CHAPTER 4: More on Microsoft Word 2016

Microsoft Word 2016 is a word processor that helps us to create documents. It helps
us to type and modify the text and offers features to enhance the overall appearance of the
text. The extension of a file saved in Word 2016 is .docx.

COPY FORMATTING TO ANOTHER SELECTION

Format Painter is a tool used to copy and apply text formatting and some basic graphics
formatting, such as borders and fills to another selection. Format painter is a toggle button.

Steps to use format painter:

 Select the text or graphics whose formatting you want to copy.

 Click on Format Painter on the Home
tab.
 The pointer changes into a brush shape.
Drag the brush over the desired text.
 The formatting attributes of the
previous text will be applied to the
selected text.

FINDING AND REPLACING THE TEXT

Find button is used to find a particular word or phrase in the current document.

Replace button changes the searched text with the new text given in the Replace with text
box.

Replace All button replaces all the occurrences of the searched text with the new text.

Find Next button will highlight the next occurrence of the text that it searches.

Cancel button is used to close the Find and Replace dialog box.

Steps to Find the text:

 Click on the drop-down arrow on the Find button on the Home tab.
 Select the Advanced Find option from the drop-down menu. The Find and
Replace dialog box appears.
 In the Find what box, type the word or text you want to search.
 Click on Find Next button, to search for the next occurrence of the searched
word.
 After finishing the search, Word displays a message. Click OK.
Steps to Replace the text:

 Click on the Replace button on the Home tab. The Find and Replace dialog
box appears.
 In the Find what box, type the word or text you want to search for.
 In the Replace with
box, enter the new
text to replace the
existing text.
 Click on Replace/
Replace All/ Find
Next button as
needed.

 After finishing the

search and making
replacements, Word
displays a message.
Click OK.

 The shortcut key for Find is Ctrl + F.

 The shortcut key for Replace is Ctrl + H.
 To cancel a search, press Escape key.
 Press Ctrl key and move the scroll button of the mouse forward to Zoom In the
document.
 Press Ctrl key and move the scroll button of the mouse backward to Zoom Out the
document.

PAGE FORMATTING

I) Creating Header and Footer

Header is used to place some information on the top of the page. Header will appear on every
page of the document. Example: title, chapter’s heading etc.

Footer is used to place some information at the bottom of the page. Footer will appear on
every page of the document. Example: page number, author’s name etc.
Steps to create Header and Footer:

 Click on the Header button on the Insert tab. Select the Edit Header option
in the drop-down menu. Likewise, select the Insert > Footer > Edit Footer
option to display the Footer box. An additional tab named Design tab will
also appear on the Ribbon.
 You will find the Header and Footer boxes at the top and bottom of each
page, respectively, separated by the dotted lines.
 Click on the
Header box and
type the text that
you want to
display.(To apply
date and time,
click on the Date
& Time button
on the Design
tab. The Date &
Time dialog box
appears. Choose the desired date and time format. Click OK.)
 Click on the Go to Footer button in the Navigation group. The cursor will
appear on the left side of the Footer section. Type the text you want to
display. (To apply page numbers, click on the Page Number button in the
Header & Footer group and choose the desired format from the drop-down
list.)
 Click on the Close Header and Footer button on the Design tab to come out
of the Header & Footer Tools section.

ASSIGNMENT I: (To be written in computer copy, both questions and answers. Some
have been done for you)

1. Which tool is used to copy and apply text formatting to another selection?
Ans: Format Painter

2. In which tab do we find the Format Painter tool?

3. Which button replaces all the occurrences of the searched text with the new text?
4. In which tab do we get the Find Button?
5. Which key should be pressed to cancel a search?
6. Which button will highlight the next occurrence of the text that it searches?
7. The extension of a file saved in Word 2016 is …………..
8. Write the shortcut keys to: i) Find ii) Replace
9. Which option is used to place information at the bottom of every page of a document?
10. ………………. is a toggle button.
11. Write the steps to insert Header.
Ans: Insert tab > Header button> Edit Header
II) Setting Paragraph Spacing

Paragraph Spacing is the amount of space above or below a paragraph.

Steps to set the paragraph spacing:

 Select the paragraph before or after which you want to change the spacing.
 Click on the Paragraph dialog box launcher button on the Home
tab. The Paragraph dialog box will open.
 Select the Indents and Spacing tab. Enter the required spacing in the
Before and After spin boxes under the Spacing section. Click OK.

III) Changing Line Spacing

Line Spacing is the vertical distance between successive lines of the text in a document.
We can also increase or decrease the line spacing between a paragraph.

Steps to change Line Spacing:

 Select the text. Click on
the Paragraph dialog
box launcher on the
Home tab.
 The Paragraph dialog
box appears. Select the
Indents and Spacing
tab and then select the
required Line Spacing
option under the
Spacing section. Click
OK.

IV) Indenting Text

Indentation determines the amount of spacing between the text and the page margins. It is
used to move a complete paragraph or the first line of a paragraph to a specific position,
either from the left or right margin.

Steps to indent the text:

 Select the text.

 Click on the Increase Indent button in the Paragraph group
on the Home tab. The selected text will shift ½ inch away from the left
margin.

 Click on the Decrease Indent button to move the text ½ inch closer
to the left margin.
V) Working with Tabs

The most common way to indent the text is to use the Tab key. It is used to move the cursor
at certain spaces in a document. By default, Tab stops are set at every 0.5 inch. To set the Tab
stop according to our requirement, follow the given steps:

 Click on the Paragraph dialog box launcher in the Layout tab. The
Paragraph dialog box will appear.
 Click on the Tabs button present on the lower left of the dialog box. The Tabs
dialog box will appear on the screen.
 Type a tab position for example, 1.25’’ in the Tab stop position: Text box.
 Select any of the Alignment options and click on the Set button.

