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ఈ రోజు శిక్షణ అంశము : MS-WORD
 FORMATTING A DOCUMENT
Formatting means arranging the general appearance of text in a
document. You can enhance the look of a document by:
Changing font and its size
Adjusting line spacing
Setting tabs/Margins/Borders/Shading
Creating bulleted or numbered lists
Highlighting certain words
Changing case
Aligning text on a page
Changing text styles and colour
 FORMATTING A DOCUMENT
Formatting effects can be applied using the Home tab, which contains:
font formatting commands (Font group), paragraph formatting
commands (Paragraph group), and text styles commands (Styles group).
There are several ways of formatting the text. Let us learn the different
types of text formatting:
Character Formatting
Paragraph Formatting
Page Formatting
FORMATTING A DOCUMENT
FORMATTING A DOCUMENT
 CHARACTER FORMATTING
As the name suggests, Character formatting focuses on the appearance
of individual character. Font is a set of characters of specific size and
style.
Character formatting can be applied in several ways:
Using Keyboard
Using Home tab
Using Shortcut menu
 PARAGRAPH FORMATTING
Paragraph Formatting is the most important factor in the overall
appearance of a document.
MARGINS:
The distance between the written text and the edge of the paper is
called margin.
TEXT ALIGNMENT:
It refers to the positioning of text between the margins of a page. You
should set the alignment before typing. You can also select an entire
document, and then change the alignment of text.
PARAGRAPH FORMATTING
 PARAGRAPH FORMATTING
LINE SPACING:
Line spacing refers to the vertical distance between consecutive
lines of text.

To format line spacing, select the text you want to format.

Click the Line Spacing command in the paragraph group on the

Home tab. Select a spacing option from the displayed list.
 PAGE FORMATTING
The following formatting options are available in Page Formatting.

PAPER SIZE = Select Page Layout tab

PAGE ORIENTATION = Select Page Layout tab
MARGINS = Select Page Layout tab
HEADER & FOOTER = Select Insert tab
PAGE FORMATTING
 PRINTING A DOCUMENT
A printed output of a document or an image is called a Hard Copy. From
time to time, you need hard copies of your work. MS-Word provides us
with options to print a document, analyze its preview and control the
printing properties.

PRINT PREVIEW
Click on Print Preview button present on the Quick Access Toolbar. You
can also select the Print Preview option from the Office Button drop
down menu. You will get the preview of your document. Just above the
Preview page, you will find the Print Preview tab with various
commands. You can select the options as per your convenience.
PRINTING A DOCUMENT
PRINTING A DOCUMENT
 PRINTING A DOCUMENT
If you want to print a single copy of the current document, click on the
Quick Print button (printer icon) present on the Quick Access Toolbar.

If you want to change the current Print settings, click on the Office
Button, and select the Print option. The Print dialog box will appear:
Choose the desired copies and page settings.

Once you have finished, click on OK.

The printer will print the current document as per your print settings.
PRINTING A DOCUMENT
 INSERTING SYMBOLS
A particular mark that represents some piece of information is called a
Symbol.
How to insert a symbol?
Place the cursor at the position where you want to insert a symbol.
Click on the Insert tab.
Simply click on Symbol button Ω in the Symbols group, and select
the desired symbol from the limited options displayed.
If you want to choose symbol from the wider list of options available,
then, select More Symbols.
 INSERTING SYMBOLS
The symbol dialog box appears.

The Symbols tab is selected by default

Choose the desired Font and Symbol, and click on the Insert button.
Click on Close button to close the box
 FINDING TEXT
Find and Replace Utility
While looking for certain words in a large document, it is very
inconvenient to go through the entire text. The MS-Word has Find and
Replace feature automates the process of search as well as
replacement of text.
Click on the Find button from the Editing group on the Home tab
Find and Replace dialog box appears. Select the Find tab.
In Find What box, type the text that you want to search in the
document
After finishing the search, Word prompts a message: “Word has
finished searching the document”. Click OK.
FINDING TEXT
 CHECKING SPELLING AND GRAMMER
Correction Method-1
Some times, you might have observed red, green and blue wavy lines
under few words in your document. Microsoft office program does this
to help you to spot the errors easily.

Word has a built-in dictionary, and a set of grammatical rules to check

the spellings and grammar of the text document.
1. A red wavy line under a word signifies the misspelled word.
a) Right click on the misspelled word and a list of suggested corrections will
appear.
b) Select the correct option which meets the requirement.
 CHECKING SPELLING AND GRAMMER
2. A green wavy line under any word or sentence indicates grammatical
error.
Right click on the mistake to find a possible suggested correction.
Select the correct option which meets the requirement.

3. A blue wavy line under a word refers to contextual spelling error.

Right click on the flagged word and select the correct contextual
spelling from the suggestions list.
CHECKING SPELLING AND GRAMMER
Correction Method-2: using Spelling and Grammar Tool
A simple way to check the spelling and grammatical error of any
word is as follows.
Open a Word document that needs to be checked
Click on Review tab, select the Spelling & Grammar option in the
proofing group.
The Spelling & Grammar dialog box appears, and the first suggested
correction is highlighted.
Select the correct spelling and click on the Change button.
CHECKING SPELLING AND GRAMMER
 INSERTING GRAPHICS IN WORD
When you create a text document using word, you may need to include some
graphic illustrations. Graphics are added to textual documents for a wide variety of
reasons: from supporting the description provided in the text to providing an
immediate visual impact of the contents.
Inserting an image from a file
You can insert an image in the Word document which is already available on the
computer. Word can import various types of the formats. The most common types
are:
GIF (Graphical Interchange Format)
BMP (Bit Map Image File)
PNG (Portable Network Graphics)
JPEG or JPG (Joint Photographic Experts Group)
 INSERTING GRAPHICS IN WORD
To insert an image from a file, proceed as follows.
Click on the Insert tab, and select the Picture button in the illustrations group
Browse the picture you wish to insert.
Choose the desired file and click on Insert button.

