MODULE No 2: OFFICE APPLICATION

UNIT No 2.1: WORD PROCESSING

ELEMENT No 2.1.1: CREATING DOCUMENTS
At the end of this element, the trainee should be able to:
1. Define the key terms used in Word Processor
2. Identify different Word processors
3. Explain different types of tools used in Word Processor
4. Explain the process of creating documents
5. Create Document

DEFINITIONS:
 Word Processing: Is the process of creating documents by using a word processor.
 Word processor (word processing program): Is a computer application used for creating and
managing documents.

Who need a word processing program?

Answer: Any one whose work involves writing.

There are different types of word processors, the following are examples:-
 Microsoft Word
 Open Office Word
 Word Perfect
 Libre Office Writer

With Word Processor you can create various types of documents such as memos, letters, examinations,
books and reports.

MICROSOFT WORD 2007

Definition: Microsoft Word is a full featured word processing application or it is a program for producing
documents.

Characteristics of word processing programs

1. All word processing programs have the ability of copying and moving texts from one part of
the document to another or from one program to another.
2. All word processing programs have a built in dictionary for checking and correcting
misspelled words.

How to start Microsoft Word 2007

If you are in Windows Operating System:

 Click the Start button
 Choose all programs
 Click the Microsoft Office folder.
 Click Microsoft Office Word 2007.

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A blank document WINDOW automatically appears. Word uses a numbering scheme for naming documents
until you save and name them. When you first start word, the document is named document1 then
document2 and so on.

IDENTIFYING DIFFERENT PARTS OF THE WORD 2007 SCREEN

The table below describes the main areas of the MS Word 2007 Window

AREA DESCRIPTION
Office Button Provides access to document-level features and program settings
Quick Access Toolbar Provides one-click access to commonly used commands, such as Save, undo and
Repeat
Title bar Contains the name of the open file, the program name, and the sizing buttons
Sizing buttons Resize and close the program window or the workspace
Ribbon Provides access to the main set of commands organized by task into tabs and
groups
Microsoft Help Opens the help window for a program
Button
Workspace/ Working Displays the task you are working on
area
Status bar Provides information about the program, open file or current task as well as the
view shortcuts and zoom controls
View controls Change how file is displayed in the workspace
Zoom controls Magnify or shrink the content displayed in the workspace
Rulers Show page margins, tab stops, row heights, and column widths

CREATING DOCUMENTS
UNDOING AND REPEATING COMMANDS USING THE QUICK ACCESS TOOLBAR
 Click the undo button to reverse the last action.
 Click the Redo button to Redo the last cancelled action

TO CREATE A NEW DOCUMENT

 From the Office button choose New, then blank document.

 Or just start Microsoft Word 2007 again.

NB: Word gives the new document a temporary name such asDocument1; you can give the document
a unique or descriptive name when you save it.

Typing text
You can start typing when you want to create a new document. The blinking insertion point shows where the
text you type will appear.
During typing word automatically wrap text to the next line, but you can press Enter to start a new paragraph
before word wrap.

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When you end a paragraph, word insert a non-printing character [ ¶ ] called a paragraph mark. To display all
non-printing characters click the show/hide button on the paragraph group in the ribbon (Home tab).

Keys to be used:
 Enter key - It is used to end short lines.
- It is used to insert blank lines.
 Backspace key - It is used to delete a single a character from right to left.
- It is used to delete blank lines or blank spaces.
 Delete key - It is used to delete a single character from left to right.

SAVING DOCUMENTS
Things you have to consider while saving documents:-
 Document’s name
 File location of a document

To save a new unnamed document

1. Click the office button, choose Save As or on the Quick Access Toolbar click the save button.
2. From the Save As dialog box, type your filename in the filename box and then select where you
want your work to be saved from the Save in Box. Select a drive and then a directory (folder)
3. Choose the SAVE button.

To save an existing document

 On the Quick Access toolbar, click the save button or
 From the Office Button, choose save.

Why saving a document?

 To protect it from being lost.
 To avoid repeating the same work.
 To make it available for future reference.

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MODULE No 2: OFFICE APPLICATION
UNIT No 2.1: WORD PROCESSING
ELEMENT No 2.1.2: EDITING AND FORMATTING DOCUMENTS

LEARNING OBJECTIVES

After completing this element, the trainee should be able to:

- Define the key tools used in editing and formatting documents.
- Identify different editing and formatting tools.
- Explain the process of Editing and formatting documents.
- Edit and Format documents.

