2.

CREATION AND MANIPULATION OF DOCUMENTS

Introduction to MS Word
MS Office is a group of software which consists of a word processor (MS Word), a
spreadsheet (MS Excel), presentation software (MS PowerPoint), a database (MS Access) and
some other software. New version of MS Word helps us to produce professional looking
documents by providing a comprehensive set of tools for creating and formatting the document in
a new interface. The traditional menus and toolbars have been replaced by the Ribbon.

The Ribbon
Ribbon is a new device that presents commands organized into a set of tabs. The tabs on
the Ribbon display the commands that are most relevant for each of the task areas in the
applications. For example in MS Word 2007, the tabs group commands for activities such as
Inserting objects like pictures and tables, doing page layout, working with references, doing
mailings, reviewing and viewing.
Title bar, Main menu, Tool bar and Quick access bar and Status bar are other facilities
associated with MS Word.

The Title Bar/Header Bar

The Title Bar is located at the very top of the screen. On the Title bar, Microsoft Word
displays the name of the document on which you are currently working. At the top of the screen,
you should see “Microsoft Word-Document1” or the name that you have given. The right most ‘X’
mark is used to exit the word and the other two adjacent switches are for
maximizing and minimizing windows.

MS Office Button
At the left top of the screen you can see the MS office button which permit the user to
open, save or print, and to see everything else you can do with your document.

Toolbars
Toolbars contains various symbols for doing different activities such as bold, italic,
underline, strikethrough, superscript, subscript, change case, etc.

Quick Access Tool bar

This tool bar contains symbols for doing commands which are very relevant for the user
such as save, undo typing, repeat typing, open the document, print preview, etc.
MS WORD is a word processor.
A word processor is a software package that enables you to create, edit, print and save
documents for future retrieval and reference. The major features of a word processor are;
Word processor helps to create a document, edit and change its format.
Words and sentences can be inserted, changed or deleted.
Copying/moving of the text
Formatting can be changed
Margins and page length can be adjusted.
Spell check
Multiple documents/files can be merge

Starting MS Word
We can open MS Word from various options.
• From Microsoft Windows applications, select Microsoft MS Word, click start – Programs
- MS Word
1 | Computer Applications
• Double click the MS Word icon from the desktop
Then a word document will be opened.

Manipulation of the document

While creating a document we can insert a new blank document or insert a Template.
Templates are pre-designed form of a document. If we want to create a document that reuses
text, formatting and other setting use a template. We can design the document, we can insert a
cover page, blank page or page break in the document. The facility to insert Charts, pictures,
different shapes, smart art forms, word art forms, various forms of equations and symbols are
available in MS Word.
The ‘Home’ menu helps the user to change the font, select the font size, make the selected
font bold, italicize, underline, change the text color, and thus to format the text.
The ‘insert’ menu helps the user to insert a cover page, blank page or page break in the
document, to insert a table, picture, clip art, smart art, chart, page number, equation, symbol,
etc.
The Page Layout menu helps the user to change the margin sizes, Orientation (switch the
pages between portrait and landscape layouts), to choose a paper size, to split text into two or
more columns, to choose a background color of a page, to add or change the border around the
page, etc.

Mail Merge:
Mail Merge is a facility to send a document to different recipients. For this purpose a
master file and a data file has to be created. Master file contains the content of the document and
the data file contains the addresses of the recipients.
The general procedure followed for this facility is;
From the main menu select ‘Start Mail Merge’
Create a main/master document
 Select recipients- Here we can type new address list or use existing list
Insert Merge Field towards the space for entering recipients address
 Finish Merge-Here we can direct the merged document either to edit individual documents or
print the merged document or send email messages.

2 | Computer Applications