You can insert an image from Gallery/Clip Art

On the Insert tab, in the illustrations group, click on the Clip Art option. The clipart
options appear in the task pane on the right. Select the desired one and insert it.
INSERTING GRAPHICS IN WORD
 WORKING WITH SHAPES
In MS-Word, Shapes is a drawing feature that helps you to draw different shapes
like starts, banners, callouts, connectors, etc. With the help of these shapes, you
can draw attention and provide impact to your message. To insert shape, follow
these steps.
Click on the Shapes button in the Illustrations group on the Insert tab.
A drop down menu displays various options such as Lines, Basic shapes, Block
Arrows, Flow chart etc.
Point to Basic Shapes and click on the Smiley Face.
To insert a shape in the document, drag the ‘+’ (Cross hair symbol) on the working
area.
The Format tab appears automatically when you have drawn the shape.
Select any shape style from the displayed list in the Shape Styles group. Click on
the More drop-down menu to select and change the overall visual style of the
shape.
INSERTING SHAPES
 USING WORDART OPTION
MS-Word has inbuilt ‘WordArt gallery’, which allows a user to create a special text
effects. It gives a unique look to the text.

Using the Insert tab. Select the WordArt option in the Text group.
Select any desired WordArt Style.
The Edit WordArt Text dialog box appears with a selected text place holder.
Type the text in the Text box and click OK.
USING WORDART OPTION
 BULLETS AND NUMBERING
We can format lists in a document by using bullets and numbers. A number of
connected items or names written or printed consecutively, one below the other is
called a list.

A bullet is a small graphic symbol that sets off an item in a list.

Click on the Bullets or Numbering commands on the Home tab in the Paragraph
group.

Select the Bullets or Numbering style that you would like to use from the drop-
down menu. It will appear in the document.
Position the cursor at the end of a list item, and press the ENTER key to add and
item to the list.
 TRACK CHANGES
In work places sharing a single document is very common practice. In such cases
we need to keep a track of changes that are made to a document. Word has an
inbuilt feature to record the changes made to an original document like move,
insertion, deletion, formatting change or comment that you make, so that you can
review all the changes later.

Open the document that you want to revise.

Select the Review tab and click on the Track changes button (It is a toggle button)
in the tracking group.
 WORKING WITH TABLES
A table is organized arrangement of text in the form of rows and columns. Table is a
useful way to organize and present large amount of information.

Technical, Financial or Statistical Reports

Product Catalogues showing descriptions, prices, characteristics and photographs
of products.
Bills or Invoices
Lists of names with addresses, age, professions, and other informations.

In MS-Word, tables can often be used as an alternative to spreadsheets to organize

data. A well designed table conveys information in a more meaningful way rather
than the written text.
 CREATING A TABLE
Click on Insert tab and select the Table button in the Tables group.

Move the mouse pointer over the grid, and cover the number of rows
and columns you want in the table.

The table will be inserted in the working area.

CREATING A TABLE
CREATING A TABLE
 TABLE … PRACTICES
ENTERING DATA IN CELLS
TEXT ALIGNMENT IN CELLS
ROTATING TEXT IN A TABLE CELL
CHANGING COLUMN AND CELL WIDTH
INSERTING ROWS AND COLUMNS IN A TABLE
DELETING A CELL/ROW/COLUMN FROM A TABLE
AUTOFORMATTING A TABLE
ADDING BORDERS AND SHADING
 WHAT WE HAVE LEARNT …
FORMATTING A DOCUMENT
PRINTING A DOCUMENT
INSERTING SYMBOLS
FINDING TEXT
CHECKING SPELLING AND GRAMMER
INSERTING PICTURES/IMAGES
USING WORDART
INSERTING SHAPES
BULLETS AND NUMBERING
TRACK CHANGES
WORKING WITH TABLES
 PRACTICE ACTIVITY… 1
Open MS-Word. A new document will open by default.
Type the given text. Save this file with the name “God the Creator”.

Our daily lives can easily be influenced by stress, pressure and confusion. But we
can stop any moment and slip away into the presence of God’s spirit through prayer
and meditation to find peace.
Faith in God is the best insurance when you are faced with a personal tragedy or a
natural disaster. An insurance company can reimburse your financial loss, repair
your home or car and help you start again in business, but only God can mend your
broken heart.
Do you have troubles? Has some unexpected problem come up? Ask God to come
to your aid. Put him on the spot and test Him. He can do the impossible.
Take time once in a while to watch sunrise or sunset. See and feel the power and
majesty of the Great Creator.
 PRACTICE ACTIVITY… 1
 Select the first paragraph. Make a duplicate copy of it, and place it
right after the second paragraph.

 Select the first paragraph again and delete it. Now select the last
paragraph and move it before the first paragraph.

 Undo the last action. You will find the last para at its original place.

 Save the document and exit the MS Word application.

 PRACTICE ACTIVITY… 2
Try to design the following add using features like Font, Align, Insert etc. ?
 PRACTICE ACTIVITY… 3
Try to design the following add using features like Font, Insert, Shapes etc. ?
 PRACTICE ACTIVITY… 4
Try to design the following add using features like Font, Insert, Shapes etc. ?
ANY DOUBTS/ఏమైనా సందేహాలున్నాయా …

?
END OF SESSION