UNIT-I

1.1 INTRODUCTION TO MS-OFFICE

Microsoft Office professional is a collection of programs and packages. This
package is user friendly and most popular.
1.1.1 Major categories of ms office
It is categorized into four seven major categories. They are listed below:
a. Word Processing
b. Tabulation
c. Graphics
d. Data base management
e. MS – Outlook
f. MS – Publisher
g. MS – Front Page
Word processing
It process words or text or documents.
• The text can be edited, modified, deleted or can also be taken as print
out.
• Using cut and paste once typed data can be used in any part of document.
• Writing letter, memos, reports, newsletter, invoices and fax messages can be
done by word processor.
• Tabulation
• It helps to arrange data in the form of rows, columns and manipulate and
analyses it.
• With Ms-Excel complex tables, charts, graphs etc can be created.
Graphics
• PowerPoint package helps to create slides, presentations, transparencies,
handouts, speaker notes.
Database management
 • This package helps to create, store, retrieve and query information very
easily.
• The word ‘relational’ means information stored on difficult databases or
tables and these are linked to each other through common key fields.
• Ms Outlook
• It helps to communicate and share information within or outside the world.
• Communication or sharing information is done through E-mail, phone, fax
and group scheduling.
• It integrates personal and group calendars, E-mail client, contacts, tasks, to-
do-lists, documents and address book.
• It exchanges E-mail with other users of Internet and Intranet and arranges
business meetings, birthdays, business trips, vacations etc.
• It also helps to view or manage an entire year of calendar.
Ms Publisher
• It creates a publication in a matter of minutes.
• Ready-made design sets create a series of publications that share a common
theme and same graphic elements. (Colors, fonts, images etc)
Ms FrontPage
• It helps to design and build a great looking website, integrating Ms-Office
components like word, excel and PowerPoint.
• Binder combining text, numbers, graphics, sounds, images and photographs
from various sources into a single compound document.
1.2 MS-WORD
1.2.1 Word basics
Windows and MS – Office are Microsoft’s two most popular programs. One is an
operating system and the other is a bundle suite comprising of the following:
 MS – Word
 Word Processor
 MS – Excel (Spread Sheet).
 MS – PowerPoint (graphics presentation program).
  MS – Access (Relational database).
 MS – Outlook
 MS Publishers
 MS Front page.
• Ms-Word is a full featured word processing program which can be used for
any work involving creating and managing text.
• Using Ms-Word letters, reports, prepare bills and invoices, prepare office
stationary-letter heads, envelopes, forms etc can be prepared.
• It can also design brochures, pamphlets, newsletter, magazines etc.
1.2.2 Starting word and creating documents
 Click start button choose programs and click once on Ms Office and then Ms
Word. (Or)
 Click start choose Run and type WinWord on the textbox of the dialog box and
click ok.
 Word starts by opening an untitled “normal” document. This normal document
is based on default values such as standard program, margins, font type and size
etc.
 The user can also change the settings and can customize documents based upon
new settings.
 New settings can be saved in a specific kind of file called template file. It helps to
quickly create documents based on customized settings.
 Templates are like ready-made, pre-printed forms.
1.2.3 Parts Of Word Window
Screen layout
Parts of word window
An active window has the following parts:
Title bar
This tells which application package is currently running and which document is
currently open.

Menu bar
This is a traditional window style drop-down menu. Click once on the menu
title, the menu will open and display all the commands available under this menu title.
Clicking on the desired command will execute that command. Commands appearing
dim cannot be executed unless the prerequisite functions required by that command
have been performed. Many commands also have a keyboard shortcut against their
names.
Standard toolbar
It contains buttons, drop down menus and other controls that helps to alter the
appearance of an arrangement of documents by executing a variety of word commands.
Toolbars are very helpful and convenient to quickly execute commands without having
to go through menus. The standard toolbar contains icons.

Formatting toolbar
This contains icons for changing the look of the text (called formatting).
Ex: changing fonts, styles, font, sizes, text, alignment etc.

Ruler
It helps to make changes to indent and margins. It helps to create documents as
per dimensions required.

