you should press the
Shift key while you are dragging the picture. Practice Cropping a picture If you need only one part of a picture, use the Crop button on the Picture toolbar. 1 Select the picture that you want to crop. Click the Crop button on the Picture toolbar. 2 Drag a sizing handle. When you are done, click the Crop button again Or press Enter. You can also use the Format Picture dialog box for resizing, scaling and cropping. The Format Picture dialog box allows you to make more precise measurements. 1 Select a picture. 2 On the Format menu, choose Picture. Or click the Format Picture button on the Picture toolbar. The Format Picture dialog box opens. 3 4 Enter the desired width and height values in the boxes. Click OK. 4
Format Picture dialog box Crop
Cropping handle

2

Cropping picture

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Rotating Pictures
Rotate left 90º

To rotate a picture; 1 Select a picture. 2 Click the Rotate Left button on the Picture toolbar. The picture rotates 90 degrees to the left, and a green handle appears on the top edge of the picture. 3 Position your mouse on the green handle. The mouse pointer changes to a curved arrow. Drag your mouse to rotate the picture. This is called free rotating. You can adjust the picture to any angle with free rotating.

A rotated picture

2

Wrapping Text around Pictures When you insert a picture, it floats over the document. If the picture is not transparent, it obscures the text and other objects. 1 Select the picture. 2 Click the Text Wrapping button on the Picture toolbar Or click the Layout tab on the Format Picture dialog box. 3 Select the wrapping style that you want.

3

Layout tab

Positioning Pictures
When you put a picture in your document, it is placed where the insertion point was before the insert command. Later you can change its location. To move the picture; 1 Select the picture and hold down the mouse button. 2 Drag the picture to a new location and then release the mouse button to drop the picture.

The Text Wrapping button

If you hold down the Ctrl key while dragging a picture, you get a copy of the picture.

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Creating Charts
Microsoft Graph Chart is a tool used to create charts in your documents. Microsoft Graph provides a wide variety of graph options from Bar graphs to 3-D graphs. Spreadsheet programs like Excel also have Chart options. If you are dealing with numbers and your document is based on visual objects, the Excel spreadsheet program provides more features. Practice Creating a Chart Microsoft Graph has two parts, a chart and a database. In the following exercise, you will create a chart that shows personal computer sales in 4 different cities. 1 Place the insertion point where you want to insert the chart. 2 On the Insert menu, choose Picture, Chart. The graph program displays a sample chart and a sample datasheet. The datasheet is made up of columns and rows and has sample data. In the Datasheet, rows represent a category; columns represent data points for each category. When you change the row and column headings, you change the labels in the chart. When the numbers are changed in the cells, the data points in the chart change as well. 3 In the database, replace the sample data with your own. 4 Click over a cell, type your data and press Enter. 5 Microsoft Graph redraws the chart.
You can move between cells with the mouse, tab key or arrow keys.
Sample chart and sample datasheet
3

2

4

Replace the sample data

5

Creating a chart

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Formatting Chart Objects
To change the way that the chart looks, you need to select chart objects. In a chart all the objects can be formatted.
Chart Object Import file View Datasheet Undo By Row Data Table Value axis gridlines Legend Drawing

Properties

Cut

Copy Paste

By column Chart Type Category axis gridlines Fill color

The Standard toolbar with chart buttons

2

Practice In this exercise, you will format a data series in your chart. 1 Double click the chart. 2 Select the chart object that you want to change. Use one of the following methods. Select the object from the Chart Object list on the Standard toolbar. Or click the object in the chart. 3 Select “London” data series. 4 From the Menu bar, choose Format, Selected Data Series. The Format Data Series dialog box opens.

3
Chart Object list

5

5 Apply red color to “London” data series. 6 Click OK. Each chart object has its own individual settings. So in the dialog box, there is usually more than one tab.

6
The Format Data Series dialog box

Formatting a chart
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Changing Chart Type Word offers many different chart types for different presentations. 1 Double click the chart. 2 From the Menu bar, select Chart, Chart type. The Chart type dialog box opens. 3 Choose the type you want to use for your chart. 3

4 Click OK. 2

4
The Chart Type dialog box

Changing chart type

Chart Type

Setting Custom Charts You can define custom chart types. 1 Double click on a chart. 2 In the Chart Type dialog box, click the Custom Types tab. 3 Select a Custom Type. A preview of the chart is shown in the dialog box. Or you can quickly change the chart style from the Standard toolbar with the Chart type button. 4 Click OK. Changing the view of a 3-D Chart 1 Open your chart, and in the Chart type dialog box, select a 3D chart type. For some chart types 3-D view is not available. 2 On the Chart menu, select 3-D View. The 3-D view dialog box opens. 3 Use the buttons on the 3-D View dialog box to change the view of a 3-D chart. 4 Click OK.
Pictures and Graphs

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Changing the view of a 3-D chart

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Creating Diagrams
AutoFormat

and Organization Charts

Organization Charts are very useful to illustrate hierarchical relationships, such as a military's chain of command. Use diagrams to show a process, such as the manufacturing steps of a product.

The Organization Chart toolbar

Practice Creating an Organization Chart In the following exercise, you will create an Organization Chart. 1 Place the insertion point where you want to insert the Organization Chart. 2 From the Menu bar, choose Insert, Picture, Organization Chart. A sample chart opens. 3 Enter your text. Inserting and Deleting Shapes When you insert an Organization Chart it has one superior shape and three subordinate shapes. To insert new shapes into the chart; 1 Click the shape that you want to add.
Inserting and Deleting shapes

Creating an Organization Chart

2 On the Organization Chart toolbar click the Insert shape button and choose one of the following styles: Subordinate adds a shape below the selected shape Coworker adds a shape next to another shape Assistant adds a shape below and to one side To delete a shape simply click over it and press the delete key. Changing Chart Layout There are several Organization Chart layouts available. 1 Click the superior shape in your Organization Chart. 2 On the Organization Chart toolbar, click the Layout button and from the menu select a layout style.
Pictures and Graphs

Changing Chart layout

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AutoFormat an Organization Chart 1 Select the Orgnization Chart. 2 Click the AutoFormat button on the Organization Chart toolbar. The Organization Chart style Gallery dialog box opens. 3 Select a diagram style. 4 Click OK. 3 4
AutoFormat