DEFINITIONS:
 Editing: Is the process of making/ applying changes to a document OR is a process of correcting
mistakes in a document.
 Formatting: Is the process of changing document’s appearance (without changing its meaning).

SOME EDITING TOOLS

 Deletion
 Undo and redo
 Copy, cut and paste
 Checking and correcting Spelling
 Checking and correcting Grammar
 Synonyms and Thesaurus
 Find and Replace

SELECTING TEXT (HIGHLIGHTING)

Whenever you want to change the style of a particular piece of text, for instance to put into italic or Bold, you
should first select the block of text you want to alter and then select the desired feature. Selecting block of
text allows you to format letters, words, group of words, sentence or paragraphs all in one go.

TO SELECT DO THIS
Text  Point where you want the selection to begin
 Drag over the text

Word Double click in the word

Sentence Hold down Ctrl and click anywhere in the sentence
Line of text  With the pointer in the selection bar point to the line and click
 To select multiple lines drag in the selection bar, next to the lines

Paragraph  With the pointer in the selection bar, point to the paragraph and double-click.
 To select multiple paragraphs drag in the selection bar.

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To Adjust Selection
Hold down SHIFT and where you want selection to End.
To cancel selection
Click anywhere in the text of the document window.
OR
Press any arrow key

Correcting typing mistakes:

- To correct simple typing mistakes Press backspace or delete.
- To delete more than a few characters,
 Select the text to be deleted
 Press Backspace or delete

To replace a selection with new text

 Select the text you want to replace.
 Type the replacement text.

MOVING AND COPYING TEXT AND GRAPHICS

To move (cut) text and graphics using drag and drop editing:
1. Select the text and graphics
2. Point to the selected text and graphics and then hold down the mouse button
3. When the drag and drop pointer appears drag the dotted insertion point to the new location.
4. Release the mouse button to the drop the text into the place.

To copy text and graphics using drag and drop editing:

1. Select the text and graphics
2. Hold down the CTRL key, and point to the selected text and graphics.
3. Hold down the mouse button while you drag the dotted insertion point to the new location.

To move or copy text and graphics using the ribbon:

 Select the text or graphic you want to move or copy.
Do one of the following:
1. To move the selections click the cut button on the home tab.
2. To copy the selection, click the copy button on the home tab.
3. Position the insertion point in the new location.
4. Click the paste button on the home tab.
OR
Select the text or graphics you want to move or copy
Do one of the following:
1. To move the selections right-click then choose CUT from the shortcut menu.
2. To copy the selection, right-click then choose COPY from the shortcut menu.
3. Position the insertion point in the new location.
4. Right-Click and then click paste from the shortcut menu.

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PASTING THE SAME TEXT IN SEVERAL LOCATIONS
The clipboard is a temporary holding area for text and graphics. Each time you use copy or cut commands,
the selected text replaces the contents of the clipboard. After you paste that text into a document a copy of
it remains on the clipboard. Therefore you can paste into several location without copying or cutting again.

FIND AND REPLACE TEXT

When you are working with a longer document, the quickest and easiest way to locate a particular character,
word, or phrase is to use Find and Replace dialog box. This dialog box contains three tabs:
 Find, for finding a word or phrase in a document.
 Replace, for finding a word or phrase in a document and replacing it with something else.
 Go To, for moving the cursor directly to a specific part of a document.

To activate this function, click on Find or Replace button on the Ribbon in editing group. OR press CTRL+F
from the keyboard.

You can quickly search for every occurrence of a specific word or phrase. Simply type the text in the “Find
what:” window. Once you locate the text, you can automatically replace the text by entering the replacement
text in the “Replace with:” window.

SPELLING, GRAMMAR, AND THE THESAURUS

You can check spelling and grammar automatically as you type or all at once. You can also use the thesaurus
to check synonyms.

How the spelling checker, grammar checker, and thesaurus work

When the spelling checker encounters a word it doesn't recognize a Red wavy underline will appear. Then it
determines which words in its dictionary are similarly spelled and displays a list of those words, with the most
likely match highlighted. The contents of the list are determined only by spelling, so any instances of terms
that seem inappropriate in context are completely coincidental.

