Training Module and Course Content

on
Introduction to Computer
&
MICROSOFT WORD

Regional Institute of Planning, Applied Economics &

Statistics (RIPAE&S)
A/65, NAYAPALLI, BHUBANESWAR
e-mail- [email protected], [email protected]
 Contents
1. Introduction to Computer & Window
1.1. Definition of computer 4
1.2. Characteristics of computer? 4
1.3. The components of computer 5
1.4. Types of computers 12
1.5. windows 7 16
1.6. Introduction to windows 8 29
2. Introduction To Microsoft Word 34
2.1. Introduction to Microsoft word 34
2.2. View of Microsoft word window 35
2.3. Creating new document 38
2.4. Saving a Document 39
2.5. Opening a document 40
2.6. Closing a Document 40
2.7. Exiting Word 40
2.8. Navigation in a Document 41
2.8.1.Navigation with Keyboard 41
2.8.2.Navigation with GO TO 41
3. Template 42
3.1. Working with Template 42
3.2. Creating and attaching templates 42
3.3. Save a Word document as a template 43
3.3.1.Save as a template 43
3.3.1.1. Start with a blank template 44
3.3.1.2. Create a template based on an existing document 44
4. Edit and Proofread text 46
4.1. Selecting Text 46
4.2. Changing Case 47
4.3. Editing text 48
4.4. Moving and Copying Text and Objects 48
4.4.1. Moving or Copying Text with Drag-and-Drop 48
4.4.2. Using Cut, Copy, and Paste 49
4.4.3. Paste Link Text/Object 51
4.4.4. Using Paste Options 51
4.4.5. Advanced Paste Special Options 52
4.4.6. Using Clipboard 53
4.4.7. Use F2 to Copy and Move Text 54
4.5. Finding and replacing text 55
4.6. Correcting spelling and grammatical errors 59
4.6.1. Check spelling and grammar 60
4.6.2. Check spelling and grammar all at once 60
 4.6.3. Check spelling and grammar automatically 61
4.6.4. How the automatic spelling checking works 62
4.6.5. How automatic grammar checking works 62
4.7. Automatically insert text 63
4.7.1. AutoCorrect and Auto Format 63
4.7.2. Auto Text 63
5. Formatting text 74
5.1. Applying styles to text 74
5.2. Changing a document’s theme 76
5.3. Manually changing the look of characters 77
5.4. Manually changing the look of paragraphs 79
5.5. Applying Borders and Shading 84
5.5.1. Apply a Border 84
5.5.2. Apply Paragraph Shading 85
5.5.3. Apply Paragraph Shading and Borders 85
5.6. Creating and modifying lists 86
5.6.1. Create a multilevel list 88
5.6.2. Choose a multilevel list style from the gallery 88
5.6.3. Create a new multilevel list style to add to the gallery 88
5.6.4. Defining new styles 89
5.6.5. Advance the numbering manually in a list 89
5.7. Controlling what appears on each page 90
5.8. Presenting information in columns 91
6. Working with Table, Chart and Excel Spreadsheet in MSWord 94
6.1. Presenting information in tables 94
6.1.1. Creating Table 94
6.2. Performing calculations in tables 98
6.3. Other table layout options 99
6.4. Formatting tables 99
6.5. Quick Tables 101
6.6. Inserting charts 102
7. Sharing Document on OneDrive 105
7.1. What is OneDrive? 105
7.2. Add files from your computer 105
7.3. Add files from your phone or tablet 105
7.4. Add files using the OneDrive website 106
7.5. Share files 106
7.6. Collaborate with Office 106
7.7. Getting to your files from anywhere 107
7.8. Getting to files when you’re offline 107
 7.9. To make files available offline using the OneDrive app 108
7.10. To make files available offline using File Explorer 108
8. Mailing Letter with Mail Merge 109
8.1. Mail merge 109
8.2. Preparing data sources 109
8.3. Using an Outlook contacts list as a data source 114
8.4. Preparing main documents 114
8.5. Merging main documents and data sources 115
8.6. Printing envelopes 117
8.7. Sending personalized email messages to multiple recipients 118
8.8. Creating and printing labels 121
9. Page setup and Print Document 125
9.1. Changing a document’s background 125
9.2. Adding watermarks 127
9.3. Previewing and adjusting page layout 130
9.4. Inserting Header and Footer 131
9.5. Printing Document 134
10. Frequently Used Shortcuts 137
 CHAPTER-1
INTRODUCTION TO COMPUTER & WINDOWS

1.1 Definition of computer

Computer is an electronic device or machine which accept
data through Input device (Keyboard) and process it in processing unit
(CPU) and produce desire output or information through output
devices (monitor or printer)

INPUT PROCESS OUTPUT

1.2 Characteristics of Computer

Accuracy
Though a computer is a machine it produces 100% correct result. It does never a
mistake, because it produces desire information according our input data. If we
programmed properly it will come up with the most accurate answer. That is why the term
GIGO (Garbage In Garbage Out) is associated with accuracy of computer.
Speed
A computer executes the given instructions in billionth or trillionth of a second.
The unit of processing time in computers are measure in like:
-3
1 Mili second - 10 second
-6
1 Micro second - 10 second
-9
1 Nano second - 10 second
-12
1 Pico second - 10 second
Storage
A computer can store large amounts of information. It can also retrieve any part
of the information instantly, i.e. a single PC can store the whole information of a office.
Such as in a floppy, you can store 1.44 MB or 500 pages text approximately. In a CD you
can store 700MB i.e. 700 times more data than a floppy. In a hard disk you can store
500GB data which store the entire information of a big office.
Multitasking
A computer can carry out various kinds of tasks ranging from preparation of
documents to launching of satellites. It is possible through different types of programs or
software. A computer can do more than one job at a time without reducing it's speed. In a
single computer you can control more than 40 users at a time. For ex. In LAN there are 2
to 40 or 50 computers are connected in a single main PC is called Server, which control
to all system in the same time & allows doing different task in the same time.
Automation
Once the data and instructions are fed into a computer, normally, no human
intervention is necessary during processing.
Diligence
A computer never gets bored or easily fatigued. It does not ask for a break after 3
to 4 hours of continuous work. A computer can work 24 hours continuously for years
except for periodic breaks necessary for its maintenance.
Application of computer:
1. Record Keeping 2. Customer Service
3. In Hospital 4. Education
5. Animation 6. Space & Defence
7. Data processing Activities 8. Traffic Light
9. Banking 10. Railway Reservations
11. Air Traffic Control 12. Scientific Research

1.3 THE COMPONENTS OF COMPUTER

The main components of a computer are:
o Hardware
o Software
o Firmware
o Personnel or Human ware

1.3.1 Hardware
Hardware is the various physical components that comprise a computer system,
as opposed to the non-tangible software elements. Most of these physical components
are physically separated from the peripheral to the main circuitry that does the
arithmetical and logical processing but they are the most familiar bits of a computer.
The physical components of a computer whether it is mechanical or electrical or
electronics, to which you can touch and see.
The Hardware parts are:
 Input Devices
 Output Devices
 Processing Units
 Memory or Storage
1.3.1.1 Input Devices
The Input devices are reading or transmitting the data and store it in the internal
memory for processing, so they are called as read only devices. Write the data into
secondary storage devices, or write the data onto the output devices. The most
commonly used input devices are Keyboard, Mouse, Scanners, Light pen, joystick etc.
KEYBOARD
The keyboard is an important tool that allows a user to communicate with the
computer. It is composed of “keys” that send a signal to the computer that the computer
recognizes and uses to carry out processes and programs. Keyboards come in various
shapes and sizes, but serve generally the same purpose. We’ll go over the specific keys
in another part of this guide.
The Keyboard resembles a typewriter keyboard, but has additional keys for handling
control functions. There are different types of key in a key board. Some key board have
84, 102,104,108,110, and 125 keys. On your keyboard the most widely used keys are
alphanumeric keys and other characters on the main pad.
The different keys are:
Alphabets: A to Z.,
Numeric Keys: 0 to 9.,
Special Symbols: ($- Dollar, &- Ampersand, #- Hash, @- At the rate of, ^- Caret
(exponeation) 25 = 5^2, ~ - Tile, |-pipe line, \- Back Slash, /- Front Slash,
Symbol Keys: +, -, *, /, ( ), [ ], { }, . etc.
Special Keys:
Enter Key- This is called command key or return key because after pressing enter key
the computer process the data. To create a new paragraph you can also press enter key.
Shift key- To change the mode of character from small to capital and vice versa or to
write the upper case symbol such as ?, +, { }, [ ], $, @, ^ etc., you can hold the shift key
then press the particular key.
Caps Lock: To write all alphabets in capital letter first you on the Cap Lock key then you
type the alphabets.
Arrow Key: (left, right, up, down): To move the cursor (blinking position on the screen)
into four directions you can use different arrow keys.
Home& End: Home key take the cursor to the first position of the current line where as
the End key take the cursor to the end position of the current line directly.
Page up / page down: To move the cursor one
screen full (15 to 20 lines) upwards or downwards
you can use the page up/ page down keys.
Back Space & Delete: Both keys are used to
delete or erase the character. The Back Space
delete the character to back or left side from the
cursor position where the delete key delete the
character at the cursor position towards the right.
Function Keys: (F1 to F12): There are twelve function keys which function differently
according to the different application.
Escape Key (Esc): To cancel any commands you can press the escape key and return
to previous position. It also helps to quit from any application.
Num Lock: When num lock is on, the number will function in the numeric pad. But when
it is off the other keys such as home, end, page up, page down will function in the
numeric pad.
Print Screen: It prints the current screen matter through printer directly or you can copy
the current screen matter to the clipboard and paste it in different application.

Mouse
Similar to the keyboard, the mouse is used to
communicate with the computer. The mouse is like a remote
control to a TV. The Mouse is a small pointing device
containing a tracking ball in its base and fits into the palm of
a hand. A mouse can be rolled across a flat surface which
moves the tracking ball on the mouse pad, thus transmitting
pulses according to its motion. The movement of the tracking
ball controls the movement of the cursor (pointer) on the
screen. The Mouse has facilities like pointing to an object,
selecting an object, dragging/moving an object and the like.
It has two or three buttons:
 Primary button which is used to selecting a menu or text.
 Secondary button which is use differently in different
applications. Basically it allows choosing different menu
commands.
JOYSTICK
Joystick is an input device by which you can play video
games. It has a gear/button by which you can control own games.
LIGHT PEN
The Light pen is also a graphic input device by which you
can draw graphs directly on the surface of the monitor. The pen
consists of a photocell placed in a small tube. The light from the
screen causes the photocell to respond when the pen is pointed
directly at a lighted area or you can write the pen in a pad.
SCANNER
The scanner is also an input device by which you can scan photo graph and
store in the computer's memory. It also used to read the Bar Codes and display the
detail information about a company. It also sort out the
competitive exams results. The different scanners are:
o OCR- Optical Character Reader
o MICR- Magnetic Ink Character Reader
o OMICR- Optical Magmatic Ink Character Reader
o BCR- Bar Code Reader
1.3.1.2 OUTPUT DEVICES
The output of a computer can be produced the information on the paper using
either a Printer or a Plotter or produced softcopy on the monitor.
PRINTER
The printers are the most common output devices; they are
used to get result printed on paper (hard copy). There are different
types of printer. They are impact printer and non-impact printer.
IMPACT PRINTER
It prints the character by physical striking the print hammer
on the surface of the ribbon and form a character on the paper. e.g.
Dot Matrix Printer, Daisy Wheel Printer, Drum Printer & Chain
Printer.
NON IMPACT PRINTER
It prints all the information with the help of Ink Cartridges or toner. It has no print
head. It prints all the information through a Photocopier drum like Xerox Machine.
e.g. Laser printer, Inkjet printer
PLOTTER
It is just like a printer by which you can print technical
diagrams, engineering & geographical maps where accuracy is
of prime importance. A pen is mounted on an arm which can be
moved up and down or left to right. Figures, characters and
graphics can be drawn using a plotter.
MONITOR
A VDU is the primary output device of a computer. What we type or the results of
our computations we can see on the Monitor or VDU (Visual
Display Unit). What you can see on monitor are called Soft
Copy. There are two types of monitor : Mono Chrome (Black &
White) and color monitor. Monitor are of different sizes, such as
14", 15", 17", 21" etc. It has different buttons & switches to
control the brightness, contrast & colour.
Monochrome monitors has one background and another
foreground color. A color monitor can display 16 colours to 512
or higher number of colours depending on the quality of the
monitor. The quality of text and graphics of a display can vary
depending on its resolution factor. Resolution refers to the maximum number of dots
(pixels or Picture Element) that can be accommodated in both horizontal and vertical
directions in the display. The currently available SVGA (Super Video Graphics Adaptor)
monitors have better resolution compared to earlier CGA (Color Graphics Adaptor)
monitors, EGA (Enhance Graphics Adaptor) monitors, HGA(Hercules Graphic Adaptor)
monitor.
1.3.1.3 CENTRAL PROCESSING UNIT
The Central Processing Unit s also called Processor. This is the brain or heart of
the computer equipment. The CPU carries out the calculations for the
program and controls the other components of the system. It does the
function by organising circuits into two main units, called Arithmetic logic unit
and control unit. It is the brain of the computer. It also called Micro
Processor or Processor Chip). It processes information by fetching an
instruction stored in the memory ( RAM ), executing the instruction and
proceeding to the next instruction. The different processor name are 80186,
80286, 80386, 80486, 80586 (Pentium -I), Pentium -II, Celerun, Pentium -
III, Pentium –IV, core I3, core I5, or core I7 etc.
It contains three parts
 ALU
 CU
 Memory
ALU
The ALU contains circuits that do arithmetic and perform logical operations.
The control unit contains circuits that analysed and execute instructions.
The ALU contains arithmetic circuits that can subtract multiply and divide
two numbers. More complex operations such as finding the square root of a
number are done by sequence of their basic operations. The ALU has logic
circuits that can compare two numbers to determine if they are equal or if one number is
greater than storage locations called storage registers for storing numbers used in
calculations and for storing the results of calculations. To perform a calculation or logical
operation, number is transferred from primary storage to storage registers in the ALU.
These numbers are sent to the appropriate arithmetic or logic circuit. The results are sent
back to the storage registers. The results are transferred from the storage registers to
primary storage.
CU (Control Unit)
The control Unit controls the whole computer system by performing the
following functions:
- directs and coordinates all operation called for by the program
- activates the appropriate circuits necessary for inputs and output devices.
- Causes the entire computer system to operate in an automatic manner.
The control unit contains a temporary storage location called an instruction register for
storing the instruction being executed. It also contains circuits called the instruction
decoder – which analyse the instruction register and cause it to be executed.
Memory
It is nothing but a storage location inside the computer. It stores data either permanently
or temporarily up to switch up the computer. The memory can be broadly classified into
two types : Primary Memory & Secondary Memory
PRIMARY MEMORY
It is also called the main memory or internal memory or Immediate Access
Storage (IAS) of a computer system. It also again sub divided into two types i.e. RAM &
ROM
RAM (RANDOM ACCESS MEMORY)
 Input area – where the data is stored when it is read
into CPU, awaiting processing.
 Operating system – controls the operation of the
computer.
 Working storage – where calculations are performed
and data is stored temporarily.
 Output area where the information is stored prior to
output. Both the input and output areas are buffer.
 Application program area – where the user program is held.
.
ROM (READ ONLY MEMORY)
Many computers have another type of primary
storage called ROM – Read Only Memory. ROM is non-
volatile storage. This means that when the power to the
computer is turned off, the content of the ROM is not lost.
ROM can store preset programs that are always put by
computer manufactures. When you turn on a PC, you will
usually see a reference on BIOS (Basic Input output
System). This is part of the ROM chip containing all the programs needed to control the
keyboard, monitor, disk drive and so on.
SECONDARY STORAGE
Secondary Storage is an optional attachment, which is cable –connected to the
CPU. Secondary is non volatile. Any data or programs stored in secondary storage stays
there, even with the computer power turned off, unless someone
purposely erases them. Secondary storage is a permanent from of
storage. It is also called the External Memory or Secondary
memory or Auxiliary memory in which you can store data
permanently for future use. Once you store data in that memory, it
hold the data up to next deletion. The most widely used secondary
storage devices are Floppy disks Winchester (Hard) disks and CD-
ROM.
HARD DISKS
 Each computer must have a hard disk i.e. primary Disk. Because it contains the
entire information of a computer. All the programme, files or folders are store in the
hardisk. Most PC's have an internal fixed hard disk, but external disks may be used too.
External disks sit alongside the computer in an extra 'box' with its own power supplies
and plug socket. An average PC may have 10 to 500 GB.
FLOPPY DISKS
 Modern PCs will also have one or two floppy disk drives. The floppy disk
provides a cost effective means of on-line storage for small business computer systems.
 Floppy disk are used in the smallest microcomputer system as well as
with minicomputers and are particularly useful in providing a means of
decentralized processing.
 A 'floppy' disk can be 3.5" in diameter or 5.25". A 3.5" disk can hold up
to 1.44Mb of data.
CD -ROM /DVD (OPTICAL DISK).
It is called laser or optical disk. The capacity of optical disk is very compared
with other media and they are more difficult to damage. The latest PCs are
now automatically with a CD-ROM drive and some software packages are
now only available on CD-ROM. CD-ROM stands for Compact Disc Read-
Only Memory. This means that data is implanted onto the disc when it is
made, and subsequent users can only retrieve information, they cannot
alter or overwrite or delete what is already on the disk. A CD-R can hold up
to 700Mb. And DVD upto 4.7GB to 8.5 GB Once made, CD-ROMs are not
reusable in the way that floppy disk are. However, a reusable disk (CD-
RW) has recently become available.
Pen drive
A USB flash drive, also known under a variety of other names flash memory with
an integrated USB interface. USB flash drives are typically
removable and rewritable, and physically much smaller than
an optical disc. USB flash drives are often used for the same
purposes for which floppy disks or CDs were once used, i.e., for
storage, data back-up and transfer of computer files. They are
smaller, faster, have thousands of times more capacity, and are
more durable and reliable because they have no moving parts.
The capacity of a pen drive is from 1GB to 32GB.
Blu-ray Disc
Blu-ray or Blu-ray Disc (BD, BRD) is a digital optical disc data storage format like
CD or DVD. It was designed to supersede the DVD format, in that it is capable of storing
high-definition video resolution (1080p). The plastic disc is 120 mm in diameter and 1.2
mm thick, the same size as DVDs and CDs but more capacitor upto 300GB storage
capacity..
1.4 TYPES OF COMPUTERS
According to the shape, size, and working capacity of computer there are mainly
6 types of computer.
• Desktop computers
• Workstations
• Notebook (or laptop) computers
• Tablet computers
• Handheld computers
• Smart phones

There are four main types of multi-user computers:

• Network servers
• Mainframe computers
• Minicomputers
• Supercomputers
DESKTOP COMPUTERS
The most common type of personal computer is the
desktop computer—a PC that is designed to sit on (or more
typically under) a desk or table. Today’s desktop computers are
powerful and versatile, and they are used for an amazing array of
tasks. Not only do these machines enable people to do their jobs
with greater ease and efficiency and also we can listen music, edit
photographs and videos, play sophisticated games, and much
more. Used by very one from preschool to nuclear physicists,
desktop computers are indispensable for earning, work, and play.
WORKSTATIONS
A workstation is a specialized, single-user computer that typically
has more power and features than a standard desktop PC. These
machines are popular among scientists, engineers, and animators who
need a system with greater-than-average speed and the power to
perform sophisticated tasks. Workstations often have large, high-
resolution monitors and accelerated graphics-handling capabilities,
making them suitable for advanced architectural or engineering design,
modeling, animation, and video editing.
NOTEBOOK COMPUTERS
Notebook computers, as their name implies, approximate
the shape of a writing notebook and easily fit inside a briefcase.
Because people frequently set these devices on their lap, they are
also called laptops. Notebooks have a “clam-shell” design; during
use, the notebook’s lid is raised to reveal a thin monitor and a keyboard. When not in
use, the device folds up for easy storage. Notebooks are fully functional microcomputers
the people who use them need the power of a Notebook computers help people get their
work done no matter where they are. The screen, keyboard, and system unit of a desktop
computer is a familiar sight practically everywhere. full-size desktop computer wherever
they go. Along with the monitor and keyboard, notebooks also typically contain a mouse,
DVD player, and wireless networking capability. Notebook computers come in a variety of
sizes, with different sets of features and hardware to accommodate a wide range of user
preferences. Notebook computers can operate on either an AC adapter or special
batteries. They generally weigh less than eight pounds, and some even weigh less than
three pounds. Some notebook are small, compact computers with reduced processing
power and often without extra devices such as DVD drives. They are designed both for
notebook shoppers with a very low budget and for users who only need a computer for
casual use. Because of their portability, notebook PCs fall into a category of devices
called mobile computers.
TABLET PCS
The tablet PC is the newest development in portable, full-featured computers.
Tablet PCs off er all the functionality of a notebook PC, but they are lighter and can
accept input directly from a special pen—called a stylus or a digital pen—or even the
user’s fingers. Some of the newer models can display an
image of a keyboard on the screen and allow the user to
type. Many tablet PCs also have a built-in microphone and
special soft ware that accepts input from the user’s voice. A
few models even have a fold-out keyboard, so they can be
transformed into a standard notebook PC. Tablet PCs run
specialized versions of standard programs and can be
connected to a network. The popularity of tablet PCs has
exploded in recent years both for business and personal use.
The combination of portable size and friendly interface makes them ideal in a wide range
of circumstances for note-taking, document sharing, and online communication.
HANDHELD PCS
Handheld personal computers (or just handheld PCs) are computing devices
small enough to fit in your hand. Though they can be indispensable tools for many types
of A tablet PC. users, their small size and limited processing power puts them in a
different category from notebook and tablet computers.
Handheld PCs are typically used for applications that
help connect mobile users to online resources; provide
portable entertainment in the form of games, music and
video; and assist with mobile computing tasks such as
taking notes and managing address books or task lists.
Many users rely heavily on their handheld PC to stay current all day long with the latest
news from the world and their friends. As handheld PCs became widely popular in the
1990s and early 2000s, they were commonly known as personal digital assistants
(PDAs). Early PDAs had a limited set of soft ware programs that they could run, many of
which were targeted toward note-taking, small spreadsheets, and appointment
management. Input to the PDA was commonly accomplished via tapping and drawing on
a touch sensitive screen with a stylus. Now, handheld PCs often have intuitive and
shortcut-rich user interfaces with colorful displays, and touch screens that can accept
various kinds of fingertip taps and swipes for input.
SMART PHONE
The term smart phone was coined as manufacturers of cellular telephones began
including PDA features and programs in their telephones. The
combination of PDA and cell phone produced a convenient multi-
function device that proved Smart phones provide communication,
computing power, and more.
NETWORK SERVER
A network server is a powerful personal computer with
special soft ware and equipment that enable it to function as the
primary computer in the network. Though their exact functions are
different from organization to organization, network servers all have
the basic task of making documents, programs, and in some cases
other computer hardware available to others. For example, a network
server might run the e-mail services for a company. Rather than having each employee
run his or her own mail program, employees simply access the central e-mail program
running on the server to retrieve their messages. Network servers are also responsible
for sending Web pages to users who are browsing the Internet; a single server can send
its Web pages to thousands of people visiting the site that it hosts.
MAINFRAME COMPUTERS
Mainframe computers are large, powerful
systems used in organizations such as insurance
companies and banks, where many people frequently
need to use the same data. In a traditional mainframe
environment, each user accesses the mainframe’s
resources through a device called a terminal. There
are two kinds of terminals. A dumb terminal does not
process or store data; it is simply an input/output
(I/O) device that functions as a window into a computer located somewhere else. An
intelligent terminal can perform some processing operations, but it usually does not have
any storage. In some mainframe environments, however, workers can use a standard
personal computer to access the mainframe.
MINICOMPUTERS
First released in the 1960s, minicomputers got their name because of their small
size relative to other computers of the day. The capabilities of a minicomputer are
somewhere between those of mainframes and personal computers. For this reason,
minicomputers are oft en called midrange computers. Like mainframes, minicomputers
can handle much more input and output than personal computers. Although some “minis”
are designed for a single user, the most powerful minicomputers can serve the input and
output needs of hundreds of users at a time. Users can access a central minicomputer
through a terminal or a standard PC.
SUPERCOMPUTERS
Supercomputers are the most powerful computers and physically they are some
of the largest. These systems can process huge amounts of data, and the fastest
supercomputers can perform nearly two quadrillion calculations per second.
Supercomputers like Cray’s XT5
Jaguar are massive machines,
integrating hundreds of thousands of
smaller processors together. Some
supercomputers link together
hundreds of thousands of
processors. Supercomputers are
ideal for handling large and highly
complex problems that require
extreme calculating power. For
example, supercomputers are actively used in the mapping of the human genome,
forecasting weather, and modelling complex processes like nuclear fission.
1.3.2 SOFTWARE
Software is the computerised instructions that operate the computer, execute
particular functions or tasks, and manipulate the data. For software (the instructions) to
perform various functions, it must be programmed. That is, the instructions need to be
written in a programming language that the computer can understand. Without a
program, a computer is useless. In addition to the physical devices, the computer also
requires a set of instructions that specify how the input is to be processed called the
software.
Programme
A set of related data written in a sequential manner to do a particular task is
called a programme.
Classification of Software
There are two kinds of software, systems software and applications software.
SYSTEM SOFTWARE
 It controls the operations of the hardware and helps in running the computer
system efficiently and conveniently. Without the presence of System software we
cann't run any application software. For example - Operating Systems, Compilers,
Assemblers etc. are classified as System Software.
Systems software includes the operating system and all the utilities that enable the
computer to function. The most important program that runs on a computer is the
operating system. Every general-purpose computer must have an operating system in
order to run other programs. This includes controlling functions such as the coordination
of the hardware and applications software, allocating storage facilities, controlling the
input and output devices and managing time sharing for linked or networked computers.
In many respects an operating system works like an air traffic controller to coordinate
activities within the computer. Examples of operating systems are Windows, DOS and
OS/2. The Windows family of operating systems includes a Graphical User Interface
(GUI) that makes the software user friendly. i.e. Operating system
APPLICATIONS SOFTWARE
Application Software includes programs that users access to carry out work.
They include applications for the following functions.
• Word processing is the most common applications software. The great
advantage of word processing over using a typewriter is that you can make changes
without retyping the entire document. Word processors make it easy to manipulate and
format documents. For ex. Ms Word, Page Maker, Wordpad Etc.
• Spreadsheets are computer programs that let people electronically create and
manipulate spreadsheets (tables of values arranged in rows and columns with predefined
relationships to each other). Spreadsheets are used for mathematical calculations such
as accounts, budgets, statistics and so on. For ex. Ms excel, VP planner etc.
• Database management applications are computer programs that let people
create and manipulate data in a database. A database is a collection of related
information that can be manipulated and used to sort information, conduct statistical
analyses or generate reports. For ex. Dbase, foxpro, access, oracle or SQL server etc.
• Presentation packages and graphics are computer programs that enable users to
create highly stylised images for slide presentations and reports. They can also be used
to produce various types of charts and graphs. Many software applications include
graphics components including: paint programs, desktop publishing applications and so
on. For ex Power Point etc.

1.5 WINDOWS 7
The operating system on the
computer is the program that starts when
you turn on the computer. It performs the basic tasks required to use the computer,
including interacting with the computer hardware, scheduling tasks, and maintaining files.
The operating system also manages the other programs on the computer. If you are
using a PC, you will probably have one of the following operating systems: Windows 98,
Windows Me, Windows NT, Windows XP, Vista, Windows 7, windows 8 and windows 10
etc. Computers using a Microsoft Windows operating system have the following features:
Among all windows base operating system the Windows 7 Enterprise and Windows 7
Ultimate are the most versatile and powerful editions and are designed to address the
needs of both enterprise customers and consumers who want every feature of
Windows7.
Windows 7 Ultimate is intended for large, global organizations and includes all
the features in the Professional version. To increase compatibility, it can work with
Windows XP to run any program Microsoft has to offer without the use of multiple
operating systems. Like Vista Enterprise, Windows 7 comes with multiple language
interfaces for access to any of the 35 languages; this allows users to switch between
languages without additional add–ons.
Multimedia
Home Group is a new multimedia feature in Windows 7. With this simple tool,
you will be able to connect with anyone on your network, share images, movies, music
and any other media you desire. With new formats for playing movies and music such as
H.264 video and AAC audio files, Windows Media Player 12 is now ready for most
anything you can throw at it. With the new Jump List you can access your favourite
multimedia files without ever even opening the program. Another fun Home Group add-
on is the ability to have a TV tuner card installed in your system. Never miss your
favourite shows again.
Security
Microsoft addressed the over extensive use of UAC (User Account Control)
everyone ran into when trying to do pretty much anything on Vista. Everyone remembers
the annoying pop up window every time you wanted to download something, install a new
program or any other task. Microsoft had the correct idea for keeping your system safe
and secure; they came about it in the wrong way. With Windows 7, you can manage how
often these annoying popup windows appear or if they appear at all with the configuration
slid bar that allows you to choose from among four levels of UAC protection. You will also
be able to manage user accounts with much greater detail for children and others that
may use the same computer.
Networking
Windows 7 has made networking easy for everyone, not just the computer savvy
users out there. Locating and accessing networks is no longer a huge process. With
Windows 7‘s new ability to locate networks you will find them quick and be able to
connect with no problems; however, if you do encounter a problem, follow the step-by-
step wizard for locating and establishing a network.
Libraries are another new feature that allows the user to add the word Personal before
each folder to distinguish between public and personal documents. You can then take
these personal and public documents and add them into a single directory for a much
cleaner looking and more manageable network.
Home Group is another feature that makes networking simple and fun. You can
install and use printers with a few clicks and share any media file through a home
network. We didn’t like that everyone using Home Group has to be running Windows 7 or
they can’t access your information.
If you work for a company that allows you to work from home by remote access,
you shouldn’t have any problems accessing Windows 7. You can remote in no matter
what OS you are running; we tested the remote access running a XP and Vista version of
Windows with no problem. You will not be able to use some of the ease of use features
such as the Aero Shake and other Windows 7 only features. However, the overall
performance when you remote in is very smooth, most programs have no problem
running and there is very little delay.
Ease of Use
Windows 7 was made to be a user-friendly, easy to use operating system that
anyone can figure out and use without any previous computer skills. One of the standout
features that makes Windows 7 so easy to use would be the Snapping tool, a tool that
allows you to drag any window to one side of the screen or the other to make it half the
size of the screen. Those of you who like to do comparisons, write articles or do anything
that requires multiple programs to be open at once, the snapping tool will be a life saver.
Another feature that makes Windows 7 so user-friendly is the ability to pin any program to
your start menu or to the taskbar, this allows for quick access to your most used
programs. Along with the ability to pin your favorite programs, we loved the Jump List
feature, this feature allows you to right click any program on your taskbar and Jump Lists
will take you right to the documents, pictures, songs, or websites you have used most
recently or ones you use most often.
One thing that Microsoft brought back from Vista that simplifies the search process is the
Windows Search feature. Find any file on your system, from music to a paper you
finished writing for school, searching for it the same way you would search for anything
on the web and Windows 7 will do the rest.
Technical Help/Support
Everyone has looked over Windows 7 with a fine tooth comb. No one wants to
get the latest and greatest OS and find out it is a disappointment. From the first day of
beta testing until its final release date questions and concerns have been pouring into
Microsoft’s office. There is a response to any question you may have and if there isn’t,
well there are plenty of ways to get a hold of someone and find the answers you seek.
Along with phone numbers, email, online help, internal help and wizards you should have
no problem getting the answers you seek.
Direct Access for Mobile Workers
It Allows IT administrators to update Group Policy settings and distribute software
updates any time the mobile device has Internet connectivity, whether or not the user is
logged on. DA supports multi-factor authentication and encryption.
XP mode - Allows older applications designed for Windows XP to use a virtualized
version of the XP operating system. To the end user, the applications seem to be running
right on the Windows 7 desktop.
Virtual hard disk support - Allows you to mount a virtual hard disk (VHD) and interact
with it as if it were a physical drive.
Enterprise Search - Extends search to remote document repositories, SharePoint sites
and Web applications.
AppLocker - Allows IT administrators to use Group Policy to specify rules about what
software applications can be run on a particular user's desktop.
Enhanced VDI - Allows administrators to use the same master image for both remote
clients using virtual desktop infrastructure and traditional desktop computers.
According to Microsoft, Windows 7 requires 1 GHz processor (32- or 64-bit), 1 GB of
RAM (32-bit) / 2 GB of RAM (64-bit), 16 GB of available disk space (32-bit) / 20 GB of
available disk space (64-bit) and a DirectX 9 graphics device with WDDM 1.0 or higher
driver

The desktop: When you first log on to the computer, you see the desktop. The desktop
is the display area you see when Windows opens. The major parts of the Windows
desktop include the following:
Start button: The Start button
is in the lower left-hand corner
of your screen. In Window 7,
the round Microsoft globe is the
Start button. (In earlier version,
the button was labeled “Start”)
This button opens the Start
menu, which is what you can
use to open programs and
documents.
Taskbar: The long horizontal
bar at the bottom of the
desktop is the taskbar. The
taskbar contains three elements; the Start menu button; buttons for open windows, which
does not show and the time of day indicator at the right end of the taskbar. and also
shows a power indicator, which you see only if you are running Windows on a laptop
with power management features.

System Tray: The right-hand part of the taskbar that holds the clock, volume control, and
icons for other utilities that run in the background of your system.
Shortcut icons: These are links to programs, file or folders that you can place on your
desktop.
Recycle Bin: This is where you can drag and drop any files you want to delete.
Mouse pointer: The indicator on the screen that you use to select and move objects. It
moves as you move the mouse and it changes appearance depending on what program
you are using and what tool you have selected.
Windows: Using the Microsoft Windows operating system, you can have more than one
program or folder open for viewing at the same time. Each program or folder is in its own
window, a rectangular area on the screen. Having multiple windows open is similar to
having multiple books open on the top of a desk.
Each window contains different information. For instance, you can have a window open
that displays a letter you are writing and a window that displays a map of the world. When
you are using multiple windows, the one you are working in is called the active window.
The active window is located on top of the other windows and is in the foreground.
Common Windows elements:
Most windows have common features, so once you become familiar with one program,
you can use that knowledge in another
program.
Toolbars: The bar below the menu
bar containing buttons that provide
access to the most commonly used
tools in a program. Each button has a
picture on it, also called an “icon”,
which represents the buttons action.
Ribbons: If you are using a Microsoft
Office 2010 product, you do not have
menus or toolbars. Instead you have
the “Ribbon”. Ribbons are accessed by
clicking on any of the tabs towards the
top of the window. Depending on what
tab you click, you can access different
Ribbons. Each ribbon contains a
different group of icons which performs
various tasks. For example, on the
Home Ribbon, you can find icons that
will change which font you are using or what size font you are using.
Minimize button: The left button in the upper-right corner of a window used to minimize
a program window. A minimized program remains open but it is visible only as a button
on the taskbar.
Resize button: The middle button in the upper-right corner of a window used to resize a
program window. If a program window is full-screen size, that is, it fills the entire screen,
the Restore Down button is displayed. You can use the Restore Down button to reduce
the size of a program window. If a program window is less than full-screen size, the
Maximize button is displayed. You can use the Maximize button to enlarge a program
window to full-screen size.
Close button: The right button in the upper-right corner of a window used to close a
program or document window.
Scroll bars: A vertical bar on the side of a window and a horizontal bar at the bottom of
the window used to move around in a document. You can use the scroll arrows to see
other parts of the screen by “scrolling” up and down or left and right. If the entire
document is displayed in the window, there will not be a scroll bar.
Toggling Between Programs
It can be helpful to have two or more programs open at the same time. For
instance, you could be researching a topic using the Internet and want to take notes in
Word at the same time. After you have launched the two programs, its easy to switch
between one program and the other. To switch to another program (and send all other
open programs to the background), you can do one of the following:
Click the applications button on the bottom of the screen in the taskbar.
Click any visible part of the applications window – including its title bar.
Hold down the Alt key and then press the Tab key repeatedly until the application window
you want is selected. This cycles through all open windows. When you‟re at the window
you want, release the Alt key.
Icon
An Icon is a Graphical picture or symbol. Windows uses small video icons that
represent objects-documents ,applications, folders, devices, and other computers. An
icon has a text label that further describes the object. The four small pictures with labels
in the upper-left corner.
Selecting
Selecting an object is pointing to it without taking any further action .You select
an object in one of several ways. First, if the object is not a menu selection, you click the
object to select it ,which means that you move the mouse cursor onto the icon and then
press the left mouse button once .If the currently selected object is an a group Icon, you
can change the selected object with the arrow keys. you can change groups with the Tab
and shift + Tab keys and then use the arrow keys to selected an object is ready to be
choose.
Choosing
Choosing an object is activating the command associated with the object. which
means that you move the mouse cursor onto the icon and then press the left mouse
rapidly two times . If the object is a menu selection or command button ,however, you
choose the object with a single click . You can also choose the object by selecting it first
and then pressing the Enter key.
Drag and Drop
To drag and drop an object onto another object ,move the mouse cursor onto the
icon of the object to be dragged .Press down the left mouse button and hold it down while
you move the mouse cursor to the destination object's icon .
Release the mouse button from that position to complete the
drop.
The Right Mouse Button
If you move the mouse to almost anywhere or anything
on the desktop or in a window and click the right mouse button
,Windows displays a menu with common commands for the
object . Many Windows applications use this same convention.
Try it now . Move the mouse cursor to the clear area on the
desktop and press the right mouse button . To close the menu
,click the left mouse button anywhere else on the desktop or
press the keyboard's Esc key.
FRAME
The frame surround the window. When you point the
mouse to one of the frame edges or corners, the mouse cursor
changes to an arrow cursor with points at both ends, indicating that the window can be
resized. Dragging that cursor changes the size of the window.
Control Menu
Each window has a control menu which contains commands for manipulating
the window. You open a window's control menu by clicking the icon in the upper-left
corner of the window, by
right-clicking the title bar or by pressing Alt+Spacebar for program windows and
Alt+Hyphen
for document windows.
Menu Bar
Most application windows have a menu bar, which contains the titles of pulldown
menus. These titles vary from application to application , but standards exit. For example,
most applications have file, edit, and Help menus. Chapter 6 discusses the use of menu.
Work Space
 The work space is that portion of a window that is inside the frame and under the
title bar and menu bar. This space is also called the client area. The window displays the
documents in the work space.
Minimize and Maximize Buttons
A window can be in one of three configuration with respect to its size and
placement. It can be restored , which means that it occupies a section of the desktop or
its parent windows work space. The window can be maximized, which means that it fills
the desktop or parent window's work space completely. The window can be minimized,
which means that it is represented by a short title bar at the bottom of the parent
window's work space or as a button on the Taskbar. You can change the window's
configuration by clicking the Minimize and Maximize buttons in the upper-right corner of
the window.
Restore Button
When a window is Maximized, its Maximize button is replaced by a Restore
button. When is Minimized button is replaced by a Restore button.
Close Button
Clicking the Close button closes the window. This button is an alternative to
using the Close command on the control menu. The X icon is used to close the windows.
Everything about the close button makes you want to use it to maximize a window until
you get accustomed to the new usage. It is particularly confusing to people who routinely
switch between windows is released, but Microsoft remains steadfast in its position that
the close button is OK the way it is implemented.
Help Button
Some windows have a Help button in the button group in the window's upper
right corner. A help button has a question mark icon. When you click the Help button, the
mouse button changes to a point with a question mark. Then when you click an item in
the window, the system display helpful information about that item.
Scroll Bars
Often, the display of data in the windows work space extends beyond the area
covered by the window . A word processing document is usually much longer than the
space displayed by the window. To View the hidden data, you must be able to bars allow
you to do this using the mouse.
Shutting Down Windows and Your Computer
The best way to turn off your computer is to tell the computer to shut down. Do
not turn off your computer by pressing the button on the computer case. You could lose
data and settings that are temporarily stored in your systems memory To shut down
Windows and turn off your computer, follow these steps:
• Save and close any files you have open.
• Click the Start button (Microsoft globe) in the lower left-hand corner of your
screen to display the Start menu.
• Click the Shut Down button.
Icon on the Desktop
The upper-left comer of the window contains four icons. These icons provide
access to your files and documents, other computers on the network, the Recycle bin into
which you remove items from the desktop, and a briefcase icon to synchronize the files
on your desktop with those on a laptop computer.
My Computer
The My Computer icon on the desktop opens a view into the resources of the
local computer. When you choose (double-click) the icon. The contents of the My
Computer window depend on the disk drives on your PC and the network support that is
installed. There are icons to open the Control Panel, access the printer, and connect to
other computers though dial up connections. To examine the contents of a drive, double-
click its icon in the My Computer window. This technique is one of several ways that you
can view the contents of a drive in Windows XP or 7.
The contents of the disk drive are represented by object icons. Folder icons are sub
directories in the file system. Other icons represent documents, data files, applications,
and so on. You can open a folder by double-clicking its icon. If you choose an application,
It executes immediately. If you choose an object that is not a folder, a recognized
document, or an application, Windows asks you which application should be used to
process the object.
Recycle Bin
The third icon on the desktop is the Recycle Bin
object. This object receives all deleted objects. You can
delete folders, files, documents, applications, and so on.
Instead of deleting those objects from the file system,
Windows puts them the Recycle Bin.
You delete an object either by selecting it and pressing
the Del. key on the keyboard or by dragging and dropping
the object into the Recycle Bin. These objects continue to
exist in the Recycle Bin. You can get a deleted object
back by dragging it out of the Recycle Bin and dropping it
onto the desktop or into a folder.
Closing Windows
If you have been following along with your PC, you still have several windows displayed
on the desktop. To close them and make them disappear, click the small box with the X
in the upper-right corner of the window. To close the windows from the keyboard, press
Alt+F4 for each window that you want to close.
Add Folders in the Desktop :
 Folders on the desktop can
contain other folders, documents,
applications, and shortcuts to
devices such as printers. To add a
folder to the desktop, move the
mouse cursor to an empty spot on
the desktop and press the right
mouse button. Click the New
command. Then Click the Folder
command, after that A folder icon
labeled New Folder appears on the
desktop. Its label is selected. Type
the label you want for the folder and
press Enter. Drag the folder to a
convenient place on the desktop.
Documents
Documents are the data files that you work
with. Word processing documents, spreadsheets,
database files, graphics, and so on are documents.
To add a new document to the desktop, open the
menus ,the same way you opened them to add a
folder to the desktop. The list of document types
below the separator line reflects the associations of
document types to applications.
Printers
You can put a shortcut to a printer object
on the desktop. Printers are installed in the
Printers folder under My Computer on the desktop. The Printers folder contains two
objects. The Add Printer object opens a wizard
application with which you add printers to your
configuration. The second icon in Figure 3.9
represents an HP LaserJet printer connected to my
PC. Your Printers folder would contain one or more
icons labelled to represent the printers on your PC-
assuming you have a printer. You can print a
document by dragging and dropping it onto a printer
icon. Sometimes it is more convenient .
Applications
You can put a shortcut to an applications are
document-oriented, and you access them mostly
through documents that you maintain in folders and on the desktop. Some applications
are not launched by documents, however. An example is a communications program
that you use to call on-line services and bulletin boards. If you use such an application
frequently, you might want to put a shortcut to it on the desktop. I'll show you how to do
that soon.
Before you can add an application shortcut to the desktop, you have to find the
application, and you haven't learned how to do that yet. We'll finish the discussion of
objects on the desktop and then learn how to use the Find operation through the Start
menu. After that, we'll find an application to add to the desktop.
Renaming Icons
When you created the folder and document earlier in this chapter, you renamed
them as soon as you created them. You were able to do that by typing the new name as
soon as you created the objects because their icon labels were already selected.
To rename an existing icon, you must select its label. Select the object by clicking it.
Now click on the label. Allow enough time between those clicks so that they do not get
processed as a double click. The label's text is selected, and the keyboard cursor moves
into the label area. Type the new label.
Start Menu
The Start bottom opens the Start menu. Click the Start button. The Start menu
pops up and display all the menu are in the start menu. It contains three kinds of
selections, commands, cascaded menus, and dialog box
selections.
Window Buttons
The middle section of the taskbar is for buttons that
represent open windows on the desktop. When you open the My
Computer window, the printers window, and so on, You might have
noticed that buttons were added to the taskbar. One of these
buttons seems to be pushed in. The others are popped out. The
pushed button represents the window that has the focus. If you click on the desktop or
the Start or time buttons, all the window buttons are popped
out because no window will have the focus. If you click on a
popped-out button, its window gets the focus.
Date & Time
The time button at the extreme right end of the
taskbar lets you constantly view the time of day. You can
view the date by clicking the button. You can set the date
and time by double-clicking the button. You can set the
date and time by double-clicking the button, which opens
the Date/Time Properties dialog box . You used the
Date/Time Properties dialog box during installation to set
the time. The tabs in the upper left corner of the dialog box sets the date and time. Try it
now. Click on the Time Zone tab. Chose the Cancel command when you are finished
viewing the dialog box.
Moving the Taskbar
When a lot of windows are open, the taskbar isn't long enough to hold all the
window buttons, You can move the taskbar to a vertical position by dragging and
dropping it. Click on an empty spot on the taskbar, drag to the right edge of the desktop,
and drop the taskbar. You can move the taskbar to the top and left side of the desktop in
a similar manner.
Finding Things/ search file & folders
Now we will use the Start menu to choose a
command that lets us find something. Recall that we delayed
the discussion about putting an application on the desktop
until we could find an application. For this exercise, we'll put
the Calendar application on the desktop. Click the Start
button to open the start menu. Choose the find command.
Choose the files or folders command from the cascaded
menu.
We are looking for the Calendar application. I happen
to know that its application file is named calendar.exe. That's
a good guess anyway, so type application file is named
calendar.exe. So type calendar in the text box next to the
Named label. Choose the Find Now command. After some
searching of your hard disk.
The original reason for looking for the Calendar was to put it on the desktop. you
do that dragging and dropping the first Calender entry (from the list in the Find dialog box
) to the desktop . The desktop with the Calender application addressed.
Now you can run the Calendar application at any time by clicking its icon.
Explorer
The Explorer is a much-improved of the Files Manager application in previous
versions of Windows. The Explorer provides a view of the resources of your computer.
You can run Explorer form any of several places. One way is by right-clicking the My
Computer icon and choosing the Explorer command
from the menu. The explorer application starts,
The left pane of the Explorer window shows the of
folders that constitutes your computers organization.
The right pane shows the contents of the currently
selected folder. Because you launched Explorer from
the My Computer icon, the right pane shows the
contents of the My Computer folder. You can select
different objects in the pane and change the display in the right pane accordingly. The
small boxes with plus9(+) characters next to the icons in the left pane indicate the there
are other objects subordinate to the marked object, but the subordinate objects are not
displayed. You can click the plus the plus(+) mark to expand the tree to display the
subordinate objects. The plus mark changes to a minus mark when the tree is expanded
at that point. You can launch applications from the Explorer by double-clicking icons for
the applications of double-clicking icons for documents associated with the applications.
Double-clicking a folder is the same as clicking its plus or minus mark.
Note pad
The Notepad accessory program
window, with the standard window comments
labelled. Notepad is a text editor that you can
use for text documents that need no special
formatting such as fonts and variable typeface
sizes. You'll use the Notepad window here and
the Calculator accessory window later to learn
the format and behaviour of window in general.
To open the Notepad accessories program click
the start button , choose the programs
command from the start menu, choose notepad
from the second cascade menu .now you can
use your PC to follow along with exercise in this chapter.
Paint
Paint is a graphical composition
program. You use it to create color
pictures in Windows 's .Bmp bitmapped
graphics format. You can incorporate
these pictures into documents and
presentations by importing the BMP files
into a word processor or slide show
program.
Paint is launched from the Accessories menu or by double-clicking a graphical file on the
desktop or in a folder. You can create a graphical file using the New command of the
desktop's right -click menu. Choose Bitmap Image from the cascaded New menu. You
create and modify pictures using the tools in the toolbox to create effects that use the
colors in the color box. The tool box is initially on the left side of
the application window, and the color box is at the bottom. Both
are floatable and dockable, which means that you can drag and
drop them anywhere on the desktop. This feature releases more
of the application window for the work space, permitting you to
view more of the picture that you are working on.
CALCULATOR
Through the Calculator Application we can calculate
each and every calculation like a calculator.
1.6 INTRODUCTION TO WINDOWS 8
Starting windows 8
Windows desktop no longer contains the traditional Start button and Start menu
that sprouted from the corner, you now must retreat to the new Start screen. To open a
program, click or tap a program’s tile from the
Start screen, and Windows shuffles you back to
the desktop, where the newly opened program
awaits Starting Windows 8 is as easy as turning
on your computer — Windows 8 leaps onto the
screen automatically with a flourish. But before
you can begin working, Windows 8 stops you
cold: It displays a locked screen, If you’re using a
touch screen computer, substitute the word tap
when you read the word click. Tapping twice
works like double-clicking. And when you see the
term right-click, touch and hold your finger on the
glass; lift your finger when the right-click menu
appears. Starting Windows 8 is as easy as
turning on your computer — Windows 8 leaps
onto the screen automatically with a flourish. But
before you can begin working, Windows 8 stops
you cold: It displays a locked screen. How you
unlock the lock screen depends on whether
you’re using a mouse, keyboard, or touch
screen:
✓ Mouse: On a desktop PC or laptop, click any mouse button.
✓Keyboard: Press any key, and the lock screen slides away. Easy!
✓ Touch: Touch the screen with your finger and then slide your finger up the glass. A
quick flick of the finger will do.
The new Start screen in Windows 8 whisks you away from
the traditional Windows desktop and drops you into a foreign
land with no helpful translator at your side. That’s right:
Windows 8 no longer has a Start button or a Start menu. The
Charms bar can be summoned from anywhere within
Windows 8, whether you’re on the Start screen, the Windows
desktop, and even from within apps and desktop programs.
The Charms bar can be summoned from anywhere within
Windows 8, whether you’re on the Start screen, the Windows
desktop, and even from within apps and desktop programs.
But no matter what part of Windows 8 you’re working with,
you can summon the Charms bar using a mouse, keyboard, or touch screen by following
these steps:
When the Charms bar appears, lingering along your screen’s right edge, it sports five
icons, ready to be either clicked or touched. Here’s what each icon does:
✓ Search: Choose this, and Windows assumes you want to search through what you’re
currently seeing onscreen. To expand your search, choose one of the other search
locations: Apps, Settings, or Files.

