Different Views

1.  All the different views can be accesses by clicking the View menu and clicking the View
type you want from the menu that appears.

Print Layout View

Print layout view will allow you to see exactly how objects will be positioned on a page.  This
view is also useful when setting up margins.

Web Layout View

Web layout view should be used when you are working on web pages in Word. 
Backgrounds will appear and the graphics and other objects will be aligned just as if you
were in a web browser; only you will still be able to edit the document while in this view.

Normal View

You can use normal view when you are just typing text.  The layout of graphics and other
objects is simplified in this view.  If you are working with objects other than text, you should
use Print Layout View.

Outline View

When you are working with large documents, or documents that are difficult to follow along
with, you can use Outline View.  Microsoft Word will simplify the structure of the document
and make it easy to move and edit different parts.  The different parts of the document will
be separated with different types of bullets and indented lines.

Reading Layout View

If you are opening a document primarily to read it, reading layout view optimizes the reading
experience. Reading layout view hides all toolbars except for the Reading Layout and Reviewing
toolbars.

Document Map

The Document Map is a separate pane that displays a list of headings in the document. Use the
Document Map to quickly navigate through the document and keep track of your location in it.

Thumbnails

The thumbnails view creates a separate pane that shows the pages as small images. This layout gives
an idea of how each page looks and also helps to locate pages.

Split Screen View

Within Word, there is a feature to split a document screen into two horizontal sections so
you can view two parts of the document at the same time. This is referred to as split screen.
The advantage of this feature is that you can copy/paste information from one area of the
document to another or keep specific text in view as you type further on without having to
scroll.

Margins

Page margins are the blank space around the edges of the page. In general, you insert text and
graphics in the printable area inside the margins. However, you can position some items in the
margins — for example, headers, footers, and page numbers.

Microsoft Word offers several page margin options. You can:

 Use the default page margins or specify your own.

 Add margins for binding. Use a gutter margin to add extra space to the side or top
margin of a document you plan to bind. A gutter margin ensures that text isn't
obscured by the binding.

Gutter margins

Mirror margins

 Set margins for facing pages. Use mirror margins to set up facing pages for double-
sided documents, such as books or magazines. In this case, the margins of the left
page are a mirror image of those of the right page (that is, the inside margins are the
same width, and the outside margins are the same width).
 Add a book fold. Using the Book fold option in the Page Setup dialog box, you can
create a menu, invitation, event program, or any other type of document that uses a
single center fold.
 Word inserts a single, center book fold

Once you set up a document as a booklet, you work with it just as you would any document,
inserting text, graphics, and other visual elements.

How to change Margins?

1. On the File menu, click Page Setup, and then click the Margins tab.
2. Under Margins, select the options you want.

 Notes 

 To change the default margins, click Default after you select new margin settings.
The new default settings are saved in the template on which the document is based.
Each new document based on that template automatically uses the new margin
settings.
 To change the margins for part of a document, select the text, and then set the margins
you want. In the Apply to box, click Selected text. Microsoft Word automatically
inserts section breaks before and after the text with the new margin settings. If your
document is already divided into sections, you can click in a section or select multiple
sections and then change the margins.
 You can also change the margins by adjusting the ruler at the top and left side of the
document.

Indents
About Tabs
The fastest way to create a tab is by using the ruler bar that runs across the top of your
Microsoft Word document. To the left of the ruler bar is a small box with what looks like a
"black L" in the middle. This is the tab selection box. Click on this box to change the type of
tab. If you hover your mouse over it, a pop-up will appear letting you know what type of tab
is currently selected. To set the tab, all you do is choose the one you want, then click
anywhere on the ruler bar. The tab will then appear on the ruler in that location. Now when
you hit the TAB key, your insertion point and any text will move in conjunction with that tab
position. Also, once a tab is set, it is carried down as you press the Enter key until you
remove it.