VI) Inserting Column and Column Break

If we wish to format the document in newspaper style, i.e., column style, Word 2016 enables
us to create a document in two or more columns.

Using Column Button

The easiest way to create a multi column document is to use the Columns button on the
Layout tab in the Page Setup group.

Inserting Column Break

If you have already added columns to your Word document, then you might have noticed that
some of the columns may not be as balanced as you would like them to be. One solution to
this problem is to add a column break. It will force the end of the column and move the text
to the beginning of a new column. The Breaks button is on the Layout tab.

ASSIGNMENT II: (To be written in computer copy, both questions and answers. One
has been done for you).

1. In which tab do we get the Paragraph dialog box?

2. What do we call the vertical distance between successive lines of text in a document?

3. The selected text can be shifted ½ inch closer to the left margin by using the
………… button.
 4. ……………. determines the amount of spacing between the text and the page
margins.

5. The most common way to indent the text is to use the ……… key.

6. In which tab do we find the ‘Column’ and ‘Column break’ option?

7. By default, tab stops are set at every ………. inch.

8. ………………. is the amount of space above or below a paragraph.

9. In a multi-column document, which option will force the end of a column and move

the text to the beginning of a new column?

Ans: Column Break

SETTING PAGE PROPERTIES

I) Setting Margins

Margin refers to the amount of space that is left from the edge of the page and the document
text. Margin can be set on all four sides of a document, i.e., top, bottom, left and right. The
default margins are set at 1 inch from the top and bottom and 1 inch from left and right edge
of the page.

Setting Margins using Ruler Bars

 To change the left or right margins, point to a margin boundary on the Horizontal
ruler. When the pointer changes to a double-headed arrow , drag the margin
boundary as per your need.
 To change the top or bottom margins, point to a margin boundary on the Vertical
Ruler. When the pointer changes to a double- headed arrow , drag the margin
boundary as required.

To Specify Exact Margin Measurement

 Select the Layout tab. Click on the

Margins option in the Page Setup group.
A drop down list of options appears. The
Normal option is selected by default.
Select any pre-defined margin setting.
Or, select the Custom Margins tab. Type
the values for Top, Bottom, Left, Right,
and Gutter margins.
 In the Apply to drop-down list, choose
the option- Whole document. Click OK.
II) Setting Paper Orientation

The Page Orientation is the property to set the printing direction of the text. The default
orientation is Portrait, in which the document is printed length-wise. When we choose
Landscape orientation, the document is printed width-wise.

Steps to change the page orientation:

 Select the Layout tab. Click on the Orientation button.

 Choose the Landscape orientation from the drop-down list. Observe the change.

III) Setting Paper Size

In Word 2016, we can work

with different sizes of paper,
but the available selections
depend on the type of printer
we use.

Steps to set paper size:

 Select the Layout tab. Click on the Size button. A list of paper size options appear
(example A4, Legal, Letter etc). The current paper size is highlighted in the drop-
down list. Select any desired page size option. The paper size of the document
changes accordingly.
PREVIEWING A DOCUMENT

Word 2016 allows us to preview the

document before printing.

Steps to preview a document:

 Click on the File tab and select the

Print option.
 A preview of your document
automatically appears on the right
side of the Word window. To view
each page, click on the Navigation
buttons < 1 of 2 > below the preview
section.
 If you want to print more than one
copy of a document, you can choose
the Collated or the Uncollated option
in the Settings section.
  If there are 10 pages in a document and you want to print five copies then the
Collated option will print the complete copy of the document from page 1 to page 10
and then it will again start printing the next copy. Whereas, the Uncollated option
will print all the five copies of the first page, and then it will print the next copies of
the subsequent pages likewise.

PRINTING A DOCUMENT

After checking the preview of the document, you can follow the given steps to print it:

 Click on the File tab and select the Print option.

 Choose the printer from the Printer Properties drop-down list.
 Enter the number of copies in the Copies spin box.
 Under the Settings section, click on the arrow next to the Print All Pages to choose
any given option.
 Print All Pages option prints the entire document.
 Print Selection option prints only the selected text.
 Print Current Page prints only the selected page.
 Custom Print option prints the specified range of pages from the document.

**To insert Page Break, click on the Page Break button in the Pages group on the Insert tab.

ASSIGNMENT III: (To be written in computer copy, both questions and answers.
Some have been done for you).

1. On which tab do we get the Print option?

2. What are the two options that can be chosen if we want to print more than one copy of
a document?
Ans: Collated and Uncollated.
3. Which option will print only the selected page from your document?
4. Which option will print the entire document?
5. What are the two types of Page Orientation? What is the default orientation?
6. …………….. refers to the amount of space that is left from the edge of the page and
the document text.
7. The default margins are set at ……. inch from the top, bottom, left and right edge of
the page.
8. Write the shortcut keys to:
i. Save a document: Ctrl + S ii. Print a document: Ctrl + P
9. How can we set a paper size?
Ans: Layout tab> Size button
Activity: (NOT to be written in the copy. To be practiced on the computer, if
available)

 Open Word 2016, insert Header and type the text Class IV. Insert Footer and give
Page number.

 Type the following:

GERMS ALERT
1. Germs are tiny living things. We can’t see them but some of them can make
us sick.
2. Washing helps to keep our body clean and to get rid of dirt and germs.
3. Germs can get onto and into our bodies from the air, from our clothes and
from the things we touch.
4. Germs can live under our finger nails. Keep them short and clean.

 Find the word ‘things’ and Replace it with ‘organisms’.

 Save the file by pressing Ctrl + S key combination and exit Word 2016.

***********