✓ Share: This fetches options for sharing what’s currently on your screen. When viewing
a web page, for example, a click of the Share button lets you choose Mail to e-mail the
page’s linkto a friend. (I cover e-mail in Chapter 5.)

✓ Start: This simply takes you back to the Start screen. The key on your keyboard or
tablet also whisks you back there.
✓ Devices: Choose this to send your current screen’s information to another device, such
as a printer, second monitor, or perhaps a phone. (The Devices option lists only devices
that are currently connected with your computer and able to receive the screen’s
information.)
✓ Settings: This lets you quickly tweak your computer’s six major settings: Wi-Fi/
Network, Volume, Screen, Notifications, Power, and Keyboard/Language. Not enough?
Then choose the words Change PC Settings along the bottom to open the Start screen’s
mini-Control Panel.

Introducing your free apps in windows 8

The Windows 8 Start screen comes stocked with sev- eral free apps, each living
on its own square or rect- angular tile. Every tile is labeled, so you know what’s what. The
tiles for some apps, known as live tiles, change constantly. The Finance app tile, for
example, constantly updates with the stock market’s latest swings; the Weather tile
always tells you what to expect when you walk outdoors.
The Windows 8 Start screen shows only some of your apps; to see them all, right-click a
blank por- tion of the Start screen and choose All Apps from the screen’s bottom.
You may spot some or all of the following apps on the list, ready to be launched at the
click of a mouse or touch of a finger:
✓ Calendar: This lets you add your appointments or grab them automatically from
calendars already created through accounts with Google or Hotmail.
✓Camera: This lets you snap photos with your computer’s built-in camera or webcam.
✓ Finance: A live tile, this shows a 30-minute delay of the Dow, NASDAQ, and S&P.
Choose Finance to see
the usual charts and
graphs of fear and
uncertainty.
✓ Games: Designed
mostly for Xbox 360
owners, this app lets
you see your friends
and gaming
achievements. You can
explore new games,
watch game trailers,
and buy new games for
your console.
✓ Internet Explorer:
This mini-version of Internet Explorer browses the web full screen, with noth- ing to get in
the way: no menus, no tabs, just
you and the current page. (When you’re through, press the key on your keyboard to
return to the Start screen.)
✓ Mail: Covered in Chapter 5, this lets you send and receive e-mail. If you enter a
Hotmail, Outlook, or Google account, the Mail app sets itself up automatically, stocking
your People list, as well.
✓ Maps: Handy for trip planning, the Maps app brings up a version of Microsoft Bing
Maps.
✓ Messaging: Covered in Chapter 5, this app lets you send text messages to friends
through Facebook, Microsoft’s Instant Messenger, and other systems.
✓ Music: This plays music stored on your PC. But Microsoft hopes you’ll buy music from
its store, as well.
✓News: Visit here to read the news of the day, compiled from news services.
✓ People: The beauty of the People app, covered in Chapter 5, comes from its
openness. Once you enter your accounts — Facebook, Twitter,
✓ Photos: Covered in Chapter 6, the Photos app displays photos stored in your
computer, as well as on accounts you may have on Facebook, Flickr, or SkyDrive.
✓ Reader: This handy app reads documents stored in the Adobe Portable Document
Format (PDF). It jumps into action when you try to open any file stored in that document.
(Most manuals available on websites come in PDF format; you can also find them
attached to some e-mails.)
✓ SkyDrive: This term describes the Microsoft Internet cubbyhole where you can store
your files. By storing them online in SkyDrive, cov- ered in Chapter 3, you can access
them from any Internet-connected computer.
✓ Sports: You can find sports news and scores here, as well as a way to add listings for
your favorite sports teams.
✓ Store: The Windows Store is the only way to add more apps on your Start screen.
(Programs you install through your Windows desktop also add shortcuts to the Start
screen.)
✓ Travel: Resembling a travel agent’s billboard, this app lists travel hotspots, complete
with maps, panoramic photos, reviews, and links for booking flights and hotels.
✓ Video: This works more like a video rental store, with a small button that lets you watch
videos stored on your computer.
✓Weather: This weather station forecasts a week’s worth of weather in your area,
Exiting from Windows
Here’s the quickest way to turn off your PC:
1. Move your mouse pointer to the bottom-right corner to fetch the Charms bar. (On a
touch- screen, swipe inward from the right edge.)
2. Click the Settings icon and then click the Power icon.
3. Choose Shut Down.
If the computer protests, saying you’ll lose unsaved work, choose Sleep instead.
Jazzing up the desktop’s background
To jazz up your desktop, Windows 8 covers it with a pretty picture known as a
background. (Many people refer to the background simply as wallpaper.) When you tire
of the built-in scenery, feel free to
replace it with a picture stored on your
computer:

1. Right-click a blank part of the

desktop, choose Personalize, and click
the Desktop Background option in the
window’s bottom-left corner.
2. Click any one of the pictures, shown in Figure 2-3, and Windows 8 quickly places it
onto your desk- top’s background.
Found a keeper? Click the Save Changes button to keep it on your desktop. Or, if you’re
still searching, move to the next step.
3. Click the Browse button to see photos inside your Pictures library or My Pictures
folder. Most people store their digital photos in theirPictures library or My Pictures folder.
Try different backgrounds by clicking them; click the Browse button to see pictures from
different folders.
4. Click different pictures to see how they look as your desktop’s background.
When you find a background you like, you’re done. Exit the program with a click in its
upper- right corner, and your chosen photo drapes across your desktop
 CHAPTER-2
INTRODUCTION TO MICROSOFT WORD
2.1 Introduction to Microsoft word
When you use a computer program to create, edit, and format text documents,
you are performing a task known as Word Processing. Part of the Microsoft Office 2013
suite of programs, Microsoft Word 2013 is one of the most sophisticated word-
processing programs available. By using Word, it is easy to efficiently create a wide
range of business and personal documents, from the simplest letter to the most complex
report. Word includes many desktop publishing features that you can use to enhance the
appearance of documents so that they are visually appealing and easy to read.

You can use Word to:

 Create professional-looking documents that incorporate impressive
graphics.
 Give documents a consistent look by applying styles and themes that
control the font, size, color, and effects of text and the page background.
 Store and reuse pre-formatted elements such as cover pages and
sidebars.
 Create personalized mailings to multiple recipients without repetitive
typing.
 Make information in long documents accessible by compiling tables of
contents, indexes, and bibliographies.
 Coauthor documents with team members.
 Safeguard documents by controlling who can make changes and the
types of changes that can be made, as well as by removing personal and
confidential information.
 2.2 View of Microsoft word window

Figure 1- Identifying program window elements

The program window contains the following elements:

 Title bar:-At the top of the program window, this bar displays the name
of the active document and provides tools for managing the program and the program
window.

Figure 2- The title bar of a program window for an existing document.

At the left end of the title bar is the program icon, which you click to display
commands to restore, move, size, minimize, maximize, and close the program window.
To the right of the program icon is the Quick Access Toolbar, which by default
displays the Save, Undo, and Redo buttons. You can customize the Quick Access
Toolbar to display any commands you want.
At the right end of the title bar are five buttons: the Microsoft Word Help button
that opens the Word Help window; the Ribbon Display Options button that allows you to
entirely hide the ribbon, display only the ribbon tabs, or display the ribbon tabs and
commands; and the familiar Minimize, Maximize/Restore Down, and Close buttons.

 Ribbon Below the title bar:-all the commands for working with a Word
documentare gathered together in this central location so that you can work efficiently
with theprogram.

Figure 3-The ribbon, showing the Home tab.

Across the top of the ribbon is a set of tabs. Clicking a tab displays an
Associatedset of commands.
Commands related to managing Word and Word documents (rather than
document content) are gathered together in the Back stage view, which you display by
clicking the colored File tab located at the left end of the ribbon. Commands available in
the Back stage view are organized on pages, which you display by clicking the page tabs
in the colored left pane. You redisplay the document and the ribbon by clicking the Back
arrow located above the page tabs.
Commands related to working with document content are represented as buttons
on the remaining tabs of the ribbon. The Home tab, which is active by default, contains
the commands most Word users will use most often. When a graphic element such as a
picture, table, or chart is selected in a document, one or more tool tabs might appear at
the right end of the ribbon to make commands related to that specific object easily
accessible. Tool tabs are available only when the relevant object is selected.
On each tab, buttons representing commands are organized into named groups.
You can point to any button to display a ScreenTip with the command name, a
description of its function, and its keyboard shortcut (if it has one).
 Figure 4- The Backstage view, where you can manage files and customize the program.

When a gallery contains more thumbnails than can be shown in the available
ribbon space, you can display more content by clicking the scroll arrow or more button
located on the right edge of the gallery.
Related but less common commands are not represented as buttons in a group.
Instead, they’re available in a dialog box or pane, which you display by clicking the dialog
box launcher located in the lower-right corner of the group.
To the right of the groups on the ribbon is the Collapse the Ribbon button, which
is shaped like a chevron. Clicking this button hides the groups of buttons but leaves the
tab titles visible. When the groups are hidden, the Collapse the Ribbon button changes to
the Pin The Ribbon button, which is shaped like a pushpin. You can click any tab title to
temporarily display the groups, then click a ribbon command or click away from the
ribbon to hide the groups again, or click the Pin The Ribbon button to permanently
redisplay the groups.
KEYBOARDSHORTCUT:- Press Ctrl+F1 to unpin or pin the ribbon.

 Status bar: - Across the bottom of the program window, this bar
displays information about the current document and provides access to certain program
functions.
 Figure 5-The status bar.

By default, Word displays the Page Number, Word Count, Spelling And Grammar
Check, and Macro Recording indicators at the left end of the status bar. Each of these
indicators on the left displays at a glance the status of that feature; clicking any of these
indicators displays the related pane or dialog box.
At the right end of the status bar, Word displays by default the View Shortcuts,
Zoom Slider, and Zoom Level controls. The View Shortcuts toolbar includes buttons for
the three primary document content views. The Zoom Slider and Zoom Level controls
enable you to adjust the magnification of the active document.
You can display the content of the active document in five views: Draft view,
Outline view, Print Layout view, Read Mode view, and Web Layout view. All views
are available from the View tab; Read Mode, Print Layout, and Web Layout views are
available from the View Shortcuts toolbar on the status bar. You carry out most of the
development work on a document in Print Layout view, which is the default.
 Working with the ribbon:-
As with all Office 2013 programs, the goal of the ribbon is to make working with
document content as intuitive as possible. The ribbon is dynamic, meaning that as its
width changes, its buttons adapt to the available space. As a result, a button might be
large or small, it might or might not have a label, or it might even change to an entry in a
list.

Figure 6- The Ribbon

2.3 Creating new document

When you start Word2013, you can open an existing documentor create a new
document. When you create a new document—either a blank document or one based on
a populated template—a blinking cursor shows where the next character you enter will
appear. When the cursor reaches the right margin, the word you are entering moves to
the next line.You press the Enter key only to start a new paragraph,not a new line.

Steps to create a New Blank document

1. Select File->New
 2. Select Blank Document from listed Templates
3. Click on Create

Figure 7- The New page of the Backstage view provides access to document
Templates saved locally (on your computer) and online.
2.4 Saving a
Document
Each document you create
is temporary, indicated by a file
name such as Document1, until you
save it. To save a document for the
first time, you click the Save button
on the QuickAccess Toolbar or click
Save in the Backstage view. Either
action displays the Save As page of
the Back stage view, where you can
choose a storage location, assign a
name, attach metadata tags, and
specify a file type for the document.
When you choose a Figure 8- The Save As page of the Backstage view provides links to
location on the Save As page, the identify existing and new locations in which to save documents.
Save As dialog box opens
displayingthat location in the
Address bar at the top of the dialog box. If you want to save the document in a folder other
than the one shown in the Address bar, you can click the arrow orchevrons in the Address
bar or click locations in the Navigation pane on the left to display the folder you want. If
you want to create a folder in which to store the document, you can click the New Folder
button on the toolbar.
But when someone wants to create a duplicate of the current document in same
or different location, Save as ….. is
used from File menu.

2.5 Opening a
document
Click the Open page tab. This
page displays locations from which you
can open existing documents as well
as a list of the documents you recently
worked on. The content of the Places
list varies based on your available
resources.
TIP By default, the Recent
Documents list displays a maximum of
20 documents. You can change this
number on the Advanced page of the Figure 9-The Openpage of the Backstage view provides inks
Word Options dialog box. to locations from which you can open existing documents.

2.6 Closing a Document

As you know Microsoft word is an application in Windows, which allows to open
multiple documents at a time side by side. Closing represents to close the active
document which can be done by

1. Click theFiletab, and then click Close.

2. Or, pressCtrl+W.
3. Or, Press Ctrl+F4(Function key)
4. Or, Click on the Close Button from the Document Window.

2.7 Exiting Word

Exit Word means to close all documents from the Application Microsoft word and
Close the Application. This can be done by

1. Click theFiletab, and then click Exit.

2. Or, Press Alt+F4(Function key)
Or, Click on the Close Button from the Document
2.8 Navigation in a Document
Navigation means
Table 1- List of Keyboard shortcuts for Navigation

the way of cursor

movements in a document
efficiently to work more
effectively.

2.8.1 Navigation
with Keyboard
These keyboard
shortcuts help you to move
in a document faster and
easily so that you can work
more efficiently.

2.8.2
Navigation
with GO TO
On the Home tab,
in the Editing group, click
the Find arrow (not the
button), and then click Go
To to display the Go To
page of the Find and Replace dialog box.
KEYBOARD SHORTCUT Press Ctrl+G to display the Go To page of the Find And Replace
dialogbox.

Figure 10- Go to in Find and Replace Box

 CHAPTER-3
Template
3.1 Working with Template
When it comes to maximizing your efficiency while creating documents in
Word, styles and templates are among the most powerful tools available to you.
A template that already contains the text, character and paragraph styles, page
formatting, and graphic elements that you generally use in that type of document.
3.2 Creating and attaching templates
Although Most Word users rarely need to concern themselves with the
fact, all
Word
documents
are based
on
templates.
New blank
documents
are based
on the
built-in
Normal
template,
which
defines
paragraph
styles for
regular text
paragraphs
, a title, and
different Figure 11- Featured templates on the New page of the
levels of Backstage view when working Online
headings. It
also defines a few character styles that you can use to change the look of
selected text. These styles appear in the Styles pane and are also available in the
Styles gallery on the Home tab. You can apply these template styles to format
the content in the document. When you want to quickly create an effective,
visually coordinated document, the best choice is to use Template. Most are for
 specific types of documents, and many are pre-populated with text, tables,
images, and other content that you can modify to fit your needs. A few of the
templates are installed on your computer with Word. Many more templates are
maintained on the Microsoft Office website, but you can locate and use them
directly from with in Word (provided you have an Internet connection). You can
create a document based on one of these templates from the Start screen or
from the Newpage of the Backstage view.

Figure 12- Content on the New page of the Backstage view when working offline.