A Left Tab stop sets the start position of text that will then run to the right as you type. A
Center Tab stop sets the position of the middle of the text. The text centers on this position as you
type. A Right Tab stop sets the right end of the text. As you type, the text moves to the left. A
Decimal Tab stop aligns numbers around a decimal point. Independent of the number of digits, the
decimal point will be in the same position. (You can align numbers around a decimal character only;
you cannot use the decimal tab to align numbers around a different character, such as a hyphen or
an ampersand symbol.) A Bar Tab stop doesn't position text. It inserts a vertical bar at the tab
position.

Clearing Tabs
To remove a tab, select the text or paragraphs that you want to remove the tabs from, then
either drag the tab off of the ruler bar, or open up the Tabs dialog box, select the tab you want
to remove and press Clear. To clear all tabs in your document, select the entire document
(Ctrl+A), open the Tabs dialog box and click the Clear All button.
Advantages of tables over tabs

Rather than tabs, tables can:

 provide a "quick view" of data

 organize any amount of data
 hold large amounts of data
 be easily expanded to hold more data
 can be reorganized, such as alphabetizing
 can help to see patterns in data
 can help to see missing data, especially in large amounts of data
 can help to see skewed data or data-heavy columns

Convert text to a table

When you convert text to a table, you separate text with a comma, tab, or other separator
character to indicate where a new column should begin. Use a paragraph mark to begin a new
row.

1. Indicate where you want to divide text into columns by inserting the separator
characters you want.

For example, in a list with two words on a line, insert a comma or a tab after the first word to
create a two-column table.

2. Select the text you want to convert.

3. On the Table menu, point to Convert, and then click Text to Table.
4. Under Separate text at, click the option for the separator character you want.

Select any other options you want.

Convert a table to text

1. Select the rows or table that you want to convert to paragraphs.

2. On the Table menu, point to Convert, and then click Table to Text.
3. Under Separate text with, click the option for the separator character you want to use
in place of the column boundaries.

Rows are separated with paragraph marks.

Section Breaks

You can use section breaks to change the layout or formatting of a page or pages in your
document. For example, you can lay out part of a single-column page as two columns. You
can separate the chapters in your document so that the page numbering for each chapter
begins at 1. You can also create a different header or footer for a section of your document.
Insert a section break
1. On the Page Layout tab, in the Page Setup group, click Breaks.

2. Click the type of section break that you want to use.

Top of Page

Types of section breaks that you can insert

Section breaks are used to create layout or formatting changes in a portion of a document.
You can change the following formats for individual sections:

 Margins
 Paper size or orientation
 Paper source for a printer
 Page borders
 Vertical alignment of text on a page
 Headers and footers
 Columns
 Page numbering
 Line numbering
 Footnotes and endnotes

 Notes 

 A section break controls the section formatting of the text that precedes it. When you delete
a section break, you also delete the section formatting for the text before the break. That
text becomes part of the following section, and it assumes the formatting of that section. For
example, if you separate the chapters of a document by using section breaks and then you
delete the section break at the beginning of Chapter 2, Chapter 1 and Chapter 2 are in the
same section and assume the formatting that previously was used only by Chapter 2.
 The section break that controls the formatting of the last part of your document is not
shown as part of the document. To change the document formatting, click in the last
paragraph of the document.

Section break examples

The following examples show the types of section breaks that you can insert. (In each
illustration, the double dotted line represents a section break.)

The Next Page command inserts a section break and starts the new section on the next page.
This type of section break is especially useful for starting new chapters in a document.
The Continuous command inserts a section break and starts the new section on the same
page. A continuous section break is useful for creating a formatting change, such as a
different number of columns, on a page.

The Even Page or Odd Page command inserts a section break and starts the new section on
the next even-numbered or odd-numbered page. If you want document chapters always to
begin on an odd page or on an even page, use the Odd page or Even page section break
option.

Top of Page

Differentiate

1) Bookmark, hyperlink & cross reference

Bookmark
A bookmark identifies a location or a selection of text that you name and identify for
future reference. For example, you might use a bookmark to identify text that you
want to revise at a later time. Instead of scrolling through the document to locate
the text, you can go to it by using the Bookmark dialog box.

