UNIT - IUI: Digital Documentation

HAPTER
Formatting a Document
In any profession, it is important to keep the documents presentable. This can be achieved by applying some
effects that make the text or document visually
appealing. formatting
Formatting means changing the general appearance of text in a document. You can enhance the look
look ofof aa docinm.
doing the following: document by
Changing font and its size Highlighting certain words

+Adjusting line spacing

+Changing case
Setting tabs/Margins/Borders/Shading Aligning text on a page

Creating bulleted or numbered lists +Changing text styles and colour

Formatting can be applied using the Home tab, which has font formatting commands (Font group), paragraph
commands (Paragraph group), and text
formattin
styles commands (StylesgroupP)
There are several ways of
formatting the text, for example:
+Character formatting +Paragraph formatting
Pageformatting
CHARACTER FORMATTING
As the suggests, character formatting focuses on the appearance of an individual character. Font is a set
name
of
characters of specific size and style. From font size to font
styles, text positioning to text attributes, the character
formatting includes all attributes that can be used to define the arrangement of a character.
Character formatting can be applied in several ways: File Home Insert Page Layout References

1. Using keyboard Calibri (Body) 11 AA Aa

Paste
2. Using Home tab
Font dialog )A
pboard Font box launcher
3. Usingshortcut menu
Fig.6.1: Clicking on Dialog Box Launcher in
Font GroupP
To open the Font dialog box, follow these steps: Font

Fogt Adyenccd
Select the text. Click on the Home tab. ont Fant stye:

Hdy

+Click on the Font dialog box launcher *eodno

AraDK
bold
old itsc
Adobe Cason Pro Bold

The Font dialog box opens. Font golor:

a enone)e 5ye ne co
ts

Here, you can select the desired font formatting options, like Font styles, SUr&etrough
stKerough

Size, Font color, and Underline style.

It was a colo, winay
You can also apply special effects on the selected text, by choosing font Ths s e body theme font. The aument doaument theme defnes wofont wl be pes

effect in the Effects section.

Fig. 6.2: Font Dialog Box

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Computers withKips4o
 M M OT
NE X TFORMATTING Home Insert Page Layout References

basic text formatting features in the Font group of the Calibri (Body) 11 AA Aa
ordprovides the

as Font,
Font Size, Font Color, and so on. Let us learn to BIU a e , * A A
Homet
on text formattin Font
appiy
commo

Fig. 6.3: Font Group

font, select the text and click on the Font
Font: To change
Changing F o n t :

font.
yn arrow
in the Font groupof the Home tab. Select the required Home Font Name Page Layout Font Size
drop-do
font size, select the text and click on the Font Size LucidaCalurar11 A A Aa
ing
Chang
Font Size: To change
Home tab. Select the required font size. Theme Fonts

sn.down
drop-o
arrow in the Fontgroup the of Cambria (Headings)
(Body)
Colour: To change font colour, select the text and click on the Font Calibri
hanging Font Recenty Used Fonts

arrow in the Font group of the Home tab. Select the desired
Color A drop-down 0 Cucida Calligraphy
colour
Arial Biack FontList
Arial
CHANGING TEXT CASE
Fig. 6.4: Setting Font

Word offers the following

five types oftext cases:
anple

This is a test document.

selected sentence
Sentence case Capitalises the first letter ofthe
this is a test document.
lowercase
Converts the selected text to
lowercase
THISIS ATEST DOCUMENT.
Converts the selected text to uppercase
UPPERCASE
case This Is A Test Document.
character of each
selected word to uppercase
Capitalize Each Word Changes the first
character in the reverse tHISiS atEST docUMENT.
Converts the case of every selected
toGGLE CASE character will convert into lowercase
andd
manner, i.e., a capital
vice versa
File Home
-
nsert PageuLayou
r

Calibri (Body 10

BIU , *
Paste A A
l0 change the text case, follow these steps: ipboara i
e n t e n c e case.

you would like to change. lowercase

Selectthe text whose case type ofthe Home tab. yPPERCASEE
in the Font group
*
C K On the Change Case option A Sapitalize Each Word
oGGLE CASE
list.
the drop-down
desired option from
Selectthe Fig. 6.5: Different Text Cases
APPLYING UBSCRIPTAND SUPERSCRIPT

baseline and the f

selected text slightly below
Docume
the
Subscript option places text. On the contrary, the Ma
Page Layout References
ne rest of the
File Home Insert

smaller than the Arla! Black B5

dKes it appear text slightly

above the baseline.
the selected Paste
perscript option places A A AaA * 2
Paragr3P
follow these steps:
Font
ppoaE
subscript, LI
ap
pply superscript or Superscript
Subscript
'a2+ab+b2'.
Ype the expression
a2tab + b?
Select 2' of the 'b2' expression.
button i n
the
Font group ofthe Home tah Fig.6.6: Subscript and Superscript Effects
Click on the Superscript

Learning Kins 19
 Notice that '2' will be placed above the baseline.

Similarly, you can apply the Subseript x effect on the selected text.

MAKING THE TEXT BOLD, ITALICISED, AND UNDERLINED

To make the text bold, italicised, and underlined, follow these steps:
Create a new Word file or open an existing one.

Select the text which is to be formatted.

Clickonthe Home tab. To make the selected text bold, click on the Bold button B in the Font group.
To italicise the selected text,
click on the Italic button in the Fontgroup.
+Tounderline the selected text, click on the Underline button U in the Font group.
orumend
* ert ae ntes Nngi e fdeMomen Page Lycu Reference ng RerkVi

emt utr X. * *A° E T I L MomPade as

x, * A- E I1: P a ett Thx
....

Bold Italic Underline

Manuscript1 Manuscript2
Manuscript1
Hamlet, a man from Denmark
Hamlet, a man from Denmark Hamlet, a man from Denmark

t was a cold, windyand dark night. The soldiers on

t was a cold, windy and dark night. The soldiers on twas a cold.windyand dark night. The soldiers on
Watch had seen somethingstrange
Watch had seen something strange Watch had seen somethingstrange

Fig. 6.7: Making the Text Bold, Italicised, and Underlined

FORMAT PAINTER
Format Painter tool is used to copy the formatting effects of some text to another selection.