The THESAURUS provides a list of synonyms for the text you look up. As with the spelling checker, any
instances of seemingly inappropriate terms are coincidental.

The grammar checker is a "natural language" grammar checker that flags possible problems by performing a
comprehensive analysis of the text. The grammar checker may not look for all types of problems; it's
designed to focus on those that are most typical or frequent. When GRAMMAR errors are found they are
recognized by Green Wavy Underline.

Checking and correcting spelling/grammar

1. From the Review tab choose spelling and grammar
OR
2. Press F7 key from the keyboard
 Select the spelling from the suggestion list. (You can edit the word in the change to box)
 Choose ignore button to ignore the selection.
 Choose the change button to accept the spelling in the change To box
 Choose the Add button to add the word in the Not in dictionary box to a custom dictionary.

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  Choose the Auto Correct button to add the misspelled word and its correction to the Auto
Correct list.
 Choose the Ignore All button to leave the word unchanged in all documents until you restart
Word.
3. To return to your document when finished checking spelling, choose the OK.

FORMATTING FONT

Word uses present, or default formats to determine the font, size and other character formatting by choosing
new format before you type, or by selecting text and applying the new formats after type.

To apply or remove character format

1. Select the characters you want to format or position the insertion where you want to type characters
in the new font or point size.
2. On the font group in the ribbon, click on font face, font size, and font styles
OR
Select the characters you want to format or position the insertion point where you want to type while
formatting
1. Click the font dialog box launcher.
2. From the font dialog box select the Font, Font style, Font size and the affects you want.
3. Then click OK.

Quick Exercise
1. True or False: You need to select text before you can move it
2. Explain how to drag and drop text
3. Explain how to cut and paste text
4. Suppose you want to find a word in a document. How do you open the Find and Replace dialog box?
5. How can you ensure that Word will insert “ZIP code” instead of “zip code” when you use the Find and
Replace dialog box?

CHANGING MARGINS FOR A DOCUMENT

 Make sure no text is selected, and then, in the Page Setup group on the Page Layout tab, click the
Dialog Box Launcher. If necessary, click the Margins tab to display the margin settings.
 Use the arrows to change the settings in the Top, Bottom, Left, or Right text boxes, or type a new
margin value in each text box.
 Make sure the Apply to list box displays Whole document.
 Click the OK button.
 To choose from groups of predefined margin settings, click the Margins button in the Page Setup
group on the Page Layout tab. In the Margins menu, click the group of margin settings that is
appropriate for your document.

ALIGNING TEXT
The term alignment refers to the way a paragraph lines up horizontally between the margins. You can align a
paragraph to the left, right, center or justified.

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The Paragraph group on the home tab includes a button for each of your major types of alignment. The mini
toolbar which appears when you select text in a document includes just the Center button, which is
commonly used to center titles in a document.

To align a single paragraph, click anywhere in that paragraph and then click the appropriate alignment
button. To align multiple paragraphs, select the paragraphs first, and then click an alignment button.

USING THE FORMAT PAINTER

The Format Painter makes it easy to copy all the formatting features of one paragraph to other paragraphs
(or from one heading to other headings, or from one word to other words). You can use this button to copy
formatting to just one item or to multiple items.

Using the Format Painter

 Select the text whose formatting you want to copy. If you are trying to copy the formatting of an
entire paragraph, you can just click anywhere in the paragraph.
 To copy formatting to one item, click the Format Painter button in the Clipboard group on the Home
tab, and then select the text you want to format, or click anywhere in the paragraph you want to
format.
 To copy formatting to multiple items, double-click the Format Painter button in the Clipboard group
on the Home tab, and then select, one by one, each text item you want to format, or click anywhere
in each paragraph you want to format. When you are finished, click the Format Painter button to
deselect it.

ADDING BULLETS AND NUMBERS

You can emphasize a list of items by adding a heavy dot, or bullet, before each item in the list OR you can use
a numbered list.

To apply bullet or numbering, select a button in the Paragraph group on the Home tab. You can choose a
predefined bullet numbering or create/customize your own.