Scroll tools
This helps to travel within the document. Using horizontal and vertical scroll
bars with the help of mouse or using page up and page down, end and arrow keys in
keyboard.
Status bar
It is also called as the status area. This is the last line on the monitor screen. This
gives the information about:
 Current page
 Section number
 Current/total page
 Current cursor position
  Current line number
 Current column number
 Record macro number
 Track revision
 Extend selection
 Overtype mode
Helps for word-perfect users

Cursor
This is also called as the insertion pointer. This denotes the place where text,
graphics or any other item would be placed when you type or overwrite or insert them.
Mouse pointer
It looks like I beam mouse pointer. It moves freely about the screen. This is used
for placing the cursor at the desired place or choosing any command either from the
menus or from toolbars. The mouse pointer changes its shape when it is in the process
of doing certain tasks and cursor disappears.
MOUSE OPERATIONS
 Pointing Move the mouse pointer until the pointer is on the desired item.
 Clicking Move the mouse pointer to the position then press the mouse left
button once.
 Double-clicking  Move the pointer to the position then press the mouse left
button twice in rapid succession.
 Right-clicking  Changing the properties of an object or for correcting a mis-
spelt word or even for cut, copy and paste- the mouse right button can be used.
 Dragging  Move the mouse pointer to the right place, highlight the desired text
by clicking once in the beginning and releasing the left button at the end.
Typing text
To enter text, just start typing! The text will appear where the blinking cursor is
located. Move the cursor by using the arrow buttons on the keyboard or positioning the
mouse and clicking the left button. The keyboard shortcuts listed below are also helpful
when moving through the text of a document:

Move Action Keystroke

Beginning of the
HOME
line

End of the line END

Top of the
CTRL+HOME
document

End of the
CTRL+END
document
Selecting Text
To change any attributes of text it must be highlighted first. Select the text by
dragging the mouse over the desired text while keeping the left mouse button
depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons
to highlight the text.
The following table contains shortcuts for selecting a portion of the text:

Selection Technique

Whole word Double-click within the word

Whole paragraph Triple-click within the paragraph

Several words or Drag the mouse over the words,

lines or hold down SHIFT while using
the arrow keys

Entire document Choose Edit|Select All from the

menu bar, or press CTRL+A
Deselect the text by clicking anywhere outside of the selection on the page or
press an arrow key on the keyboard.
Deleting Text
Use the BACKSPACE and DELETE keys on the keyboard to delete text.
Backspace will delete text to the left of the cursor and Delete will erase text to the right.
To delete a large selection of text, highlight it using any of the methods outlined above
and press the DELETE key.
Some don’ts:
 Don’t use the spacebar to indent paragraphs.
 Don’t use space bar to center or otherwise position text.
 Don’t use space bar to create columns
 Don’t hit enter key repeatedly for starting the matter on new page.
1.3 CREATING AND EDITING DOCUMENTS
1.3.1 Create a New Document

 Click the New Document button on the menu bar.

 Choose File | New from the menu bar.
 Press CTRL+N (depress the CTRL key while pressing "N") on the keyboard.

1.3.2 Open an Existing Document

 Click the Open File button on the menu bar.
 Choose File|Open from the menu bar.
 Press CTRL+O on the keyboard.
 Each method will show the Open dialog box. Choose the file and click the Open
button.
1.3.3 Save a Document
 Click the Save button on the menu bar.
 Select File|Save from the menu bar.
 Press CTRL+S on the keyboard.
1.3.4 Renaming Documents:
To rename a Word document while using the program, select File|Open and
find the file you want to rename. Right-click on the document name with the mouse and
select Rename from the shortcut menu. Type the new name for the file and press the
ENTER key.
1.3.5 Working on Multiple Documents:
 Several documents can be opened simultaneously if we are typing or editing
multiple documents at once.
 All open documents are listed under the Window menu as shown below.
 The current document has a checkmark beside the file name.
 Select another name to view another open document or click the button on the
Windows taskbar at the bottom of the screen.

