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Overview of MS-OFFICE and creating and editing documents using MS-Word

Lab # 2

LAB # 2
OVERVIEW OF MS-OFFICE AND CREATING AND
EDITING DOCUMENTS USING MS-WORD

OBJECT
To utilize Word in an efficient manner for creating and editing word documents.
To create and edit professional documents using advanced features of word.

THEORY
Word is a powerful tool for writing, editing and printing documents of all kinds.
From memos to book manuscript, from outlines to letters, from screen plays to news
letters. A user can work on several documents at once and it takes much of the drudgery
out of tasks such as footnoting, cross-referencing, indexing and formatting.
Word provides all these facilities through its different menus and toolbars, whose
description is given below:

File Menu
The File Menu is used to open and close documents and other files, finds desired files on
the disk, print a document or preview how it will look like when printed and exit word.
New

Create a new document or template opens a new window to accommodate it if the


current window is not empty. ( A template is a collection of formatting
instructions that can be used to format one or more documents).
Open
Retrieves an existing document or template and opens it for editing. Opens a new
window which overlaps the existing window.

Close
Closes an existing window, including the document or template it contains.

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Overview of MS-OFFICE and creating and editing documents using MS-Word

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Save
Saves the current document and resumes activity.

Save As
Saves and replaces an existing document.

Save As HTML
Saves the document in HTML format.

Versions
Keeps track of all the versions of current document.

Page Setup
It is used for configuring page setup.

Print Preview
It is used to preview the document that is being created.

Print
This option is used to print the document in a predetermined format.

Send To
This option is used to make replicas of current document to one of the desired
destinations.

Properties
This option is used to describe the properties of current document.

Edit Menu
The Edit menu is used to delete or move text, insert text from corresponding word
documents, clears the contents of a block, fast find words and go to the desired portion of
the document.

Undo
This command reverses the effects of editing command.

Cut
This option is used to delete a selected portion of text.

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Overview of MS-OFFICE and creating and editing documents using MS-Word

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Paste
This option is used to insert text from scrap, at the location of the cursor.

Paste Special
This option is used to paste non-word documents into a word document such as from
Excel.

Clear
This option is used to clear the contents of a marked block.

Select All
This option is used to select or mark the whole document as a block.

Find
This option is used to search and position the cursor at the desired pattern or string within
a document.

Replace
This option is used to search and replace a string with the desired string.

Go To
This option is used to position the cursor at desired portion of document.

View Menu
View Menu controls how the document should appear on the screen and deals with the
layout and arrangement of text.

Normal View
Normal view shows a simplified version of the document. For example, dotted lines
indicate page breaks, multiple columns appear as a single column. Drawing objects, text
boxes and top and bottom margins are not shown.

Page Layout View


In this view, a user is able to see how the document looks when it will be printed. There
are different options to set the page layout and properties according to required
specification.

Online Layout View


Online layout view is based on page layout view but uses larger fonts and increases space
between lines to improve legibility.
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Overview of MS-OFFICE and creating and editing documents using MS-Word

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Toolbar
This option provides different toolbars to be added to the document including picture,
tables, forms, database, drawing, and web and word art as per requirement to the current
document.

Ruler
This option turns the display of ruler on/off.

Header and Footer


This option is used to set different header footer properties, display/edit header and
footers and to format page numbers.

Full Screen
This option is used to edit/display the document in full screen mode.

Zoom
This option is used to adjust the zooming ratio of current document.

Fig 2.1: Word Screen Layout

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Overview of MS-OFFICE and creating and editing documents using MS-Word

Fig 2.2: File Menu

Fig 2.4: View Menu

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Fig 2.3: Tools Menu

Fig 2.5: Edit Menu

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Overview of MS-OFFICE and creating and editing documents using MS-Word

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Fonts
To apply any number of character formats click Format Font

Fig 2.6: Properties of Font

Clip Art
To apply preformatted pictures and designs click Insert Picture Clip Art

Fig 2.7: Clip Art Gallery

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Overview of MS-OFFICE and creating and editing documents using MS-Word

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Caption
For applying captions to figures click Insert Caption

Fig 2.8: Caption Box

Index and Tables


For creating Indexes and Tables of documents, specially Table of Contents click
InsertIndexes and Tables

Fig 2.9: Indexes and Tables

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Overview of MS-OFFICE and creating and editing documents using MS-Word

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Paragraph
To apply different paragraph designs click Format Paragraph

Fig 2.10: Properties of a Paragraph

Borders and Shading


For applying different borders and Shading Styles click FormatBorders and Shading

Fig 2.11: Borders and Shading Properties Box

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Overview of MS-OFFICE and creating and editing documents using MS-Word

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Bullets and Numbering


For applying different styles of Bullets and Numbering click FormatBullets and
Numbering.

Fig 2.12: Bullets and Numbering Selection Box

Background and Textures


For Applying fancy backgrounds and textures click Format Background Fill
Effects

Fig 2.13: Fill Effects Properties


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Overview of MS-OFFICE and creating and editing documents using MS-Word

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ASSIGNMENT

Create a Bio Data.

Create a Time Table.

Create a document (e.g. an article on Internet) in Word.

Create a word document using advanced features of Word.

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