HELPFUL KEYBOARD SHORTCUTS

For common tasks, such as applying bold and italics, it’s often faster to use a keyboard shortcut instead of
clicking buttons with a mouse. For each of the keyboard shortcuts listed below, press and hold the Ctrl key,
press the indicated number or letter key, and then release both keys.
 Bold selected text: Ctrl+B
 Italicize selected text: Ctrl+I
 Underline selected text: Ctrl+U
 Single-space lines within a paragraph: Ctrl+1
 Double-space lines within a paragraph: Ctrl+2
 Select entire document: Ctrl+A
 Cut selected text: Ctrl+X
 Copy selected text to Clipboard: Ctrl+C
 Paste more recently copied item: Ctrl+V
 Undo your most recent action: Ctrl+Z
 Redo action: Ctrl+Y

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PREVIEWING AND PRINTING THE DOCUMENT
Once you have made all the editing and formatting changes it is helpful to preview a document. The print
preview window makes it easy to spot things you need to change before printing, such as text that is not
aligned correctly.

To preview and print the document:

1. Click the office button, point to print, and click Print Preview. The document is displayed in Print
Preview.
2. In the zoom section, click the Two pages button. You see both pages of the document side by side.
3. On the Print Preview tab in the Print group, click the print button, check the print settings, and then
click the OK button. After a pause, the document prints.
4. Click the Close Print Preview button. You return to Print Layout view.
5. Save the document if necessary and then close it.

Quick Exercise
1. The term____________ refers to the way a paragraph lines up horizontally between the margins.
2. Explain how to indent a paragraph 1 inch or more from the left margin.
3. Explain how to copy formatting to multiple paragraphs.
4. Explain how to change a paragraph’s font.
5. What is the function of bullets and numbering?

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MODULE No 2: OFFICE APPLICATION
UNIT No 2.1: WORD PROCESSING
ELEMENT No 2.1.3: INSERTING OBJECTS AND IMAGES

LEARNING OBJECTIVES
At the end of this element, the trainee should be able to:

 Define Objects and images used in documents.

 Explain the process of inserting the objects and Images documents
 Insert the Objects and images in a Document.

INSERTING DROP CAPS

A drop cap is a large, capital letter that begins the text of a paragraph, chapter, or some other document
section.

To insert drop caps in the document

1. Click in the paragraph where you want to insert Drop Cap.
2. Click the Insert tab, and then, in the Text group, click the Drop Cap button. The Drop Cap menu
opens.
3. Move the mouse pointer over the In margin option and then the Dropped option, and observe the
live preview of the two types of drop caps in the document. The default settings applied by these two
options are fine for most documents.

INSERTING SYMBOLS AND SPECIAL CHARACTERS

Word contains many characters and symbols which you cannot insert by using a keyboard. You can access
these with the Symbol button on the Insert tab.

To insert Symbols and Special Characters

 Move the insertion point to the location where you want to insert a particular symbol or special
character.
 Click the Insert tab, and then, In the Symbols group, click the symbol button.
 If you see the symbol or character you want in the symbol gallery, click it. For a more extensive set of
choices, click More Symbols to open the Symbol dialog box.
 In the Symbol dialog box, locate the symbol or character you want on either the symbols tab or the
Special Characters tab.
 Click the symbol or special character you want, click the Insert button, and then click the close
button.

INSERTING MATHEMATICAL EQUATIONS

1. On the Insert tab, in the Symbols group, click the arrow next to Equation, and then click the equation
that you want.
2. Under Equation Tools, on the Design tab, in the Structures group, click the structure type that you
want, such as a fraction or a radical, and then click the structure that you want.
3. If the structure contains placeholders, click in the placeholders and type the numbers or symbols that
you want. Equation placeholders are small, dotted boxes in an equation.

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To change an equation:
 Click the equation that you want to edit.
 Make the changes that you want.

INSERTING SECTIONS
A section is a part of a document that can have its own page orientation, margins, headers, footers, and so
on. Each section, in other words, is like a document within a document.

To divide a document into sections, you insert a section break, which appears as a dotted line with the words
“Section Break”. You insert a section break with the Breaks button on the Page Layout tab.

ADDING HEADER AND FOOTER

Text that is printed at the top of every page is called a header. Footer is text that is printed at the bottom of
every page.

There are two ways to begin inserting a header and footer:

1. You can double-click in the header area (in a page’s top margin) or in the footer area (in a page’s
bottom margin); or
2. You can click the Header button or the Footer Button on the Insert tab.

