Work Smart with Microsoft Office and the Internet

Slide 1 of 38
Objectives

In this session, you will learn to:

Format text

Format paragraphs

Insert headers and footers

Print a document

Use Mail Merge

Slide 2 of 38
Formatting Text

Sam has created the annual report for Acme Inc. Let’s see how
the report looks like.
AnnualReport_Un
formatted

Now, he needs to format the report

to give it a uniform and standard look.
So, he decides to modify the text
using various formatting
techniques available in
Microsoft Word.

Slide 3 of 38
Formatting Text (Contd.)

Let us see how Sam:

Changes the font style, font

size, and color of text.

Copies and clears formats.

Adjusts the paragraph and

line spacing.
Creates bulleted and
numbered lists.

Applies borders and shading.

Slide 4 of 38
Formatting Text (Contd.)

You can customize and enhance the appearance of

text in a document by using formatting tools.

The formatting tools allow you to:

Modify fonts.

Highlight text.

Change text color.

Copy a format.

Clear a format.

Change case.

Slide 5 of 38
Modifying the Font

A font is a formatting characteristic that defines the way

in which text appears in a document.

You can change the various characteristics of fonts by

using the options provided in the Font group.

Slide 6 of 38
Modifying the Font (Contd.)

To start with formatting, Sam has modified the fonts of the

report. Let’s see how the report looks like.

AnnualReport_Mo
difiedFont

Slide 7 of 38
Highlighting Text

You can draw attention to specific text in a document by

marking it with a different color.

Yellow is the default text highlight color in a Word

document.

To select a different color, you need to click Text Highlight Color

in the Font group of the Home tab and select the desired color.

To highlight a
text, select the
text and press
Ctrl+Alt+H.

Slide 8 of 38
Home Reading

Home Reading: Changing Text Color

Slide 9 of 38
Copying and Clearing a Format

Copy a Format

To copy a format, you can use the Format Painter button.

Format Painter is used to copy the formatting of text and apply it to

another portion of the text.

Clear a Format

Sometimes, you may dislike the formatting in a document and want to

change the same to make it suitable for a different audience.

For this, you need to clear the formatting done on the text.

To copy a format, To paste a format,

select it and press
press Ctrl+Shift+V.
Ctrl+Shift+C.

Slide 10 of 38
Changing Case

Changing case:

Refers to the type of capitalization used in the

document.

Allows you to change the capitalization of text to any of the

following forms in Word:
Sentence case

Lower case

Upper case
To change the case
of a text, select it
and press Shift+F3. Title case

Toggle case

Slide 11 of 38
Formatting Paragraphs

Let us see how Sam can apply various

paragraph formatting techniques.

Slide 12 of 38
Formatting Paragraphs (Contd.)

You can increase the readability of your document

by presenting the text in paragraphs.

Paragraph formatting includes:

Applying paragraph spacing Settings tabs to align text

Applying line spacing Creating lists

Aligning text Applying borders and shading

Indenting text Applying styles

Slide 13 of 38
Applying Paragraph Spacing

You can define the amount of white spaces that should

be placed before and after paragraphs.

Slide 14 of 38
Applying Line Spacing

You can define the amount of white spaces between

lines of a paragraph.

Line spacing refers to the amount of space from the bottom

of one line of text to the bottom of the next line.

By default, Word adjusts the line spacing to accommodate

the largest character or the tallest graphic in that line.

Slide 15 of 38
Applying Line Spacing (Contd.)

After modifying the fonts, Sam applied a consistent line spacing

between above an aligned the text of the report for better
readability. Let’s see how the report looks like.

AnnualReport_Ap
pliedLineSpacing

Slide 16 of 38
Aligning Text

The position of text with respect to the left and right margins is
called alignment.

By default, Word sets the top and bottom margins at 1 inch and
the left and right margins at 1.25 inches.

You can change the margin settings by using the Margins

gallery.

A gallery is a library that lists the outcomes of certain

commands found within the Ribbon panel.

You can set the alignment by using the following options:

Align Align
Center Justify
Left Right

Slide 17 of 38
Aligning Text (Contd.)