Select the text whose formatting effect you want to copy. Click on the Format Painter button in the Clipboard
group of the Home tab.
The pointer changes into a brush shape. Now, drag the brush on the desired text to apply the copied format.

You will observe that the formatting attributes ofthe previous text will be applied to the selected text.

PARAGRAPH FORMATTING
Paragraph formatting is the most important factor in the overall appearance ofa document. From text alignment to
paragraph indentation, line spacing to paragraph spacing, applying borders to shading effects, paragraph formatting
contributes the most to the final appearance of the document.

INDENTING PARAGRAPHS
The indenting feature is used to move the complete paragraph or the first line to a
Decrease Indent
specific number of spaces between the left or right margins. A well indented
document always catches the reader's attention as it looks organised andd IncreaseIndent
structured. Paragraph
Fig. 6.8: Using Indent Buttons
Select the paragraph to be indented.

Click on the Increase Indent button in the Paragraph group of the Home tab. The selected text will shift % inch

away from the left margin.

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Computers withKips9
 LRt Heall
What la the siftwtew

untn the nioMal uler lu uudont thw pataptapth kig imlent

the ietin pgt y w i e in the pa siodgatn

t thw t lune dent by thagaing tu Fust Linehdent nmarker n thenuler

diut the hangug indent dag the Nanglng ndent nnarker

um h man krts at the sanme

time.st ag the lett lndent Ihi will indent allunex in
kduick View
LHITST Lne Indent ManENEIndent in hange the rase nf

A paragtash in a selt mtalned unit of a

lette, Shirn»a key
A aagaph is a elt ontainned
b n a t a Re
ntot a di in writin sdealing lisnnne tn witg dtealina witth a
with a Paiti ulan puint n idea A Partiula nt de. A

Left ndent
A paragrapth is a selt (ontamed
unit of a discourse n weltn
dealing with a partkular pont
d e a A Paragraph conats

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Chan ter hvmattine a
Neybwarvd shertvuta
Marhern on Ruter
Fiy 6
ndenting Paraurapha valng hudent
Nalk
Modily the Detault mdent Settings Umtertine

Clonthe PageLayouttab. Superreript teahit

Selet the text that you woud luke to indent
h the Paragraph group, define the left and Right

ndents n their respective text boxes

on the
Open the Paragraph dialog box by cliekimg
ialog box launcher in Paragraph group of the
tab it it
Home tab Select the Indents and Spacing
Under the Indentation
not selected by default
twa
set the indentatin by using the
eg
tion,
options-Left and Right
wilt leave the
entent a stiiah
eft lndent: A positive value
trom the lett margin
Oesponding spare
ynr text
a negative
value will make Fy &tiApeeitynu huteant
nfering
appear nsde the lett inargin.

Cowypwters win KiPs 19

 Right indent:A positive value will leave the corresponding space from the right margin.If you enter a negative
ve value
value, the
text will appear in the right margin.

Special Indent: It displays three options: First Line, Hanging, and none.
By:This field allows you to set the exact size ofthe first line or hanging indents by entering the value ofindentatior
ion.
Left Indent RIEht IndentO O Specialindent OByIndent
A paragraph is a
self-||A
paragraph is a self A paragraph is a self- Aparagraph is a self.
contained unit of al contained unit of a contained unit of a discoursecontained unit of a discource
discourse in writing|| discourse in writing in writing dealing with ain writing dealing with a
dealing with a|dealing with a particular point or idea. particular point or idea.
particular point or|| particular point or
idea. idea.

Fig. 6.11: Indented Paragraphs

ALIGNING TEXT

Text alignment refers to the positioning of text between the margins of a page. You should set the alignment before you
begin typing. You can also select an entire document and then change the alignment of text.
There are two categories of text alignment:

TEXT ALIGNMENT

Horizontal Vertical

Horizontal Text Alignment: Aligning the text with respect to the left and
right margins is called Horizontal text alignment.
There are four types of horizontal text alignments present in the Paragraph group of the Home tab.

Align Text Left: This is the default alignment of text in a document. The text is aligned along the left margin
while leaving a little space towards the right margin.

Align Text Right: The text is aligned along the right margin while leaving a little space towards the left margin.
This alignment is mostly used to put dates on letterheads.

Center: The text is aligned centrally between the left and right margins. It is mostly used for titles.

Justify: The text is aligned evenly between the left and right margins.

To align text, follow these steps:

File Home Insert
Document- m Center
Page Layou References
Align vlew View ACrobat a
Arlal Black 35
Select the text. Click on the desired alignment
A Aa A a' 9 T Qulck Change Editing
button in the Paragraph group. Or Cipboard Font Styles Styles
PAagiap Yes

Click on the Paragraph dialog box launcher.

Technology is the making, modification, usage, and
Select the required alignment by clicking on the
of tools, machines, techniques, crafts, knowledge
drop-down arrow next to the Alignment option
syste ms, and methods of
organisation, to solve a problem, improve an existing solution to a

underthe General section. Then, click on OK. problem, achieve a goal, or perform a
speciflc function. Technologies
are also the collection of such tools,
including machinery.
Observe the change in the document. modifications, arrangements and procedures.
Fig.6.12: Allgning Text to Center

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Computers with KiPs 20o
 Alienment: t aligns the text with respect to the top and bottom margins of a page. To align the text
tical Text

etica,
the given steps:
follow
vernticalyn
rally,
the Page Layout tab. In the Page Setup group, click on the Page Setup dialog box launcher.
C i c k o ntheA

Page Setup
dialog box, click on the Layout tab.
In the
h he
t
Vertical alignment list box, click on the desired option.
uo dnply to box, select either Whole document or Selected text option as per your requirement and click on OK.
in the.

unit tave not selected the text then This Point Forward option is displayed instead of the Selected text option.
Ifyou
TO A PARAGRAPH
ADDING BORDERS
be easily applied to paragraphs in Word. The borders can be added to any or all sides of a
niferent
Diftere types of borders can
three-dimensional appearance. To add borders
ragraph. A drop-down shadow effect can also be created to provide a
paragr

toa paragraph, follow these steps:

Position the cursor in the paragraph where the border has to be added.