Hyperlink
A hyperlink creates a link to a place in the existing document, in another document
or to a web page.

Cross Referencing
 You can create a cross-reference only to an item that is in the same document as the
cross-reference. To cross-reference an item in another document, you need to first
combine the documents into a master document. The item you cross-reference,
such as a heading or bookmark, must already exist. For example, you must insert a
bookmark before you cross-reference it.

2) Endnotes and footnotes

Working with endnotes is generally easier than working with footnotes. You don’t need
to worry about spacing them correctly on the page. However, it you add, remove, or move
parts of your document, you may need to update your endnotes.

When you’re working on an academic paper, it’s important that sources are sited
correctly. You can avoid mistakes introduced in the editing process by using Word’s
endnotes feature. It’s surprisingly easy!

Footnotes and Endnotes

Footnotes and endnotes are used to reference the source of the material used from an outside
party, not the author.

A footnote is placed at the bottom of a page, marked by a superscripted number or some other
symbol within a page.

An endnote is a collection of references, also marked by a superscripted number or symbol,

but placed at the end of a document, no matter how many pages in that document.

3) Insert merge field and insert word field

 Insert Merge Field. This button allows you to select, by field header name, the
information to be inserted in your finished document. For instance, if you have a field
named LastName in your data source, you can select that field when you click your
mouse on the Insert Merge Field button.
 Insert Word Field. This button allows you to place other types of controlling fields in
your document. These fields don't represent data, but instead control how Word
creates the final document based on information in your data file. For instance, you
can insert a conditional field that would check the value of a field in your data source
and only include information if a certain condition was met.

4) Auto text and autocorrect

AutoText is a great time saver when documents require boilerplate text (disclaimers, general liability
language, etc.).  Copying and pasting is inefficient, and it may find you copying and pasting names or
other data that you meant to leave out.

AutoCorrect, the user already has a built-in default spelling corrector (e.g. “Teh” to “The”).   Adjust
AutoCorrect to one’s own uses by selecting AutoCorrect from Tools.  Add or delete from the list as
desired.  You can use your company’s initials – say, WCP for “World Computer Products,” along with
the address.  When the computer user starts keying in the name, the entire name and address,
slogan or other previously added preferences will appear.

5) ask and fill in field

Ask field - Prompts you to enter information and assigns a bookmark to represent your response.
Word displays the prompt each time the ASK field is updated. A response remains assigned to the
bookmark until you enter a new response. If the ASK field is used in a mail merge main document,
the prompt is displayed each time you merge a new data record unless you use the \o switch.

Fill in field - Prompts you to enter text. Your response is printed in place of the field. The
prompt is displayed each time the FILLIN field is updated. If the FILLIN field is in a mail
merge main document, the prompt is displayed each time a new data record is merged unless
you use the \o switch.

6) Fixed column width, autofit to contents and autofit to windows.

Fixed Column Width doesn't mean that the column widths can't be changed. Rather, it
means that Word won't automatically change the column widths when the table is moved or
otherwise altered, but you can still change them. The command is on or off for an entire table,
so selecting columns isn't necessary.

When you're not sure of the table space or layout you need, it's a nice helper. But, when
you're using the table as a layout or placeholder for other content, it's a good idea to clear this
check box, so that you stay in control of the width of your table.

Note that this option toggles between the options AutoFit to Window and Fixed Column
Width (on the Table menu, point to AutoFit).

Headers and Footers

A header or footer is text or other information such as graphics that is

stored at the top or bottom of the page throughout your document. You
can use the same header and footer throughout a document or change
the header and footer for part of the document. For example, you can use
your corporate logo in the first-page header, and then include the
document's file name in the header for subsequent pages.

To view Headers and Footers in Normal View, click View > Header and
Footer. If you are in Page Layout View (Word 97) or Print Layout View
(Word 2000), simply double click the visible header or footer that appears
as gray text.