1.3.6 Close a Document:

Close the current document by selecting File|Close or click the Close icon if it's
visible on the Standard Toolbar.
Some other options:
Changing the font
 Place the mouse pointer at the beginning of the text. Click the left button and
start highlighting the entire text by dragging the mouse till the end of the text.
 Click at the font box of formatting toolbar. Click once at the pull down arrow
symbol and a list of all the available fonts would be displayed.
Changing font size
 Highlight the text and click to see the list of point size.
 Select the point size.
 Now we can see the text has changed according to the font and font size chosen
by you.
Aligning the text
 Highlight the line by dragging the mouse till the end of text.
 Choose ‘paragraph’ from ‘format’ menu.
 Choose ‘indents & spacing’ folio by clicking on it once.
 Choose the option centered from ‘alignment’.
 Click once on ‘ok’ button.
Underline the text
Highlight the text. Choose ‘font’ command from ‘format’ menu.
Choose ‘single line’ option from the ‘underline’ pull down list.
Justifying the text
 Highlight the entire paragraph.
 Choose ‘paragraph’ command from ‘format’ menu.
 Choose justified option from alignment pull down list.
 Click once on ok button.
Numbering
 Highlight the text.
 Choose ‘bullets and numbering’ command from ‘format’ menu or click once on
the numbering icon.
 Click any one number option.
 Click once on ok button.
Bullets
 Highlight the text.
 Click on bulleted folio/tab.
 Choose the bullet mark you wish to apply by clicking once on it.
 Click on ok button.
 Individual lines appear with bullet mark with hanging indent effect.
Indenting
 Highlight the text.
 Choose ‘paragraph’ command from ‘format’ menu.
  Type “1” for left indentation.
 We may see in the preview that the highlighted text has moved further to the
right.
 Click on ‘ok’ button.
Spelling
 Place the cursor right in the beginning of the document to ensure that the
complete document is spell checked.
 Choose ‘spelling and grammar’ command from the ‘tools’ menu.
 A spell check dialogue box appears. The spell check program immediately starts
picking up each word in our document and searching that word in its dictionary.
Print preview
 Choose ‘print preview’ command from ‘file’ menu.
 It displayed an exact copy of the page, which our printer would print.
 Click on close button.
Exiting Ms-word
Choose ‘exit’ command from File menu to end our Ms-word session. And we are
back to where we started from.
1.4 MENUS
A menu in software gives a list of assorted commands from which the user can
choose the desired command. Related commands are grouped together to facilitate easy
access and usage.
Command is along string of code words enabling computer to do anything. The
following list of commands in the menu bar is as follows:
 File menu
 Edit menu
 View menu
 Insert menu
 Format menu
 Tools menu
 Table menu
  Window menu
 Help menu
For executing most tasks, the user has 3 options
Choose the desired command from menu options provided by either using the mouse
or using cursor movement’s keys.
Press the appropriate shortcut key combination from the keyboard.
Click once on the relevant icon from the displayed toolbars.
File Menu

NEW– Create a new blank file based on default values contained in a file called normal.
Doc
OPEN - opens or finds on existing file
CLOSE – Closes the active file without exiting the application. If the file contains any
unsaved changes, it will be prompted to save the file before closing.
SAVE - Saves the active file with its current filename, location and file format. In case a new
file is saved for the first time the user has to specify the filename location or file format
SAVE AS – Saves the active file with a different filename, location or file format
SAVEAS WEB PAGE-Saves the files in web page format required for creating documents
for internet (www)
VERSIONS- Save and manages multiple versions of a document in a single file. After saving
the versions of a document, the user can go back and review open, print and delete earlier
versions.
WEB PAGE - Allows to preview the current file as web page in the browser enabling to give
a view PREVIEW before publishing it
PAGE SETUP- Set margins ,paper source, paper size, page orientation and other layout
options for the active file
PRINT PREVIEW- Shows a preview of how exactly a file will look when you print it
PRINT- Prints the active file or selected file items to the selected printer or fax
SEND TO- Sends the documents to a mail recipient as an email
PROPERTIES- Displays the property sheet for the active file
EXIT- Closes MS Word after prompting to save any unsaved files
Menu Bar
Undo last command - Reverse the last command (i.e.) undoes the effect of last
executed command
Replace last commands – reverses the undo command (i.e.) restores the last
command
Cut - Removes the selection from the active document and places it on clipboard
–a special place in computer’s memory from where it can be retrieved
Copy - Copies the selection to the clipboard
Paste - Inverts the contents of the clipboard at the insertion point and replaces
any current selection.
Paste Special - Pastes, links or embeds the clipboard content in the current file in
the format the user specify
Clear - Deletes the selected object or text without putting on the clipboard
Select All- Selects all text and graphics in active window or selects all text in
selected object
Find – Searches for specified text, formatting symbols, comments, footnotes, end
notes in the active document.
Goto - Moves the insertion pointer to the item where you want to go
Links- Displays or changes information for each link in the current file, including
the name and the location of the source file, the item, the type and whether the link
is updated automatically and manually
Object – Activates the application to which the selected object was created enabling
to edit it