Clickon the Home tab.

Click on the drop-down arrow of Borders option in the Paragraph group. Word displays a variety of options that you
can choose from.

Shading option. A Borders and

Lcrsbat

Choose the Borders and

eierentes d30E
aing
RF

nien gt yout
Anal 20 A A 3bC
lorders and Shading RE
Shading dialog box appears.
Uipead
et

+Select the Borders tab. e dr brders

border style under the Setting

Select the required You ***
SS.
section, like Box, Shadow, 3D or Custom. De
Colar:

mth:

Select linestyle from the Style list.

Opor
Toadjust the distance of the borders, click on the Options

button and enter the values in the Top, Bottom, Left, and
Right boxes under the From text section. Pagel of Words 16/16

Fig.6.13: Borders and Shading Dialog Box

Click on OK once completed.
Click on OK to close the Borders and Shading dialog box. The changes done by you will be applied immediately.

You can quickly remove a paragraph border by selecting None in

AaBk
Nc
the Borders and Shading dialog box or No Border from the

apk Theme Colors

drop-down list.
Paragrap
2
ADDING BACKGROUND TO A PARAGRAPH

liinii
Standard Colors
Select the word or paragraph where the shading has to be
applied.
Shaded text No Color
Click on the Home tab. In the Paragraph group, click on the
More Colors...
Shading drop-down arrow.
to a Paragraph +Acolour palette opens. Select the required colour.
Fig. 6.14: Adding Background

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USING BULLETS ANDNUMBERING
Documentl MMcrosot Wort
A list refers to a number of items written or printed consecutively one inet yt iayut *ereT Rene
below the other. ot Antiqua 11

Recently Usd Suls Reeoty ihed Numbe FesiatA

A bullet is a small graphic symbol that marks an item in a list. You can *
Biet Liray
format lists in a document by using Bullets and Numbering options. Nere

To create a bulleted or numbered list, follow these steps None

Docuaet 5uues

Click on the Bullets or Numbering drop-down in the

Paragraph group of the Home tab. L e n e New Bullet.

Select the desired bullet numbering style from the

or
drop-down
menu. It will appear in the document.
Shnge list levti
Refne New Number For
+Typethetext and press the Enter key. age 2 t2Words.a835
*Nubeng yae

+Anew bullet will appear in the next line. Fig. 6.15: Numbering Drop-down List

Tip Even after typing a list, you

apply the bullets and numbers to it. Select the entire list and click either on the Bullets
can
orthe Numbering option in the Paragraph group of the Home tab.
To remove the bullets and numbers from the selected
list, click on the None option in the Bullets or
Numbering
drop-down menu.

Using a Symbol as a Bullet

Define New Bulet
In Word, it is possible to use a symbol as a bullet. To do so, follow these steps: Bulet character

+Select an existing list. Click on the drop-down arrow next to the Bullets button in the LSymbol.. Bxchre LEont.
Algnment:

Paragraph group ofthe Home tab. Left

Tevew

Select the Define New Bullet option from the list. The Define New Bullet dialog box
appears.

Symbol Click on the Symbol button.

Eont: Symbol The Symbol dialog box
Sytaen
anoma
appears.
TeamViewer 10
Tekton F Click on the Font drop-down Cancel
oTekton Pro Cona = box and select a desired font
Fig. 6.16: Defining
category. New Bullet Dialog Box
TII
LLLOAUL Various symbols relevant tothe selected font
Recenty used symbols: appear in the
dialog box. Select a symbol by clicking on it. Click on OK.
Symbol: 167 Character code: 167 from: Symbol (decimal) The selected symbol will now appear in the
Preview section of
OK Cancel the Define New Bullet dialog box. Click
on OK.
Fig. 6.17: Symbol Dialog Box
The symbol will appear as a bullet in the
list ofyour document.

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Computers with Kipso
 nefine New Bullet dialog box, you can also select the Picture tab, which displays coloured images. Select any bullet
Intheand click on OK. You can also import any image file to your document by clicking on the Import button and setting
imageandclick

as a
bullet.
image
that

PAGE FORMATTING

Y oh
u ave

chudied the concept of Character and Paragraph formatting. Similar to the these formatting styles, Word also
studied

the facility of Page formatting, which includes the setting of page layout, size, orientation, margins, etc. Word
providesthe
tto make changes in the default page setting as per your need.
to mak
you
alows

PAGESIZE

size, follow these steps: Insert Page Layout References Mailings

To set page
tab. Breaks
Select the Page Layout
Line Numbers
dlickon the Size button in the Page Setup group and a drop-down Margins Orientation Size Columns
be Hyphenation
menu appears. Letter
8.5"x11

Thecurrent paper size is highlighted. Select any predefined page size Legal
from the menu. You will observe that the paper size of the document 3.5x 14

changes accordingly. Envelope Monarch

3.68 x7.5
Ifyou want to customies the page size, click on the More Paper Sizes Envelope COM10
option. The Page Setup dialog box will appear. 4.12' x9.5

By default, Paper tab is selected. Select the required size from the
displayed list under Paper size section and click on OK. More Paper Sizes..

PAGE ORIENTATION
Fig. 6.18: Different Page Sizes
To set page orientation, follow these steps:

Click on the Orientation button in the Page Setup group ofthe Page Layout tab.
It will displaytwo options-Portrait and Landscape.
Orientation option.
Change the page orientation by selecting the desired

NOTE
In Word, the default Page size is'Letter', i.e., 8.5"x11" and the default page orientation is Portrait.