3.3 Save a Word document as a template

A template is a document type that creates a copy of itself when you open it. In Word,
you can create a template saving a document as a .dotx file, .dot file, or a .dotm file (a
.dotm file type allows you to enable macros in the file).
3.3.1 Save as a template
You can start with a blank document and save it as a template, or you can create
a template that is based on an existing document or template.
3.3.1.1 Start with a blank template
1. Adjust your styles, margins, etc. in a BLANK document.
2. In the File Ribbon, select Save As, then click on the Browse button. A
dialogue box will come up. The Save as Type dropdown defaults to
.docx. In order to save the file as a template, you can use either the .dotx
or .dotm format.
3.3.1.2 Create a template based on an existing document

To make a template based on a document you already created, follow these

steps:
1. Find the document.
Choose one that has styles or formats or text that you plan to use repeatedly.
2. Strip out any text that doesn’t need to be in every document.
The template should contain only the styles you need for that document, plus any
text that's common to all documents.
3. Click the File tab. On the File screen, choose the Save As command.
Don’t worry about choosing the document’s location. All Word templates are saved in a
predefined folder, and Word automatically chooses that location for you. Click the Browse
button. The Save As dialog box appears. It’s the same Save As dialog box that Word
uses for saving everything.Type a name for the template.Type the name in the File Name
box. Be descriptive. You don’t need to name the template by using the word template.
4. Saving Template.
From the Save As Type drop-down list, choose Word Template. Click
the Save button. Your efforts are saved to disk as a document template, nestled
in the proper place where Word keeps all its document templates.
5. Close the template.
The reason for closing it is that any changes you make from now on are
made to the template. If you want to use the template to start a new document,
you choose that template from the New window.
 CHAPTER-4
Edit and Proofread text
4.1 Selecting Text
Besides entering text, selecting text is probably the most common task for most
Word users. Almost every task begins by selecting something. Perhaps that's why there
are so many ways to select text.
4.1.1Selecting text with KeyBoard and Mouse
1. Click and drag:-Probably the most intuitive and common way to select text is to
click and drag the mouse in any direction.
2. [Shift]+arrow:- To move one character or one line at a time, hold down the
[Shift] key while pressing the right and left arrow keys and the up and down arrow
keys, respectively.
3. [Shift]+[Home] | [End]:-Pressing [Shift] + [Home] selects everything from the
insertion point to the left margin in the current line. Similarly, [Shift]+[End] selects
everything from the insert point to the last character to the right.
4. Double-click:-To select the current word, double-click it. Word will select to the
left and right of the cursor, until it encounters a space character.
5. Triple-click:-A triple-click selects the current paragraph.
6. Margin+click:-To select an entire line, move the cursor into the left margin.
When you see the insertion pointer turn into an arrow pointer, click. Doing so will
select the current line. You can also press [Home]+[Shift]+[End], but doing so is a
bit awkward.
7. Margin+click and drag:-This selection method is similar to the previous one. If
you drag while holding down the mouse, Word will select multiple lines, even
paragraphs. Word will stop selecting when you stop dragging.
8. [Ctrl]+A:-Pressing [Ctrl]+a selects the entire document.
9. [Ctrl]+click:-To select a sentence (not just a line), hold down [Ctrl] and click any
place within the sentence.
10. Click+[Shift]+click:-To select a block of text, click at one end of the block. Then,
hold down the [Shift] key and click a second time at the opposite end of the
block.
11. [Alt]+drag:-This combination selects a vertical block. While holding down [Alt],
click and drag up or down. (You must press [Alt] first.)
12. Selection+[Ctrl]+selection:-To select two noncontiguous blocks of text, select
the first bit of text. Then, hold down [Ctrl] while you select the next, and the next,
and the next - use it to select two or several non-contiguous areas. (I probably
 use this one more than any other besides click and drag - it's great for applying
the same format to several spots.)
13. [Ctrl]+[Shift]+[Right arrow] | [Left arrow]:-Use this combination to select from
the current position to the right or left of the current word, depending on whether
you press the right or left arrow, respectively.
14. [Ctrl]+[Shift]+[Up arrow] | [Down arrow]:-This combination selects from the
current position to the beginning or ending of the current paragraph, depending
on whether you press the up or down arrow, respectively.
15. [Alt]+[Ctrl]+[Shift]+[Page Up] | [Page Down]:-This is another awkward
keystroke combination that selects from the current insertion point to the
beginning or the ending of the current window (what you see on the screen),
respectively. This one's awkward enough that I'd probably use a quick click and
drag instead.

4.1.2 Selecting Text with F8(Function key)

Word remains in Extended Selection mode until you do something with the block or
you press the Esc key to cancel Extended Selection mode.
To cancel the extended selection, press the Esc key. This action ends Extended
Selection mode and keeps the block of text marked.
1. You can use the mouse and the F8 key to get fancy. Position the cursor at
either end of the block you want to mark, and press the F8 key. Then position
the mouse cursor at the other end of the block, and press the left mouse
button. Everything from there to there is marked.
2. After pressing the F8 key, you can use the Find command to locate a specific
bit of text. Word marks all text between the spot where F8 was pressed (the
anchor) and the text that the Find command locates.
3. Press the F8 key twice to select the current word.
4. Press the F8 key thrice to select the current sentence.
5. Press the F8 key four times to select the current paragraph as a block of text.
6. Press the F8 key five times to select the entire document, from top to bottom.
7. No matter how many times you press F8, be aware that it always drops
anchor. So pressing F8 once or five times means that Word is still in Extended
Selection mode. Do something with the block or press Esc to cancel that
mode.

4.2 Changing Case

To change the case of selected text in a document, do the following:

1. Select the text for which you want to change the case.
 2. On the Home tab, in the Font group, click Change Case.
Or. You can use F3(Function key)
3. Choose an option from the dropdown list, which includes Sentence case,
lowercase, UPPERCASE, Capitalize Each Word, and tOGGLE cASE. Notes.

4.3 Editing text

Editing documents in Word is just as simple as entering text in a blank document.
By clicking within the body of the document, you can add text. By default, Overwriting is
turned off, which means text to the right of the insertion point will be moved to the right.
It is important to note, however, that if you highlight part of your document and then
start typing, the highlighted portion will be deleted and the new text will appear in its
place; it doesn’t matter whether you have hard returns, images, tables, or text
highlighted, the results will be the same. In the event you accidentally delete part of your
document, you can use the Undo feature (ctrl+z)- to undo up to 100 changes you have
made to your document. If you want to delete portions of your document, you can simply
highlight the portion you would like to delete and press thedeletekey; unless you’ve
changed Word options, Word will automatically correct the spacing at the point of the
deletion.
To delete individual elements of your document, you have two options:
The deletekey will delete objects to the right of the insertion point, while the
backspace key will delete objects to the left of the insertion point.
4.4 Moving and Copying Text and Objects
Perhaps the most important benefit of word processing over typewriter use is the
ability to move and copy objects and blocks of text. There are many ways of
accomplishing move and copy operations in Word, so you can select whatever method is
most comfortable for you or makes the most sense in a particular situation. The following
sections explain the various move and copy operations and the differences between
them.
4.4.1 Moving or Copying Text with Drag-and-Drop
Drag-and-drop operations are popular because
they most closely resemble the way you do things outside
the computer. (Yes, there really is a life outside the
computer!) When you want to move something in your
living room, you pick it up and reposition it. Or if it's
heavy, like a piece of furniture, you drag it and drop it.
You can do the same thing with objects and with blocks of
selected text in Word. Figure 14- Additional Drag and
Drop option Box
For a standard drag-and-drop operation, follow
these steps:
1. Select the text or object(s) you want to move or copy.
 2. To copy, hold down the Ctrl key. You don't have to hold anything down if you
want to move.
3. Position the mouse over the selection, and then click and hold down the left
mouse button on it.
4. Still holding down the left mouse button, drag the selection to a new location.
Then release the mouse button.
There are additional drag-and-drop options; to see them, use the right mouse
button rather than the left one in the preceding steps. (Don't hold down the Ctrl key if you
are using the right mouse button.) When you release the mouse button in step 4, a
shortcut menu appears with these choices on it:
 Move Here—The default operation; the same as regular dragging with the left
mouse button.
 Copy Here—The same as holding down the Ctrl key with the left-mouse-button
drag.
 Link Here—Creates a copy that retains a link to the original location, such that if
the original changes, this copy changes too.
 Cancel—Cancels the current drag-and-drop operation.

4.4.2 Using Cut, Copy, and Paste

One of the complaints that many people have with drag-and-drop is that they are
simply not coordinated enough to manage positioning the mouse pointer in exactly the
right spot while holding down keys and mouse buttons. People who have this problem
may prefer to use the Cut, Copy, and Paste commands instead.
Cut and Copy are very similar operations. Cut removes the selection from the
document and places it on the Clipboard, which is a hidden holding area; Copy leaves
the selection as is and places a copy of it on the Clipboard. After a Cut or Copy
operation, you can then use Paste to place the Clipboard's content at the insertion point
location.
There are actually two Clipboards—the Windows Clipboard and the Office
Clipboard. The Windows Clipboard holds only one item at a time; when you place a
second item on that Clipboard, the first item is erased from it. The Office Clipboard has
multiple slots for holding content. It uses the Windows Clipboard for one slot, but it can
also hold 23 other items at the same time. I explain more about the Office Clipboard later
in the chapter.
Word offers ribbon, keyboard, and right-click methods for issuing the Cut, Copy,
and Paste commands.
 Cut, Copy, and Paste Methods

Cut Copy Paste

Click these buttons

on the Home tab:

Press these Ctrl+X Ctrl+C Ctrl+V

shortcut keys:

Right-click your Cut Copy Paste

selection and then
choose one of these
commands:

TIP:- Experienced users generally end up using the keyboard shortcut

methods most frequently because they are the fastest.

If you would like to save something from the Clipboard

so that it can be used later, but you don't want to save it in
Word

The Paste Special command enables you to define the

format of the pasted copy, and in some circumstances also
create a dynamic link to the original.

To use Paste Special instead of Paste, open the drop- Figure 15- Paste Special drop
down menu below the Paste button and select Paste Special from down list
that menu, as in Figure 15.

Use the Paste Special dialog box to paste in a different way than the default.

For a normal (nonlinked) paste, select a paste format from the As list. The choices
on the list depend on the type of content you cut or copied. For example, if you copied
some text from another document that had some unusual formatting, you could choose to
keep that formatting by selecting Formatted Text (RTF), or you could choose to discard
that formatting by selecting Unformatted Text.
 If you paste text in one of the Picture formats, it is no longer editable as text; you
can edit it only with a picture-editing program.
Pasting in a format whose name ends with "Object" creates an embedded copy
that retains its link to the original program. This is not especially relevant for copying text
within and between Word documents because the original program is Word itself, but it
makes a difference when copying multimedia content, such as graphics from a graphics
program, into Word, for example. When
you choose an "Object" format, the
selection is placed in its own separate
frame from the rest of the document,
and you can edit that object in its native
program later by double-clicking it.
Under some circumstances, a
Paste Link option is also available. For
Paste Link to be available, the selection
must have been copied from some
other document or file than the one in
which it is being pasted, and the
document/file from which it came must
have been saved at least once (so it Figure 16 Paste Special Dialog Box
has a filename, not just the generic
"Document1" name a file gets before it is saved).
4.4.3 Paste Link Text/Object
Paste Link creates a dynamic link between the original and the copy so that when
the original changes, the copy also changes.
Don't use Paste Link unless you can actually benefit from it, because it makes the
file size larger, and if the original file ever is deleted or moved, an
error message will appear in the file containing the copy.
4.4.4 Using Paste Options
After you have pasted something in Word, a Paste Options
button appears next to it. You can click this button to open a
menu of choices governing the paste operation, as shown
in Figure . Here are the choices:
 Keep Source Formatting—The object retains its look
from its original location.
 Match Destination Formatting—The object is stripped
of any previous formatting and the formatting of the new location
Figure 17- Paste Options
is applied.
 Keep Text Only—The object is stripped of any previous
formatting and remains stripped in the new location.
4.4.5 Advanced Paste Special Options
Choose options for the paste operation just performed.
The Set Default Paste… command opens the Word Options dialog box (same as
Office, Word Options) and displays the Advanced options. From here you can set a
variety of paste options in the Cut, Copy, and Paste section.
 Pasting Within the Same Document—Choose how formatting is applied to the
copy when copying within a document. You can choose Keep Source Formatting,
Match Destination Formatting, or Keep Text Only.
 Pasting Between Documents—Choose how formatting is applied to the copy
when styles are not an issue (for example, when both the source and destination
use the same style defined the same way).
 Pasting Between Documents When Style Definitions Conflict—Choose how
formatting is applied to the copy when you are copying between documents and
the style applied in the source document differs from that applied at the insertion
point location in the destination document.
 Pasting From Other Programs—Choose how formatting is applied to the copy
when the text is coming from some other application than Word.
 Insert/Paste Pictures As—Choose how non-text objects are placed in the
document. In Line with Text means the object is treated as a text character at the
insertion point, and will move with the surrounding text. The other options are all
various wrapping settings for floating objects.
 Keep Bullets and Numbers When Pasting Text with Keep Text Only
Option—Just like the name says. If you have set one of the previous settings to
Keep Text Only, but you are copying a bulleted or numbered list, this setting
determines whether the bullet or number is preserved.
 Use the Insert key for Paste—Mark this if you want the Insert (Ins) key on the
keyboard to be remapped to be a shortcut for the Paste command. This check
box is paired with the Use the INS Key to Control Overtype Mode check box (on
the same tab); only one or the other can be chosen at once.
 Show Paste Options Buttons—Clear this check box if you don't want that Paste
Options button to appear next to pasted selections. (Sometimes it can get in the
way.)
 Use Smart Cut and Paste—Enables Word to apply a rather complex set of rules
to determine how selections should be pasted. To fine-tune these rules, click the
Settings button to display the Settings dialog box (see Figure 3.13). Note that you
can choose default options for Word 2002-2007 or for Word 97-2000, or go your
own way with custom settings.
 Figure 18 Paste options are controlled in the Word Options dialog box.

4.4.6 Using Clipboard

Use the Clipboard
task pane to access the
Office Clipboard's 24
separate areas for storing
clips.
By default, the
Clipboard pane is fixed in
location and size, but you
can click the down arrow in
its top-right corner for a
menu from which you can
move and resize it.
Each time you copy
something to the
Clipboard, it is added to
the Clipboard task pane's
list, with the most recently Figure 19 Getting ClipBoard
added items at the top. To
paste an item from it, position the insertion point and then click that item in the Clipboard
task pane. To paste all the items at once, click Paste All.
To remove a single item from the Clipboard task pane, right-click the item and
click Delete. (Alternatively, you can point at the item until a down arrow appears to its
right. Click that down arrow to open the same menu as with right-clicking; then click
Delete.)
To clear the entire Clipboard at once, click the Clear All button at the top. Clearing
the Office Clipboard also clears the Windows Clipboard.
To fine-tune how the Office Clipboard works, click the Options button. A menu
appears with these options on it:
 Show Office Clipboard Automatically—Displays the
Office Clipboard automatically when copying items.
 Show Office Clipboard when Ctrl+C Pressed Twice—
Displays the Office Clipboard when Ctrl+C is pressed twice.
 Collect Without Showing Office Clipboard—Copies
items to the Office Clipboard but does not show the task pane
unless you specifically call for it (by pressing Ctrl+C twice, for Figure 20 Delete
example). from Clipboard
 Show Office Clipboard Icon on Taskbar—Displays an
Office Clipboard icon in the notification area of the taskbar
(near the clock) whenever the Office Clipboard is active. You
can double-click that icon to display the Office Clipboard in the
active application. (Remember, all Office apps share the Office
Clipboard.)
 Show Status Near Taskbar When Copying—Pops up a
message near the Office Clipboard icon when something has
just been copied to the Clipboard.
4.4.7 Use F2 to Copy and Move Text Figure 21 Clipboard
After you select text in Word 2007, you can press F2 to Box copy
the text and paste it elsewhere — even into another Word
document you’re working on. As long as you can remember to use the F2 key, copying
and moving a block of text by using this technique can be quite handy.
1. Select a block of text.
2. Click the mouse button to anchor the insertion pointer at the beginning of
the block, drag to the end of the block (anywhere you want), and release
the mouse button.
3. Press the F2 key.
4. Notice that the status bar (at the bottom of your screen) says "Move to
where?"
 5. Place the insertion pointer wherever you want to move (paste) the block of
text.
6. Press the cursor keys or scroll with the mouse. Wherever you place the
insertion pointer is where the text will be moved.
7. Press Enter to paste the text.
8. The block of text is moved, just as though you had typed it there yourself.

4.5 Finding and replacing text

One way to ensure that the text in your documents is consistent and accurate is to
use the Find feature to search for and review every occurrence
of a particular word or phrase.
Clicking the Find button in the Editing group on the
Home tab displays the Results page of the Navigation pane.
As you enter characters in the search box at the top of the
pane,Word highlights all occurrences of those characters in the
document and displays them on the Results page.
KEYBOARDSHORTCUT:-Press Ctrl+F to activate the
search box.
When you point to a search result on the Results page,
a ScreenTip displays the number of the page on which that
result appears and the name of the heading preceding the
search result.You can click a search result to move directly to
that location in the document.
TIP-The Results page of the Navigation pane allows
you to continue editing your document as you normally
would, while still having access to all the search results.
If you want to be more specific about the text you are
looking for—for example, if you want to look for occurrences 2
that match the exact capitalization of your search term—click
the Search For More Things arrow at the right end of the
search box in the Navigation pane and then click Advanced
Find to display the Find page of the Find And Replace dialog Figure 22- Results page of the
box. Clicking More in the lower-left corner expands the dialog Navigation pane

box to make additional search options available.

 You can make a search more specific by using the criteriain the Search Options
area of the Find page.

In the expanded
dialog box, you can do
the following:
 Guide the
direction of the
search by selecting
Down, Up, or All
from the Search
list.
 Locate only text
that matches the
capitalization of the
search term by
selecting the Match
Case check box.
 Exclude
occurrences of the
search term that

appear with in other Figure 23 Find and Replace Dialog box

words by selecting
the Find Whole Words Only checkbox.
 Find two similar words, such as effect and affect, by selecting the Use Wild
cards check box and then including one or more wild card characters in the search
term. The two most common wildcard characters are the following:
 ? Represents anysingle character in this location in theFind What text
 * Represents any number of characters in this locationin the Find What text
TIP For a list of the available wildcards, select the Use Wildcards check box and then
click Special.
 Find occurrences of the search text that sound the same but are spelled differently,
such as there and their, by selecting the SoundsLike checkbox.
 Find occurrences of a particular word in anyform, such as try, tries, and tried, by
selecting the FindAll WordForms checkbox.
 Locate formatting, such as bold, or special characters, such as tabs, by selecting
them from the Format or Special list.
 Locate words with the same beginning or end as the search term by selecting the
Match Prefix orMatch Suffix checkbox.
  Locate words with different hyphenation or spacing by selecting the Ignore
Punctuation Characters or Ignore White-Space Characters checkbox.
If you want to substitute a specific word or phrase for another, you can use the
Replace feature. Clicking the Replace button in the Editing group on the Home tab
displays the Replace page of the Find And Replace dialog box.

KEYBOARDSHORTCUT:-Press Ctrl+H to display the Replace page of the Find And Replace
dialog box.

TIP-If the Navigation pane is open, you can click the Search For More Things arrow at the right
end of the search box and then click Replace. The Find And Replace dialog box opens with the search
term from the Navigation pane already in the Find What box.

Figure 24 Correcting errors and in consistencies is easy withthe Replace feature.

For each instance of the search term that Word locates, you can click one of the
following choices on the Replace page:

▪Replace:-Replaces the selected occurrence with the text in the Replace With box
and moves to the next occurrence
▪Replace All:-Replaces all occurrences with the text in the Replace With box
 TIP Before clicking Replace All, ensure that the replacement is clearly defined. For example, if
you want to change trip to journey, be sure to tell Word to find only the whole word trip; otherwise,
triple could become journeyle.
▪Find Next:-Finds the first occurrence or leaves the selected occurrence as it is
and
Locates the next one

Figure 25 From this menu, you can locate specific types of objects and also refine text
searches.

Figure 26- The Find Options dialog box contains most options for refining the current search,
other than the style and special character options.
4.6 Correcting spelling and grammatical errors
In the days of handwritten and typewritten documents, people might have
tolerated a typographical or grammatical error or two because correcting such
errors without creating a mess was difficult. Word-processing programs such as
Word have built-in spelling and grammar checkers, so now documents that contain
these types of errors are likely to reflect badly on their creators.

TIP Although Word can help you eliminate misspellings and grammatical
errors, its tools are not infallible. You should always read through your
document to catch any problems that the Word tools can’t detect—for
example, homonyms such as their, there, and they’re.

Word provides these three tools to help you with the chore of eliminating spelling
and grammar errors:
▪ AutoCorrect This feature corrects common spelling and grammatical errors,
replaces text codes with mathematical symbols, and automatically applies
formatting based on text cues. AutoCorrect has a built-in list of frequently
misspelled words and their cor-
rect spellings. If you frequently misspell a word that AutoCorrect doesn’t change,
you can add it to the list in the AutoCorrect dialog box. If you deliberately enter a
word that is on the AutoCorrect list and don’t want to accept the AutoCorrect change,
you can reverse the correction by clicking the Undo button before you enter anything
else, or by pointing to the bar that appears below the word and then clicking Undo.
▪ Error indicators Word indicates possible spelling errors with red wavy
underlines, possible grammatical errors with green wavy underlines, and possible
formatting
errors with blue wavy underlines. You can right-click an underlined word or phrase
to display suggested corrections and links to proofing resources.
▪ Spelling and grammar checker To check the spelling or grammar of selected
text or the entire document, click the Spelling & Grammar button in the Proofing group
on the Review tab. Word then works its way through the selection or the document
and displays the Spelling pane or Grammar pane if it encounters a potential error.
KEYBOARD SHORTCUT Press F7 to start checking the spelling and grammar from
your current location in the document.
The pane that appears displays an explanation of the likely problem and suggests
corrections. You can implement a suggestion by double-clicking it.
4.6.1 Check spelling and grammar
All Microsoft Office programs can check the spelling and grammar of your files. In
Microsoft Word 2013 you’ll find
the Spelling &
Grammar options here:

 Click Review > Spelling &

Grammar (or press F7) to start
the spelling and grammar
checker and see the results in
the Spelling and
Figure 27 Spelling and Grammar Option
Grammar task pane.

TIP If you prefer to use the keyboard to review the results, press the
underlined letter found on the buttons in the task pane. For example, to Ignore

All instances of a word, press g.

Choose from these options as the spelling and grammar checker goes through
each word:
1. Check the spelling and grammar all at once.
2. Check spelling and grammar automatically, as you type.
3. Recheck the words you previously checked and chose to ignore (but changed
your mind).

4.6.2 Check spelling and

grammar all at once

Checking all the spelling and grammar

in your document is useful when you
want to quickly proof your text. You
can check for possible mistakes and
then decide if you agree with the
spelling and grammar checker.After
you click Spelling & Grammar (or
press F7) you can fix each error that
Word finds in different ways. In the
task pane at the right of your
document, you will see the spelling
and grammar choices:

TIP If you prefer to use the keyboard to review the results, press the underlined letter found on

the buttons in the task pane. For example, to Ignore All instances of a word,
press g.

 Fix the error using Word’s suggestions If you want to fix the error by using
one of the suggested words, select the word in the list of suggestions and
click Change. (You can also click Change All if you know you’ve used this
incorrectly spelled or used word throughout the document so that you don’t have to
address it each time it pops up.)
 Create a dictionary entry If the word is a real word that you use and one that
you want Word—and ALL of the Office programs—to recognize too, click Add.
 Ignore the word Maybe you want to ignore this misspelled word (for whatever
reason): Click Ignore or Ignore All.

4.6.3 Check spelling and

grammar automatically

Checking spelling and grammar while

you type may be a preferred way for
you to save time: You make the
necessary corrections and
changes while you’re writing, not
waiting until after (you think) your
document is complete.