2

AutoFormating an Organization Chart AutoFormat Organization Chart

Practice Diagrams You can insert different types of diagrams into your document. In this exercise, you will create a cycle diagram. 1 From the Menu bar, select Insert, Diagram. The Diagram Gallery dialog box opens. 2 Select the Cycle diagram. 3 Click OK. You can format the diagram, add color, backgrounds, textures, change font type, etc. Use the Diagram toolbar to change the order of items or add and remove elements and segments. 4 Click the outside area of the diagram when you are done. 2

3
The Diagram Gallery dialog box

Move shape Forward Reverse Diagram

Move shape Backward AutoFormat

Text Wrapping

The Diagram Toolbar Creating a diagram
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Case Study
Case Study – A Step-1 From the Menu bar, select Picture, Charts menu. Step-2 Open the Mytable.doc document you created in the previous chapter. Use the data to create a chart. Enter the field names and data in the datasheet. Step-3 Return to your main document. Step-4 You should have a 3-D chart object in your document. Step-5 Change the page layout to landscape from the Page Setup menu. Step-6 Resize the chart to fit a full page. Step-7 Save the document as Mychart.doc.

True or False
1. 2. A chart is picture of numeric data. True False As you format a chart object, the formatting is immediately applied to the chart object. True False In a chart, you can only format the data points and the chart background. True False A picture keeps its orginal size when inserted into a document. True False In a chart datasheet, columns represent a category and rows represent data points for each category. True False

3. 4. 5.

Project
Connect to the Internet. Search for the Olympic Games. Find the top three medal winning athletes in the latest Olympic Games. Create a chart that shows this data. Create a list of your monthly expenses. Create a Pie style chart using 5 items in the list. Show the percentage of each item in the chart.
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Multiple choice questions
1. How can you resize the width or height of a picture that you have placed in your Word document? (Choose three answers) a. By dragging the sizing handles that appear at the edges of the picture. b. By changing the height and width values in the Size tab available on the menu Format, Picture. c. By scaling the height and width in the Size tab available on the menu Format, Picture. d. By right-clicking on the picture and choosing the “Picture Size” option 2. To a. b. c. d. insert a diagram, click the _______________ . Diagram command on the Insert menu Insert button Diagram button on the toolbar Insert command on the Tools menu 6. How can you use digital photos in a Word document? a. Hire a painter to draw these images. b. Open the Paint program. c. Use Insert, Picture, From Scanner or Camera menu. d. This is not possible. 7. A document has lots of color images. To get a black and white printout which of the following should you do? a. Change the images to Black and White. b. Rotate the images. c. Decrease the contrast or brightness levels of the images. d. Position the images in line with text. 8. Which of the followings are true about chart objects? (Choose two answers) a. To rotate a chart, click over it and use the rotate handles. b. You can create custom chart types of your own. c. To change the chart type, first double-click over the chart. d. For all chart types 3-D view is available. 9. To show the yearly growth in sales of a product, the best illustration is____ a. An Organization Chart. b. A diagram. c. A 3-D column chart. d. A bulleted list. 10. If you need only a part of a picture and reduce its size, you need to use the __________ button on the Picture toolbar. a. Resize b. Rotate c. Shrink d. Crop

3. In order to resize, angle, or rotate a WordArt object, you can use______. a. Rotation handles b. WordArt Gallery c. Sizing handles d. Object order and grouping 4. What happens when an image is inserted in a document? a. Text is wrapped around the image. b. The image is treated as text and stays in line with the text. c. The image appears behind the text d. The image floats over the document 5. Where are ClipArt's downloaded clips saved? a. Clipboard b. Clip Organizer c. Task Pane d. Insert menu

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ENTERTAINMENT
Across

1. 7. 8. 9. 12. 13.

The intersection of a column and row in a table. Animated character that answers questions. The difference between dark and light in a picture. To reverse a recent action. To combine two or more cells into a single cell. Displays and organizes common Word tasks

Down

1. 2. 3. 4. 5. 6. 10. 11.

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

c e l l
4 5 6

2 3

7

8 9 10 11

12

13

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Drawing
A drawing is a graphic that you create using drawing tools. Drawings are created from lines, curves, arrows, WordArt and more. You can create a drawing in Print Layout view and Web Layout view. Word is a word processor program, so it has limitations in drawing detailed graphics. To draw detailed graphics you need to use an advanced graphic drawing program such as Corel Draw or Adobe Illustrator. Drawing Canvas When a drawing object is inserted in a Word document, it is placed in a drawing canvas. The Drawing canvas helps you to keep all the drawing objects together and separates these objects from the rest of the document. If you don't want to use the Drawing canvas, drag your object off the Drawing canvas. The Drawing canvas has a frame like boundary. The area inside the frame is the drawing area. You can resize the Drawing canvas by dragging it from its corners. The Drawing Toolbar The buttons on the Drawing toolbar enable you to create, and edit your drawings and objects. Click the Drawing button on the Standard toolbar.
Drawing canvas

Drawing button

Expand drawing

Scale drawing

Fit drawing to contents

Text wrapping

The Drawing canvas toolbar

The Drawing toolbar is displayed at the bottom of the document window.
Fill color (yellow) Line Rectangle Insert WordArt Insert Clipart Line color (blue) Line style Arrow style 3-D style

Select objects

Arrow

Oval

Text box

Insert picture

Font color (auto)

Dash style

Shadow style

Insert diagram or organization chart

The Drawing toolbar

Drawing

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Practice The Line, Arrow, Rectangle, and Oval Buttons You can use buttons on the Drawing toolbar to create simple shapes and straight lines in your document. In the following exercise, you will create a line. 1 Click on the Line button on the Drawing toolbar. The cursor will turn into a crosshair. 2 In the Drawing Canvas, drag your mouse to draw a line. 3 Use the Line style button to change the thickness of the line. You can add arrowheads on both ends of a line, change its color and its line style. 4 Use the Line color, Line style, and Dash style buttons on the Drawing toolbar to format your line. When you double-click on a drawing, the Format AutoShape dialog box opens. In this dialog box you can modify the line color, line style, and fill options of your drawing. A rectangle and an oval may be created and formatted the same way as a line. Practice AutoShapes The Auto Shapes option on the Drawing toolbar enables you to use shapes like stars and banners, flowcharts, basic shapes, connectors, block arrows, and callouts. 1 Click on the down arrow next to AutoShape on the Drawing toolbar. Choose a category then select the type of AutoShape you want to use. 2 In your document, click and hold down the mouse button while you draw it to the size that you want. 3 Release the mouse button. After you draw your shape you can change its size, shape style and characteristics.
Crosshair cursor

The Format AutoShape dialog box
Connectors Block arrows Stars and banners

More autoshapes

Lines

Basic shapes Flow chart Callouts

You can easily replace an existing AutoShape with a different one without losing its formatting. * Click to select the AutoShape. * Click the Draw button on the drawing toolbar. Select Change AutoShape and choose a new AutoShape.