Clipboard
 Clipboard is a special place in computers memory from where it can retrieve
already stored data. The current saved data alone remains in the clipboard.
 Place the mouse arrow over each element in the clipboard to view the contents of
each item and click on an element to add its contents to the document. Click
Paste All to add all of the items to the document at once. Click the Clear
 Clipboard button (the icon with an "X" over the clipboard image) to clear the
contents of the clipboard.
View Menu
Normal - Switches to normal view which is the default document view for most word
processing tasks
Web Layout - Switches the active document to web layout view which is an editing view
that displays the document like that of the web browser.
Print Layout – Switches the active document to print layout view which is an editing view
that displays the document
Outline - Switches to outline view where it enabled to examine and work with the
structure of the file in classic outline Form.
Toolbars-Toolbar organizes the commands in word. Toolbar (icons), menus or a
combination of both. The menu bar is a special toolbar at the top of the screen that
contains menus such as File, Edit, View etc. A menu displays a list of commands.
Ruler- It displays or hides the horizontal ruler which helps to position objects and change
paragraph indents page margins and other space settings
Document Map – Turns the document map on or off, which is a vertical pane along the
left edge of the document. Window that outlines the document structure.
Header and footer – Appears on the top and bottom of every page or slide
Footnotes- Comment or provides reference for text in a document. It appears at the end of
each page in a document
Comment – Displays all comments made by all reviewers in the comment pane
Full Screen – Hides most screen elements so that one can view more of the document

Zoom – Enter a magnification between 10 to 200% to reduce or enlarge the display of

active document

Insert Menu
 Insert menu helps to bring pictures and images from the clipart library and also
inserts special characters

Break - Inserts a column, selection or page break

Page numbers- Insert page number in the document pages, it automatically
updates every time you open or print the document
Date and time – Insert current date and time
Auto text- to store text or graphics planning to reuse such as product names,
text or company logo or a formatted table
Field- Inserts a field at an insertion point. It updates information automatically
Symbol- Inserts symbols and special characters from the fonts that are
installed on the computer.
Comment- Inserts a comment at the insertion point
Footnotes-Inserts a footnote /endnote at the insertion point
Caption- Inserts captions for tables, figures, equation and other items
Cross reference – Inserts a cross reference to an item in a document
Index and tables – Creates indexes, tables of contents. Table of figures, table of
authorities and other similar Tables
Picture-Inserts picture from clipart and other libraries.
Text box- Draws a text box where the user can click and drag in the active
window
File – Inserts all or part of the file the user select, into the active file or at the
insertion point
Object- Inserts an object such as drawing, word art, text, affect etc at the
insertion point
Bookmark- Creates bookmark enabling to mark selected points in the
document.
Hyperlink- Inserts a hyperlink through which the user can jump to the
location in the current document or web page or to a different word document
or web page or to a file that was created in a different program.

Format Menu
Font - Changes the font and character spacing formats of the selected text
 Paragraph - Changes paragraph indent, text alignment, spacing, pagination
and other paragraph formats in the selected paragraph.
Bullets and numbering - Adds and modifies bullets or numbers in selected
paragraph
Borders and shading - Applies shading effect and creates borders around
selected areas
Column - Changes the number of columns in a document or in a section of
document
Tabs - Sets the position and alignment of tabs and determines the type of
leader character for each tab stop
Drop cab - Formats a letter, word, or selected text with large initial or
dropped or capital letter
Text direction - Rotates selected text in table cells so that the user can read it
from bottom to or from the top to bottom
Change case - Changes the capitalization o the selected text
Background - Add different kinds of background such as a woven texture to
word document and web page
Theme- Applies a new or different theme or removes a theme in a web
page, document.
Frames - Creates a table of contents using the headings of the documents and
place it in the left frame of a frame page. It also creates a new frame page
Auto format - Analyzes the control of the active file and then automatically
formats the file
Style - Defines or applies to the selection a combination of formats called a
style
Object - Formats the line, color, fill pattern, size position and other
properties of the selected picture