1. First, to turn on (or off) automatic

spelling and grammar checking,
click File > Options > Proofing.
2. As you can see in the picture
above, you can choose to
automatically check spelling, Figure 29 Spelling and Grammar setting options
grammar—one or the other, both,
or neither—or even other options, such as contextual spelling.
3. Under Exceptions you can choose to hide grammar and spelling errors in
your open document or, if you leave the options unchecked but keep any of
the options above them checked, all of your new documents going forth will
keep those settings.
 4.6.4 How the automatic spelling checking works
Word flags misspelled words with a red squiggly line under it as you work so that
you can easily locate mistakes:

When you right-click the misspelled word, you’ll see a menu where you can choose
how you want to handle the mistake.

Figure 30 Optiions menu on right clicking

4.6.5 How automatic grammar checking works

After you turn on automatic grammar checking, Word flags potential grammar,
style, and contextual mistakes with a blue squiggly line under the word, term, or
phrase as you work in your document.
 Just like with the spell checker, you can right-click the mistake to see more options.
(In this case, the sentence might have been better off as a question instead of a
sentence.

4.6.6 Recheck the words and grammar that you

previously checked and chose to ignore

You can also force a recheck of the words and grammar that you previously chose
to ignore.

1. Open the document that you want to recheck.

2. Click File > Options > Proofing.
3. Under Correcting spelling and grammar in Word, click Recheck Document.
4. When you see the following message This operation resets the spelling
checker and grammar checker so that Word will recheck words and
grammar you previously checked and chose to ignore. Do you want to
continue? click Yes and then click OK to close out of the Word Options dialog
box.
5. Then, in your document, click Review > Spelling & Grammar (or press F7).

4.7 Automatically insert text

There’s more than one way to automatically enter text in Word.

You can insert blocks of preformatted text using AutoText from your AutoText
gallery. This is useful, for example, when you need to repeatedly enter the same large
block of text and the text contains a lot of formatting. You create AutoText entries by
adding selected text to the AutoText gallery.
Word can also automatically complete a word, phrase, or sentence for you after
you’ve typed only a few characters. To do this, you first add the text entries in the
AutoCorrect dialog box.
This can be done by two ways-
 Auto Correct and Auto Format
 Auto Text
4.7.1 AutoCorrect and Auto Format

To automatically correct common errors as you type, use the options in the
AutoCorrect tab of the AutoCorrect dialog box to set up automatic correction of
capitalization errors and commonly misspelled words. You can also create special
characters. Various options are preset with Word, but you can delete and modify
existing entries. This document discusses the options available and how to make
changes.
Accessing the AutoCorrect Dialog Box
1. From the File tab, click Options to open Word Options. Select Proofing on
the left.

Figure 31 Options for Auto Correct

2. The AutoCorrect options dialog box

appears, click the Autocorrect tab.

Selecting/Deselecting AutoCorrect Options

You can use the AutoCorrect options that are

appropriate for your work while turning off the
others. This table below shows the options and
the automatic corrections Word makes when
they are selected. These options can also be
changed through the use of smart tags.

1. The AutoCorrect options are preceded by

checkboxes.
2. Select the options you want to activate or
not. A checkmark in the box indicates an
option is selected and active.
3. Click OK to save changes.

Figure 32 Auto Correct Dialog Box

 The AutoCorrect dialog box offers the following customization options.
Table 2 Auto Correct Options

 Accidental usage of Caps Lock key correction:

Correction occurs if the first letter is typed lowercase and following letters are
uppercase, which is the case when Caps Lock is on and you press [Shift] to capitalize
the first letter of a word. The correction makes the first letter uppercase and then turns
off the Caps Lock. No correction will occur if the first letter is typed in caps.

 Creating Exceptions to AutoCorrect Options

The AutoCorrect feature can save you time during editing. However, if you have
special abbreviations or company names that are exceptions to the rules Word uses in
determining corrections, the AutoCorrect feature may seem like a nuisance. Word
allows you to record these exceptions so you can take advantage of the AutoCorrect
feature without worrying about words or phrases particular to your work.
 First Letter
Word normally capitalizes the next word after a period and a space. For example, if
you use the abbreviation num. for number and type num. five, Word will correct it to
num. Five. You can record your abbreviation as an exception so Word will not make the
 correction.
 INitial Caps
Word will automatically correct two initial capital letters. However, if you use a word or
company name that has two initial capital letters, you would not want the correction
made. For example, if you correspond with a company called REmax, when you type
the name, Word will correct it to Remax. You can record a name or term as an
exception so Word will not correct it.
Word does not correct two initial capital letters followed by a lowercase s (e.g., RNs).

To record exceptions:

1. Access the AutoCorrect dialog box. Select the AutoCorrect tab

2. Click Exceptions... The AutoCorrect Exceptions dialog box appears.
3. Select the appropriate tab
4. In the text box, type your exception. Click Add then click OK twice.

Overriding AutoCorrect
Word may sometimes automatically "correct" a word or phrase that you do not want
changed. If you do not use the word often enough to warrant creating an exception, you
can undo the individual AutoCorrection without changing AutoCorrect settings. You
may also use this method to override AutoFormatting such as bulleted and numbered
lists.

1. Move your mouse over the AutoCorrected word. A small rectangle appears under
the first letter.
2. Move your mouse over this rectangle. A Smart Tag appears. Click the to
select the desired AutoCorrect option
Your options and the implications are listed here,
using the example of automatically correcting a
misspelled word.

Some AutoCorrect options include:

Undo Automatic Capitalization - Selecting this
option affects only this occurrence of the Figure 33 Control Auto Correct option
capitalization in the current document
Stop Auto-capitalizing First Letter of Sentences - Selecting this option corrects this
occurrence and turns off this option for all documents
Control AutoCorrect Options - Selecting this option takes you to the AutoCorrect
dialog box, where you can choose from multiple AutoCorrect options that will affect all
documents

Creating Replacement Text Entries

 Word provides several preset entries for commonly used plain text, formatted text, and
misspelled words. In the AutoCorrect dialog box, you can view the list of preset entries
by scrolling through the list. What you type appears on the left and Word's replacement
text appears on the right. If you regularly use the copyright symbol or misspell words like
achieve and knowledge, you will want to select this option. Word's preset entries can be
added to, modified, or deleted, depending on your needs.

Considerations:

If the name is typed in lowercase, it is not case sensitive.

If the replacement text contains at least one uppercase letter, typing the text in
all lowercase will not convert it completely.
AutoCorrect can correct only one problem at a time.
EXAMPLE: If you are trying to type "America" and type "ameria," the
AutoCorrection would be "Ameria." The AutoCorrect will only correct the
capitalization and will not correct the spelling error. However, if you later use the

spell checker, the spelling error will be detected.

When creating replacement text entries, two

options are available: plain text and formatted
text. The plain text is primarily phrases, while
the formatted text can often be symbols. For
formatted text, you must first select the text.

Creating a Replacement Text Entry: Plain

Text

If you frequently type the same phrase in

many of your Word documents, you can
create a replacement text entry and save
keystrokes.

1. Access the AutoCorrect dialog box.

Select the AutoCorrect tab
2. In the Replace text box, type the Figure 34 Creating Auto Correct Entry
keystrokes to be replaced - Type DC
 3. In the With text box, type the words to be used as replacement text –
Dickinson College
4. Click Add then click OK
Each time you type the keystrokes followed by [Space] or [Enter] they will be
replaced by the text you specified. If desired, you can override the AutoCorrect
options. Click OK

Creating a Replacement Text Entry: Formatted Text

If you regularly use a symbol in your documents, you can define the symbol as
replacement text.

Considerations:

If formatted text is selected, the symbol (or text) you selected in your document
will retain its formatting (e.g., font and size).
If you select Plain text, what you have selected in your document will be stored
without formatting and will assume the formatting of your document when later
inserted as replacement text.
These options are available only when you are working with a selection in your
document.

1. From the Insert command tab, in the Symbols group, select Symbol, select
More
Symbols. The Symbol dialog box appears. Select the desired symbol
2. Click Insert then click Close. Select the symbol you just inserted
3. Access the AutoCorrect dialog box. The AutoCorrect dialog box appears.
4. Select the AutoCorrect tab. The selected symbol appears in the With text box.
5. Select Formatted text or Plain text
6. In the Replace text box, type the keystrokes to be replaced by the symbol
7. Click Add then Click OK
Each time you type the keystrokes followed by [Space] or [Enter] they will be
replaced by the text you specified. If desired, you can override the AutoCorrect
options. Click OK
Creating a Replacement Text Entry: Symbol Dialog Box Option
1. From the Insert command tab, in the Symbols group, select Symbol, select
More Symbols. The Symbol dialog box appears. Select the desired symbol
2. Click Autocorrect. The AutoCorrect dialog box appears.
3. In the Replace text box, type the keystrokes to be replaced by the symbol
4. Select Formatted text or Plain text
 5. Click Add then Click OK. The Symbol dialog box appears. Click Close
Each time you type the keystrokes followed by [Space] or [Enter] they will be
replaced by the text you specified.

Editing a Replacement Text Entry

You can make changes or corrections to your replacement text entries.
1. Access the AutoCorrect dialog box. The AutoCorrect dialog box appears.
2. Select the AutoCorrect tab
3. From the scroll box, select the entry to be changed
4. In the Replace and/or With text boxes, make the desired change(s)
5. Click Add then click OK. Your old entry is replaced with the edited one. The
revised entry will be used in all future text replacements. Click OK

Deleting a Replacement Text Entry

1. Access the AutoCorrect dialog box. The AutoCorrect dialog box appears.
2. Select the AutoCorrect tab.
3. From the scroll box, select the entry to be deleted
4. Click Delete then click OK. The entry is deleted. Click OK again.
AutoCorrect: AutoFormat
The AutoFormat tab applies formatting
options in conjunction with the
AutoFormat As You Type tab. This
document shows you how AutoFormat
can be turned on/off and how its
various options affect your Word
projects.
Accessing the AutoFormat
Tab & Unique Options on the
AutoFormat Tab
Accessing the AutoFormat Tab
1. From the File tab, click Options
2. In the Categories pane, select
Proofing
3. In the AutoCorrect options section,
click Autocorrect Options.
4. Select the AutoFormat tab
5. Select the desired options. An
option is selected and active when
a checkmark appears before it.
When finished, click OK.
As with any AutoCorrect option,
 you can override the formatting if you wish. To exit the Application Settings dialog
box, click OK.
Unique Options on the AutoFormat Tab
Many AutoFormat tab options are identical to those found on the AutoFormat As You
Type tab. The list below describes options that are unique to the AutoFormat tab.

List styles - Applies list styles to numbered, bulleted, outlines, and other lists. It
replaces any numbers or bullets that were inserted manually
Other paragraph styles - Applies styles other than for headings and lists (e.g., body
text)
Preserve styles - Retains the styles you have already applied in your document
Plain text e-mail documents - Formats e-mail messages when they are opened

4.7.2 Auto Text:

In order to add the auto text gallery you need to add Auto text to Quick Access
toolbar and then add entries to gallery to auto complete your word
In Order to add Auto text to Quick Access Toolbar
• Go to File tab and choose Option
• Go to Quick access section in open window and choose all command
choose command from drop down list

Figure 37 Auto Text Feature

• Choose add in order to add Auto text to Quick Access tool bar then click on ok
Now Auto text is added to your Quick Access tool bar
In order to add a new Auto Text entry
• Select the word that you want to add to gallery
• Choose AutoText in Quick Access Tool bar and click Save Selection to Auto Text galley
• You should fill out New Building Block

•
Name ch Figure 38 Auto Text Entry Button on Quick Access tool bar
oose
good and unique name.
• Gallery choose gallery which you
want to add new entry.
• Category choose category such as
general or create new category.
• Description add some description
• Save in save place to show up
• Options :
• Select ‘Insert content in its own
page’ in order to insert building
block to a separate page
• Select ‘Insert content in its own
paragraph’ in order to insert
building block to its own paragraph
• Select ‘Insert content only’ in
Figure 39 Creating a New Entry
order to insert building block to text
Create or change an AutoText
entry
AutoText entries must be at least five characters long if you want to insert the entry
by using AutoComplete.
Create a new entry
 1. Select the text or graphic you want to store as an AutoText entry.
To store TE000128076 with the entry, include the paragraph mark ( ) in
the selection.
2. On the Insert menu, point to AutoText, and then click New.
3. When Microsoft Word proposes a name for the AutoText entry, accept the
name or type a new one.
If you plan to insert the entry by using AutoComplete, make sure the name
contains at least four characters because Word inserts an entry only after four characters
have been typed.
Change an entry
1. Insert the AutoText entry into the document.
AutoText entries are divided into categories such as Closing or Salutation. Check
the Normal category for entries you've created unless you know they are stored under
another category.
a. Click in the document where you want to insert the AutoText entry.
b. On the Insert menu, point to AutoText, and then point to the type of
entry you want to insert.
c. Click the name of the AutoText entry you want.

Tips
i) You can also use a shortcut to insert an AutoText entry. First, turn on AutoComplete (point
to AutoTexton the Insert menu, click AutoText, and then select the Show AutoComplete
suggestions check box). In your document, type the first few characters in the AutoText entry's
name. When Microsoft Word suggests the complete AutoText entry, press ENTER or F3 to
accept the entry.
If the AutoText entry contains a graphic without text, press F3 to accept the entry.
To reject the AutoText entry, keep typing.
ii)The entries in the lists on the AutoText menu and the AutoTexttoolbar correspond to the
language of the text that your insertion point is positioned in. For example, if you are typing
French in the English version of Word, the AutoText entries that appear on the menu and on the
toolbar list will be in French, but the ones on the AutoText tab in the AutoCorrect dialog box will
be in English.
To insert AutoText entries in the language you're typing in, use
the AutoText menu (point to AutoTexton the Insert menu) or click All Entries on
the AutoText toolbar. To insert AutoText entries in the language version of Word that you
are using, use the AutoText tab in the AutoCorrect dialog box (point to AutoText on
the Insert menu, and then click AutoText).
Also note that if you insert an AutoText field by using the Field Options dialog box
(Insert menu, Fieldcommand), the Field Options dialog box, like the AutoText tab,
reflects the language version of Word that you are using, not the language you are typing
in.
2. Make the changes you want.
 3. Select the
revised AutoText entry.
o To store
TE000128076
with the entry,
include the
paragraph
mark ( ) in the
selection.
4. On the Insert menu,
point to AutoText, and
then click New.
5. Type the original name of
the AutoText entry.
Rename an entry
1. On the Tools menu,
click Templates and
Add-Ins.
2. Click Organizer, and
then click
the AutoText tab.
3. In the In box on the left, Figure 40 Auto Text Options
click the entry you want
to rename, and then click Rename.
4. In the Rename dialog box, type a new name for the entry.
5. Click OK, and then click Close.
 CHAPTER-5
Formatting text
The appearance of your documents helps to convey their message. Microsoft
Word 2013 can help you develop professional-looking documents whose appearance
is appropriate to their contents. You can easily format words and paragraphs so that
key points stand out and the structure of your document is clear. You can also change
the look of major elements within a document by applying predefined sets of formatting
called styles, andyou can change the look of selected text by applying predefined
combinations called text effects. In addition, you can change the fonts, colors, and
effects throughout a document with one click by applying a theme.

5.1 Applying styles to text

You don’t have to know much about character and paragraph formatting to be
able to format your documents in ways that will make them easier to read and more
professional looking. With a couple of mouse clicks, you can easily change the look of
words, phrases, and paragraphs by using styles. More importantly, you can structure a
document by apply- ing styles that are linked to
outline levels. In doing so, you build a document
outline that is reflected in the Navigation pane and
can be used to create a table of contents.
Styles can include character formatting (such
as font, size, and color), paragraph formatting (such
as line spacing and outline level), or a combination
of both. Styles are stored in the template that is
attached to a document. By default, blank new
documents are based on the Normal template. The
Normal template includes a standard selection of
styles that fit the basic needs of most documents.
These styles include nine heading levels, various
text styles including those for multiple levels of
bulleted and numbered lists, index and table of contents entry styles, and many
specialized styles such as those for hyperlinks,
quotations, placeholders, captions, and other Figure 41- The Styles gallery in a new, blank
elements. document based on the Normal template.
 By default, Word makes the most common predefined styles available in the
Styles gallery on the Home tab.

Styles can be used for multiple purposes: to affect the appearance of the content,
to build a document outline, and to tag content as a certain type so that you can
easily locate it.

Figure 42- Heading styles define a document’s outline.

Styles stored in a template are usually based on the Normal style and use only
the default body and heading fonts associated with the document’s theme, so they all
go together well. For this reason, formatting document content by using styles
produces a harmonious ef- fect. After you apply styles from the current style set, you
can easily change the look of the entire document by switching to a different style set,
which associates different formatting rules with the same styles. So if you have applied
the Heading 1 style to a paragraph, you can change its formatting simply by changing
the style set.

Style sets are available from the Document Formatting menu on the Design tab.
 Figure 43- Pointing to a style set in the gallery displays a live preview of the effects
of applying that style set to the entire document.

TIP Style sets provide a quick and easy way to change the look of an existing
document. You can also modify style definitions by changing the template on which
the document is based.

5.2 Changing a document’s theme

Every document you create is based on a

template, and the look of the template is
con- trolled by a theme. The theme is a
combination of coordinated colors, fonts,
and effects that visually convey a certain
tone. To change the look of a document,
you can apply a different theme by clicking
the Themes button in the Document
Formatting group on the Design tab, and
then making a selection in the Themes
galleryIf you like the background elements
of one theme but not the colors or fonts,
you can mix and match theme elements.
First apply the theme that most closely
resembles the look you want, and then
select colors and fonts from the Theme
Colors and Theme Fonts galleries in the
Document Formatting group.
In addition to colors and fonts, you can control more subtle elements such as
paragraph spacing and visual effects that are associated with a theme.
If you create a combination of theme elements that you would like to be able to
use with other documents, you can save the combination as a new theme. By
saving the theme in the default Document Themes folder, you make the theme
available in the Themes gallery. However, you don’t have to store custom
themes in the Document Themes folder; you can store them anywhere on your
hard disk, on removable media, or in a network location. To use a theme that is
stored in a different location, click Browse For Themes at the bottom of the
Themes menu, locate the theme you want in the Choose Theme Or Themed
Document dialog box, and then click Open to apply that theme to the current
document.
TIP The default Document Themes folder is stored within your user profile. On a
default freestanding installation, the folder is located at C:\Users\<user
name>\AppData\Roaming\ Microsoft\Templates\Document Themes. In a corporate
environment with managed com- puter configurations, the user profile folder might
be located elsewhere. To find the loca- tion of your Document Themes folder, click
Save Current Theme at the bottom of the Themes menu and then in the Save Current
Theme dialog box, click the icon at the left end of the address bar to display the full
path to the Document Themes folder.

By default, Word applies the Office theme to all new, blank documents.
In Word 2013, the Office theme uses a primarily blue palette, the Calibri
font for body text, and Calibri Light for headings. You can make a
different theme the default by applying the theme you want and then
clicking Set As Default in the Document Formatting group.

TIP If multiple people create corporate documents for your company, you can ensure
that everyone’s documents have a common look and feel by assembling a custom
theme and making it available to everyone. Use theme elements that reflect your
corporate colors, fonts, and visual style, and then save the theme to a central location
or send the theme file by email and instruct your colleagues to save it to the default
Document Themes folder.

5.3 Manually changing the look of characters

Word 2013 makes changing the look of content in a styled
document almost effortless. But styles and themes can’t do everything.
To be able to precisely control the look of your text, you need to know
how to manually change individual elements.
When you enter text in a document, it is displayed in a specific
font. By default, the font used for text in a new blank document is 11-
point Calibri, but you can change the font of any element at any time.
 The available fonts vary from one computer to another, depending on the
programs installed. Common fonts include Arial, Verdana, and Times
New Roman.
You can vary the look of a font by changing the following attributes:

▪ Size Almost every font comes in a range of sizes, which are

measured in points from the top of letters that have parts that stick
up (ascenders), such as h, to the bottom of letters that have parts
that drop down (descenders), such as p. A point is approxi- mately
1/72 of an inch (about 0.04 centimeters).
▪ Style Almost every font has a range of font styles. The most
common are regular (or plain), italic, bold, and bold italic.
▪ Effects Fonts can be enhanced by applying effects, such as
underlining, small capital letters (small caps), or shadows.
▪ Color A palette of coordinated colors is available, and you can also
specify custom colors.
▪ Character spacing You can alter the spacing between characters
by pushing them apart or squeezing them together.

Although some attributes might cancel each other out, they are
usually cumulative. For ex- ample, you might use a bold font style in
various sizes and various shades of green to make words stand out in a
newsletter. Collectively, the font and its attributes are called character
formatting.

You apply character formatting from one of three locations:

▪ Mini Toolbar Several common formatting buttons are available on

the Mini Toolbar that appears when you select text.

The Mini Toolbar appears temporarily when

you select text, becomes transparent when
you move the pointer away from the
selected text, and then disappears entirely. Figure 45 Mini toolbar for
Formatting

▪ Font group on the Home tab- This group includes

buttons for changing the font and most of the font attributes you are likely
to use.

▪ Font dialog box- Less-commonly applied attributes

 such as small caps and special underlining are available from the Font
dialog box, which you display by clicking the
Font dialog box launcher.

Figure 47 Most font attributes are set from the Font page of the dialog box, except
character spacing and OpenType attributes, which are set on the Advanced page.

In addition to applying character formatting to change the look of characters,

you can apply predefined text effects to a selection to add more zing. Clicking
the Text Effects And Typography button in the Font group on the Home tab
displays a gallery of effects matched to the current
theme colors.
You can apply any predefined effect in the gallery to
selected text, or you can click options below the gallery
and define a custom effect.
These effects are dramatic, so you’ll probably want to
restrict their use to document titles and similar elements
to which you want to draw particular attention.
5.4 Manually changing the look of
paragraphs
 A paragraph is created by entering text and then pressing the Enter key.
A paragraph can contain one word, one sentence, or multiple sentences. You can
change the look of a para- graph by changing its indentation, alignment, and line
spacing, as well as the space before and after it. You can also put borders around
it and shade its background. Collectively, the settings you use to vary the look of a
paragraph are called paragraph formatting.

In Word, you don’t define the width of paragraphs and the length of
pages by defining the area occupied by the text; instead you define the size of the
white space—the left, right, top, and bottom margins—around the text. You click
the Margins button in the Page Setup group on the Page Layout tab to define
these margins, either for the whole document or for sections of the document.