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The Fill Color Button You can fill a rectangle, a WordArt, an AutoShape or a Text box with color. 1 Select the object that you want to fill with color. 2 On the Drawing toolbar, click the Fill Color button. This fills the object with the selected color. If you want to use a different color, click the down arrow next to the Fill color button and select a different color from the menu. Instead of a solid color you can use four different fill effects
Fill Color

3 Click on the Fill Effects option on the Fill Color menu. The Fill Effects dialog box opens. There are four categories: gradient, texture, pattern, and picture.

This option fills the shape gradually from one side to another. You can choose one or more colors.

Textures are like Wallpapers. You can apply your texture by clicking the Other Texture button.

You can fill a shape with these 48 different pattern options.

You can select a picture and use it as a background.

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Practice The Shadow Button You can add shadows to drawing objects and text boxes. This makes the objects look as if they have depth. The shadow color, length, and position can be defined. 1 Select the object. 2 Click the Shadow style button on the Drawing toolbar, and select the shadow style that you want. The shadow style is applied to the drawing object. After you create a shadow, you can change its color and position or remove it. 1 While the object is still selected, click Shadow, Shadow Settings. 2 On the Shadow Settings toolbar, click the down arrow next to Shadow Color. Select the color that you want. 3 To change the shadow position, use the Nudge Shadow buttons on the Shadow Settings toolbar. Each time you click a button, the object moves 1 point in the specified direction. 3-D Effects With the 3-D button you can turn the drawing objects into 3-D objects, adjust their angles, depths, and lighting effects. 1 Select a drawing object. 2 Click the 3-D Style button on the Drawing toolbar. The 3-D Style is applied to the drawing object. If your object has a shadow effect, it will be replaced by the 3-D effect. In the 3-D Style menu, you can adjust a 3-D object's settings. 2
Adding shadow Shadow style

1

2

1

3-D style

Adding 3-D style
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Select Objects

The Select Objects button You can select a drawing by simply clicking over it. If you want to select a group of objects: 1 Click the Select Objects button on the Drawing toolbar. 2 Draw a selection box around the objects. After you select the objects, you can delete, move, copy or format them at once. To select all the objects with a mouse without using the Select Object button; click on each object while holding down the Shift key on your keyboard.

Selecting Objects

Grouping

and

Ungrouping Objects

If your drawing consists of many drawn objects, moving, resizing, and formatting them becomes a difficult task. Word provides grouping so that you can treat all the shapes in a drawing as a single object. To group and ungroup drawing objects; 1 Select all the objects that you want to group. 2 Click the Draw button on the Drawing toolbar and select Group. You can ungroup objects so that you can modify each separately. 1 Select the group.
Draw Menu

2 Click the Drawing button on the Drawing toolbar and select Ungroup.

Ungroup objects

Group objects
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Object Ordering
If your document has more than one drawing, these objects might obscure each other. You need to check objects that are layered above and below of other objects or text. 1 Click the drawing object that you want to change. 2 Click, the Draw button on the Drawing toolbar, choose an order from the Order menu.

Order Menu

Normal

Cloud, Bring to Front

Moon, Send to Back

WordArt
WordArt allows you to create special text. WordArt text is actually a graphic text, so you can bend it, add shadows, stretch, or rotate it. Creating a WordArt Object
WordArt same letter heights Insert WordArt WordArt gallery WordArt shape WordArt character spacing

Edit text

Format object

Text wrapping

WordArt alignment

The WordArt toolbar

WordArt vertical text

Practice In this exercise, you will insert WordArt in your document. 1 Position the insertion point where you want to insert WordArt 2 Click the Insert WordArt icon on the Drawing toolbar Or on the Insert menu, choose Picture, WordArt. The WordArt Gallery dialog box opens.
Drawing

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WordArt Gallery dialog box

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3 Select a WordArt style. 4 Click OK. 5 5 The Edit WordArt Text dialog box will open; replace the sample text with your own. Select a Font type and Font size. Later you can edit these options. 6
The Edit WordArt Text dialog box

6 Click OK. Your WordArt is inserted into the document and the WordArt toolbar opens. Practice Editing an Existing WordArt Object You can use the WordArt toolbar to format the WordArt object or make changes to the WordArt text. In this exercise, you will edit a WordArt object.

Creating WordArt

1 Select the WordArt object that you want to format. 2 Click on the WordArt Shape button on the WordArt toolbar. 3 Choose a Shape style. 1 2

3

4 Click WordArt Same Letter Heights. To make all the letters in the WordArt object the same height. 4

Editing WordArt
Drawing

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5 Click the WordArt character spacing button to change the amount of spacing between characters in the WordArt object.
You can copy and paste your WordArt to other Office programs such as Excel.

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6 6 You can change the orientation of the WordArt text to vertical. While the WordArt object is selected, click on the WordArt Vertical Text button on the WordArt toolbar.

Text Boxes
A text box is used to add text to an image, change the text direction or rotate text. The text inserted in a text box can effectively highlight a key point of the document. Text boxes can be formatted as drawing objects. When you are working with Text boxes you must be in the Print layout view. Creating a Text Box There are several ways to create a Text box. 1 On the Drawing toolbar, click the Text Box button. Or on the Insert menu, select Text Box. Click on your document and drag your mouse to draw your text box.
Drawing

TextBox

The quick brown fox jumps over the lazy dog.
Text in a TextBox

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The quick brown fox jumps over the lazy dog.