Tools Menu
Spelling & grammar –Checks the active document for possible spelling, grammar
 an writing style errors and displays suggestions for correcting them.
Language- Designates the language of the selected text in a file that contains more
than one language.
Word count-Counts the number of page, words, character, paragraphs and lines in
the active document punctuation are included in word count.
Auto summarize-Automatically summaries the key points in the active document.
Autocorrect – It is used to correct text automatically as the text is typed or stored
and in case of reuse of text and other items frequently.
Look up reference- To insert lookup reference and cross reference.
Track changes- Marks changes in the current document and keeps track of each
change by reviewer name.
Merge document-Merges the tracked changes from the active document into a
specified document which word opens if not opened already.
Protect document-Prevents changes to all or part of an online form or document
except as specified. It also assigns a password so that other users can annotate a
document. Mark revision or fill in parts of an online form.
Online collaboration-Starts an impromptu online by sending an invitation to
participants who must be running Ms net meeting on their computers. It also
schedules on online meeting by using names from the address book of email
program and displays the discussion toolbar helps to insert new discussions.
Mail merge-To creates form letter mailing labels or envelope with same or different
addresses. It creates personalized letters automatically for many different people.
Envelope and labels-Creates an envelopes or single mailing label or inserts the
same name and address on the entire sheet of mailing labels.
Letter wizard- Runs the letter wizard helping to create letter quickly.
Macro-Macro dialog box is opened where the user can run, edit or delete a macro.
E.g. Use record new macro to record a series of actions as micro or click vb editor to
write a macro. Use security level for files that might contain macro viruses.
Templates and addin- Attaches a different template to the active document, loads
add in programs or updates a document style. Add also loads additional templates.
Customize-Customize toolbar buttons, menu commands and then shortcut key
assignments.
Options-Modifies settings ms office program such as screen appearance, printing,
editing, spelling and other options.
Table Menu
Draw table - Inserts a table with the specified rows and columns in current
document
 Insert - inserts table
Delete -Deletes the entire table
Select - Selects table column, rows, or cells that contains the insertion point
Merge cells - Combines the contents of selected cells into a single cell.
Split cell - Splits the selected cells into the number of rows and columns the user
entered
Split table - Divides a table into 2 separate tables and inserts a paragraph mark
above the row that contains the insertion point
Table alignment - Automatically applies format including predefined borders or
shading to a table. It resizes a table to fit the contents of table cells
Auto fit
Distribute rows evenly Changes the selected column or cells to equal column
width
Distribute column Changes the selected rows or cells to equal row width.
evenly
Heading rows report - Designates the selected row to be a table heading (i.e.)
Repeated on subsequent pages if the table spans more than one page
Convert - Text to table converts a range of text entries into a table. When there is
text inside a table then the command becomes convert table to text.
Sort - Sorts a range of cells in ascending or descending order based upon selected
criteria (i.e.) The column based upon which the user sorts.
Formula - Performs mathematical calculations on numbers
Hide gridlines - It displays or hides gridlines to indicate which cell is in use. To
add printable gridlines use borders and shading command

Window Menu
 New Window® It opens a new window with the same contents as the active
window.
 Arrange all® It displays all open files in separate windows on the screen.
  Split®It splits the active window into panes.
 Notice the last two lines of this menu,
1. 1 bas
2 2 Document2

These are the two files currently open. The tick mark against document2 signifies
the current working document in this file.
Help Menu

 Microsoft Word Help ® To launch the MS-Office Assistant, which provides help
and tips to you to execute many tasks.
 Show the Office Assistant®It displays or removes the office assistant from
view.
 What’s This? ®It provides help on the topic, which is clicked on.
 Office on the Web®It provides a link to Microsoft home site containing, free
stuff, feedback, answers to frequently asked questions, technical help etc.,
 WordPerfect Help® It helps us to learn the word equivalents for WordPerfect
for Dos commands and key combinations.
 Detect and Repair®It automatically finds and fixes errors in this program.
 About Microsoft Word®It shows the word’s version details and copyright
message along with detailed information about your computer system.
Difference Between Paste and Paste Special
 Paste Paste special
It copies the content of the It makes a copy of the selected object at
clipboard at the specified location. the new location but has a link with the
source document, which may be a word
or an Excel or any other application
document.

OLE
The technique of linking two documents such that the changes made in the
source are automatically updated in the target is called OLE (Object Linking and
Embedding).
Change case and its option
Change case changes the capitalization of the selected text. The options are
 Upper Case-converts lower case letters to uppercase (Ex: salem SALEM)
 Lower Case- converts text to lower case (Ex: salem SALEM)
 Sentence case- starting character is in uppercase while others are lowercase with
a period. (Ex: i love my parents  I love my parents )
 Title case – starting character of the word is in upper case ( Ex: i love my parents
 I Love My Parents )
 Toggle case- converts uppercase character in the word into lowercase character
and vice versa (Ex: Hai Welcome  hAI wELCOME)
1.5 COMMANDS, TOOLBARS AND ICONS
Toolbar is a bar holding the icons with easy representation of function of
commands. It mainly consists of the following icons and toolbars namely:
 Word Standard toolbar
 Word Formatting toolbar
 Word Tables and Borders toolbar
 Word Drawing toolbar
 Icons for Printing toolbar
Icon
 Icon is a graphical representation of commands. Clicking on the icon helps to
perform the function of the command.
1.5.1 Word Standard Toolbar

 New® It creates a New document based on normal template.