Although the left and right margins are set for a whole document or
section, you can vary the position of the paragraphs between the margins. The
quickest way to indent a paragraph from the left is to click the Increase Indent
button; clicking the Decrease Indent button has the opposite effect.

TIP You cannot increase or decrease the indent beyond the margins by using the
Increase Indent and Decrease Indent buttons. If you do need to extend an indent
beyond the margins, you can do so by setting negative indentation
measurements in the Paragraph dialog box.

Another way to control the indentation of lines is by dragging markers on

the horizontal ruler to indicate where each line of text starts and ends. You can
set four individual indent markers for each paragraph:
 First Line Indent The paragraph’s first line of text begins at this marker.
 Hanging Indent The paragraph’s second and subsequent lines of text
begin at this marker at the left end of the ruler.
 Left Indent The left side of the paragraph aligns with this marker.
 Right Indent The paragraph text wraps when it reaches this marker at
the right end of the ruler.

You display the horizontal and vertical rulers by selecting the Ruler check
box in the Show group on the View tab.

Figure 49 You can manually change a paragraph’s indentation by moving the

indent markers on the horizontal ruler.
 Setting a right indent indicates where the lines in a paragraph should end,
but sometimes you might want to specify where only one line should end. For
example, you might want to break a title after a specific word to make it look
balanced on the page. You can end an individual line by inserting a text
wrapping break (more commonly known as a line break). After positioning the
cursor where you want the break to occur, click the Breaks button in the Page
Setup group on the Page Layout tab, and then click Text Wrapping. Word indi-
cates the line break with a bent arrow (visible when hidden formatting symbols
are shown). Inserting a line break does not start a new paragraph, so when you
apply paragraph for- matting to a line of text that ends with a line break, the
formatting is applied to the entire paragraph, not only to that line.

KEYBOARD SHORTCUT Press Shift+Enter to insert a line break.

You can also determine the positioning of a paragraph between the left and
right margins by changing its alignment. There are four paragraph alignment
options:
▪ Align Left Aligns each line of the paragraph at the left margin, with a
ragged right edge
KEYBOARD SHORTCUT Press Ctrl+L to left-align a paragraph.
▪ Center Aligns the center of each line in the paragraph between the left
and right margins, with ragged left and right edges
KEYBOARD SHORTCUT Press Ctrl+E to center-align a paragraph.
▪ Align Right Aligns each line of the paragraph at the right margin, with a
ragged left edge
KEYBOARD SHORTCUT Press Ctrl+R to right-align a paragraph.
▪ Justify Aligns each line between the margins and modifies the spacing
within the line to create even left and right edges
KEYBOARD SHORTCUT Press Ctrl+J to justify a paragraph.
TIP If you know that you want to create a centered paragraph, you don’t
have to type the text and then align the paragraph. You can use the Click
And Type feature to create appro- priately aligned text. Move the pointer to
the center of a blank area of the page, and when the pointer’s shape
changes to an I-beam with centered text attached, double-click to insert the
cursor in a centered paragraph. Similarly, you can double-click at the left
edge of the page to enter left-aligned text and at the right edge to enter
right-aligned text.
You can align lines of text in different locations across the page
by using tab stops. The eas- iest way to set tab stops is to use the
horizontal ruler. By default, Word sets left-aligned tab stops every half
inch (1.27 centimeters). To set a custom tab stop, start by clicking the
 Tab button located at the left end of the ruler until the type of tab stop
you want appears.

Figure 50 The tab options.

Figure 51 The ruler displays the custom tab stops for the selected paragraph.

You have the following options:

▪ Left Tab Aligns the left end of the text with the

tab stop

▪ Center Tab Aligns the center of the text with the

tab stop

▪ Right Tab Aligns the right end of the text with

the tab stop

▪ Decimal Tab Aligns the decimal point in the

text (usually a numeric value) with the
tab stop

▪ Bar Tab Draws a vertical line at the position of

Figure 52 You can specify the
alignment and tab leader for each tab.

the tab stop

After selecting the type of tab stop you want to set, simply click the
ruler where you want the tab stop to be. Word then removes any
default tab stops to the left of the one you set.
To change the position of an existing custom tab stop, drag
it to the left or right on the ruler. To delete a custom tab stop, drag
it away from the ruler. Or, if you find it too difficult to “grab” the tab
stops on the ruler, you can set, clear, align, and format tab stops
from the Tab dialog box, which you open by clicking the Tabs
button at the bottom of the Paragraph dialog box. You might also
work from this dialog box if you want to use tab leaders—visible
marks such as dots or dashes connecting the text before the tab
with the text after it. For example, tab leaders are useful in a table
of contents to carry the eye from the text to the page number.
 To align the text to the right of the cursor with the next
tab stop, press the Tab key. The text is then aligned on the
tab stop according to its type. For example, if you set a
center tab stop, pressing Tab moves the text so that its
center is aligned with the tab stop.
To make it obvious where one paragraph ends and
another begins, you can add space between them. There are
several methods for adjusting paragraph spacing within a
document: Figure 54 You can set internal line
o To set the spacing for all paragraphs in a spacing or add or remove external
space from this menu.
document, choose from the Paragraph Spacing options in the
Document Formatting group on the Design tab.

o To set the spacing for only selected

paragraphs, adjust the Spacing Before and Spacing
After settings in the Paragraph group on the Page
Layout tab.
o To make a quick adjustment to selected
paragraphs, click the paragraph spacing
commands on the Line And Paragraph Spacing menu
that is available in the Paragraph group on the
Home tab.

When you want to make several adjustments to

the alignment, indentation, and spacing of

selected paragraphs, it is sometimes Figure 55 The Indents And Spacing page of the Paragraph
quicker to use the Paragraph dialog dialog box.

box than to click buttons and drag

markers. Clicking the Paragraph
dialog box launcher on either the Home tab
or the Page Layout tab opens the
Paragraph dialog box.

You can do a lot with the options in

the Paragraph dialog box, but to make a
paragraph really stand out, you might want
to put a border around it or shade its
background. (For real drama, you can do
both.) Clicking the Border arrow in the
Paragraph group on the Home tab displays
 a menu of border options. You can select a predefined border from the Borders
menu, or click Borders And Shading at the bottom of the menu to display the
Borders And Shading dialog box, in which you can select the style, color, width,
and location of the border.
You can customize many aspects of the border. By clicking Options
you can set the specific distance
between the paragraph text and
border.

.
5.5 Applying
Borders and Shading
To enhance the appearance of the
text in a paragraph, you can
quickly add a border and shading
to selected text. When you add a
border, you can specify what sides
you want to include or exclude.
For example, you can add a
border on just the top and the
bottom and leave the sides open. Shading colors the background behind the
Figure 57 Border Colour
selected text or paragraph. If you

want to customize borders and shading by

changing line style, color, and width
preferences, you can make changes in the
Borders and Shading dialog box.

5.5.1 Apply a Border

 Select the paragraph text you
want to format.
 Click the Home tab.

 Click the Borders and

Shading button arrow, and then click
 to select the border commands to add or remove a border.

5.5.2 Apply Paragraph Shading

 Select the paragraph text you want to format.
 Click the Home tab.
 Click the Shading button arrow, and then click to select the shading
color you want to apply to the selected text.

5.5.3 Apply Paragraph Shading and Borders

1. Select the paragraph text you want to format.
2. Click the Home tab.
3. Click the Borders and Shading button arrow, and then click Borders and
Shading.
4. Click the Borders tab.
5. Click to select the type of Setting you want for your border.
6. Click to select the type of
Style.
7. Apply any other options you
want.
8. Look in the preview box to
see the new border.
9. Click the Shading tab.
10. Click to select the shading fill
color you want to apply to
your table.
11. Apply any other options you
want.
12. Look in the preview box to
see the new shading color.
13. Click OK.
Figure 59 Border and Shading Dialog
 Figure 60 Shading Dialog

5.6 Creating and modifying lists

Lists are paragraphs that start with a character and are formatted with a
hanging indent so that the characters stand out on the left end of each
list item. Fortunately, Word takes care of the formatting of lists for you.
You simply indicate the type of list you want to create. When the order of
items is not important—for example, for a list of people or supplies a
bulleted list is the best choice. And when the order is important—for
example, for the steps in a procedure—you will probably want to create a
numbered list.

You can format an existing set of paragraphs as a list or create the list as
you enter information into the document.
To format a new list item as you enter content, start the paragraph as follows:

▪ Bulleted list Enter * (an asterisk) at the beginning of a paragraph, and

 then press the Spacebar or the Tab key before entering the list item text.
▪ Numbered list Enter 1. (the number 1 followed by a period) at the
beginning of
a paragraph, and then press the Spacebar or the Tab key before entering the
list
item text.

When you start a list in this fashion, Word automatically formats it as a

bulleted or num- bered list. When you press Enter to start a new item, Word
continues the formatting to the new paragraph. Typing items and pressing Enter 3
adds subsequent bulleted or numbered items. To end the list, press Enter twice;
or click the Bullets arrow or Numbering arrow in the Paragraph group on the
Home tab, and then in the library, click None.

TIP If you want to start a paragraph with an asterisk or number but don’t
want to format the paragraph as a bulleted or numbered list, click the
AutoCorrect Options button that appears after Word changes the
formatting, and then in the list, click the appropriate Undo option. You can
also click the Undo button on the Quick Access Toolbar.

If you want to create a list that has multiple levels, start off by creating the
list in the usual way. Then when you want the next list item to be a level lower
(indented more), press the Tab key at the beginning of that paragraph, before
you enter the lower-level list item text. If you want the next list item to be a level
higher (indented less), press Shift+Tab at the begin- ning
of the paragraph. In the case of a bulleted list, Word
changes the bullet character for each item level. In the
case of a numbered list, Word changes the type of
numbering used, based on a predefined numbering
scheme.

If you create a set of paragraphs containing a Figure 61 Bullets and umbering

series of items and then decide you want to turn the
set into a list, you can select the paragraphs and then click the Bullets,
Numbering, or Multilevel List button in the Paragraph group on the Home tab.

After you create a list, you can modify, format, and customize the list as
follows:
▪ You can move items around in a list, insert new items, or delete unwanted
items. If the list is numbered, Word automatically updates the numbers.
 ▪ You can modify the indentation of the list by dragging the indent markers on
the horizontal ruler. You can change both the overall indentation of the list
and the rela- tionship of the first line to the other lines.

5.6.1 Create a multilevel list

A multilevel list shows the list items at different levels rather than at one
level.

You can pick a multilevel list style from the gallery, or you can create a
new multilevel list style.

5.6.2 Choose a multilevel list style from the

gallery

1. Click where you want to begin your list.

2. On the Home tab, in the Paragraph group, click
the arrow next to Multilevel List.
3. Click a multilevel list style in the gallery of styles.
4. Type your list. Press the TAB key or SHIFT+TAB Figure 62 Multilevel list
to change levels.

5.6.3 Create a new multilevel list style to add to

the gallery

If the multilevel list styles in the gallery aren't what you are looking for, you
can create and define a new multilevel list style. You can use your new list style
each time you begin a new multilevel list in a document. The new list style is
added automatically to the gallery of list styles.

1. On the Home tab, in the Paragraph group, click the arrow next
to Multilevel List.
 2. Click Define New Multilevel List.
Beginning with level 1, enter your number format, font, and position
choices. Continue to define each level that you want to use in your multilevel list.
NOTE When you define a multilevel list style, you can mix numbers and
bullets in the same list. For example, in the Number style for this level box, you
can scroll down and click a bullet style for a particular level.
3. Click OK.
The multilevel list style that you defined is automatically set as the current
multilevel list style.
NOTE To move a multilevel item to a different numbering level, select the
item, click the arrow next to Bullets orNumbering in the Paragraph group on
the Home tab, point to Change List Level, and then click the list level to which
you want to move the list item.

5.6.4 Defining new styles

What is the difference between the Define New Multilevel

List and Define New List Style commands? The Define New Multilevel
List command is convenient for creating and saving a list style that you won't
ever change or that you will use in a single document. You can use the Define
New List Style command to change the style design you created. If you use
the Define New List Style command to define a new list style and then you
make changes to the style, every instance of that list style is updated in the
document.

5.6.5 Advance the numbering manually in a list

Certain numbered lists — for example, legal lists — require the ability to
change a number manually and for Word to correctly change the numbers that
follow. You can use the Set Numbering Value option to change a number
manually while Word renumbers the list that follows.

1. Right-click the number in the list that you want to change.

2. Click Set Numbering Value and then do one of the following:
 o Click Start new list and change the value of the selected
number in the Set value to box.
o Click Continue from previous list, select the Advance value
(skip numbers) check box, and then change the value of the
selected number in the Set value to box that corresponds to the
level of the number that you selected.

5.7 Controlling what appears on each page

When a document includes more content than will fit between its top and
bottom margins, Word creates a new page by inserting a soft page break
(a page break that moves if the preceding content changes). If you want
to break a page in a place other than where Word would normally break
it, you can insert a manual page break in one of three ways:
▪ Click Page Break in the Pages group on the Insert tab.
▪ Click Breaks in the Page Setup group on the Page Layout tab, and then
click Page.
▪ Press Ctrl+Enter.
TIP As you edit the content of a document, Word changes the location of
the soft page breaks, but not of any manual page breaks that you insert.

If a paragraph breaks so that most of it appears on one page but its

last line appears at the top of the next page, the line is called a widow. If
a paragraph breaks so that its first line ap- pears at the bottom of one
page and the rest of the paragraph appears on the next page, the line is
called an orphan. These single lines of text can make a document hard to
read, so by default, Word specifies that a minimum of two lines should
appear at the top and bot- tom of each page. As with so many other
aspects of the program, however, you have con- trol over this setting. On
the Line And Page Breaks page of the Paragraph dialog box, you can
specify whether widows and orphans are controlled or permitted. You
can also change the following options:
▪ Keep with next This option controls whether Word will break a
page between the paragraph and the following paragraph.
▪ Keep lines together This option controls whether Word will break a
page within the paragraph.
▪ Page break before This option controls whether Word will break a
page before the paragraph.
 TIP You can apply these options to individual paragraphs, or you can
incorporate them into the styles you define for document elements such
as headings. For information about styles, see “Creating custom styles
and templates” in Chapter 16, “Work in Word more efficiently.”

When you want to format part of a document differently from the rest, for
example with page layout settings that are different from the surrounding
text, you do so by inserting section breaks above and below it. A
common example of this is when you need to print a wide table on a
page with a Landscape orientation within a report that has a Portrait
page orientation.

TIP Formatting selected text in columns automatically inserts section breaks.

You insert a section break by clicking Breaks in the Page Setup group on the
Page Layout tab and then selecting from the following section types:
▪ Next Page Starts the following section on the next page
▪ Continuous Starts a new section without affecting page breaks
▪ Even Page Starts the following section on the next even-numbered page
▪ Odd Page Starts the following section on the next odd-numbered page
When hidden formatting marks are displayed, a section break appears in Print
Layout view as a double-dotted line from the preceding paragraph mark to the
margin, with the words Section Break and the type of section break in the 6
middle of the line.

TIP To remove a page or section break, click at the left end of the break, or
select the break, and then press the Delete key.

5.8 Presenting information in columns

By default, Microsoft Word 2013 displays text in one
column that spans the width of the page between the left and
right margins. You can specify that text be displayed in two,
three, or more columns to create layouts like those used in
newspapers and magazines. When you format text to flow in
columns, the text fills the first column on each page and then
moves to the top of the next column. When all the columns on
one page are full, the text moves to the next page. You can
manually indicate where you want the text within each column to
 end.
The Columns gallery in the Page Setup group on the
Figure 64 The Columns
Page Layout tab displays several standard options for gallery displays the
dividing text into columns. You can choose one, two, or predefined column
three columns of equal width or two columns of unequal options.
width. If the standard options don’t suit your needs, you
can specify the number and width of columns. The number of columns is
limited by the width and margins of the page. Each column must be at
least a half inch (or 0.27 centimeter) wide. No matter how you set up the
columns initially, you can change the layout or column widths at any time.

You can format an entire document or a section of a document in

columns. When you select a section of text and format it in columns,
Word inserts section breaks at the beginning and
end of the selected text
to delineate the area in
which the columnar
formatting is applied.
Within the columnar
text, you can insert
column breaks to
specify where you want
to end one column and
start another. Section
breaks and column
breaks are visible when
you display hidden
formatting marks in the
document.
4

You apply character

and paragraph
formatting to
Figure 65 More options….. of Column
columnar text in the same way
you do to any other text. Here are some
formatting tips for columnar text:
 ▪ When presenting text in columns, you can justify the paragraphs to
give the page a clean and organized Figure 66 Hyphenation Option in Page setup
appearance.

▪ To more completely fill columns with text and lessen the amount of
white space within a line, you can have Word hyphenate the text and
break longer words into syllables.

Figure 67- Hyphnation

When hyphenating a document, you can specify whether you want to allow
stacked hyphens at the ends of consecutive lines of a paragraph.
 CHAPTER-6
Working with Table, Chart and Excel Spreadsheet
in MSWord

6.1 Presenting information in tables

A table is a structure of vertical columns and horizontal rows.
Each column and each row can be identified by a heading, although
some tables have only column headings or only row headings. The box
at the junction of each column and row is a cell in which you can store
data (text or numeric information).
6.1.1 Creating Table
You can create tables in a Word document in the following
ways:

▪ To create a blank table of up to 10 columns and eight rows, click

Table on the Insert tab. This displays the Insert Table gallery and menu.
The gallery is a simple grid that represents columns and rows of
cells. Pointing to a cell in the grid outlines the cells that would be
included in a table created by clicking that cell and displays a live
preview of the prospective table.

Clicking a cell in the grid inserts an empty table the width of the text
column. The table has the number of rows
Figure 68 The intended table
and columns you indicated in the grid, with dimensions (expressed as columns
all the rows one line high and all the x rows) are shown in the gallery
columns of an equal width. header.

▪ To create a more customized empty table, click Insert Table on

the Insert Table menu. This displays the Insert Table dialog box, in
which you can specify the num- ber of columns and rows and
the width of the table and its columns.
▪ To create a less clearly defined empty table, click Draw Table on
the Insert Table menu.
This displays a pencil with which you can draw cells directly in
the Word document to
create a table. The cells you draw connect by snapping to a grid,
but you have some control over the size and spacing of the rows
and columns. After drawing a base table,
you can erase parts of it that you don’t want and adjust the
table, column, and row size by using tools on the Layout tool tab for tables.
TIP When drawing a table, you can display the rulers or gridlines to help guide you
in placing the lines.

 To present data that

already exists in the
document (either as
regular text or as a
tabbed list) as a table,
select the data and
then click Convert Text to Figure 70 You can draw a table directly on the page.
Table on the Insert Table
menu. (Conversely, you can convert the active table to regular text by
clicking Convert to Text in the Data group on the Layout tool tab.)
 To create a table by entering data in a Microsoft Excel worksheet, click
Excel Spreadsheet on the Insert Table menu. Enter the data you want in the
spreadsheet that appears in the document—you can use Excel features
such as functions and formulas to create or manipulate the data. Format
the data in Excel as you want it to appear in Word. Then click in the
document outside the spreadsheet window to insert a table- like snapshot
of the data. You can modify the data by double-clicking the table and
editing the content of the spreadsheet that opens.

Tables appear in the document as a set of cells, usually delineated by

borders or gridlines. (In some Quick Tables, borders and gridlines are
turned off.) Each cell contains an end-of- cell marker, and each row ends
with an end-of-row marker.

TROUBLESHOOTING Two separate elements in Word 2013 are named

gridlines, and both can be used in association with tables. From the Show
group on the View tab, you can display the document gridlines with which
you can position content on the page. From the Table group on the
Layout tool tab, you can display the table gridlines that define the cells of
a table.

When you point to a table, a move handle appears in its upper-left corner
and a size handle in its lower-right corner. When the cursor is in a table,
two Table Tools tabs—Design and Layout—appear on the ribbon.
 Figure 71 A table has its own controls and tool tabs.

TIP The end-of-cell markers and end-of-row markers are identical in appearance, and
are visible only when you display formatting marks in the document. The move
handle and size handle appear only in Print Layout view and Web Layout view.

After you create a table in Word, you can enter data (such as text,
numbers, or graphics) into the table cells. You can move and position the
cursor by pressing the Tab key or the arrow keys, or by clicking in a table
cell. Pressing the Tab key moves the cursor to the next cell; pressing
Shift+Tab moves the cursor to the previous cell. Pressing Tab when the
cur- sor is in the last cell of a row moves the cursor to the first cell of the
next row. Pressing Tab
when the cursor is in the last cell of the last row adds a new row to the
table and moves the cursor to the first cell of that row.

You can modify a table’s structure by changing the size of the table,
changing the size of one or more columns or rows, or adding or removing
rows, columns, or individual cells.

TIP To change a table’s structure, you often need to select

the entire table or a specific col- umn or row. The simplest
way to select an entire table is to point to or click in the table
so that the move handle appears, and then click the move
handle. To select a specific element, position the cursor in the
table, column, or row, click the Select button in the Table
group on the Layout tool tab, and then click the table element
you want. Alternatively, you can point to the top edge of a
column or left edge of a row and, when the pointer changes to
an arrow, click to select the column or row.

The basic methods for manipulating a table or its

Figure 72 Inserting a row or column now takes only
contents are as follows: one click.

▪ Insert rows or columns A new feature in Word 2013 makes it easier than
 ever to insert a single row or column in an existing table. Simply point to
table where you want to insert a row, or to the top of
the left edge of the
the table where you want to insert a column. A gray insertion indicator
labeled with a plus sign appears as you approach a possible insertion
point (after any existing row or column). When the inser- tion indicator
turns blue, click to insert the row or column where indicated.

To insert one or more rows or columns, select the same number of

existing rows or columns adjacent to the location where you want to insert
them. On the Mini Toolbar that appears, click Insert and then click Insert
Above, Insert Below, Insert Left, or Insert Right. If the Mini Toolbar doesn’t
appear, on the Layout tool tab, in the Rows & Columns group, click the Insert
Above, Insert Below, Insert Left, or Insert Right button.
▪ Insert cells To insert one or more cells in a table, select the number of
cells you want to insert adjacent to the location where you want to insert
them, click the Rows & Columns dialog box launcher to open the Insert Cells
dialog box, and
then specify the direction to move adjacent cells to accommodate the new
cells.
▪ Delete table elements Select one or more rows,
columns, or cells. On the Mini Tool- bar that appears, or in
the Rows & Columns group, click Delete, and then click
Delete Cells, Delete Columns, Delete Rows, or Delete Table.