In either case, the Header/Footer toolbar appears.

Indexes

An index lists the terms and topics discussed in a document, along with the pages they appear
on. To create an index, you mark the index entries (index entry: A field code that marks
specific text for inclusion in an index. When you mark text as an index entry, Microsoft Word
inserts an XE (Index Entry) field formatted as hidden text.) in your document and then build
the index. Once you mark an index entry, Microsoft Word adds a special XE (Index Entry)
field (field: A set of codes that instructs Microsoft Word to insert text, graphics, page
numbers, and other material into a document automatically. For example, the DATE field
inserts the current date.) to your document:

You can create an index entry:

 For an individual word, phrase, or symbol.

 For a topic that spans a range of pages.
 That refers to another entry, such as “Transportation. See Bicycles.”

After you've marked all the index entries, you choose an index design and build the finished
index. Word then collects the index entries, sorts them alphabetically, references their page
numbers, finds and removes duplicate entries from the same page, and displays the index in
the document.

Word places symbols, such as @, at the beginning of the index. If you selected an index
format that includes headings for alphabetic groups, the symbols are grouped under the #
(number sign) heading.

To use additional options for customizing the index, you can use fields. For example, you can
build the index for only part of the document.

Table of contents

The easiest way to create a table of contents is to use the built-in outline-level formats or
heading styles. If you are already using outline-level formats or built-in heading styles,
follow these steps:

1. Click where you want to insert the table of contents.

2. On the Insert menu, point to Reference, and click Index and Tables.
3. Click the Table of Contents tab.
4. To use one of the available designs, click a design in the Formats box.
5. Select any other table of contents options you want.

Mail merge

Choose the type of document you want to merge

information into
The Mail Merge task pane opens with a question about what type of merged document you
are creating. After you choose, click Next at the bottom of the task pane.
 Note   If you don't see the Mail Merge task pane, on the Tools menu, point to Letters and
Mailings, and then click Mail Merge (or Mail Merge Wizard, if you're using Word 2002).

If you have fax support set up on your computer and a fax modem installed, you will also see
Faxes in the list of document types.

Choose the main document you want to use

If your main document (called the starting document in the task pane) is already open, or
you are starting with a blank document, you can click Use the current document.

Otherwise, click Start from a template or Start from existing document, and then locate
the template or document that you want to use.

Connect to the data file

In this step in the mail-merge process, you connect to the data file where the unique
information that you want to merge into your documents is stored.
If you keep complete, up-to-date information in your Microsoft Office Outlook® Contacts
list, that is an excellent data file to use for customer letters or e-mail messages. Just click
Select from Outlook contacts in the task pane, and then choose your Contacts folder.

If you have a Microsoft Office Excel worksheet or a Microsoft Office Access database that
contains your customer information, click Use an existing list, and then click Browse to
locate the file.

If you don't have a data file yet, click Type a new list, and then use the form that opens to
create your list. The list is saved as a mailing database (.mdb) file that you can reuse.

 Note   If you're creating merged e-mail messages or faxes, make sure that your data file
includes a column for the e-mail address or fax number. You will need that column later in
the process.

Choose the records in the data file that you want to use
Just because you connect to a certain data file doesn't mean that you have to merge
information from all the records (rows) in that data file into your main document.

After you connect to the data file that you want to use or create a new date file, the Mail
Merge Recipients dialog box opens. You can select a subset of records for your mail merge
by sorting or filtering the list.
Do any of the following:

 To sort the records in a column in ascending or descending order, click the column heading.
 To filter the list, click the arrow beside the column heading that contains the value on which
you want to filter. Then, click the value that you want. Or, if your list is long, click (Advanced)
to open a dialog box where you can set the value. Click (Blanks) to display only records that
contain no information or (Nonblanks) to display only records that contain information.

After you filter the list, you can display all the records again by clicking the arrow and then
clicking (All).

 Clear the check box next to a record to exclude that record.