 Alternative: File® New Shortcut® CTRL+N
 Open® It opens an existing document or template.
 Alternative: File® Open
 Save® It saves the active document or template.
 Alternative: File® Save Shortcut® CTRL+S
 E-Mail® I t sends the contents of the document as the body of the e-mail
message.
 Alternative: File® Send To®Mail
 Print® It prints the active document using current defaults.
 Alternative: File® Print Shortcut® CTRL+P
o Print Preview® It displays full page as they are printed.
 Alternative: File® Print Preview Shortcut® CTRL+F2
 Spelling® It checks the spelling in the active document.
 Alternative: Tools® Spelling and Grammar Shortcut® F7
 Cut® It cuts the selection and puts it on the clipboard.
 Alternative: Edit® Cut Shortcut® CTRL+X
 Copy® It copies the selection and puts it on the clipboard.
 Alternative: Edit® Copy Shortcut®CTRL+C
 Paste® It inserts the clipboard contents at the insertion point.
 Alternative: Edit® Paste Shortcut®CTRL+V
 Format Painter® It copies the formatting of the selection to a specified location.
 Shortcut® CTRL+SHIFT+C
 Undo® It reverses certain commands.
 Alternative: Edit® Undo Shortcut®CTRL+Z
 Redo® It reverses the action of the undo command.
 Alternative: Edit®Repeat Shortcut®CTRL+Y
 Insert Hyperlink® It displays the destination object, document or page.
 Alternative: Edit® Repeat Shortcut®CTRL+K
 Insert Table® It inserts a table.
 Alternative: Table® Insert Table
 Table and Borders® It display the tables and borders toolbar.
 Alternative: View® Toolbars® Tables and Borders
 Insert Microsoft Excel Worksheet® It inserts Microsoft Excel Worksheet.
 Alternative: Insert® File
 Columns® It changes the column format of the selected sections.
 Alternative: Format® Columns
 Drawing® It shows or Hides the Drawing Toolbar.
 Alternative: View® Toolbars® Drawing
 Document Map® It shows an outline of a document heading and helps to
quickly navigate around the document.
o Alternative: View® Document Map
 Show/Hide ® It shows/hides non-printing characters.
 Shortcut®CTRL+*
 Zoom Control® It scales the editing view.
 Alternative: View®Zoom
 Office Assistant® It provides help topics and tips to accomplish your task.
Alternative: Help®Microsoft Word Help Shortcut®F1
1.5.2 Word formatting toolbar

 Style- applies a style or records a style by example

o Alternative-format  style Shortcut- ctrl + shift + s
 Font size- changes the font size of the selection
o Alternative-format font style Shortcut- ctrl + shift + p
 Italic – makes the selection italics
o Alternative-format  font style Shortcut- ctrl + shift +I
 Align left- aligns the paragraph at left indent
o Alternative-format  paragraph alignment Shortcut- ctrl +L
 Align right- aligns the paragraph at right indent.
o Alternative-format  paragraph alignment Shortcut- ctrl +R
 Numbering- creates numbered list based on the current defaults
o Alternative-format Bullets and Numbering
 Font- changes the font of the selection
o Alternative-format  font Shortcut- ctrl +shift+ F
 Bold- makes the selection bold
o Alternative-format  font  font style Shortcut- ctrl +B
 Underline- formats the selection with continuous underline
o Alternative-format  Effects Shortcut- ctrl +shift+ U
 Center- Centers the paragraph between the indents
o Alternative-Paragraph  Alignment Shortcut- ctrl + E

1.5.3 Word Tables And Borders Toolbar

 Draw table -Inserts a table while dragging the icon in the document. To
create Rows and columns drag inside the table.
 Line width -- Click the width for the selected objects border.
 Border color--Clicking the icon changes the border color of the table.
 Fill color -- Adds, modifies or removes the fill color or fill effect from the
selected object. This fill effects includes gradient texture, pattern and
picture fills.
 Eraser -- Removes a table cell line and merges the contents of the adjacent
cells. If a cell has a border Word removes the border but does not merge
the cells. Click eraser and drag the eraser pointer over the table cell lines
or border to be deleted.
 Border-- Click the style and thickness for the selected line. Outside
border-adds or removes a border around the selected text, paragraphs,
cells, pictures or other object.
 Merge cells-- It combines the contents of the selected adjacent cells in a
single cell.
 Align top left-- Aligns horizontally oriented text with the top of the table
cell. Choose various options to align the text differently.
 Distribute columns evenly -- Changes the selected columns or cells to
equal width.
 Change text direction -- Orients selected text in a text box, cell or frame
horizontally, left to right.
 Sort descending--Sorts the selected item in order from beginning of the
alphabet, the lowest number or the earliest data using the column that
contains the insertion point.
  Auto sum -- Inserts a formula field that calculates and displays the sum of
the values in the table cells above or the left of the cell containing the
insertion point.