By default a Text Box is created in a Drawing canvas. If you want, you can drag the Text Box off the Drawing canvas and delete the canvas. 2 Start typing your text in the Text Box. A Text Box's text and paragraphs can be formatted just like text anywhere in a Word document. When a Text box is selected, the Text Box toolbar is automatically displayed on the screen. Create Text Box Links You can link text boxes to each other so that when the first text box is full, the text flows into the second text box. If you have continuous notes that span multiple pages or different locations of the document, Linked Text Boxes might be very useful. You can use up to 32 linked Text Boxes in a document. 1 Insert the text boxes that you want to link with each other. 2 Select the first text box. Click the Create Text Box link button on the Text Box toolbar. The shape of the mouse pointer turns into an upright cup. 3 Point the cup shaped mouse pointer to the text box that will receive the link. The pointer will turn into a pouring cup. Click on the second text box. 4 Start typing in the first text box. As the first text box fills, the rest of the text will flow into the second text box.

Vertical text in a Textbox
Break forward link Change text direction

Create text box line

Next text box Previous text box

The Text Box toolbar

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

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Linking Tex boxes

Drawing

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Case Study
Creating, Drawing and WordArt Step-1 Open a blank document. Step-2 Open the Drawing toolbar. Step-3 Use the WordArt icon on the Drawing toolbar to create a title for the document. Apply shape effects to the title. Step-4 Use AutoShapes, arrows and other drawing tools on the Drawing toolbar to create a logo inside your document.

Fill in the blank
1. is a graphic that you create using drawing tools in Word. helps you to arrange and resize a drawing in

2. The Drawing your document. 3.

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

True or False
1. You can easily apply 3-D effects and change the depth of your text and graphics using Word. True True True False False False 2. Word doesn’t let you draw outside the drawing canvas. 3. A WordArt object can be formatted like any other text in a Word document.

Project
Draw the floor plan of your school. It should be a full page in size. Label all of the items that you create. Show the fire exits with large arrows. Print this page and place it on the bulletin board of your class. Create two business cards that represent your ideas. The cards should have the name of the business, your photo, phone number etc… Create an imaginary business flyer. Your flyer should have: The business logo of your company, something to get people’s attention, the list of products you sell and their names.
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Multiple choice questions
1. The __________ command moves the drawing object backward one layer in a group of drawing objects. a. Send to Back b. Bring to Front c. Bring Forward d. Send Backward 2. To be able to move a drawn object, first you should __________ a. Create a drawing canvas. b. Apply text wrapping to the drawing. c. Select the drawing. d. Resize the drawing. 3. Use the _______ toolbar to edit drawing objects using color, patterns, borders, and other effects. a. Painting b. Editing c. Drawing d. WordArt 4. Which of the following format features can be used in a text box? (Choose three answers) a. Font b. Headers and Footers c. Indent d. Alignment 5. How can you select several drawing objects in a document? (Choose two answers) a. Hold down the Shift key as you select each object. b. Hold down the left mouse button and drag a rectangle around the objects that you want to select. c. Use Edit, Select all objects d. You can only select one object at a time. 6. Which of the following is not true about WordArt objects? a. WordArt lets you create vertical text. b. You can fill WordArt text with a picture. c. You can format the text of a WordArt object with the Formatting toolbar. d. WordArt objects can be transferred to other Office programs such as Excel. 7. How can you resize, move or format more than one drawing object together? a. Use Object layering. b. Use Format, All objects. c. Drawing layout. d. Select and group the drawing objects. 8. Select the object fill options available on the Fill Effects dialog box? (Choose two answers) a. Background b. Texture c. Picture d. Paint 9. To create freeform drawing objects such as nonstandard lines, algorithms, and callouts you can use the __________ button on the Drawing toolbar. a. Free Objects b. Draw c. AutoShapes d. Diagrams and Lines 10. By using the Drawing toolbar you can (Choose two answers) a. Set the thickness and color of a line b. Format font color and size c. Insert pictures d. Save documents .

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Headers

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Footers

A Header or Footer is often used as an identification mark such as text or graphics that is stored at the top or bottom of the page throughout a document. You can use the same header and footer throughout a document or change the header and footer for a part of the document.
Show/Hide Document Text Insert page number Insert number of pages Switch Between Header and Footer Close Header and Footer Format page number Insert date Insert time Link to Previous Show Next

Page setup Show Previous

Practice Using headers and footers In the following examples, you will insert Headers and Footers to your document. 1 From the Menu bar, choose View, Header and Footer. the Header an Footer toolbar is displayed. The insertion point is located in the Header area. 2 Press the Align Right button on the Formatting toolbar to move to the right side of the Header and type your name. 3 Click the Switch Between Header and Footer button on the Header and Footer toolbar. The insertion point is now located in the footer area. 4 Click the Insert Page Number button on the Header and Footer toolbar. 5 Click the Close button on the Header and Footer toolbar. Your name will be displayed on the top of each page of the document and the Page Number will be displayed on the bottom of each page of the document. You can apply different headers and footers for the first page, and for Odd and Even Pages of a document. 1 Click the Page Setup button on the Header and Footer toolbar. The Page Setup dialog box opens. 2 Click the Layout tab, select Different first page or Different odd and even.
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You can use graphics such as a company logo in headers and footers. 1 Click View, Header and Footer. 2 Select Picture, Clip Art. Choose a Clip Art from the Clip Organizer.

Using Breaks
In a document, you can apply different formattings such as different header and footer, different numbers of text columns, and different margin and orientation to different parts of your document. Use section breaks to divide a document into sections, and then format each section in the way you want. You can change the following section formats: Paper size or orientation, Columns, Margins, Page borders, Vertical alignment, Headers and footers, Page numbering, and Line numbering. Practice Breaking a document into sections To insert a section break follow these steps; 1 Locate the insertion point where you want the new section to begin. 2 On the Menu bar, choose Insert, Break. To use different margins and page orientations in the new section; 3 Choose the Next page break type in the Break dialog box. 4 Click OK. 5 Click File, Page Setup, and at the Margins tab change the margin settings. 6 Select the Landscape orientation. The Apply to combo box should display "This section". 7 Click OK.
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 gets the formatting of that section. You can see Breaks in Normal View.

