UNIT 2: Word Processing

Introduction to Office Automation Suites

• Components of MS-Office
• Features of MS-Office 2010
• Interface of MS-Word 2010
• Text Formatting, Paragraph Formatting, Page Formatting
• Header & Footers,
• Working with Graphics and Pictures, Symbols
• Working with Tables,
• Multicolumn News Letter, Smart Art, Spell Check
• Mail Merge
 Introduction to Office Automation Suites
Office Automation Suites are software packages designed to streamline
and automate common office tasks, such as document creation, data
management, communication, and scheduling.
These suites combine multiple applications that assist with daily office
functions, ultimately improving efficiency, collaboration, and productivity. The
integration of these tools enables users to perform a variety of tasks without
needing to switch between different software programs.

 Key Components of Office Automation Suites

 Word Processing
The most common office application is the word processor, which is used
for creating, editing, formatting, and printing text documents. Examples include
Microsoft Word and Google Docs.

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  Spreadsheets
Spreadsheet software is used for organizing, analysing, and storing data
in tabular form. Common tasks include calculations, data analysis, and
charting. Examples are Microsoft Excel and Google Sheets.

 Presentation Software
These tools help users create visual presentations, often for meetings or
public speaking events. They include features like slideshows, transitions, and
multimedia integration. Examples include Microsoft PowerPoint and Google
Slides.

Office automation suites provide a powerful combination of tools

designed to streamline office tasks, improve communication, and boost
productivity. They are essential in today's digital workplace, especially as
remote and hybrid work models become more common. Whether you are an
individual user or part of a large organization, leveraging these tools effectively
can significantly enhance your workflow and overall efficiency.

 Components of Microsoft Office

Microsoft Office is one of the most widely used office automation suites,
offering a variety of software tools for different tasks such as word processing,
data analysis, presentations, email management, and collaboration. Below is a
breakdown of the core components of MS Office:

Microsoft Word

 Purpose: Word processing tool for creating, editing, formatting, and

printing text documents.

 Key Features:
o Advanced text formatting and styles.
o Spell and grammar check.
o Document collaboration (real-time editing).
o Templates for resumes, letters, and reports.
o Integration with other Office tools (Excel charts, PowerPoint
slides).

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  Use Cases: Writing letters, reports, essays, and other professional
documents.

Microsoft Excel

 Purpose: Spreadsheet software used for organizing, analyzing, and

visualizing data in tabular form.

 Key Features:
o Advanced functions and formulas (e.g., SUM, VLOOKUP, IF
statements).
o Data analysis tools (e.g., PivotTables, Power Query).
o Charting and graphing tools for data visualization.
o Conditional formatting and data validation.
o Integration with data sources (e.g., databases, external files).
 Use Cases: Financial modeling, budgeting, data analysis, creating
dashboards.

Microsoft PowerPoint

 Purpose: Presentation software for creating slideshows to present

information in a visually engaging manner.

 Key Features:
o Slide design templates.
o Animation and transition effects.
o Multimedia integration (images, audio, video).
o Presenter tools (notes, timers).
o Collaboration and sharing options for team presentations.
 Use Cases: Business presentations, educational lectures, sales pitches,
and seminars.

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Microsoft Outlook

 Purpose: Email client and personal information manager (PIM) that

includes calendar, tasks, contacts, and notes.

Microsoft Access

 Purpose: Relational database management system (RDBMS) used for

storing and managing large sets of structured data.

Microsoft OneNote

 Purpose: Digital note-taking application for capturing and organizing

notes, sketches, and audio.

Microsoft Publisher

 Purpose: Desktop publishing software designed for creating brochures,

flyers, newsletters, and other print materials.

Microsoft Office provides a suite of applications designed to handle a

wide variety of office tasks, ranging from document creation and data analysis
to communication and collaboration. The integration between these tools
enables seamless workflows, making MS Office a powerful suite for both
individual users and organizations. Whether you're creating documents in
Word, analyzing data in Excel, or collaborating with your team in Teams,

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Microsoft Office offers a comprehensive set of tools for almost every aspect of
modern work.