There are different tools related to working with headers and footers such as Page Numbers, Date & Time
which are displayed on the Ribbon.

USING WordArt TO CREATE A HEADLINE

A WordArt is a feature that allows you to create specially formatted text. Unlike regular text, WordArt
headline is considered an object-that is, something that you can manipulate independently of the text.

Creating WordArt
 Click the Insert tab, and then, in the Text group, click the WordArt button.
 In the WordArt gallery, click the style of the text you want to insert.
 Type the text you want in the Edit WordArt Text dialog box.
 Click the Font size arrows to select the font size you want. If you want, click the Bold or Italic button,
or both.
 Click the OK button.
 Use the tools on the WordArt Tools Format tab to format the WordArt.
 Drag any handle to resize and reshape the WordArt. To avoid altering the WordArt’s proportions,
press and hold the Ctrl key while you drag a handle.

INSERTING GRAPHICS
Word makes it easy to insert graphics, or illustrations in your document. The term graphic can refer to a
drawing, a photograph, clip art, a chart, and so on. The illustrations group on the insert tab contains five
buttons, for five types of graphics, as described below:
 The Picture button opens a dialog box where you can locate and insert an image that already exist,
such as picture taken with a digital camera or a scan of paper or drawing.
 The Clip Art button opens the Clip Art task pane on the right side of the Word window, where you can
select from premade images known as clip art. A collection of clip art images is installed with Word,
and you are free to use them in your documents.

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  The shapes button opens a gallery where you can select from over a hundred basic shapes, such as
arrows, stars, and banners. You click the shape you want in the gallery, and then drag the mouse
pointer in the document to draw the shape. When the shape is selected in the Document, you can
change its colour, shape, text wrapping settings, and so on using the options on the Drawing Tools
Format tab.
 The SmartArt button opens a dialog box where you can create diagrams.
 The Chart button opens the Insert Chart dialog box, where you can create a variety of charts similar
to the charts you can create in a spreadsheet program such as Microsoft Excel. You can choose from
bar charts, pie charts, and line charts, to name a few. After you select a chart type, a spreadsheet
window opens where you can enter the chart data. When the chart is selected in the document, you
can edit it using the three tabs that appear under the label “Chart Tools”.

INSERTING A BORDER AROUND A PAGE

You can add definitions to a paragraph or an entire page by adding a border. Borders cab be simple lines or
can be elaborate artwork. You can also emphasize pages by adding shading (a colored background).

In both cases you use the Page Borders button on the Page Layout tab, which opens the Borders and shading
dialog box.

To insert a border around a page:

1. Click on the page layout tab.
2. In the Page Background group, click the Page Borders button. The borders and shading dialog box
opens.
3. If necessary, click the page border tab. You use the setting options on the left side of this tab to
specify the type of border you want. In this case, you want a simple box.
4. In the setting section, click the box option. Now that you have selected the type of border you want,
you can choose the style of line that will be used to create the border.
5. In the style list box, scroll down to select the line style for your border. While the borders and shading
dialog box is open, notice the art arrow, which you can use to select a border consisting of graphical
elements.
6. You can change settings that control where the border is positioned on the page by clicking the
options button.
7. Click the OK button in the Border and Shading dialog box, click the OK button in the Borders and
Shading dialog box, and then save your work.

Quick exercise:
1. Explain how to change the text of the WordArt object after you have already inserted it in a
document.
2. What button should you use to change the way text flows around a WordArt object?
3. On what tab are the buttons for inserting graphics located?
4. What button do you use to insert a section break, and where is it located?
5. Explain the two ways to open Header and Footer view.

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MODULE No. 2.0: OFFICE APPLICATION
UNIT No. 2.1: WORD PROCESSING
ELEMENT No. 2.1.4: Merging Documents

LEARNING OBJECTIVES
1. Define the term mail merge as applied in word processor.
2. Explain the process of merging documents
3. Merge documents using word processor

What is mail Merge?

Mail merge is a process of producing multiple (and potentially large numbers of) documents from a single
template and a structured data source.

A data source is file that contains the data that varies in each copy of a merged document.

You can think of a data source as a table. Each column in the data source corresponds to a category of
information, or data field — for example, first name, last name, street address, and postal code.

When you complete the merge, individual recipient information is mapped to the fields you included in your
main document.