▪ Resize an entire table Point to the table, and then drag the size Figure 73 Insertubg Cells
handle that appears in its lower-right corner. Hold down the Shift key
while dragging the size handle to maintain the original aspect ratio of the table.
▪ Resize a single column or row Drag the right border of a column to the left
or right to manually set the width, or double-click the border to adjust it to the
narrowest width that fits its content. Drag the bottom border of a row up or
down to manually
set the height, or use the commands in the Cell Size group on the Layout tool
tab to manage column width and row height.
▪ Move a table Point to the table, and then drag the move handle that
appears in its upper-left corner to a new location, or use the Cut and Paste
commands in the Clip- board group on the Home tab to move the table.
 ▪ Merge cells Create
cells that span multiple
columns or rows by
selecting the cells you
want to merge and
clicking the Merge Cells
button in the Merge
group on theLayout tool
tab. For example, to
center a title in the first
row of a table, you can Figure 74 Insert or delete table elements from the mini toolbar
merge all the cells in the
row to create one merged cell that spans the table’s width.
▪ Split cells Divide one cell into multiple cells by clicking the Split Cells button
in the Merge group on the Layout tool tab and then specifying the number of
columns and rows into which you want to divide the cell.
▪ Sort information Click the Sort button in the Data group on the Layout tool
tab to sort the rows in ascending or descending order by the data in any
column. For ex- ample, in a table that has the column headings Name,
Address, ZIP Code, and Phone Number, you can sort on any one of those
columns to arrange the information in
alphabetical or numerical order.

6.2 Performing calculations in tables

When you want to perform calculations with the numbers in a Word table,
you can create a formula that uses a built-in mathematical function. You
construct a for- mula by using the tools in the Formula dialog box, which you
display by clicking the Formula button in the Data group on the Layout tool tab.

A formula consists of an equal sign (=), followed by a function name (such

as SUM), followed by parentheses containing the location of the cells you want
to use for the calculation. For example, the formula =SUM(Left) totals the cells
to the left of the cell containing the formula.

To use a function other than SUM in the Formula dialog box, you click the
function you want in the Paste Function list. You can use built-in functions to
perform a num- ber of calculations, including averaging (AVERAGE) a set of
values, counting (COUNT) the number of values in a column or row, or finding
the maximum (MAX) or minimum (MIN) value in a series of cells.
 Although formulas commonly refer to the cells above or to the left of the
active cell,
you can also use the contents of specified cells or constant values in formulas.
To
use the contents of a cell, you enter the cell address in the parentheses
following the function name. The cell address is a combination of the column
letter and the row number—for example, A1 is the cell at the intersection of
the first column and the first row. A series of cells in a row can be addressed
as a range consisting of the first cell and the last cell separated by a colon,
such as A1:D1. For example, the formula =SUM(A1:D1) totals the values in
row 1 of columns A through D. A series of cells in a column can be addressed
in the same way. For example, the formula =SUM(A1:A4) totals the values in
column A of rows 1 through 4.

6.3 Other table layout options

You can control many aspects of a table in the Table Properties dialog box,
which you display by clicking the Properties button in the Table group on the
Layout tool tab. You can set the following options:
▪ On the Table page, you can specify the width of the table and the way it
interacts with the surrounding text. From this page, you can also access
border and shading options, including the internal margins of table cells.
▪ On the Row page, you can specify the height of the selected rows, whether
rows can break across pages (in the event that the table is wider than the
page), and whether the header row is repeated at the top of each page
when a table is longer than one page.
TIP The Repeat As Header Row option applies to the entire table rather than
the selected row. The option is available only when the cursor is in the top
row of the table. Selecting this option helps readers of a document to more
easily interpret data in multi-page tables. It also allows assistive devices
such as screen readers to correctly interpret the table contents.
o On the Column page, you can set the width of each column.
o On the Cell page, you can set the width of selected cells and the vertical
Alignment of text within them. Click the Options button on this page to set
the internal margins and text wrapping of individual cells.
o On the Alt Text page, you can enter text that describes what the table is
about. Alt text may be displayed when a table can’t be displayed on the
page, or when the document is read aloud by an assistive device to a
person who has a visual impairment. Including alt text or a table caption
improves the accessibility of the table.
TIP You can also control cell width, alignment, and margins by using the settings in
the Cell Size and Alignment groups on the Layout tool tab.
6.4 Formatting tables
Manually formatting a table to best convey its data can be a process of
trial and error. With Word 2013, you can quickly get started by applying
one of the table styles available in the Table Styles gallery on the Design
tool tab. The table styles include a variety of borders, col- ors, and other
attributes that give the table a very professional appearance.

Figure 75 Auto Formatting Table

In Word 2013, the Table Styles gallery is divided into sections for plain tables, grid tables,
and list tables.
 If you want to control the appearance of a table more precisely, you can use the
commands on the Design and Layout tool tabs to format the table elements. You
can also separately format the table content. As you saw in the previous exercise,
you can apply character for- matting to the text in tables just as you would to
regular text, by clicking buttons on the Mini Toolbar and in the Font, Paragraph, or
Quick Styles groups on the Home tab.

6.5 Quick Tables

In addition to
inserting empty
tables, you can
insert any of the
available Quick
Tables, which
are predefined
tables of
formatted data
that you can
replace with your
own in- Figure 77 The Quick Tables gallery includes a selection of predefined tables such as
formation. Built-in this one.
Quick Tables
include a variety of calendars and
simple tables.
To create a Quick Table:

1 On the Insert tab, in the Tables

group, click the Table button, and
then click Quick Tables to expand
the Quick Tables gallery.
2 Scroll through the gallery,
noticing the types of tables that
are available, and then click the
one you want.
3 Modify content and apply
formatting to tailor the Quick
Table to your needs.
4
Figure 76 The predefined Quick Tables can be a convenient
starting point.
 Figure 78 Simple Text in Table

Figure 79 You can easily customize a Quick Table.

You can also save a modified Quick Table, or any customized table, to the Quick Tables
gallery. Saving a table saves both the table structure and the table content to the gal-
lery. You can then easily insert an identical table into any document.

To save a table to the Quick Tables gallery:

1. Select the table by using the table selector or the commands in the Table group on the
Layout tool tab.
2. On the Insert tab, in the Tables group, click the Table button, click Quick Tables, and then
click Save Selection to Quick Tables Gallery.
3. In the Create new Building Block dialog box, assign a name to the table, and then click
OK.
When you exit Word, save the Building Blocks template when Word prompts you to do
so, to ensure that the table will be available in the Quick Tables gallery for future use.
To save a table to the Quick Tables gallery:
1 Select the table by using the table selector or the commands in the Table group on the
Layout tool tab.
2 On the Insert tab, in the Tables group, click the Table button, click Quick Tables, and then
click Save Selection to Quick Tables Gallery.
3 In the Create new Building Block dialog box, assign a name to the table, and then click
OK.
When you exit Word, save the Building Blocks template when Word prompts you to do
so, to ensure that the table will be available in the Quick Tables gallery for future use.
In addition to inserting empty tables, you can insert any of the available Quick Tables,
which are predefined tables of formatted data that you can replace with your own in-
formation. Built-in Quick Tables include a variety of calendars and simple tables.
6.6 Inserting charts
When you create a new chart from within a Word
document, Word and Excel work together to
provide some pretty fancy functionality. A generic
chart appears in the document, and a worksheet
containing the sample data opens in Excel. You
can then edit the sample data to create the chart
that you want. You don’t have to save the Excel file; Figure 80 Chart option from Illustration
Word maintains its data with the document and it is
available to you whenever you want to update it.

Figure 81 A sample chart plotted from the data in its associated Excel worksheet

TIP You can open the worksheet associated with a chart by clicking the chart and then
clicking the Edit Data button in the Data group on the Design tool tab.

The Excel worksheet is composed of rows and columns of cells that contain
values, which in charting terminology are called data points. Collectively, a set of
data points is called a data series. As with Word tables, each worksheet cell is
 identified by an address consisting of its column letter and row number—for
example, A2 is the first cell in the second row. A range of cells is identified by the
address of the cell in the upper-left corner and the address of the cell in the
lower-right corner, separated by a colon—for example, A2:D5 is the range of
cells from the first cell in the second row to the fourth cell in the fifth row.

To customize the chart, you replace the sample data in the Excel worksheet with your
own data. Because the Excel worksheet is linked to the chart, when you change the
values in the worksheet, the chart changes as well. To enter a value in a cell, you click
the cell to select it, or move to the cell by pressing the Tab key or arrow keys, and then
enter the data. You can select an entire column by clicking the column header—the
shaded box containing a letter at the top of each column—and an entire row by clicking
the row header—the shaded box containing a number to the left of each row. You can
select the entire worksheet by clicking the Select All button—the box at the junction of
the column and row headers.
 CHAPTER-7
Sharing Document on OneDrive

7.1 What is OneDrive?

OneDrive is free online storage that comes with
your Microsoft account. It’s like an extra hard drive
that’s available from any of the devices you use. You
no longer need to email files to yourself or carry
around (and possibly lose) a USB flash drive. Instead,
whether you’re on your laptop and working on a
presentation, viewing photos from your last family
vacation on your new tablet, or on your phone
reviewing your shopping list, you can get to your files
in OneDrive

OneDrive is online file storage you can get to from

anywhere. And it’s free. You get 15 GB of free storage
with your Microsoft account, so you can store all types
of files in one place and get to them from any device.

You can easily share your OneDrive files,

including photos and videos, with friends and family. Figure 82 One drive in Explorer
And OneDrive works with Windows and Office, so it’s
simple to work with OneDrive files on your computer and
collaborate with other people on documents. Kommentar [A1]:

7.2 Add files from your computer

To add files to OneDrive, just drag them into your
computer’s OneDrive folder using File Explorer or
Finder. The files will automatically sync across all of your
devices that have OneDrive installed. So you can drag a
photo from your laptop to your OneDrive—and later open
it in OneDrive on your phone.

7.3 Add files from your phone or tablet

To add photos and videos on your phone or tablet to
OneDrive, use the OneDrive app. Even better—you can
 also choose to turn on camera backup to automatically save the photos and videos
you take to OneDrive. So even if you lose your phone or tablet, you won’t lose your
memories!

7.4 Add files using the OneDrive website

You can also add files from any computer, tablet, or phone by using the
OneDrive website. Just go to OneDrive.com, sign in, and then tap or click Upload.

7.5 Share files

You can share individual files and even entire folders without attaching anything.
Send an email with a link to what you’d like to share—
and rest assured that everything else in your OneDrive
will stay private. To share items from the OneDrive
website, just select the check box in the upper-right
corner of the item and choose Share.

7.6 Collaborate with Office

OneDrive works with Office, so it's easy to
collaborate. Instead of sending around different copies of
documents, you can give other people permission to edit the
document directly. You can even collaborate with people who
don’t have Office installed on their computers—they can open
and edit documents in OneDrive using Office Online.

Figure 84 Share file in One Drive

Figure 86 Saving in MSOffice

7.7 Getting to your files from

anywhere
When your files are in OneDrive, you can get to
them from any device, even if something happens to
your PC. You can go to theOneDrive website, or you
can use one of the mobile apps for Android, iOS, or
Windows Phone.

Figure 87 Sharing in MsOffice

Figure 88 Getting files from OneDrive Online

7.8 Getting to files when you’re offline

Figure 89 Getting files from OneDrive Offline

 In Windows 8.1 and Windows RT 8.1, you can browse all your files
in OneDrive even when you're not connected to the Internet. If you also want to open
and edit files when you don't have an Internet connection, you need to make those files
available offline. You can use the OneDrive app or File Explorer to make files available
offline.

7.9 To make files available offline using the OneDrive

app
Swipe down or right-click the file or folder to select it, and then tap or
click Make offline. If you're worried about using too much space on your PC, make
fewer files available offline, or if there are files you don’t need to use when you’re
offline anymore, change them back to online-only.

If space on your PC isn't a concern, you can also make your

entire OneDrive available offline:

Swipe in from the right edge of the screen, and then tap Settings.
(If you're using a mouse, point to the lower-right corner of the screen, move the
mouse pointer up, and then click Settings.)

 Tap or click Options, and then turn on Access all files offline.

7.10 To make files available offline using File Explorer

Press and hold or right-click the file, and then choose Make available offline. To
make your entire OneDrive available offline, press and hold or right-click OneDrive in the
left pane, and then choose Make available offline.
 CHAPTER-8
Mailing Letter with Mail Merge
8.1 Mail merge
Many organizations communicate with their customers or members by means of
letters, newsletters, and promotional pieces that are sent to everyone on a mailing list.
The easiest way to generate a set of documents that are identical except for certain
information—such as the name, address, and greeting of a letter—is to use a process
called mail merge. If you have a list of potential recipients stored in a consistent format,
you can use the mail merge process to easily produce a set of documents, email
messages, or mailing labels.

The mail merge process combines static information stored in one document
with variable information stored in another document, as follows:
▪ Main document This document contains the static text that will appear in all
the merged documents. It also contains placeholders—called merge fields—that display
the variable information.
▪ Data source This is a structured document, such as a Microsoft Word table,
Excel worksheet, Access database table, or Outlook contact list, that contains sets of
information—called records—in a predictable format. You can use an existing data
source,or you can create a new one as part of the mail merge process.
8.2 Preparing data sources
The first step in the mail merge process is to either specify an existing data source or
create one. The data source consists of a matrix of rows and columns. Each row
contains one record, such as the complete name and address of a customer, and each
column contains a particular type of information—called a field—such as the first name
of all the customers. In the first row of the data source, each field is identified by its
column heading—called a field name.

Figure 90 The data source stores information in a structured way.

 TIP Because the field names are also used as the merge fields in the main document, they
cannot contain spaces. To make the field names readable with no spaces, capitalize each word, as in
PostalCode, or replace the spaces with underscores, as in Last_Name.
If the data source contains many records and it changes frequently, you might
want to create it in a program designed for working with large amounts of data, such as
Excel or Access. You can also use the contacts list from Outlook. If the data source
contains only a few records and it won’t be updated often, you can create it in Word,
either as a table or as a list with each field separated by a tab. Or you can create it as
part of the mail merge process.

What if you want to create merge documents for only a subset of the data in the
data source? For example, you might have mail-order customers from all over the United
States but want to send an announcement about a store sale only to customers with
addresses in your state. After you specify the data source, you can do the following:
 Filter the data source to create merged documents for only some of its
data.
 Create a query (a set of selection criteria) to extract only the information
you’re interested in—for example, all the postal codes for your state.
 Sort the data source—for example, in postal code order for a bulk
mailing.
When you use a filter or a query, all the data remains in the data source, but only
the data that meets your specifications is used for the mail merge.

1 On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge
button, and then click Step-by-Step Mail Merge Wizard to open the Mail Merge pane.

2 With
Letters selected
as the document
type, at the
bottom of the Mail
Merge pane, click
Next: Starting
document.
Step 2 of the
wizard requires
you to select a
starting
document. We
will use the
currently active
document.
3 With
Use the
current
 document selected in the Step 2 pane, click Next: Select recipients.
Step 3 of the wizard requires you to select a data source. We will use the CustomerList
workbook.
4. With Use an existing list selected in the Step 3 pane, click Browse to open the
Select Data Source dialog box.
5. Navigate to the folder, and double-click the CustomerList workbook to open
the Select Table dialog box. Notice that the workbook contains only one
table.

6 With Customers$ selected

in the Select Table dialog box,
click OK to open the Mail
Merge Recipients dialog box.

Figure 92 If a workbook contains multiple tables, you must select the one
that contains the mail merge

Figure 93 The dialog box displays all the records contained in the data source
 7 In the Data Source box, click CustomerList .xlsx, and then click Edit to open the Edit
Data Source dialog box.

Figure 94 You can modify the source data before performing the mail merge operation.

8 Click the New Entry button, and then enter the following information, pressing Tab
to move from field to field:
FirstName Max
LastName Stevens
Address1 678 Pine St .
City Agriculture
State WA
PostalCode 10003
TIP You can add multiple records by clicking New Entry after you enter each record.

9 Click OK, and then click Yes to update the recipient list. Notice that the new
record appears below the original records in the Mail Merge Recipients dialog box.
Now we’ll modify the order in which the mail merge process accesses the data source records.
10 In the Refine recipient list area, click Sort to display the Sort Records page of the
Filter and Sort dialog box.
11 Click the Sort by arrow to display the sort criteria, which are the same as the field
names in the selected data source.
Figure 95 You can sort the records by up to three fields, each in ascending or descending order.

12 Scroll to the bottom of the Sort by list, and click PostalCode. Then with Ascending
selected, click OK to return to the Mail Merge Recipients dialog box, which now displays the
recipients in order by postal code.
TIP You can also sort data in the Mail Merge Recipients dialog box by clicking the arrow to the right of the field
you want to sort on and then clicking Sort Ascending or Sort Descending.

13 Scroll to the right end of the recipients list, and verify that the records are sorted in
ascending order by the PostalCode field. Then in the Refine recipient list area, click Filter to
display the Filter Records page of the Filter and Sort dialog box.
TIP You can also open the Filter And Sort dialog box by clicking the arrow to the right of any field name and
then clicking Advanced.
In the Field list, click State to display the default Equal To criterion in the Comparison
box. In the Compare to box, enter WA (the postal abbreviation for Washington).

Figure 96 You can choose to merge only records that match specific criteria.
15 In the Filter and Sort dialog box, click OK to filter the source data to use only
residents of the state of Washington in ascending PostalCode order.

Figure 97 The records for customers who do not live in Washington are hidden and
will be excluded from the merge process.

16 Click OK to close the Mail Merge Recipients dialog box and complete step 3 of the
Mail Merge wizard

8.3 Using an Outlook contacts list as a data source

Using information from an Outlook contacts list as the data source for the merge process
requires a few extra steps in the Mail Merge wizard.

To use Outlook information as the data source for a form letter:

1 In step 3 of the Mail Merge wizard, in the Select Recipients area, click Select from
Outlook contacts, and then click Choose Contacts Folder.
2 If you are prompted to select an Outlook profile, click the one you want to use,
and then click OK to open the Select Contacts dialog box.
3 In the Select a Contact Folder to Import list, click the folder you want to use, and then
click OK to open the Mail Merge Recipients dialog box and display your Outlook
contacts.
4 In the contacts table, clear the check boxes of any contacts you want to exclude
from the merge process, or sort and filter the list to display the contacts you want
to include in the desired order.
5 Click OK.
8.4 Preparing main documents
One type of main document commonly used in the mail merge process is a form letter.
This type of document typically contains merge fields for the name and address of
each recipi- ent along with text that is the same in all the letters. In the form letter, each
 merge field is enclosed in « and » characters, which are called chevrons—for
example, «AddressBlock».

If you have already written the letter, you can insert the merge fields during the merge
process; if you haven’t written the letter, you can write it as part of the process. Either
way, you first enter the text that will be common to all the letters and then insert the
merge fields that will be replaced by the variable information from the data source.

TIP If you need to stop before you finish the merge process, you can save the form letter to
retain the work you have done so far. You can then open the form letter and resume from
where you left off. Because you have specified a data source for the form letter, you will be
asked to confirm that you want to reattach the same data source.
You can insert merge fields in two ways:
▪ From the Mail Merge pane in step 4 of the Mail Merge wizard
▪ By clicking buttons in the Write & Insert Fields group on the Mailings tab
Either way, clicking Address Block or Greeting Line opens a dialog box in which you
can refine the fields’ settings, whereas clicking individual fields inserts them with their
default settings.

You can insert a merge field anywhere in the main document.

TIP To save the form letter without any mail merge information, click Start Mail Merge in the Start
Mail Merge group on the Mailings tab, and then click Normal Word Document.
You can insert merge fields in two ways:

▪ From the Mail Merge pane in step 4 of the Mail Merge wizard

▪ By clicking buttons in the Write & Insert Fields group on the Mailings tab

Either way, clicking Address Block or Greeting Line opens a dialog box in which you can
refine the fields’ settings, whereas clicking individual fields inserts them with their
default settings.

You can insert a merge field anywhere in the main document.

TIP To save the form letter without any mail merge information, click Start Mail Merge in the Start
Mail Merge group on the Mailings tab, and then click Normal Word Document.

8.5 Merging main documents and data sources

After you specify the data source you want to use and enter merge fields in the main
document, you can preview the merged documents and then perform the actual
merge. You can further filter the source data during the preview process. When you’re
ready, you can either send the merged documents directly to the printer or you can
merge them into a new document. If you merge to a new document, you have another
chance to review and, if necessary, edit the merged documents before sending them
to the printer.

1 In the Mail Merge pane, click Next until the Step 5 pane is displayed.
2 Hide formatting marks and, if necessary, adjust the view until the address
block, greeting line, and third paragraph are all displayed at the same time. Word
displays a preview of how the personalized letter will look when merged with the
data source.

Figure 98 You can preview how the personalized letters will look before you proceed
with the merge.

3 In the Preview your letters area of the Mail Merge pane, click the Previous Record
button three times to preview all the letters.
TIP You can also preview the next or previous documents by clicking the Next Rec- ord or
Previous Record button in the Preview Results group on the Mailings tab. You can jump to
the first merged document by clicking the First Record button or to the last merged
document by clicking the Last Record button.
4 To exclude the displayed recipient (Garth Fort) from the merge, click the Exclude
this recipient button in the Make changes area of the Mail Merge pane.
Now we’ll tidy up the address block by modifying the paragraph formatting of the
merge field.
 5 In the document, drag to select all three lines of the address block. Then on the Home
tab, in the Paragraph group, click the Line and Paragraph Spacing button, and click Remove
Space After Paragraph to move the address lines together.
6 Click away from the selection and preview the letters again. Then at the bottom of the
Mail Merge pane, click Next: Complete the merge.
7 In the Merge area of the Mail Merge pane, click Edit individual letters to open the
Merge to New Document dialog box.
8 With the All option selected, click OK to create a
document named Letters1 that contains a personalized
copy of the form letter for each of the selected
records.
9 If necessary, click the Print Layout button on the View
Shortcuts toolbar to display the letters as individual
pages.

10 On the Quick Access Toolbar, click the Save button to Figure 99 You can choose to merge
open the Save As dialog box so that you can save the only
new document with a more specific name.
11 Navigate to the Chapter14 practice file folder, enter My Merged Letters in the File name
box, and then click Save to save the new document in the specified folder.