MARGINS
paper is called margin. Top
Ihe distance between the written text and the edge ofthe .
document is adjusted within the margins of
that page. Rulers
Whatever you type or paste in a
margins are important elements of a
isplay the position of the margins. Therefore,
Left
0OCument as they set the boundaries of a page. Right
Ihe following are the four types of margins:
and the top edge ofthe page
p Margin: Distance between the text
text and the bottom edge of the page
ottom Margin: Distance between the
ert Margin: Distance between the text and
the left edge ofthe page Bottom
and the right edge ofthe page
ght Margin: Distance between the text Fig.6.19: Margins

Learning
Computers wilh KiPs203
 This distance shows
This distance shows the Right Margin.
the Left Margin.
This distance shows
the Bottom Margin
This distance shows
the Top Margin.
Words:0
Page:1 of 1

Fig. 6.20: Knowing the Margins Practically

You can change/set the page margins in two ways:
Using the Ruler Bars
Using the Page Setup dialog box
Setting Margins using the Ruler Bars
To set margins using Ruler, follow these steps:
Place the pointer on the indent markers
present left on the Horizontal Ruler.
The pointer changes into a double-headed
arrow.

Now, drag the mouse pointer to the right to increase or to the left to decrease the
margin.

Fig. 6.21: Horizontal Ruler

After setting the margin, release the mouse button and observe the changes in the left margin settingon your
page.
Similarly, you can change the right margin as well as top and bottom margins.

Technology is the making, modificat lon, usage, and knomedge of toels, machines,
Technologys the maling modification, uage, and kaowledge
techaiqnes,crafts, systems, and metbods of orpuazion, to solve a
problem
improve an existing soluxion to a problem, achieve a goal, or pertorm a specii
of tools, machines, techniques, crafts,
systems, and methods of organzation,
to solve a
problem, improve an existing solution to aproblem, achieve a goa,
hintion or perform a specific funaion

Fig. 6.22: Document after the New Margin Settings

Setting Margins using the Page Setup Dialog Box
To set margins using the Page Setup dialog box
Insert ageSetup
Page Layout References Ma
follow these steps: argrs Paper yout

Break Margins
Select the Page Layout tab. Iop:
Margins Orientation Size Columns
Line Bightt
Click the Margins drop-down arrow in be Hyph utiert
Gytter posibon:
Orientabon
Normal
the Page Setup group. Top: Bottom: 11
Left: 1 Right: 1 eortralt Landgcape
A drop-down list of options appears. The Pages

Narrow utplepages Noma

lormal option is selected, by default. Top: 0.5 Bottom: 0.5
Left: 0.5 Right: 0.5 Tevew

Select the desired predefined margin

office 2003 Default
fromthe drop-down list. Or
Top: Bottom: 1
Left: 1.25 Right: 1.25
Select the Custom Margins option from Apphy to: Whole doaament
the drop-down list to specify the different Custom Margins.. Set Aa Defeult

margin settings. The Page Setup dialos Fig. 6.23: Selecting Custom Margins Option Fig. 6.24: Page Setup Dialog Box
box will appear.

Learning
Computers with Kips04
Select t h e Margins tab, click on the
increment or decrement arrows next to the Top,
Left, and Rightfield
lds to increase or decrease the Let's Know More
ottom,
margin settings, respectively
to box, choose any option and click on Ok.
, I0Apply
SERTING PAGE BREAK
:

Pgebrear
an important feature of MS Word. It allows you to insert a break in the page,
the cursor
the c to the
u r s o r to the new
page. When you fill a
nd
moves
page with text or graphics, Word
break +Gutter Margin is the
tomatic
s e r t sa nax page and starts the new page. But, if
you want to move to the next extra space inside
faxcefully,
nagefor you can insert a page break. Even, if you have a large document and margins to provide
tto the beginning of the next
you want
some text
come text page, then scope for binding.
tomove you can insert a page break.
Mirror Margins are set
insert apage reak, follow any of these methods: on facing pages when
Method1: you want to print a
document on both
Dasition the cursor in the document where you sides of a paper.
want to inserta page break.
Select the Insert tab and click on the Page Break option in the Pages group.
Method 2:
Page Layout References Mallings Review View
Select the Page Layout tab
and click on the Breaks E Breaks
Orlentation Size Columns Page Breaks
option. Page
ark the point at which one page ends
Page Setup
A drop-down list appears. arthe next page begins.

Select the Page option.

Fig.6.25: Adding a Page Break from Page Layout Tab
The text from the cursor's position will move to the beginning of the next page automatically.
Let's Know More
CREATING HEADER AND FOOTER
Setting Margins
You must have noticed that The small arrows on the
usually the title of the chapter is present at the top of the page
ruler are used for
and the page number appears at the bottom. In literary terms, they are called header and
indenting paragraphs.
foter, since they appear at the top and bottom of the page, respectively. They are often at the same
place as page margins.
Header and Footer are the identifiers that run across the top and bottom of the
Hence, you need to be
document, respectively. They include information, like page numbers, date, title of a careful so that you can
book/chapters, author's name, and slide show theme, etc. Whenever you need to move the margin markers
repeat certain text or graphics on the top and bottom of each page, you can use header and not the arrows.

and footer. They can also be modified later

Ioinsert header and footer, follow these steps:

Click on the Header option in the Header &Footer group ofthe Insert tab.
Select the Edit Header option from the drop-down menu. An additional tab with the

name Design appears on the Ribbon.

On the top of the page, you will find the Header box, which is separated from the rest

of the page with a dotted line.

Click in the Header box and type the text you want, for example, "KIPS LEARNING PVT

LTD" on the left side. Quick View

Press the Tab key twice. The insertion point Will jump to the right side. Click on the To insert Page Break, press
Date & Time option in the Insert group ofthe
Design tab. Ctrl+Enter.

Learning
mputers with KiPS É0
 Documentd - Micrasoft Word

et
Fge layout
Refevences aling Reiev
PiOme
Sartart Heuder
over Page Hyperlin
) Blark Page Chat Bookmark Footer
table
P e Break iture Sceenshat ross-ieterene ye
riozti atiotE

Documenti Mrcrosoft Werd

Hme set ae Lay dutReterense alg Re

Ctferet Fihst Page Header (rem Top 0S
|DTerent Ota & Fven Pages Fcter ram ottom. 0S
ue to
Art Show Docuaent Test nset Ahgnment Tab

Fig. 6.26: Header & Footer Tools- Design Tab

Choose the suitable date and time format in the Date and Time dialog box and click on OK. The date and time will
appear in the document.
Click on the Footer option under the Insert tab and select the Edit Footer option. The Footer box will appear atthe
bottom ofthe page.
You will observe that the insertion point appears on the left side of the Footer box. Press the Tab key once, the
rtion point willjump to the center of the page.
Click on the Page Number button in the Header & Footer group of the Design tab and choose the Bottom of
Page option from the drop-down list. Or

Select the Format Page Numbers option from the drop-down list. Select the required format from the Page Number
Format dialog box. Click on OK.