After modifying the fonts, Sam aligned the text of the report for
better readability. Let’s see how the report looks like.

AnnualReport_Ali
gnedText

Slide 18 of 38
Just a Minute

► Which one of the following options is used to justify text?

► Align Left
► Center
► Align Right
► Justify

Slide 19 of 38
Indenting Text

Indents define the left and right sides of a paragraph relative to

the margins of the page.

By default, Word sets indents to match the left and right margins.

You can set indents without changing the margins of a document

so that a block of text stands out from all the other text around it.

You can set indents by using the horizontal ruler bar, which
contains the following indent markers:

First Line Hanging Left Right

Slide 20 of 38
Setting Tabs to Align Text

Tab stops are locations along the horizontal ruler that

indicate how far to indent text or to begin a section of text.

The types of tab stops are:

Left Right Center Decimal Bar

Word also provides tab leaders that can be inserted before

the tab.

Slide 21 of 38
Creating Lists

To apply bullet
List: to a text, select
it and press
Ctrl+Shift+L.

Is a method to collate data, which has been displayed in

the form of items in a series.

Has a lead line text that gives a short description of the

items followed after.

Can be either single-leveled or multi-leveled.

Can be of two types:

Bulleted: Unordered list Numbered: Ordered list

Slide 22 of 38
Applying Borders and Shading

Borders and shading

enables you to set off
a paragraph or
selected text from
the rest of the
document.

Slide 23 of 38
Applying Styles

Styles:

Are applied to make the document appealing to the reader.

Is a format-enhancing tool that enables you to customize the colors

and characters in a document.

Slide 24 of 38
Inserting Headers and Footers

Let us see how Sam can insert headers

and footers.

Slide 25 of 38
Inserting Headers and Footers (Contd.)

Headers
and
footers:

Are inserted in a document to display repetitive

information in the top and bottom margins of each page.

May be either identical or different on each page.

The various groups in the tab are:

Header & Footer Insert Options

Navigation Position Close

Slide 26 of 38
Inserting Headers and Footers (Contd.)

After aligning the text in the annual report, Sam inserted headers
and footers to the report for better readability. Let’s see how the
report looks like.

AnnualReport_He
aderFooter

Slide 27 of 38
Printing Documents

After creating and formatting the annual report, Sam goes to the
supervisor to show him the report. The supervisor praises Sam
for such a good work and asks Sam to take out the printout of the
report. Now, Sam needs to take the printout of the report.

Slide 28 of 38
Printing Documents (Contd.)

Let us see how Sam adjusts the report

layout and prints the report.

Slide 29 of 38
Printing Documents (Contd.)

You can print a document to:

Present it in a meeting.

Place it on the company’s notice board.

You can apply various page setup options to the document

before printing it.

To print a
document,
press Ctrl+P.

Slide 30 of 38
Adjusting the Document Layout

The document layout can be adjusted by using the following

page setup options:

Alignment

Margins

Page orientation

Paper size

Insert page break

Modify content in print preview

Slide 31 of 38
Printing a Document

You can print a document in:

The The
normal reverse
order. order.

Slide 32 of 38
Home Reading

Home Reading: Adjusting Margins and Modifying

Page Orientation

Slide 33 of 38
Using Mail Merge

After printing the report, Sam has been informed by his

supervisor to send the report in a personalized format to all the
stakeholders of Acme Inc. The supervisor also provided him a
spreadsheet that contains the information about all the
stakeholders. Sam decides to achieve
this task using Mail Merge.

Slide 34 of 38
Using Mail Merge (Contd.)

Let us see how Sam uses Mail Merge

to send the report to all the
stakeholders.

Slide 35 of 38
Using Mail Merge (Contd.)

The mail merge feature involves taking information from

the data source and combining it with the main document.

The data source can be:

A Word An Excel An Access

file. file. database.

The main document:

Contains text that does not change.

Contains placeholders for various

fields in the data source.

Slide 36 of 38
Just a Minute

► Which one of the following options is not a data source file?

► A Word file
► A PowerPoint file
► An Excel file
► An Access database

Slide 37 of 38
Students Speak

► In this session, I learned that:

► …...

Slide 38 of 38