Module II Microsoft WORD

BBA LLB, 3rd Semester
Computer Applications in Law (BBALLBS301)

BBA LLB 3A
2022-23
Study Material
(Computer Applications in Law, BBALLBS301)
_____________________________________________________________________________________________
Table of Contents
Sl No. Topic Name Page No
1 Basics of Microsoft Word 3-6
2 Different Views of a Word Document 6-7
3 Word Window, Mouse, and Keyboard Operations 7
4 Menus, Commands, Toolbar, and Icons 7-8
5 Spelling Checks, Auto Text, and Track Changes 9-11
6 Long Documents and Advanced Features 12-13
7 Adding Sources and Compiling Bibliography 13-14
8 Mail Merge 14-17
9 Linking and Embedding 17
Microsoft Office is a suite of productivity software applications developed by Microsoft. One of its most widely used
components is Microsoft Word, a word processing program that allows you to create, edit, and format documents.
It includes various applications such as Word (word processing), Excel (spreadsheet), PowerPoint (presentation), and
more. MS Office applications are widely used for creating, editing, and managing various types of documents, data,
and presentations.
Basics of Microsoft Word:

Microsoft Word is a word processing software that allows you to create, edit, and format text documents.
1. Opening Microsoft Word:

• Click on the Start menu (Windows) or Launchpad (Mac).
• Search for "Microsoft Word" and click on the application to open it.
2. Creating a New Document:

• Once Word is open, you'll see a blank document.
• You can start typing your content directly.
Soumya Roy
Assistant Professor and Computational Science
Brainware University, Kolkata 1
BBA LLB 3A
2022-23
3. Saving a Document:
• Click on the "File" menu in the top-left corner.
• Select "Save As" to choose a location and provide a name for your document.
• Choose a file format (usually .docx) and click "Save."
4. Font Formatting:
• Select text and use the "Font" section in the toolbar to change font type, size, style (bold, italic,
underline), and color.
5. Formatting Paragraphs and Line Spacing:

• Use the "Paragraph" section to set alignment, indentation, line spacing, and paragraph spacing.
Soumya Roy
BBA LLB 3A
2022-23
6. Margins and Ruler:

• Adjust margins by going to "Layout" > "Margins." The ruler helps in precise alignment and
indentation.
7. Working with Lists:

• Create bulleted or numbered lists using the "Bullets" or "Numbering" buttons on the toolbar.
Soumya Roy
BBA LLB 3A
2022-23
8. Inserting Header and Footer:

• Go to "Insert" > "Header & Footer" to add page numbers, date, time, and other information to the
top and bottom of pages.
• Customizable options include page numbers, document title, date, and more.
9. Using Newspaper Columns for Images and Documents:

• Create newspaper-style columns using "Layout" > "Columns." You can insert images and other
documents into these columns.
Soumya Roy
BBA LLB 3A
2022-23
10. Working with Pictures and Graphics:

• Use "Insert" > "Pictures" to add images to your document. You can resize, move, and format images.
• "Format" > "Wrap Text" lets you control how text flows around images.
11. Image Formatting:

• Click the image to see the "Format" tab and adjust settings like size and position.
12. Working with Tables:

• Use the "Insert" > "Table" option to create tables for organizing data.
• Adjust column and row size, merge cells, apply borders, and shade cells using the table tools.
Soumya Roy
BBA LLB 3A
2022-23
13. Table Formatting:

• Use the Table Design tab to format borders, shading, and other properties.
14. Adding and Editing Table Content:

• Click inside a cell to enter text.
• Use the Table Layout tab to insert/delete rows and columns.
Different Views of a Word Document:

Word offers several viewing options to help you work on your document:
1. Print Layout View:

• This view shows the document as it would appear when printed.
• It's the default view and great for most editing tasks.
2. Read Mode:
• Provides a comfortable reading experience by optimizing the layout.
• Especially useful for longer documents.
3. Web Layout View:

• Displays the document as it would appear in a web browser.
4. Outline View:
• Displays the document's structure in an outline format.
• Useful for organizing and managing large documents.
5. Draft View:
• Shows a simplified layout without headers, footers, and other elements.
• Useful for quick editing.
Soumya Roy
BBA LLB 3A
2022-23
Word Window, Mouse, and Keyboard Operations:

1. Word Window Components:
• Title bar: Displays the document name and control buttons.

• Ribbon: Contains tabs with various commands.
• Document area: Where you create and edit content.
• Status bar: Displays information like page number, word count, etc.
2. Mouse and Keyboard Operations:
• Mouse: Left-click to select, right-click for context menus.

• Keyboard shortcuts: E.g., Ctrl+C for copy, Ctrl+V for paste.
• Pressing the "Enter" key starts a new paragraph.
• "Tab" key indents text or moves to the next cell in a table.
Menus, Commands, Toolbar, and Icons:

1. Ribbon and Tabs:
• The ribbon is organized into tabs (Home, Insert, Page Layout, etc.).
• Each tab contains groups of related commands.
Soumya Roy
BBA LLB 3A
2022-23
2. Toolbar and Icons:

• Toolbars offer quick access to frequently used commands.
• Icons represent specific actions (e.g., bold, italicize) in the toolbar.
Formatting Pages: Page Setup
• Use the Page Layout tab to adjust margins, orientation, and paper size.
Printing Documents:
1. Print Preview:
• Click the "File" menu and select "Print" to see a preview before printing.
2. Printing Options:
• Configure settings like the number of copies, printer selection, etc.
Soumya Roy
BBA LLB 3A
2022-23
Spelling Checks, Auto Text, and Track Changes:

1. Spelling and Grammar Check:
• Misspelled words are underlined; right-click to see suggestions.
• Use the Review tab's "Spelling & Grammar" tool for a full check.
2. Auto Text:
• Save frequently used text as "Quick Parts" to insert later.
• Select the text and add it to Quick Parts through the Insert tab.
Soumya Roy
BBA LLB 3A
2022-23
3. Track Changes:
• Use the Review tab's "Track Changes" feature to mark edits made by others.
Macros:
Macros are recorded sequences of actions that can be replayed to automate tasks.
1. Recording a Macro:
• Go to the View tab and click on "Macros" > "Record Macro."
• Perform the actions you want to automate.
• Stop recording when done.
Soumya Roy
BBA LLB 3A
2022-23
2. Running a Macro:
• Go to the View tab and click on "Macros" > "View Macros."
• Select the macro and click "Run."
Difference Between Endnote and Footnote:
Both endnotes and footnotes are used to provide additional information, references, or explanations within a
document. The key difference is their placement:
• Footnotes:
• Appear at the bottom of the page where the reference is made.
• Often used for citing sources or providing clarifications.
• Endnotes:
• Appear at the end of the document or a section.
• Useful for providing supplementary information without cluttering the page.
Soumya Roy
BBA LLB 3A
2022-23
Long Documents and Advanced Features:

Bookmarks, Captions, and Cross-Referencing:
1. Bookmarks:
• Select the text or location you want to bookmark.
• Go to the "Insert" tab, click "Bookmark," give it a name, and click "Add."
2. Captions and Cross-References:

• Use captions to label tables, figures, etc.
• Go to the "References" tab, click "Insert Caption," choose a label, and add a description.
• To cross-reference, place your cursor where you want the reference.
• Go to "Cross-reference" in the "References" tab, choose the type and item, and click "Insert."
Adding Hyperlinks:
1. Hyperlinking Text:
• Select the text you want to turn into a hyperlink.
• Right-click and choose "Hyperlink" or use "Ctrl+K."
• Enter the URL or navigate to a file.
2. Hyperlinking Objects:
• Insert an image or shape.
• Right-click and choose "Hyperlink."
Soumya Roy
BBA LLB 3A
2022-23
• Follow the same process as hyperlinked text.
Adding Sources and Compiling Bibliography:

1. Inserting Citations:
• Go to the "References" tab and click "Insert Citation."
• Choose the source type (book, website, etc.) and fill in the details.
2. Compiling a Bibliography:
• Place your cursor where you want the bibliography.
• Go to the "References" tab and click "Bibliography."
• Choose the style (APA, MLA, etc.) and Word will create the bibliography based on inserted citations.
Soumya Roy
BBA LLB 3A
2022-23
Mail Merge:
Creating and Editing Main Document and Data Source:
1. Main Document:
• Go to the "Mailings" tab and click "Start Mail Merge."
• Choose the type (letters, envelopes, labels, etc.).
2. Data Source:
• Click "Select Recipients" > "Use an Existing List."
• Browse and select the data source (Excel spreadsheet, Access database, etc.).
• Make sure the fields in your data source match the placeholders in your main document.
Soumya Roy
BBA LLB 3A
2022-23
Soumya Roy
BBA LLB 3A
2022-23
Sorting and Filtering Merged Documents:
1. Sorting Data:
• In the "Mailings" tab, click "Sort Recipients."
• Choose the sorting criteria and order.
2. Filtering Data:
• In the "Mailings" tab, click "Filter Recipients."
• Define filter criteria to include or exclude specific records.
Using Merge Instructions (Ask, Fill-In, If-Then-Else):
Soumya Roy
BBA LLB 3A
2022-23
1. Ask:
• Insert a placeholder in the main document, e.g., «AskForName».
• Go to the "Mailings" tab, click "Rules," and choose "Ask."
2. Fill-In:
• Insert a placeholder, e.g., «FillInDate».
• Go to the "Mailings" tab, click "Rules," and choose "Fill-In."
3. If-Then-Else:
• Insert a placeholder, e.g., «IfThenElseCondition».
• Go to the "Mailings" tab, click "Rules," and choose "If…Then…Else."
• Set conditions and actions for each scenario.
Linking and Embedding:
Soumya Roy
BBA LLB 3A
2022-23
Linking:
1. Linking Objects:
• Insert an object (e.g., Excel spreadsheet).
• Choose the "Link to File" option to create a dynamic link.
• Changes in the source file will reflect in the Word document.
Embedding:
1. Embedding Objects:
• Insert an object as before.
• Choose the "Embed" option to include a copy of the object.
• The embedded object won't change if the source is modified.
Soumya Roy

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BBA LLB, 3rd Semester

Computer Applications in Law (BBALLBS301)

Basics of Microsoft Word:

1. Opening Microsoft Word:

2. Creating a New Document:

5. Formatting Paragraphs and Line Spacing:

6. Margins and Ruler:

7. Working with Lists:

8. Inserting Header and Footer:

9. Using Newspaper Columns for Images and Documents:

10. Working with Pictures and Graphics:

11. Image Formatting:

12. Working with Tables:

13. Table Formatting:

14. Adding and Editing Table Content:

Different Views of a Word Document:

1. Print Layout View:

3. Web Layout View:

Word Window, Mouse, and Keyboard Operations:

• Title bar: Displays the document name and control buttons.

2. Mouse and Keyboard Operations:

• Mouse: Left-click to select, right-click for context menus.

Menus, Commands, Toolbar, and Icons:

2. Toolbar and Icons:

Formatting Pages: Page Setup

Spelling Checks, Auto Text, and Track Changes:

Difference Between Endnote and Footnote:

Long Documents and Advanced Features:

2. Captions and Cross-References:

• Follow the same process as hyperlinked text.

Adding Sources and Compiling Bibliography:

Sorting and Filtering Merged Documents:

Using Merge Instructions (Ask, Fill-In, If-Then-Else):

Linking and Embedding:

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