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The Break dialog box

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Page Breaks When you fill a page with text and graphics, Word automatically starts a page break. This separates your content from the previous page, leaving your page numbering, margins etc. unchanged. If you don't want an automatic page break occurring within a paragraph or within a table row, use a manual page break. Practice In the following exercise, you will create a manual page break. 1 Move the pointer to the position where you want to insert a page break. 2 Click Insert, Break, and Page break. 3 Click OK.

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The Break dialog box

Making Comments
A comment is a reference mark, a note, or a suggestion that an author or reviewer adds to a document. You can insert comments anywhere in a document. Word displays comments in a balloon in the margin of the document or in the Reviewing Pane. Comments are not normally printed with your document. 1 Place the insertion point where you want to insert a comment. 2 On the Insert menu, click Comment. 3 Type the comment text in the comment balloon.
Accept change Insert comment Track changes

Comment balloon

Display for review

Previous

Next

Highlight

Reviewing Page

Reject change/Delete Comment

The Reviewing toolbar

The easiest way to read comments is to place the insertion point on the commented text. If the comments are not visible on the screen, click Markup on the View menu.
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To remove a comment from a document use the Delete Comment button on the Reviewing toolbar or right click in the Comment Balloon and from the pop-up menu choose Delete comment.

AutoText
AutoText stores the text and graphics that you use most frequently so you can reuse them easily. Word provides a large number of built-in AutoText entries, such as salutations and closings for letters. You can also create your own AutoText entries . Inserting an AutoText entry You can use different AutoTexts. For instance, if you need a greeting for a letter, AutoText contains many different salutations. 1 Locate the insertion point where you want to insert the AutoText entry. 2 Select the Insert menu, point to AutoText, and select a category 3 Select the entry you want to insert. Practice Creating an AutoText entry In this exercise, you will create an AutoText entry with your e-mail address. 1 On the document, type “youremail@server.net” address and select it. 2 From the Menu bar choose Insert, AutoText, New Or click the New button on the AutoText toolbar. Or press Alt+F3 The Create AutoText dialog box opens. 3 Type “Mymail” in the Please name your AutoText entry box. 4 Click OK.
The AutoText toolbar
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Inserting an AutoText entry

AutoText Tab

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The Create AutoText dialog box
AutoText Create AutoText

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Deleting AutoText To delete an AutoText entry, follow these steps; 1 From the Menu bar, select Insert, AutoText, AutoText. 2 Scroll down the list of AutoText entries; select the AutoText entry you want to delete. 3 Click Delete.

Working

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Master Documents

Managing a large document can be quite a difficult task. Once the document file size exceeds a megabyte or two, it becomes slow to load, and susceptible to corruption. So instead of keeping all the parts of a document; storing them in separate sub documents becomes a good approach to overcome these difficulties. Understanding Master Documents The master document is a file which sequentially organizes and prints the sub documents. It doesn't contain written content, but it does store margin and page numbering information, as well as links to all the necessary sub documents. Understanding Subdocuments A subdocument is a part of a master document that is stored in a separate file. You can work with individual subdocuments, without having to open the master document. Different users of a project can work on different subdocuments simultaneously and Word adds and saves all the changes to the Master document. Practice Creating a Master Document and Subdocuments All work on a Master document is done in the Outline view. In order to build a Master document, first you should start with an outline. After that, you can create your subdocuments or add existing subdocuments to the Master document. In the following exercise, you will create a Master document.
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Promote to heading1

Demote to body text

Promote

Outline Level

Demote

Update TOC

Go to TOC

The Outlining toolbar

1 Create a folder to store your Master document and subdocuments. 2 Open a blank document. 3 From the Menu bar, select View, Outline. 4 Type the headings for the new Master document. 5 Format the headings with different styles. By default Word uses Heading 1. Use Heading 2 for subdocuments. Each Heading will represent a subdocument. 6 Click File, Save As. Type a name for the Master document. You can use the Demote or Promote buttons on the Outlining toolbar to change the levels of Headings. To increase the level of a heading, use the Promote button. Practice Adding Subdocuments to the Master document In the following exercise, you will add subdocuments to the master document. 1 Select the Headings; formatted with Heading 2 style; you want part of a single subdocument on the Master document. 2 Click the Create Subdocument button on the Master document. Word adds a subdocument icon next to the heading you have selected; and inserts two continuous section breaks one above and one below the selected heading.
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A Master document with headings

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Adding a subdocument

A subdocument is not actually saved inside of its Master document. A Master document contains information about where to find subdocuments.

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Inserting an Existing Subdocument as a Subdocument 1 Open the Master document. 2 Locate the Insertion point to the position where you want to add the subdocument. 3 Click the Insert Subdocument button on the Outlining toolbar. 4 In the Insert Subdocument dialog box, select the subdocument,
Master and subdocument

5 Click Open.

Footnotes
2 3

and

Endnotes

Footnotes and endnotes are used to explain, comment on, or provide references in a text document. Footnotes appear at the bottom of each page in a document, while endnotes appear at the end of a section or document. Practice Inserting footnotes In this exercise, you will insert a footnote into a document. 1 Place the insertion point after the text you want to footnote. 2 From the Menu bar, select Insert, Reference, Footnote. The Footnote and Endnote dialog box opens.

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The Footnote and Endnote dialog box

3 Select the location and format of the footnote. 4 Click Insert. Word inserts a footnote and moves the cursor to the bottom of the page. 5 Type the note text.

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Using Hyperlinks
A Hyperlink is a text or a graphic which is linked to a file, a page, a location in a document, or a page on the internet or intranet. A hyperlink is usually indicated by a colored and underlined text. Every hyperlink has two components; an anchor and a target. The part that user clicks on is called anchor; and the resulting information is called target. You can create text and graphic hyperlinks. To create a text hyperlink; 1 Select the text you will use as a hyperlink. 2 Choose Insert, Hyperlink. The Insert Hyperlink dialog box opens. 3 Specify the target. The target could be a file, a web page, or an e-mail. Also, you can create a new document and link the hyperlink. 4 Click OK. 2
You can use graphics to create hyperlinks in the same way with text hyperlinks.