 Use the buttons to select or exclude all the records or to find specific records.

If you created the data file as part of the mail-merge process, the Edit button is available in
this dialog box. You can make changes to the records if you want to update the file.

After you choose the records that you want, you're ready for the next step.

Add fields
If your main document is still blank, type the information that will appear in each copy. Then,
add fields by clicking the hyperlinks in the task pane.

Fields are placeholders that you insert into the main document at locations where you want
unique information to appear. For example, you can click the Address block or Greeting
line links in the task pane to add fields near the top of a new product letter, so that each
recipient's letter contains a personalized address and greeting. Fields appear in your document
within chevrons, for example, «AddressBlock».
If you click More items in the task pane, you can add fields that match any of the columns in
your data file. For example, your data file might include a column called Personal Note. By
putting a Personal_Note field at the bottom of a form letter, you can further personalize each
copy. You can even customize envelopes by adding a postal bar code — if you are using the
English (U.S.) language version of Word — or electronic postage (if you have an electronic
postage program installed).

Match fields
If you insert an address block field or a greeting line field into your document, you are
prompted to choose the format that you prefer. For example, the illustration shows the
Greeting Line dialog box that opens when you click Greeting line in the task pane. You use
the lists under Greeting line format to make your choices.

If Word can't match each greeting or address element with a column from your data file, the
addresses and greeting lines will not be merged correctly. To help avoid problems, click
Match Fields. The Match Fields dialog box opens.
The elements of an address and greeting are listed on the left. Column headings from your
data file are listed on the right.

Word searches for the column that matches each element. In the illustration, Word
automatically matched the data file's Surname column to Last Name. But Word was unable
to match other elements. From this data file, for example, Word can't match First Name or
Address 1.

By using the lists on the right, you can select the column from your data file that matches the
element on the left. In the illustration, the Name column now matches First Name, and the
Address column matches Address 1. It's okay if Courtesy Title, Company, and Spouse
First Name aren't matched, because they aren't relevant in the documents that you are
creating.

When you finish adding and matching the fields in your main document, you are ready for
the next step.

Preview the merge

You can preview your merged documents and make changes before you actually complete
the merge.
To preview, do any of the following:

 Page through each merged document by using the next and previous buttons in the task
pane.
 Preview a specific document by clicking Find a recipient.
 Click Exclude this recipient if you realize you don't want to include the record that you are
looking at.
 Click Edit recipient list to open the Mail Merge Recipients dialog box, where you can filter
the list if you see records that you don't want to include.
 Click Previous at the bottom of the task pane to go back a step or two if you need to make
other changes.

When you are satisfied with the merge results, click Next at the bottom of the task pane.

Complete the merge

What you do now depends on what type of document you're creating. If you are merging
letters, you can print the letters or modify them individually. If you choose to modify the
letters, Word saves them all to a single file, with one letter per page.
No matter what type of document you are creating, you can print, transmit, or save all or just
a subset of the documents.

If you're creating merged e-mail messages, Word sends the messages immediately after you
complete the merge. Therefore, after you choose which messages you want to send, you are
prompted to indicate the column in your data file where Word can find e-mail addresses for
the recipients. You also are prompted to type a subject line for the message.

Remember that merged documents that you save are separate from the main document. It's a
good idea to save the main document itself if you plan to use it for another mail merge.

When you save the main document, in addition to its content and fields, you also save its
connection to the data file. The next time you open the main document, you're prompted to
choose whether you want the information from the data file to be merged again into the main
document.

 If you click Yes, the document opens with information from the first record merged in. If you
open the task pane (Tools menu, Letters and Mailings submenu, Mail Merge command),
you are at the Select recipients step. You can click hyperlinks in the task pane to modify the
data file to include a different set of records or to connect to a different data file. Then, you
can click Next at the bottom of the task pane to proceed with the merge.
 If you click No, the connection between the main document and the data file is broken. The
main document becomes a standard Word document. Fields are replaced with the unique
information from the first record.