1.5.4 Word drawing toolbar

 Draw  Activates the draw menu.

 Free rotate  Rotates the selected object to any degree. Select the object
then click on the icon and then drag a corner of the object in the direction
to rotate.
 Line  Draws a straight line where the user clicks or drags in the active
window. To constraint the line to draw at 15 degree angle from its starting
point, hold down shift when users drag.
 Rectangle Draws a rectangle when user clicks or drags in the active
window. To draw a square press shift and drag.
 Text box  Draws a text box where the user clicks or drags in the active
window. Use a text box to add a text such as captions or callouts to the
pictures or graphics. ALT è INSERT è TEXTBOX
 Clipart  Opens the clip gallery where the user can select the clip art
image and can insert a file or update the clipart collection. ALT è
PICTUREèCLIPART
 Selected object  Changes the pointer to a selection arrow so that the
user can select objects in the active window. To select object click the
object with the arrow. To select or to move object, drag the arrow over the
objects to select.
 Auto shapes  Activates the auto shapes menu.
  Arrow Inserts a line with an arrowhead where the user clicks or drags
in the active window. To constrain the line to draw at 15 degree angle
from its starting point hold down shift as the user drags.
 Oval  Draws an oval where the user clicks or drags in the active
window. Ex: To draw a circle press shift and drag.
 Word art  Creates text effects by inserting an Ms Office drawing object
o ALTèINSERTè PICTUREè WORDART
 Fill color Adds, modifies or removes the fill color or fill effect from the
select object. Fill effects include gradient, texture, pattern and picture fills.
 Font color  Formats the elected text with the color.
 Line color  Adds modifies or removes the line color from the selected
object.
 Dash style  Click the dashed line or dashed dot line style if the user
wants to select shape or border.
 Shadow  Click the shadow style for the selected object.
 Line style  Click the width for the selected line.
 Arrow style  Click the arrowhead style for the selected line.
 3D  Click the 3D style for the selected object.
1.5.6 Icons for Printing Toolbar

 Print  Prints out the displayed document according to the default

settings.
 One page  Clicking this button causes word to display one page at a
time.
 Zoom controls The selected zoom level is in the text box. By clicking the
arrow button selects another one of the available zoom alternatives
 Shrink to fit  Word shrinks the document.
 Close  Closes print preview mode.
  Magnifier  Print preview function mode changes. When the mouse
pointer looks like a magnifying glass in view mode and when in edit
mode the mouse pointer is normal.
 Multiple page  Several pages can be displayed at a time.
 View ruler  Click this button to hide ruler. Click again to restore to
normal view.
 Help  Changes the mouse pointer into a question mark which selects a
command to get information about it.
1.6 FORMATTING DOCUMENTS
1.6.1 Formatting features
Formatting features helps to improve the presentation of the document. It
requires pre-selection of a piece of text. This piece of text is called a “block” or a
“range”.
For applying various formatting commands this block has to be specified first
before choosing the desired formatting command.
1.6.2 Selecting text
Mouse pointer is placed at the beginning of the text to be formatted. Left mouse
button is clicked and dragged till the end of the block. When the block is selected,
mouse button is released. The selected text is highlighted in black color and the text
appears in white.
Example:

Applying any formatting command like bold faced, italics, underline, left align,
right align, justify etc by simply clicking on the correct icon. Font size, style and type of
this block can also be changed.
Cut a block: (CTRL + X)
Cut command from edit menu moves block of text to another location either
within the same page or to another page or even to any other document. The block will
disappear from its original location using cut command and then paste command helps
to paste this block anywhere.
Copy a block: (CTRL + C)
Copy command copies a block of text to any other location. The text appears
both at original location and in new location also.
Paste a block: (CTRL + V)
The block which is being cut or copied using cut or copy command is placed at
new location by using paste command.
1.6.3 Delete a block:
A block or a piece of text can be deleted by selecting the text and press delete key
from the keyboard. Otherwise using clear command from the Edit menu helps to delete
the block.
1.7 CREATING TABLES
Table compromises rows and columns. Horizontal line is called as column while
vertical line is called as row.
To create tables: Click Table and select Insert command
 A dialog box appears asking for the number of rows and columns.
 After giving number of rows and columns, click OK in the dialog box.
 Table appears on the screen.