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The Insert Hyperlink dialog box

Bookmark
If you want to create a link to different sections within the same document, you should use the bookmark option. A bookmark can mark either a selection or an insertion point. 1 Position the insertion point at the location or select the text that you want to jump. 2 Choose Insert, Bookmark. The Bookmark dialog box opens. 3 Type a new name to create a bookmark. 4 Click the Add button. 4
The Bookmark dialog box
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Case Study
Creating Sections Step-1 Open a blank document. Step-2 Title the document "Page Formatting". Save the document as "Sections.doc". Step-3 Write a text with three paragraphs about Form Formatting, Paragraph formatting, and Borders and Shading. Use these names as titles for each section. Step-4 Use a different Heading 2 style on each title except the main document title “Page Formatting”. Step-5 Insert Section breaks after each paragraph. Step-6 Format each section with different margins, page layouts, and Headers and Footers. Creating a Master Document Step-1 Open "sections.doc" Step-2 Copy each paragraph to blank documents and save them as "Font.doc", "Paragraph.doc", and "Borders.doc". Step-3 Close "sections.doc" Step-4 Create a new blank document. This will be your Master document. Step-5 Switch the Outline view. Use the Insert Subdocument button on the Outlining toolbar. Step-6 Insert "Font.doc", "Paragraph.doc", and "Borders.doc" to the master document. Step-7 Save the Master document.

Fill in the blank
1. A is a part of a Master document that is stored in a separate file.

2. Texts that print at the top and bottom of every page in a document are called and . 3. A is colored or underlined text that allows you to move to a file, a HTML page, or an internet file.

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Multiple choice questions
1. Why are Headers and Footers used in a document? a. To enhance the overall appearance of the document b. To mark the starting and ending of a page c. To make large documents more readable d. To allow Page headers and numbers to appear on the document when it is printed 2. You should create a new _________ whenever you want to apply different page formattings for a part of a document. a. Page break b. Section c. Document d. Paragraph 3. What problems might you encounter when working on long documents? (Choose two answers.) a. Documents become slow to load and susceptible to corruption. b. Transferring documents from one computer to another takes too much time. c. Different people can work on documents. d. Computers have trouble handling documents. 4. Which of the following strategies can you use on long documents? a. Keeping two copies of the document on different computers. b. Working in Normal view as much as possible and making frequent back ups of the document. c. Using Master documents and subdocuments. d. Linking images instead of embedding to documents. 5. A document that contains subdocuments is called a ________ document. a. Main b. Master c. Reference d. Leading 6. To create a master document, you should be in __________ view. a. Normal b. Print c. Outline d. Web 7. You can use buttons on the Outlining toolbar to ___________ a. Promote headings. b. Apply bullets. c. Change to the Print layout view. d. Apply text formatting. 8. When you type an e-mail address or web site link in a document, the text is converted to a _____ a. Hyperlink. b. Bookmark. c. Cross-Reference. d. Footnote. 9. To use different headers and footers for even and odd numbered pages in a document; a. Open the Page Setup dialog box, Layout. b. Open View, Header and Footer, Insert Page number. c. Open Insert, AutoText. d. Use Bullets and Numbering buttons. 10. To mark text or location in a document for future reference and for revising, you need to create a _________ . a. Cross-Reference b. Bookmark c. Hyperlink d. Endnote

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ENTERTAINMENT
Across

2. 6. 7. 9. 11. 12.

Explanatory note at the bottom of a page in a document. Text or graphics that are printed at the top of each page in a document. A portion of a document that is used to vary formatting within a page or between pages. A note or annotation that, displayed in a balloon, an author or reviewer adds to a document. Form of type in which the letters lean to the right. Graphic you create using Word.

Down

1. 3. 4. 5. 8. 9. 10.

Predefined shapes, lines, callouts, and connectors. To create a Master document, you must be in this view. Explanatory note at the end of a document. Process of changing the way characters appear on the screen and in print. Process of following a hyperlink to its destination. Numbered label for a table, figure or equation. Text that prints at the bottom of each page.
1 2

O F 3 O T N O T 4E
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Mail Merge
Mail Merge is used to send the same or similar documents to many different people at once. With Mail Merge you can create mass e-mail and letter distributions, envelopes, labels, and faxes. A Mail Merge requires two files: A Main Document and a Data List. The Main Document contains the information that is the same for each merged document. The Data List contains the information, address lists, or records, to be inserted into the Main Document during Mail Merge. Once you create a Data List you can use it many times.

The Mail Merge Toolbar You can find all the Mail Merge tools available on the Mail Merge toolbar. In the following excercises, you will use the Mail Merge pane to for each step in the Mail Merge process. To display the Mail Merge toolbar, on the Menu bar, choose View, Toolbars, Mail Merge.
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Practice Selecting the Document Type In this exercise, you will select a document type that you will use to merge with your data list. 1 Create a blank document 2 Open Mail Merge on the Task Pane. Or Select Tools, Letters and Mailing, Mail Merge. 3 Select the "Letters" document type. This menu also allows you to select "E-mail messages", "Envelopes", "Labels", and "Directory". 4 Click on the "Next: Starting document" at the bottom of the Mail Merge pane. Starting the Main Document The Main Document contains the text or information that is the same on each letter you send. You can create the Main Document from your current document, from a template, or use an existing document. 1 Select "Use the current document". 2 Click "Next: Select Recipient". Select Recipients In the third step you need to select the recipients of your letter. You can get recipients from an existing data list, from outlook contacts, or type a new list. 1 Select "Type a new list" 2 The "Create" link appears. Click the Create link. The New Address List dialog box opens. 3 Enter the recipient’s First Name, Last Name, and Address. The recipient is entered in the Data List. 4 Click the New Entry button to add another recipient. 5 Repeat step 3 for each recipient. 4 5 2 9 2
The Mail Merge pane

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3

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The New Address List dialog box

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You can later use this data list, add new recipients, edit or delete recipients. 6 6 Click Close and save the data list for future use The Merge Recipient dialog box opens. 7 If necessary make changes in the recipient's information. 8 Click OK. 9 Click “Write your letter” on the Mail Merge pane. 7 8 Write Your Letter This section is used to type body of your letter and to add fields that include recipient's information to the letter. 1 Place the insertion point where you want to start your letter. 2 Type the text "Dear" and press the space bar. 3 From the Mail Merge pane. Click more items. The Insert Merge Field dialog box opens. 4 Select the First Name field then click Insert and click Close. The << First_Name>> field appears next to the text you typed. 2 5

The Mail Merge Recipient dialog box

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6

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The Insert Merge Field dialog box

7

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5 To insert the Last Name of the recipients, repeat steps 3, 4, and 5 with the Last Name field. 6 Press the Enter key a couple of times. Start typing the body of the letter. 7 When you are finished with typing, click "Next: Preview your letters" on the Mail Merge pane.