Click on the Close Header and Footer buttonunderthe Design tab to close the Header and Footersections.

Tip If you want to remove the header/footer/page number from your document, simply click on the respective buttons in
the Header& Footer group ofthe Insert tab.
Select the Remove Header/Remove Footer/Remove Page Number options from the drop-down menu.
You can activate the header and footer of a document by simply double-clicking at their respective sections in the
document.

Header has
been added

Technologies and inventions have revolutionized the modem era.

modem age. with booming techno wortd. the computers have extended
their reach to everyone trom children to eduts and R has got everyone
hooked onto it As computers have become realy afordiable for familes
nearty every household of upper dass famiy has one.

Footer has
been added

Fig. 6.27: Applying Header and Footer

APPLYING PAGE BORDER

follow these steps:

To apply page borders to a page,
Select the Page Borders option in the Page Background group ofthe Page Layout tab.
box.
Word displays the Borders and Shading dialog

tab is selected.
+By default, Page Border

Learning with KIPS206

Computers
 Rarder style under Setting. For example, select the Boxdersd Shacing
Selectthe orders Dge Border Sheding
PTeven
Serung
option
Clok on dagram below or use
one buttons to apply borders

Color and Width of the border

Selectstyle,
sty Bo

page
border to specific page or section, click on the Apply Shgdow ------
Toapply
and sselect the option that you want. For example, -

to
-down list
drop-
olor

select Whole d o c u m e n t .
dn
Cstom1 hpt Apply to:
whole document
Clickon Ok.
(none)
9phon3.
kotesandShading OK Cancel
Honzontalne.
Shodng

rdes ageorder Prevew

Border
Fig. 6.28: Specifying Page

APPLYING SHADING ON A PAGE

dear
Select the text ofa page on which the shading has to be applied.

In the Border and Shading dialog box, click on the Shading tab.

Here, you will find the Fill and Patterns sections for the shading.
Apply
Paragraph
Select any Fill colour or Pattern that you want to apply and click
on OK.
Hurizpnial une
+The applied shading effect will reflect on your page.
Fig. 6.29: Applying Shading

DIVIDING A PAGE INTO COLUMNS

magazines, and some other documents that contain text in the form of columns.
You may have seen newspapers,

Generally, columns are included improve its readability. The Columns feature of Word lets you divide
in a document to

the page vertically into two or more columns. The text you type runs down
the first column until it is full and then it starts
to fill the third column, and so on.
atthe top second column. When the second column isfull, the text begins
ofthe
Todivide a page into columns, follow these steps:

Open a new document in Word.

Columns

Select the Page Layout tab. Presets

Clickon the Columns. Adrop downlist appears.

One TAO Three Left Right
Two or Three; or
Select the required number of columns, such as One, Number ofcolumns:5 Linebebveen
than three columns Width and spacing
click on the More Columns option to insert
more Preview

Col : idth: Spacing:

inthe document. 1:0.9 J.5

Enter the required number of

209 0.5

Ihe Columns dialog box appears.

columns in the Number of columns box. Equal column width
value in the Spacing box. Apply to: Whole document Start neay coLnn
Toset spacing in between columns, enterthe
document. It will appear in oK LCancel
Cick on OK. Start typing text in the
columns. Fig.6.30: Columns Dialog Box

Learning
ComputerswithKips 0
 INSERTING IMAGES
When you create a text document using Word, you may need to include Inset Page Layout
eferences
Some images. Images are added to textual documents for a wide Mailings
Variety of reasons from supporting the description provided in the Table Picture Clip Shapes SmartAr
text to providing an immediate visual impact of the contents.
Art
Chart Sueenshet
Tables
llustrations
mages or pictures can be inserted from a variety of sources. They may Fig. 6.31: Selecting Picture
Option
be downloaded from the internet, scanned, or created with a graphics program, or they may be photos ta
digital camera. witha
me ture

LdranesPxtunes Sanmple Pctures You can insert an image in the Word document which
tolds

Pctures ibrary
available on the computer. Word can import vari
arious types sea
Recent Fla
formats. The most common types are GIF, JPEG/JPG, PNG. and Da
Detop
ibraness

Cecunnents To insert an image from a file, follow these steps:

Chnthennuni Dest
Hyrange
NewLbrany
Pictures
Click on the Insert tab and select the Picture
Ay ictures
Publhc Pictres ellfish
button in
the
ampie Pictues
Koala gnheOUse
lustrations group. The lnsert Picture dialog box appears.
Videes

Fe name

ANTures Browse the picture you wish to insert.

Tools Inset Cance

Fig. 6.32: Insert Picture Dialog Box

Choose the desired file and click on the Insert button.

INSERTING SHAPES
In Microsoft Word, Shapes is a drawing feature that helps you to draw different shapes, like stars, banners, callouts,
connectors, etc. To insert shape, follow these steps:

Click on the Shapes button in the llustrations group ofthe Insert tab.

A drop-down menu displays various options, Document - Microsoft Word

such as Lines, Basic Shapes, Block Arrows, te Home lnsert Page Layout
References Mailings Review View Acrobat Format a

Pmantant Header A QuickParts Twan

Equation Shapes, Flowchart, Stars and Pcture
Chart
Links tooter - wordArt 2>
Ages Table Clip Shapes unks
Banners, Callouts, etc. 3pies
Art
screenshot Page Number Bax i
Recenty Used Shapes
inp

a\YOOOAL198
Point to Basic Shapes and click on the Smiley Lines

Face. Necangiess
DODOoODOO
Bask Shapes

The pointer changes to '+' cross hair symbol. OADOANOOOO

Drag it on the working areato draw the shape. cR ATO

The Format tab automatically appears on the

Equaton Shapes
Ribbon when you draw the shape.
Fowchart

Select any shape style from the displayed list in Cek and drag to Juest an Autos X AVa0
o n the More
the Shape Styles group. Click Fig. 6.33:
and change the
Selecting a Shape
drop-down m e n u to select
overall visual style ofthe shape.
To maintain the height and width ratio ofa shape, hold down the Shift key while you drag the shape.
Tip

Learning
Computerswith KIPS208
 IMAGE ORA SHAPE
TING AN
RMATTIN Corner Handle

ran format an inserted image or shape. For

can resize and rotate it, and add artistic Side Handle
shape fa picture any time.