NOTE: Always two types of documents are involved during mail merge and these are Main document (e.g. a
letter) and a Data source.

Importance of merging documents

1. Saves a lot of time of printing personalized documents with the same content.
2. It allows single letter to be sent to many people (make one letter – produce 100’s the same).
3. Easy to make a change to a single letter and for that change to happen in every letter.

PROCESS OF MERGING DOCUMENTS

Before performing a mail merge, it is important to have your data source ready although it is not necessary. It
is easiest to have your Word document set up beforehand as well. You may create a data source using excel
spreadsheet, Microsoft word table or Microsoft Access table.

By using Word 2007, open your letter in Word and then bring up the Mail Merge by clicking on the Mailings
Tab.

MERGING DOCUMENTS IN MICROSOFT WORD 2007

In Microsoft Word you can merge different types of documents such as letters, envelopes, labels or directory.
But in our lesson we are going to discuss how to merge letters.

STEPS
1. Prepare your letter and a data source. (A data source is optional in this step)
2. Click on Start Mail Merge button then select letters.
3. Click on Select Recipients button. Here you are selecting a data source to be used with your letter. If
you have already prepared a data source select Use existing list and then browse for your data

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 source. Navigate to the folder where your data source is located and double click on its name to
select it. But if you wish to type a list of recipients in the process, select Type new list.

NOTE: You are cautioned against using the ‘Type a new list’ option as the list it creates can often be
difficult to manage.
4. Click on Edit Recipient List button. A data source that you selected will pop up and you can select
which recipients you want to insert in a letter. Also you can use this step to preview your list and
make sure it is correct.
5. Click on Insert Merge Field; all fields which are in the data source will show up. Then click at the
location on your letter where you want to insert a particular field and click on the field name to
insert.
6. Click on Preview Results button to preview your merged data for each copy of a letter.

NOTE: At this step you are able to preview your letters to make sure that everything will look correct
once the records from the data source are merged. You can check different recipients’ letters by
using the arrows in Preview Results group.
7. Once you are happy with the way that your merge is set up, it is time to complete it. Now click on
Finish & Merge button. You can choose to either print the letters or view the merge as individual
letters.

By selecting ‘Print’, Word will send your merge directly to your printer. Each letter it prints out will
have a new recipient’s set of data populating the merge fields. Only choose this step if you are 110%
sure that everything is exactly how you want it.

Selecting ‘Edit individual letters’ will open up a new Word document (usually called “Letters 1”). In
this document, each page will contain the form letter with one of the records merged into it. You can
then edit individual letters if you want to, for example if you want to add a message to a specific
recipient. It’s also a good way to do a final check that everything is correct before printing. This is
preferred method while using mail merge. From this new document, you can just print as normal.

NOTE: You can also merge documents by using Mail merge Wizard. It can be viewed by clicking on Start Mail
Merge button and then select Step by step Mail Merge Wizard. Then follow the instructions that follow.

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MODULE No. 2.0: OFFICE APPLICATION
UNIT No.2.1: WORD PROCESSING
ELEMENT No.2.1.5: Working with tables

Creating documents using Microsoft Word 2007 allows for the manipulation and display of text and other
information. Tables, which are made up of rows and columns that form cells, can be utilized to organize
information in your document. By using tables, you can turn an otherwise dull and unorganized document
into a more well-designed and laid-out project.

Some elements of table as applied in word processor:

 Table: Is the combination of row and column.

 Row: A horizontal section of a table.
 Column: A vertical section of a table.
 Cells are the intersection of the row and column.
 Gridline: A line that forms a table.

CREATING A TABLE

There are different methods you can use to create a table into your Word document. The following are ways
of inserting tables into a document:-

 Using the table menu.

 Using the insert table command.
 By drawing.
 Converting text into table.

USING THE TABLE MENU

 Click where you want to insert a table.

 On the Insert tab, in the Tables group, click Table, and then, under Insert Table, drag to select the
number of rows and columns that you want.

USING THE INSERT TABLE COMMAND

You can use the Insert Table command to choose the table dimensions and format before you insert the
table into a document.
 Click where you want to insert a table.
 On the Insert tab, in the Tables group, click Table, and then click Insert Table.
 Under Table size, enter the number of columns and rows.
 Under AutoFit behavior, choose options to adjust the table size.