8.6 Printing envelopes

You can print an envelope based
on an address in a document. To
do so, follow these steps:
1 In the document, select the
lines of the address. (Do
not select any blank lines
above or below the
address.)
2 On the Mailings tab, in the
Create group, click the Envelopes
button to open the
Envelopes and Labels dialog
box.
3 Size 10 is the default
envelope size. If you want
to select a different
envelope size, click Options,
make your selection, and then Figure 100 You can edit the delivery address and enter a return
address.
click OK.

TIP You can save time by storing the return address with your user information. In the General area of the
Advanced page of the Word Options dialog box, enter the return address in the Mailing Address box, and click
OK. The address then appears by default as the return address in the Envelopes And Labels dialog box. If you
want to use envelopes with a preprinted return address, you must select the Omit check box to avoid
duplication.

In the Envelope Options dialog box, you can also specify the feed method (hori- zontally or
vertically and face up or face down), and the font and font size of both the address and the
return address.
If you have electronic postage software installed on your computer, you can include electronic
postage.
4 Insert an envelope in the printer, and then click Print.
Alternatively, you can click Add To Document to have Word insert the address in the format
required for an envelope on a separate page at the beginning of the current document.
8.7 Sending personalized email messages to multiple
recipients
When you want to send the same information to all the people on a list—for example,
all your customers, or all the members of a club or your family—you don’t have to print
letters and physically mail them. Instead, you can use mail merge to create a
personalized email message for each person in a data source. As with a form letter
that will be printed, you can either use the Mail Merge wizard or use the buttons on the
Mailings tab to insert merge fields into the form message. These merge fields will be
replaced with information from the specified data source.

If you are using the wizard, be sure to click E-mail Messages in step 1. If you are not
using the wizard, you can specify the list of email addresses you want to send the
message to by clicking the Select Recipients button in the Start Mail Merge group on
the Mailings tab. In either case, you have three options:
▪ Create an entirely new list of recipients by entering their contact information.
▪ Use an existing list of recipients stored outside of Outlook.

▪ Select recipients from an Outlook contacts list.

You can quickly add merge fields to a form message by using the buttons in the Write &
Insert Fields group. Many email messages need only a greeting line. Because email
messages tend to be less formal than printed letters, you might want to start the
messages with a custom greeting rather than one of the predefined greeting options
14
(Dear and To).
1 On the Mailings tab, in the Start Mail Merge group, click the Select Recipients button,
and then in the list, click Type a New List to open the New Address List dialog box.
 2 Click to position the cursor
in the First Name field. Enter
Andrea, press the Tab key,
enter Dunker in the Last Name
field, and press Tab until you
reach the E-mail Address field
(the last field in the table).
Then enter andrea@
consolidatedmessenger .com.
3 Click New Entry, and then add
Judy Lew, with the email address
judy@lucernepublishing .com.
TIP If you have several email
addresses to add to the list, you
can press Tab in the
Figure 101 You can create a data source as part of the mail
last field of the last entry, merge process.
instead of clicking New Entry
each time.

4 Repeat step 3 to add Ben Miller, with the email address ben@wingtiptoys .com, and then
click OK to open the Save Address List dialog box, which is very similar to the Save As
dialog box.
5 Navigate to the Chapter14 practice file folder, enter My Email Data Source in the File name box,
and then click Save to save the data source in the specified location as a database.
Now we’ll insert the merge field in the main document.
6 Position the cursor at the beginning of the ThankYouEmail document. On the Mailings tab, in
the Write & Insert Fields group, click the Greeting Line button to open the Insert Greeting Line
dialog box.
7 In the first box in the Greeting line format area, drag to select Dear and then enter Hello
followed by a comma and a space. In the second list, click Joshua. In the third list, click :
(the colon).
8 In the Preview area, click the Next button twice to preview the greetings as they will
appear in the email messages.
9 Click the First button to return to the first record, and then click OK to insert the
«GreetingLine» merge field at the top of the form message.
Figure 102 If you want to edit the custom greeting, right-click the merge field and then click Edit

10 On the Mailings tab, in the Preview Results group, click the Preview Results button to
display a preview of the first message. Click the Next Record button twice to
preview the messages for other recipients. Then click the Preview Results button
again to turn off the preview.
11 In the Write & Insert Fields group, click the Highlight Merge Fields button to identify the
merge fields in the document with a gray highlight. There is only one merge field
in this document.
Finally, we’ll merge the data source and main document directly to email
messages.
12 In the Finish group, click the Finish & Merge
button, and then in the list, click Send
Email Messages to open the Merge to E-mail
dialog box.

13 In the Message options area, verify that

Email_Address is selected in the To list, enter
Welcome to Wide World Importers! in the Subject
line box, and verify that HTML is selected in
the Mail format list.
14 Click OK in the dialog box to send the email
messages, or click Cancel to not send them.
TIP Your email program might require that you log
in or manually send the messages. If you are using
Outlook, a copy of each sent message appears in your Figure 103 You set up the email message
Outlook Sent Items folder. If you plan to send a large header information and format in this dialog
number of messages, you might want to turn off the box.
saving of sent messages.
 Figure 104 If you send the messages, you can locate them in your Sent Items folder.

8.8 Creating and printing labels

Most organizations keep information about their customers or clients in a worksheet or
database that can be used for several purposes. For example, the address information
might be used to send billing statements, form letters, and brochures. It might also be
used to
print sheets of mailing labels that can be attached to items such as packages and
catalogs.

To create sheets of mailing labels, you first prepare the data source and then prepare
the main document by selecting the brand and style of labels you plan to use. Word
creates a table with cells the size of the labels on a page the size of the label sheet, so
that each rec- ord will print on one label on the sheet. You insert merge fields into the
first cell as a tem- plate for all the other cells. When you merge the main document
and the data source, you can print the labels or create a new label document that you
can use whenever you want to send something to the same set of recipients.

1 On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge
button, and then click Step-by-Step Mail Merge Wizard.

2 In the Mail Merge pane, click Labels, and then click Next: Starting document.
 3 With Change document layout selected in the Step 2 pane, click Label options
to open the Label Options dialog box.

Figure 105 Every label is different. You need to specify the print method,
the manufacturer and/or type, and the product number so that Word can set up the labels correctly.

4 In the Label information area, ensure that the Label vendors setting is
Microsoft.
TIP When you create and print labels, purchase the label blanks that fit your size
requirements, and then select the vendor and product number of those labels in the Label
Information area. If the label vendor and product number you need aren’t already available in
the lists, click the Find Updates On Office.com link to download other available label
configurations.

5 In the Product number box, select the second 30 Per Page setting, which has
labels with a Height of 1” and a Width of 2 .63”. Then click OK to insert a table
that fills the first page of the main document.
TROUBLESHOOTING The results are visible only when formatting marks are displayed.
6 At the bottom of the Mail
Merge pane, click Next: Select
recipients.

7 With Use an existing list

selected, click Browse,
navigate to the Chapter14
practice file folder, double-
 click the CustomerList workbook, and then in the Select Table dialog box, click OK.

8 In the Mail Merge Recipients dialog box, click OK to insert a «Next Record» merge field
in all the cells in the main document other than the first cell.
9 At the bottom of the Mail Merge pane, click Next: Arrange your labels, and then
ensure that the left edge of the main document is visible.
10 With the cursor positioned in Figure 106 Word creates a 30-cell table that meets the label
the first cell, click Address block in the specifications.
Merge your labels area of the Mail
Merge pane.
11 In the Insert Address Block dialog box, click OK to accept the default settings to insert
an «AddressBlock» merge field into the first cell.

.
Figure 107 The merge fields in the first cell of the table will be used as a
template for all the other cells.

12 In the Replicate labels area of the Mail Merge pane, click Update all labels to copy the
«AddressBlock» merge field to the other cells.

13 At the bottom of the Mail Merge pane, click Next: Preview your labels to display the
data source content in place of the merge fields.
 Figure 108 The six labels, as they will appear after the merge.

Now we’ll merge the data source and main document into a new document that
contains the labels.

14 At the bottom of the Mail Merge pane, click Next: Complete the merge. Then
in the
Merge area of the Mail Merge pane, click Print.

15 With the All option selected in the Merge to

Printer dialog box, click OK.

16 In the Print dialog box, verify that the name of

the printer you want to use to print the labels
appears in the Name box, and then click OK to
print the labels. The labels are printed on regular
paper on the printer you selected. If you want to Figure 109 You have the opportunity
print on label sheets, insert the sheets in the to exclude records from the merge
before printing the labels.
printer’s paper tray or manual feed location
before clicking
 CHAPTER-9
Page setup and Print Document
9.1 Changing a document’s background
Whether you’re creating a document that will be printed, viewed on a computer, or pub-
lished on the Internet and viewed in a web browser, you can make your document stand out by
adding a background color, texture, picture, or border to the document pages.
When it comes to backgrounds, the trick is to not overdo it. The effects should be
subtle enough that they do not interfere with the text or other elements on the page or make
the document difficult to read.
1 On the View tab, in the Zoom group, click the One Page button to display the whole page
in the program window.
2 On the Design tab, in the Page Background group, click the Page Color button. On the Page
Color menu, in the Theme Colors palette, click the second swatch under the main green swatch
(Green, Accent 6, Lighter 60%) to change the document background to the selected color.
3 On the Page Color menu, click Fill Effects to open the Fill Effects dialog box.
4 In the Colors area, select the Two
colors option. Leave Color 1 set to
green. Click
the Color 2 arrow, and in the Theme
Colors palette, click the third swatch
under the
main orange swatch (Orange, Accent 2,
Lighter 40%). The Variants and Sample
areas change to show various
combinations of the two colors.
5 In the Shading styles area, click
each option in turn and observe the
effects in the Variants and Sample areas.
Notice that some shading styles have
only two variants. Then click Diagonal
down. Figure 110 You can configure fill effects with multiple colors
6 In the Variants area, click the and in a variety of directions.
lower-left option to preview its effect.
Then click OK to change the document background to match the sample.
Now let’s format the page background with a texture fill.
7 Redisplay the Fill Effects dialog box. Click the Texture tab to display the 24 texture fill
options that come with Word.
8 Scroll through the gallery to
familiarize yourself with the available
textures. Click the first texture swatch in the
second row (Water droplets), and then click
OK to format the page background with the
texture. Notice that the texture swatch has
been configured to repeat seamlessly across
the page.
Next, let’s format the page background with
a picture fill.
9 Redisplay the Fill Effects
dialog box. First click the Pattern tab to Figure 111 The page with the Water Droplets texture applied to
view the available pattern fill options. the background.
Then click the Picture tab, and click the
Select Picture button to open the Insert
Pictures dialog box.
TIP You can insert background pictures from
the Texture tab or from the Picture tab with
slightly different results. Inserting an image
from the Texture tab adds it to the Texture
gallery.

10 In the From a file area of the

Insert Pictures dialog box, click Browse. In
the Select Picture dialog box that opens,
browse to the Chapter09 practice file
folder and double-click the MarbleFloor
image. Then in the Fill Effects dialog box,
click OK to change the page Figure 112 You can select a background picture from your computer, network
background to display a blurred location, or an online source.
picture of the marble floor in the
Doge’s Palace in Venice.

TIP Word fills the page with as much of the picture as will fit. If
one copy of the pic- ture does not completely fill the page,
Word inserts another copy, effectively “tiling” the image. If the
picture is particularly large, only a portion of it will be visible.

Finally, let’s add a border to the page.

 11 In the Page Background group, click the Page Borders button to display the Page
Border page of the Borders and Shading dialog box.

12 In the Setting area of the Borders and Shading dialog box, click Box. Then click the
Color arrow, and in the Theme Colors palette, click the fourth swatch under the
main gold swatch, (Gold,
Accent 4, Darker 25%).
13 Scroll through the Style list,
clicking any line style option
you like to apply it to the
page in the Preview pane.
When you find a style you
like, click OK. We chose a
triple border near the bottom
of the list.

Figure 114 The Page Border page is identical to the Borders

page from which you format paragraph borders, except that
an Art option is available for page borders.

1 On the Insert tab, in the Pages group, click Page Break, and then scroll to display the
4
new second page. Notice that the background options are applied to all pages of the
KEYBOARD SHORTCUT Press Ctrl+Enter to insert a page break.

9.2 Adding watermarks

A watermark is a faint text or
graphic image that appears on the page
behind the main content of a document.
A common use of a text watermark is to
indicate a status such as DRAFT or
CONFIDENTIAL. When you want to
dress up the pages of your document
without distracting attention from the
main text, you might consider displaying
a graphic water- mark, such as a
company logo or an image that subtly
reinforces your message. Watermarks
are visible in printed and online
documents, but because they are faint,
they don’t interfere with Figure 115 The blank page with a border applied on top of the
the readers’ ability to view a document’s main text.

1 On the Design tab, in the Page Background group, click the Watermark button to
display the Watermark menu.

2 Scroll through the watermark

galleries, noticing the available options.
Clicking any of these options inserts the
specified watermark in light gray on
every page of the current document.
3 At the bottom of the menu, click
Custom Watermark to open the Printed
Watermark dialog box. Then click Text
watermark.
4 Click the Text arrow, and then in
the list, click DRAFT.
5 Click the Color arrow, and then in
the Theme Colors palette, click the
main purple
swatch (Purple, Accent 4).
9
6 With the Semitransparent check
box and Diagonal layout option
selected, click OK
to insert the watermark diagonally
across the page and close the dialog Figure 116 You can use a predefined watermark or click
box. Custom Watermark to define your own.

TIP Watermarks are so named because the process of creating one on an actual sheet of paper
is done by using water. A well-created watermark appears to be more part of the paper than of
the content.
Figure 118 The text watermark is faint Figure 117 In this dialog box, you can specify a
enough that the document text is custom picture or text watermark.
still legible, but bold enough to be

Next let’s insert a picture watermark.

7 Redisplay the Printed Watermark dialog box. Click Picture watermark, and then click
Select Picture to open the Insert Pictures dialog box.
8 In the From a file area of the Insert Pictures dialog box, click Browse. In the Insert
Picture dialog box that opens,
9 In the Printed Watermark dialog box, click the Scale arrow and then, in the list, click
200%.
10 With the Washout check box selected, click Apply to insert the watermark in the
document but leave the dialog box open. Drag the dialog box by its title bar
until the watermark is displayed.
 Let’s make the watermark larger.
11 In the Printed Watermark dialog box, click in the Scale box, drag to select 200%, and
enter 400% to replace the existing setting. Then click OK to change the watermark
size and close the dialog box.

Figure 120 The picture watermark adds visual interest without obscuring
the text.

9.3 Previewing and adjusting page layout

Working on your document in the default Print Layout view means that you
always know how the document content will appear on the printed page. While you’re
working in the document, you can use the commands in the Page Setup group on the
Page Layout tab to adjust the margins and the direction of the page (the page
orientation) to best suit your con- tent and delivery method. If you’re planning to deliver
the document at a page size other than the default, you can format the document to
display and print correctly by changing
the paper size.

Although the layout of each page is visible in Print Layout view, it’s also a
good idea to pre- view the whole document before you print it. This gives you more of
a high-level overview of the document than when you’re working directly in the
content. Previewing is essential for multipage documents but is helpful even for one-
page documents. You can preview a document by displaying the Print page of the
Backstage view and then page through the document displayed in the right pane.
This view shows exactly how each page of the docu- ment will look when printed on
the specified printer.
If you don’t like what appears in
the preview pane of the Print
page, you don’t have to leave the
Backstage view to make
adjustments. The left pane of the
Print page provides access to
many of the commands that are
available in the Page Setup group
on the Page Layout tab, allowing
you to change the following
document settings while
previewing their effect on
the printed page:
▪ Orientation You can switch
the direction in which a page is
laid out on the paper.
The default orientation is Figure 121 The Print page of the Backstage view.
Portrait, in which the page
is taller than it is wide. You
can
set the orientation to Landscape, in which the page is wider than it is tall.
▪ Paper size You can switch to one of the sizes available for the selected printer by
making a selection from a list.
▪ Margins Changing the margins of a document changes where information can appear
on each page. You can select one of Word’s predefined sets of top, bottom, left, and
right margins, or set custom margins.
TIP All the pages of a document have the same orientation and margins unless you
divide the document into sections. Then each section can have independent orienta- tion
and margin settings.

To configure multiple print layout settings in one place, or to configure settings for only
specific sections of the document, click Page Setup on the Print page (or click the Page
Setup dialog box launcher on the Page Layout tab) to open the Page Setup dialog box, in
which you can configure additional options.

When you have the settings as you want them, click the large Print button at the top of the
Print page to send the document to the printer.

9.4 Inserting Header and Footer

Header and footer You can display information on every page of a document in re-
gions at the top and bottom of a page by selecting a style from the Header or Footer gallery.
Word displays dotted borders to indicate the header and footer areas, and displays a Design
tool tab on the ribbon. You can enter and format information in the header and footer by
using the same techniques you do in the document body and also by using commands on
the Design tool tab. You can have a different header and footer on the first page of a
document and different headers and footers on odd and even pages.
We can add headers and footers to the document. We’ll use two different headers
designed for odd pages and even pages, and their coordinating footers, so that when the
document is printed double-sided, the headers and footers will always appear on the
outside edges of the paper
1. Scroll to the second page. Select and delete the heading Simple Room Design, because
its function is now fulfilled by the document title on the cover page.
2. With the cursor at the beginning of page 2, on the Insert tab, in the Header & Footer
group, click the Header button. Scroll through the Header gallery, and then click the Facet
(Even Page) header to add it to the page. Notice that although you’re on the second page of
the file, the header displays page number 1. This is because the cover page is counted
separately from the document pages.
TIP You can mix different headers, footers, and document themes to create a docu- ment
that has the look and feel you want.

3. Investigate the configuration options available on the Design tool tab. In the Options
group, select the Different Odd & Even Pages check box, and notice that the header
label changes from Header to Odd Page Header.

Figure 122 The header label helps you determine which kind of header to use.

TIP In step 3, we inserted an even page header on the second page of the docu- ment,
but Word now indicates that it is an odd page, because it is page number 1 of the
document following the cover page. However, if we print the document double- sided,
the even page header will align appropriately on the outside edge of the paper when we
turn the pages.

14 In the Navigation group, click the Next button to move to the header area at the
top of the page 3. In the Header gallery, click the Facet (Odd Page) thumbnail to
insert the header. Again, the seemingly incorrect page number 2 appears in the
header because the document content is numbered separately from the cover
page.
TIP To use a numbering scheme other than arabic numerals, to number pages
by chapter, or to control the starting number, click the Page Number button in
the Header & Footer group, and then click Format Page Numbers. In the Page
Number Format dialog box, you can select from several page numbering
 15 In the Navigation group, click the Go to Footer button to move the cursor to the
footer area at the bottom of the last page of the document. In the Header &
Footer group, click the Footer button, and then in the gallery, click the Facet (Odd
Page) thumbnail to insert the footer and the associated document properties.

16 In the Navigation group, click the

Previous button to move to the footer area
of the second page. In the Footer gallery,
click the Facet (Even Page) thumbnail to
insert the footer and the associated
document properties. Then in the Close
group, click the Close Header and Footer
button.
All pages of the document other than the
cover page now have a header and footer.
Next, let’s add a quote box to emphasize a
specific phrase in the document.
17 On the Insert tab, in the Text
group, click the Quick Parts button,
and then click Building Blocks
Organizer to open the Building
Blocks Organizer dialog box shown
at the beginning of this topic.
18 Scroll through the Building blocks list,
previewing a few of the building blocks.
Click the Name column heading,
double-click the separator to the
right of the
Name column heading so that all
the names are visible, and then Figure 123 Figure 123 Headers and footers can include any
scroll through the information you want to display, including graphics.

list again. Notice that page

elements of the same theme are coordinated.
19 In the Building blocks list, click Semaphore Quote, and notice its position on the page
shown in the preview pane. Then click Insert to insert the quote box in the same
position on the document page and display the Drawing Tools Format tool tab, from
which you can format the quote box contents.
20 Change the zoom level of the document to 100% so that the text is legible. Select and
copy the last sentence of the fourth paragraph of the document (Go with what you
love…). Then click the placeholder in the quote box to select the placeholder text.
Figure 124 Placeholder text in the quote box tells how to enter text and move the quote box on the page.

21. On the Insert tab, in the Header & Footer group, click the Header button, and then click
Edit Header.
Notice that on the Header & Footer Tools Design tab, in the Navigation group, the Link to
Previous button is selected. This indicates that this section has inherited the header
and footer settings of the preceding section. Because the preceding section has no
header or footer on its first page, this one doesn’t either.

22 On the Design tool tab, in the Options group, clear the Different First Page check box to
add the header to this page.
You might have to adjust the header and footer settings after creating a new
section.
23 Click the Close Header and Footer button.

9.5 Printing Document

1 Display the Print page of the Backstage view. Notice that this is a two-page
document. The colored document background is not displayed in the preview
pane, because it will not be printed.
2 In the Printer area, click the active printer to display the list of installed printers.
3 In the Printer list, click the printer to which you want to send the document.
Notice that the options available on the Print page might change when you select a
differ- ent printer.
 TIP You can manage these
programs and printers from the
Devices And Printers control
panel item.

4 Point to the Information icon in

the upper-right corner of the
Printer area, or to the selected
printer name, to display a
ScreenTip that contains printer
status information.

Figure 126 Programs to which you can print, such as

Microsoft OneNote, might be installed here as well as local
and network printers.

Figure 125 The printer status information includes the installed driver and
connection information.
 5 In the Settings area, click Print All Pages, and then scroll through the list to review
the options for printing specific parts of the document, or document information.

Figure 127 You can choose to print all or part of a document, or to print information that is selected

6 In the list, click Custom Print, and then in the Pages box, enter 2.
7 In the Copies box at the top of the page, enter 2. Then click the Print button to print two
copies of the second page of the document on the selected printer and return to the
document.

136
Frequently used shortcuts
This table shows the most frequently used shortcuts in Microsoft Word.

To do this Press

Open CTRL+O

Save CTRL+S

Close CTRL+W

Cut CTRL+X

Copy CTRL+C

Paste CTRL+V

Select all CTRL+A

Bold CTRL+B

Italic CTRL+I

Underline CTRL+U

Decrease font size 1 point CTRL+[

Increase font size 1 point CTRL+]

Center text CTRL+E

Left align text CTRL+L

Right align text CTRL+R

Cancel Esc

Undo CTRL+Z

Re-do CTRL+Y

Zoom ALT+W, Q, then tab in Zoom dialog box to the value you want.

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