To insert column:
 Place the mousse at the top of the column
  Choose columns to the left from Insert command from Table menu
 Column would be automatically inserted

To insert row:
 Highlight any blank row by choosing Select  Row from the Table menu
 Choose insert row from the Table menu to insert as many rows to be inserted

Split Table
The user can divide the table into two parts. We seek the help of split table
option from the table menu. To do this,
 Place the cursor in correct position where the user wants to split the table.
 Then go to Table menu and then select Split Table option.
 The table will be split into two.
Merge Cells
It is used when the user want to combine two cells. We seek the help of Merge
cells option from the Table menu. To do this,
 Select the two cells, which we want to combine.
 Then go to Table menu and then select Merge cells option.
Centering Text
 Highlight the text by placing the mouse in the beginning of the text. Click
once, keep left button of the mouse pressed and drag the mouse till the
end of the text. Release the mouse button.
 Click on center icon to center the text across the page width.
Changing fonts and text (point) size:
 Highlight Font command from the Format menu.
 Using either the keyboard arrows or the mouse pointer select a font which
you like the best.
 Select also the desired font size by clicking once on it. Click on ok button.
 Text type will be displayed.
Borders and shadings
 Choose Tables and Borders command from the Toolbar options
from the View menu.
 Place the cursor in the table and Select Table from Table menu.
 Select the line style that you like.
 Click the border icon in the formatting toolbar to open the frame.
 Click ALL BORDERS option in that icon.
 Now the table will be in new applied border.
 Also use the shading color icon from the tables and
borders toolbar to fill colour to the table cell.
1.8 MAIL MERGE
Mail merge helps to send the same document to a large number of people. This
document contains the information about the details of the particular products or
services. It contains common body of the letter but the address alone changes
 Mail merge helps to create a database of contacts.
 It automatically merges the main body of letter and personalized letters can be
generated.
 Each of the letters would be addressed individually six different people and all
the recipients would feel as the letter was personally written to them.
Mail merge file
 It contains main document.
 File contains database called data source.
 Each entry in database file contain details about one person is called a record and
each item of the record is called as field.
 Related field form a record and many records form a database.
Advantage:
To send a letter to same group of people, just create the main letter and merge it
with existing database which contains the names and address of the recipients list.
Creating the Main Document
1. Start word by choosing Microsoft word from Programs option.
2. Type the complete body of the letter first.
3. Once having typed the entire matter, apply the fonts, point sizes,
alignment and other attributes to the text Now let us start Mail Merging.
Creating Data Source
1. Choose Tools menu  Letters and mailings command  Mail Merge.
2. Click on Create button.
3. Choose Form Letters option.
4. Click to choose the currently active document. (in Which you typed the main text
of the letter).
5. Click on Get Data.
6. Choose Create Data Source Option
A window for customizing the database structure appears, as shown below
 Type the desired field name and click on Add Field Name button to add
any additional field(s) that is not already provided.
 Highlight the field name from the next window and click on Remove
Field Name button to remove any fields that are not required.
  To re-arrange the order of any field(s) click on the respective field name
and click on up arrow or down arrow buttons to place this field at the
desired place.

Adding Fields:
To add a new field called Customer ID to this predetermined list.
1. Type Customer ID here.
2. Click once on the Add Field Name button.
3. Click once on Ok button.

Removing Fields:
To remove a field called Country from this predetermined list.
1. Highlight country clicking once on it.
2. Click once on Remove Field Name button.
3. Click on Ok button to finalize the list of fields.
4. Type Addresses as the file in which you wish to save the details.
5. Click on Ok button
6. Click once on Edit Data Source to start typing the name and addresses to people to
whom this letter has to be sent.
7. Notice that the various items of information chosen or specified earlier appear as
field names.
8. We can see all the fields by scrolling down with the help of scroll bars.
9. Through these buttons we can travel through the different records in the database.
10. Also notices that Add, Delete, Restore, Find and view options are available here.
Through these options we can create and modify our database file.
11. Click once on the ok button to finish entering the records.
12. Place the cursor at the place where we wish to insert the names.
13. Click once on Insert Merge Field button. A drop down list displaying all the fields
would be shown.
14. Choose Title and click on it once.
15. To begin Mail Merging click once on the Mail Merge icon.
16. The following window would be displayed.

13. Simply click once on the Merge button to generate letters for all the records in the
data source file.
14. We may specify a range of records here, in case we wish to generate letters only for
some selected people.
15. Click here in case we do not wish to leave blank lines for those fields that are
empty.