BY DRAWING

You can draw a complex table — for example, one that contains cells of different heights or a varying number
of columns per row.

 Click where you want to create the table.

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  On the Insert tab, in the Tables group, click Table, and then click Draw Table. The pointer changes to
a pencil.
 To define the outer table boundaries, draw a rectangle. Then draw the column lines and row lines
inside the rectangle.
 To erase a line or block of lines, under Table Tools, on the Design tab, in the Draw Borders group,
click Eraser then click the line that you want to erase.
 When you finish drawing the table, click in a cell and start typing or insert a graphic.

CONVERT TEXT INTO A TABLE

 Insert separator characters — such as commas or tabs — to indicate where you want to divide the
text into columns. Use paragraph marks to indicate where you want to begin a new row.
 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.
 Select the text that you want to convert.
 On the Insert tab, in the Tables group, click Table, and then click Convert Text to Table.
 In the Convert Text to Table dialog box, under Separate text at, click the option for the separator
character that you used in the text.
 Select any other options that you want.

ADD A ROW ABOVE OR BELOW

 Right-click in a cell above or below where you want to add a row.
 On the shortcut menu, point to Insert, and then click Insert Rows Above or Insert Rows Below.
NOTE:  You can quickly add a row at the end of a table by clicking in the lower-right cell and then pressing
TAB.

ADD A COLUMN TO THE LEFT OR RIGHT

 Right-click in a cell to the left or to the right of where you want to add a column.
 On the shortcut menu, point to Insert, and then click Insert Columns to the Left or Insert Columns to
the Right.

Delete a row
 On the Home tab, in the Paragraph group, click Show/Hide.
 Select the row that you want to delete by clicking to the left of the row.
 Right-click and then click Delete Rows on the shortcut menu.

Delete a column
 On the Home tab, in the Paragraph group, click Show/Hide.
 Select the column that you want to delete by clicking the column's top gridline or border.
 Right-click and then click Delete Columns on the shortcut menu.

DELETE A TABLE
You can delete the whole table, or you can delete only the contents of the table and keep the structure of
rows and columns.

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Delete the entire table

In Print Layout View, rest the pointer on the table until the table move handle appears, and then click the
table move handle.
Note:    If you aren't sure whether you are in Print Layout view, click the Print Layout icon at the bottom of
the window.
- Press BACKSPACE.

Delete the contents of the table

You can delete the contents of a cell, a row, a column, or the whole table. When you delete the contents of a
table, the table's rows and columns remain in your document.
1. Select the contents that you want to clear.
TO SELECT DO THIS
The entire table In Print Layout view, rest the pointer over the table until the table move handle
appears, and then click the table move handle.
A row or rows
Click to the left of the row.
A column or
columns
Click the column's top gridline or border.
A cell
Click the left edge of the cell.

2. Press DELETE.

PERFORM CALCULATIONS IN A TABLE

Total the numbers in a row or column

1. Click the cell in which you want the sum to appear.
2. On the Layout Tab, click Formula.
3. If the cell you selected is at the bottom of a column of numbers, Microsoft Word proposes the
formula =SUM (ABOVE). Click OK if this is correct.
If the cell you selected is at the right end of a row of numbers, Word proposes the formula =SUM (LEFT). Click
OK if this is correct.
Note: If your column or row contains blank cells, Word will not total the entire column or row. To total the
entire row or column, type a zero in each blank cell.

Perform other calculations in a table

1. Click the cell in which you want the result to appear.
2. On the Layout Tab, click Formula.
3. If Microsoft Word proposes a formula that you do not want to use, delete it from the Formula box.

Do not delete the equal sign. If you deleted the equal sign, reinsert it.
4. In the Paste function box, click a function. For instance, to find the average of numbers, click
AVERAGE.
To reference the contents of a table cell, type the cell references in the parentheses in the formula. For
instance, to find average of two numbers in cells A1 and B4, the formula would read =AVERAGE (A1, B4)

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 5. In the Number format box, enter a format for the numbers. For example, to display the numbers as a
decimal percentage, click 0.00%.
Note:   Word inserts the result of the calculation as a field in the cell you selected. If you change the values in
the referenced cells, you can update the calculation by selecting the field and then pressing F9.
Note:  Microsoft Word table calculations must be manually recalculated. Consider using Microsoft Excel to
perform complex calculations.

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