Preview Your Letters In this step, you can preview your merged letters. Before advancing to the next step print a sample merged letter to check for errors. 1 Click the Navigation buttons to switch between merged letters. 2 Use File, Print to print a sample merged letter. If you see errors on the letter go back to previous steps, and fix the errors. 3 Click "Next: Complete the merge" on the Mail Merge pane.

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3

Preview your Letter
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Complete the Merge In the last step, you can print, send, or save your letters. 1 If you want to print all merged letters, click Print on the Mail Merge pane. 1 2 2 To make changes to the merged letters, click "Edit individual letters…"

Complete the Merge

Letter Wizard
You can use Letter Wizard if you need help while preparing the body of your letter. By using Letter Wizard you can select a letter style, page design, and other details.

1

2

1 On the Menu bar, select Tools, Letters and Mailings, Letter Wizard. The Letter Wizard dialog box opens. 2 Select a page design and click OK.

The Letter Wizard dialog box

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Case Study
Creating Merged Letters Step-1 Open a Blank document. Step-2 Open Mail Merge on the Task pane. Step-3 Select the Letters document type. Click Next: Starting Document Step-4 Select Use the current document. Click Next: Select Recipient. Step-5 If you don't have an existing data list, select Type a new list otherwise select Use an existing list. Click Write you letter Step-6 Write a letter to celebrate your friends New Year. Leave the First Name, Last Name, and Address areas empty. Click more items on the Mail Merge pane and insert these fields. Click Next: Preview Your Letter. Step-7 Move between the merged letters, using the previous and next navigation buttons on the Mail Merge pane. Click Next: Complete the Merge. Step-8 Print your letters.

True or False
1. Once you create a document you can use it many times. True 2. False

You can use an existing data list or type a new list to select recipients. True False

3.

The Main document contains all the text that doesn't change for each merged letter. True False

Project
Open the BusinessFlyer document you created in a previous chapter. Send this document as a promotional letter. Create a list for 20 customers. Include their addresses, home phones, and e-mail addresses in the letter. Create a birthday party invitation. Send this letter to your classmates by email.
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Multiple choice questions
1. Which feature of Word allows you to use information from two different files for the quick creation of personal correspondence and other documents like interview letters, invitations etc. a. AutoComplete b. Mail Merge c. Web Mail d. Mail manager is a single document that contains all data 2. A records. a. Source document b. Data List c. Directory d. Data document contains the information that is the 3. A same for each merged document. a. Merge document b. Data source c. Main document d. Form letter 4. Each data field has a unique name, called a a. Data source b. Primary name c. Field name d. Title . 6. Which of the following is not a document type created by using Mail Merge? a. Faxes b. Folders c. Envelopes d. Letters 7. Once you have merged your contact information with your form letter, you can format the merged fields a. Just like you would any other text. b. With the Letter Wizard. c. With the Mail Merge Wizard. d. By using the Address Book in Outlook. 8. Which of the following can you not do when creating mailing labels? a. Select a Data List for your fields. b. Format your fields in the Main document. c. Preview your letters. d. Simultaneously use addresses from two different data lists. 9. The first time you prepare the Main document by a. merging the letters. b. printing the letters. c. selecting a layout. d. creating a new data lists.

5. To merge form letters to a printer, click the ____ .button on the Mail Merge toolbar. a. Print b. Print Merge c. Print Forms d. Merge to Printer

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Chapter 1
Fill in the blanks 1. Word processor 2. Ctrl + S 3. Insertion point (Cursor) True of False 1. F 2. F 3. T

Match the items Ctrl + N Ctrl + S Ctrl + O Ctrl + F4 Alt + F4 Alt + Tab Creates a new blank document Saves the current document Opens previously saved document Closes the document Closes the program Switch between open programs

Multiple choice questions 1. d 6. b 2. d 7. e 3. a 8. c 4. a 9. b 5. d 10. d

Chapter 2
Fill in the blanks 1. 2. 3. 4. a paragraph Ctrl + A Ctrl key Ctrl + X

True of False 1. T
Answer Key

2. F

3. T

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Multiple choice questions 1. c 6. d 2. b 7. b 3. b 8. b 4. b 9. b 5. d 10. b

Chapter 3
Fill in the blanks 1. Justify 2. Format Painter 3. Show \ Hide True of False 1. T 2. T

Multiple choice questions 1. d 6. a,b 2. a,b,d 7. c 3. a,b,c 8. c 4. a,d 9. d 5. a 10. d

Chapter 4
Fill in the blanks 1. Format 2. Bullet 3. Ruler True of False 1. T 2. T 3. T

Multiple choice questions 1. b 6. b 2. a,b 7. d 3. d 8. a,c,d 4. a 9. c 5. c 10. a,c

Answer Key

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Chapter 5
Fill in the blanks 1. Orientation 2. Margins 3. Print Preview Multiple choice questions 1. a 6. b 2. d 7. a 3. b, d 8. b 4. a 9. c 5. a, c 10. b

Chapter 6
Fill in the blanks 1. Change case 2. Page numbers 3. Webdings True of False 1. F 2. F 3. T

Multiple choice questions 1. d 6. b 2. a, b, d 3. b 7. c 8. a, d 4. d 9. c 5. a 10. a