Image
ora Shape
sizing an
e s i z i

image or a shape, select the image or shape.

resize a n .

e Dointer on any corner handle and drag it in

w , bringt h e p o
Fig. 6.34: Resizing Images
or out to make the
selected object smaller or bigger,
Rotate Handie
respectively. Corner handles help to
increase and decrease the size
diagonally. Apart from the corner handles, an image or a
shape also has four side handles. Drag any side handle in or out to shrink or stretch the
selected object in a direction.
Rotating an Image or a Shape

To rotate an image or a shape, select the image or shape. Click on the Rotate button on the
Image toolbar. Four rotation handles appear. Now, bring the pointer on the rotation handle

Fig, 6.35: Rotating

an Image and drag it clock-wise or anticlockwise to rotate the
image or shape.

INSERTING SYMBOLS
Attimes, you must have seen some special characters in documents, which are not available on a standard keyboard. In
computer terminology, such special characters are called Symbols. These are the marks that represent specific
information.

Toinsert a symbol, follow these steps:

Place the cursor at the position where you want to insert a symbol. Click on the Insert tab.

Simply, click on the Symbol button 2 in the Symbols group and select the desired symbol from the displayed
options.
Ifyou want to choose a symbol from the available list ofoptions then select More Symbols option.
The Symbol dialog box appears.
TheSymbolstab is selected, by default.
Select the font of your choice from the Font drop-down list, for example, 'Wingdings' and the list of symbols displays

accordingly.
Choose the desired symboland click on the Insert button. Click on the Close button to close the box.

Symbol

mbos S e Oheraciera

ont wngdngs
Symbol|

TM # 2
Becentyusedsymboe:
x a
elE::E:|-
Wingdngs: 0 Shracter cocde: fom Symbl (dedna)
B Q AstoCortect.) ShortatbeY Shortrut key:

MEPad
S2 More Symbols. Iosert Cance

Fig. 6.36: Symbol Dialog Box

Learning
ComputerswithKips09
 ASSESSMENT TIME

Answer the Following Questions:

1. What is text formatting?
2 What are the shortcuts for bold, italics, and underline?
3 What is the difference between superscript and subscript?
4. Distinguish between bulleted and numbered lists.
5. What are the different types of horizontal text alignments?
5. What are margins?
7. What is indent? What are the different types of indent available in Word?
8. How can you insertan image in a document?

ACTIVITY ZONE For Better Concept Clarity

Open a document, select the text and make the first sentence bold, second underlined, and the third
italicised. Make the font colour blue. Capitalise each word in the last sentence. Try to apply more effects that
you have learnt in the chapter and save the document.

Type a paragraph and first align the text left, then right, and then centre. Then apply a first-line special
indent.

Learning
Computers with KIPS1
 I I 1 : D i g i t a lD o c u m e n t a t i o n

CHAPTER

Working with Tables

of a column and a row is
aican Organised arrangement of text in the form of rows and columns. The intersection
is a very efficient and useful way of organising and presenting a large amount of data and
a Cell. A table
aeda
nformation. For example

Product Catalogues showing descriptions, prices, characteristics, and photographs of products

B l l s or Invoices

Lists of names with addresses, age, professions, and other informations.

Financial orStatistical reports

often be used as an alternative to spreadsheets for organising data. A well-designed table conveys
Tables can
written text.
nformation ina more meaningful way than the simple

INSERTING ATABLE
table. To insert a new table,
Microsoft Word providesa variety of ways to create a Insert Page Layout References

in the document where you want to insert

the table and then
0osition the cursor

USe any ofthe following methods:

Table Pcture Clip Shapes Sma

METHOD 1:USINGTABLE GRID

10x3 Table

Click on the Insert tab and selectthe Table option in the Tables group.

and select the number of rows and

Drag the pointer over the
mouse grid
columns you want in the table. Table Grid

The table will be inserted in the working area. DOOODDDDOO

OIOODOOOIO
METHOD 2: USING INSERT TABLE OPTION DOOOIOOOJO
in the Tables group.
Click on the Insert tab and select the Table option nsert Table.
D r a w Table Insert Table
menu.
Select the InsertTable option from the drop-down ener Tertto
Option

The Insert Table dialog box appears. Excel Spreadsheet

Table size section. Quick Tables
rows underthe
pecify the numberof columns and
by clicking on Fig. 7.1: Selecting Insert Table Option
select the desired option
Under the AutoFit behavior section,
the appropriate radio button.
Click on OK.

be inserted.
Ihe table with defined settings will

NOTE tabs-Design and LayoudppEdt On n e riodon under the Table Tools contextual menu.
When you insert a table. two new

Learning
Computerswith KIPS1
METHOD 3: USING DRAW TABLE OPTION
You can also insert a table in your document by drawing it on the working area. To draw Table Picture Clip Shapes
Art Sma
a table, follow these steps: Insert Table

Click on the Insert tab. Select the Table button and click on the Draw Table option.
The pointer will change toa pencil. Press the left mouse button and drag the pencil OOOOOD
on the working area. DOOLJC
Draw rows and columns by dragging the mouse in the working area. DODDI
DOOUL
Place the insertion point in the cell where you want to enter data.
OOOOOOR
Insert Table..
You can also insert a pre-designed table using the Quick Tables option from the
Draw Table
Table drop-down menu.
Draw Table
Option
EXcel Spreads
ENTERING DATA Quick Tables

Fig. 7.2: Selecting Draw

Place the insertion point in the cell where you want to Table Option
enter data and type the text.
KIPS LEARNING PVT. LTD.
To move to the next adjoining cell, either press the Tab
EMPLOYEENAME ID No. GENDER DESIGNATION
key or the Right arrow key.
Manas 41040 Male Software Engineer
To move to the previous cell, either press the Shift +
Tab key or the Left arrow key. Enter the data. Swati 41241 Female Editor

41922 Male Software Expert

The Up and Down arrow keys will move the insertionKabir
point above or below its current Iocation, respectively. Fig.7.3: Entered Data

SELECTING DIFFERENT COMPONENTS OF ATABLE

You can easily select cell, row, column, or complete table in Word.