ENTERTAINMENT 2 1 C O R 4 5 S Y MB O L S A L 7 6 P D R U 8 L R G M R 9 O R I E N T A T I S N P N N D C T 11 A T A B S T O U P C 12 PO R T R A I T P 13 T E X T E F F
Answer Key

P HAN

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O N

B O R P D E R E C T S
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Chapter 7
Fill in the blanks 1. 2. 3. 4. Rows, columns In the cell Cell Table AutoFormat

True of False 1. F 2. T 3. T

Multiple choice questions 1. a 6. c 2. d 7. c 3. b 8. b 4. d 9. b 5. c 10. a, b, d

Chapter 8
True of False 1. T 2. T 3. F 4. T 5. T

Multiple choice questions 1. a, b, c 2. a 6. a 7. b, c 3. d 8. c 4. b 9. crop 5. c

ENTERTAINMENT
1 2 c e l l C L L 4 5 6 A E I A I P D U P U 7 B A S S I S T A N T T O O O R 8 T I C O N T R A S 9 U N D O R E 10 D G R X H T O R 12 ME R G E E C 13 T A S K P A N 3

B U L L E T

11

T A B L E
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Chapter 9
Fill in the blanks 1. Drawing 2. Canvas 3. Text box True of False 1. T 2. F 3. F

Multiple choice questions 1. a 6. c 2. c 7. d 3. c 8. b, c 4. a, c, d 5. b, c 9. c 10. a, c

Chapter 10
Fill in the blanks 1. Subdocument 2. header, footer 3. hyperlink Multiple choice questions 1. d 6. c 2. b 7. a 3. a, d 8. a 4. c 9. a 5. b 10. b

Chapter 11
True of False 1. T 2. T 3. T

Multiple choice questions 1. b 6. b 2. b 7. a 3. c 8. d 4. c 9. c 5. a

Letters and Mailings

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INDEX
A
AutoCorrect: 25, 26, 29, 30 AutoShapes: 95, 103, 105 AutoText: 109, 110, 115

E
Effects: 33, 34, 43, 44 Equation: 60, 61, 62, 64, 65 Exiting Word Program: 14

B
Bold: 32, 43, 44 Bookmark: 113, 115 Borders and Shading: 39, 40 Bulleted and Numbered List: 46, 47 Fill Color: 94, 96

F
Find and Replace: 24, 25, 30 Font Formatting: 32, 44 Footnotes and Endnotes: 112 Format Painter: 35 Formatting Chart Objects: 86 Formatting Marks: 32, 44, 43

C
Calculating Tables: 74 Center: 43, 36 Changing Case: 63 Clip Art: 80, 81 Clipboard: 23, 30, 91 Close: 9, 13, 14, 16, 17, 18, 27, 57, 62, 120 Columns: 41, 44, 52, 66, 68, 69, 72, 73, 76, 77, 78, 85, 90, 107 Converting a Table to a List: 75 Copy and Move: 21, 22, 23 Creating a Table: 68 Creating Charts: 85 Creating Diagrams and Organization Charts: 88

G
Go to: 20 Grouping and Ungrouping Objects: 98

H
Headers and Footers: 106, 107, 115 Help: 9, 14, 15, 17, 28, 122

I
Indenting: 36, 37 Inserting / Deleting Cells, Columns, and Rows: 72 Inserting Pictures: 81 Italic: 32, 33, 43, 44 Insert: 8, 10, 16, 18, 23, 41, 61, 60, 62, 63, 68, 72, 73, 76, 77, 70, 81, 84, 88, 120, 121 Insertion point (cursor): 8, 10, 125

D
Date and Time: 63 Drawing: 94, 95, 96, 97, 98, 99, 101, 103, 104 Drawing Canvas: 94, 95, 102, 103 Drop Cap Letters: 62

130

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J
Justify: 36

K
Keep lines together: 39 Keep with next: 39

L
Layout: 55, 58 Left: 36, 37, 43, 42 Letter Wizard: 122, 124

M
Mail Merge: 118, 119, 120, 121, 123, 124 Making Comments: 108 Margins: 54, 55, 58 Merging and Splitting Cells: 73 Microsoft Clip Organizer: 81

Page break before: 39 Page Breaks: 108 Page Numbers: 63, 65 Page Setup: 54, 55, 58 Paper: 54, 55, 56, 57, 58 Paper Size: 54, 55, 58 Paper Source: 55, 57, 58 Paragraph Alignment: 36 Paragraph Formatting: 36 Paragraph spacing: 38 Positioning Pictures: 84 Print Preview: 56, 57, 58 Printing: 54, 55, 56, 57, 58

R
Resizing and Cropping Pictures: 82 Resizing and Moving Tables: 72 Right: 36, 37, 43, 44 Rotating Pictures: 84

N
New Blank Document: 10, 17

S
Save: 6, 11, 13, 17, 28, 50, 56, 57, 76, 90, 120 Save As: 12, 16, 18, 28 Select Objects: 98 Selecting Tables: 70 Selecting Text: 21 Shadow: 94, 97 Show \ Hide: 32 Sorting Tables: 74, 75 Spelling and Grammar: 26, 27, 29 Styles: 32, 42, 47, 48, 49, 52, 62, 71, 78, 88, 111 Suppress line numbers: 39
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O
Object Ordering: 99 Office Assistant: 14, 15 Open: 6, 12, 13, 14, 15, 16, 18, 28, 43, 50, 56, 57, 65, 90, 123 Orientation: 54, 58 Outlined Lists: 48 Overtype: 10 Over: 10

P
Page border: 40, 107

131

Switch Between Open Documents: 14 Symbols: 60, 61, 62, 65

T
Tab Styles: 48 Table AutoFormat: 71, 76 Tabs: 8, 36, 37, 48, 49, 51, 52, 75 Templates: 28 Text Boxes: 97, 101, 102 The Drawing Toolbar: 94, 95, 96, 97, 98, 99, 101, 103, 104 Office Assistant: 14, 15 The Thesaurus: 27, 30

U
Undo and Repeat: 24 Using Breaks: 107 Using Hyperlinks: 113

W
What is this?: 15 Widow/Orphan: 39 Word wrapping: 10 WordArt: 94, 96, 99, 100, 101, 103, 104 Working with Master Documents: 110 Wrapping Text around Pictures: 84

132

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