1OSELE ACTION DO LIKE THIS

A cell Click on the edge of thecell.

Arow Move the mouse to the left of the row margin, click the left mouse button and drag
to the end of the row.

Acolumn Place the mouse pointer overthe top ofthe column. Click on the left mouse button.

Entire table Click on the Table Move handle or drag the mouse overthe entire table.

You can also select the different components of a table by using the Select option underthe Layout tab.
Tip

INSERTING ROWS AND COLUMNS IN ATABLE

While creating and making entry in a table, you might need to add rows or columns in between. Word provides the facility
to add columns to right or left of the existing column and insert rows above or below the selected row

mos with Kips1

 toWs
ol
us O
columns using three ditterent methods:
ColUmn

2isert

IETHOD
1 Delete Insert Insert nsert nsert
in
theeto Nor column, adjacent to which you want to add the new Above Below Lett RIght
Rows & Columns
n y n e r e

ick
o w s )o rc o l u m n y s ) .
,
Fig. 7.4: Rows & Columns Group
on the ribbon. Click on the Layout tab.
Lle Tools tab appears
he
Table7
Insert Cells

&Columns
Col group, click on the Insert Left or Insert Right button to
SaWS &
Rows Shift cels right
the
in
a column, and click on Insert Above or Insert Below button to insert a row. Shift cels down
insert.

Insert entire row

Insert entre çolumn
IETHOD2
Cancel
the dialog box launcher in the Rows & Columns group.
ick on
Cick

Fig. 7.5: Insert Cells

box appears. Select the required option. Click on OK.
The Insert Cells dialog Dialog Box

METHOD 3
Paste Optons:

Select the row or column adjacent to which you want to insert a new row
I n s e r t Columns to the Left
Jnsert
or column. I n s e r t Columns to the Rlght
Delete Cel.

Selest Insert Rows Abave

the Insert option,
Right-click on the table. A shortcut menu appears. Select Split Cells.. Inset Rows Relow

choose the desired option in the submenu. o r d e r s and Sha ding.. ngt celi
Fig.7.6: Submenu of Insert Option

New Columns KIPS LEARNING PVT. LTD.

GENDER DESIGNATION
EMPLOYEE NAME ID NO.

41040 Male Software Engineer

Manas
41241 Female Editor
Swati
New Rows

41922 Male Software Expert

Kabir

Table
Fig. 7.7: Inserted Rows and Columns in
a

DELETING CELLS, RoWs, cOLUMNSAND TABLE

or the entire table in Word. Let us learn how these operations can be
Itis very simple to delete cell(s), row(s), column(s)
performed.

DELETING ACELL
Document Microsoft Word

Paye layou References Jailings Revtew

lo delete a cell, follow these steps: VIew ACIobat Design Layout

delete.
Helght 0.51"
Select the cell that you want to
Delete tnset nsert nsert tnseit
ADOve Belaw Left Right
1 Spt
Cells
pt
Table
Autotit
G Mdth: 1.22
elete Cells.. Merye

Select the Layout tab. Delete Columns

Delete 8ows

click on the Delete button. N Delete Tabie P |ID Gender Pesignation

In the Rows & Columnsgroup,
from the drop-down menu. Fig.7.8: Selecting Delete Cells Option
Select the Delete Cells option
The Delete Cells dialog box appears.
Learning
ComuierswihKiPs13
 Click one of the options given in the table:

ACTION
Shift cells left It deletes the selected cell and shifts the following cells to the left.

Shift cells up It deletes a cell and moves the remaining cells in that column up by one row. A new blank cell blank
cell isis automat
added at the bottom of the column. automatically
DELETINGAROW OR COLUMN
To deletea row or a column, follow these steps: Delete Insert Insert
Select the row or column that you want to delete. Above Below
Delete Cells..
Click on the Layout tab.
Delete Columns
In the Rows&
Columns group, click on the Delete option. Delete Rows
Select the Delete Rows option to delete selected rows, or select the Delete Columns option Delete Table
to delete selected columns. Fig. 7.9: Selecting Delete
Columns Option
For example, select the Delete Column option. The selected column will be deleted from the table as shown.

KIPS LEARNING PVT. LTD. KIPS LEARNING PVT. LTD.

EMPNAME ID GENDER DESIGNATION EMP NAME ID GENDER DESIGNATION
Manas 101 Male Software Engineer Output Manas 101 Male Software Engineer
Swati 102 Female Editor Swati 102 Female Editor
Kabir 103 Male Software Expert Kabir 103 Male Software Expert
Fig. 7.10: Selecting a Column Fig. 7.11: Table after Deleting a Column

DELETINGA TABLE

Ifyouwant to delete the entire table from your document, follow these steps:
Click anywhere in a table and then select the Layout tab.

Click on the Layout tab.

Click on the Delete option. A drop-down menu appears.

Select the Delete Table option. The table will be removed immediately from the document.

SPLITTING AND MERGING TABLES

Splitting a table means dividing a table into two tables, and merging two tables provide a way to consolidate two tables

into one table.

SPLITTING TABLES
To split a table into two, follow these steps:
Name Class
inside a cell from where you want Pooja IX
Subject City
Place the cursor
Computer Deihi
Kavita IX
spilt the table.
Mita IX Computer Pune
Click on the Layout tab. IX
Computeer Noida
Soniya Computer Noida
Select the Split Table option in the Merge group Fig.7.12: Sample Table

Learning
14
Computerswith Kips
 into two
tables.
will be
split
a
TBble

Name Class Subject City

Pooja X Computer Delhi

X Pune
Kavita Computer
Mita X
Computer Noida
Soniya Computer Noida

Fig. 7.13: Splitting a Table

NOTE

e split in a horizontal manner.

can
also
Tables

MERGING TABLES

place the mouse pointer in between two tables and press the Delete key
to remove
nerge
To mer'g
two tables and make it one,
Both the tables will be merged.
the spacing.
Press the
Name Class Subject City Delete key
Pooja Ix Computer Delhi

Kavita Computer Pune

Mita Computer Noida

Soniya DX Computer Noida
Fig. 7.14: Merging Tables

COPYINGA TABLE
You can easily create a copy of table and paste it into another part. To copy a table, follow these steps:

Move Handle and

Bringthe mouse pointer on theTable Table Move Handle Subject city
right-click on it. gopy Computer Delhi
Paste ptions Computer Pune
Selectthe Copy option or press Ctrl+C. Computer Noida
Selected table will be copied into the clipboard. Computer Noida
Insert
Delete Table
Place the cursor where you want to
insert a copied table.
Fig. 7.15: Copying a Table
or press Ctrl+ P.
Right-click and select the Paste option
Table will be inserted atthe cursor's position.
|Name Subject City
MOVING ATABLE Pooja Computer Delhi
Kavita ComputerPune
to another, follow any of Mita Computer Noida
0
move a table from one location Soniya Computer Noida
these methods:

METHOD1
the Table Move Handle .
Bringthe pointer on
to move it at the new location.
Click and drag the mouse Fig.7.16: Moving a Table

Learning
Computerswith Kips 1
METHOD 2

Bring the mouse pointer on the Table Move Handle # and right-click on it.
+Select the Cut option or press Ctrl+X.

Table will be removed from its original location and copied into the clipboard.
Place the cursor at the new location.

Right-click and select the Paste option. Or

Press Ctrl+P.
The table will be inserted at the new
position.

Cut
Copht
Subject City
Computer Delhi
Paste Options
Computer Pune
Insert
Computer Noida
Delete Table
Computer Noida
Fig. 7.17: Selecting Cut Option

ASSESSMENT TIME
Answer the Following Questions:
1. What is the use of a table in Word?
2. What are the different ways of inserting a table in MS Word 2010?

3. What is the difference between a row and a column?

4. What is a cell?
5. How can you split a table?

ACTIVITY ZONE For Better Concept Clarity

Insert a table ofthree columns and five rows ina document, using the different insertion options available.

Create a list of addresses of your friends along with their date of birth.

Learning
Computers with Kips19
 Il: Digital Documentation

CHAPTERO

Printing a Document
nutput of a document or an image is called a hard copy. From time to time, you need hard copies of your work.
Aprinteo

Ustlikea
nv other word processor, MS Word provides options to print a document, analyse its preview, and control the
g r i n t i n gp r o p e r t i e s .

a PREVIEWING AND PRINTING A DOCUMENT

ictosoft Word allows you to preview the document before ene oopLompabbity Modiej roscotWor
MCrose Home nsen Page Luyout Reterence! sings Reden Ye

inting, Follow the given steps to preview and print a Prit

Save As
Copes
document: Prnt
Close
Printer
Info
lick on the File tab, and then select the Print option. Send To Oneiote 2010
Recen

Apreview ofyour document automatically appears on the e

*tings
Pmt tAU Pages
right side of the window. To view each page, click on the ed

Pages

arrows below the preview section present on the ep

Ont
Print Ore Sided
prrt on cne sdec

Navigation bar.
Partrat Onertton
You can magnify the view of the page by using the Zoom Navigation Bar Zoom Slider Bar

Slider bar at the bottom right corner of the preview Nomal Margns

section. Fig.8.1: Previewing and Printing a Document

CONTROLLING PRINTING
fyou want to change the default print settings, follow these steps:

Click on the File tab, and then select the Print option.

Denetedfom Corpiy Choose the printer from the Printer drop-down list.
Hone Insert PageLayout References Maling

Enter the number of copies in the Copies box.

Print
Save As
Copies
Open
Print
Under the Settings section, select Print All Pages to get the printouts of the
Core
Irdo Printer
entire document.
Send To OneNote 2010
ECet
Ready If you want to print more than one copy of a document, you can choose
between the Collated and Uncollated options under the Settings section.
Setings
Print A P39e
Save &Send
Print t h e ent1re document If there are 10 pages in a document and you want to print 5 copies, the Collated
elo
Print One Sided
option will print the complete copy of the document, i.e., from page 1 to page
C n l y print on cne srde o

Optons 10 and then it will again start printing the next copy. Whereas, the Uncollated
olted
L2 1,3 2
all
option willprint the S copies of the first page and then print the copies
Portrat Orientation of the
subsequent pages likewise.
Letter
2511
Normal Marg Once completed, click on the Print button.
Fig. 8.2: Print Settings

Learning
Computers with Kips 21
 PRINTING SPECIFIC PAGES
Sometimes, it is required to get printouts of specific pages, a range of pages or the entire document ln .
you can select any of the following options:
such astuatir
Open the Print dialog box.

Click on the Print All Pages

option under Settings.
A list of options
appears. Select the required option.
Select the Print All Pages option to
print the entire document.
Select the Print Selection option to print only the selected text from the document.

Select the Print Current Page option to print only the current page of your document.

Select the Print Custom

Range option to print the specified range of pages from the document (like 3-5 2
prints two page ranges, 3rd to 5th and 8th to 10th).
After selecting the required
option, click on the Print button to get printouts.

NOTE
To change the properties of your printer, select the Printer Properties option under the Printer name.

OASS
ASSESSMENT TIME
Answer the Following Questions:
1. What is the use of Zoom Slider bar in the preview section?
2. How do you access the Print window?

3. Why do you select the collated or uncollated option while printing a document?
4. How will you take a printout of selected text of a document?

ACTIVITY zONE For Better

Concept Clarity
Preview a five page document and view each page Dy z0oming them to 150%.
Take the printout of the odd
numbered pages i.e., 1, 3, 5.

Learning with KiPs18

Computers