 Features of Microsoft Office 2010

Microsoft Office 2010, released in June 2010, introduced several new features
and improvements to the Office suite, aimed at enhancing user productivity,
collaboration, and the overall interface. The updates were focused on improving
the experience for both individual and corporate users. Below are the key
features of Microsoft Office 2010:

Features of Microsoft Office 2010 (Point-Wise)

1. Ribbon Interface Enhancements

o The Ribbon interface, introduced in Office 2007, was improved for
better usability, with more customizable options and better
organization of commands.
2. Backstage View
o A new feature that replaced the traditional "File" menu, providing a
centralized location to manage documents, including saving,
printing, sharing, and accessing file properties.
3. Real-Time Collaboration
o Office 2010 introduced co-authoring in Word, Excel, and
PowerPoint, enabling multiple users to edit documents
simultaneously in real time.
4. Office Web Apps
o Cloud-based versions of Word, Excel, PowerPoint, and OneNote,
allowing users to view and edit documents from any device with an
internet connection.
5. Improved File Format Compatibility
o Native support for saving documents in PDF format, alongside
enhanced support for file types like XPS and OpenDocument.
6. Enhanced PowerPoint Features
o Video Editing: Direct video trimming within PowerPoint.
o Broadcast Presentations: Ability to broadcast presentations
online to remote audiences.
o Improved Animations: Additional animation effects and
enhanced control over transitions and multimedia elements.
7. Advanced Excel Features
o PowerPivot: An add-in for advanced data analysis and modeling.
o Sparklines: Miniature charts embedded within cells for visualizing
trends.

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 o Improved PivotTables: Enhanced capabilities for analyzing large
datasets and creating reports.

8. Improved Word Features

o Navigation Pane: A tool for easier document navigation,
especially for large files.
o SmartArt Enhancements: Better integration and editing of
graphics and images.
o Multimedia Embedding: Direct insertion of multimedia content
(video, audio) into documents.
9. Outlook 2010 Features
o Conversation View: Grouping of related email threads for better
email management.
o Improved Search: Faster and more intuitive email and attachment
search.
o Quick Steps: Customizable one-click actions for automating
common tasks.
o Ribbon Interface: Outlook adopted the Ribbon interface for easier
access to commands.
10.OneNote 2010 Features
o Real-Time Collaboration: Multiple users can work on the same
notebook simultaneously.
o Improved Syncing: Notes can sync across devices via SkyDrive
(now OneDrive).
o Enhanced Tagging and Search: Easier categorization and
searching of notes.
11.Improved Security
o Protected View: Documents from untrusted sources open in a
read-only mode to prevent malware.
o Document Encryption: Enhanced password protection and
encryption options for safeguarding sensitive data.
12.Excel New Functions
o New functions such as IFERROR(), SUMIFS(), and
COUNTIFS() for handling complex calculations and error
management.
13.Taskbar Previews
o Users can hover over Office program icons in the Windows taskbar
to preview open documents or access recent files.
14.Improved Templates
o Expanded template library for Word, Excel, PowerPoint, and
Outlook, covering a wide range of business and personal needs.

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 15.Better SharePoint Integration
o Enhanced support for collaboration via SharePoint 2010,
improving document sharing, version control, and access to team
resources.

 Interface of Microsoft Word 2010

The Microsoft Word 2010 interface is designed to be user-friendly and

efficient, providing easy access to a variety of features and tools for creating,
formatting, and editing documents. Below is a detailed breakdown of the main
elements of the Word 2010 interface:

Ribbon Interface

 The Ribbon is the primary control panel at the top of the Word 2010
window. It organizes commands into tabs and groups, replacing the
traditional menu and toolbar system.
o Tabs: Include File, Home, Insert, Page Layout, References,
Mailings, Review, View, and Developer.
o Groups: Each tab contains different groups of related commands.
For example, the Home tab contains groups like Clipboard, Font,
Paragraph, and Styles.

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 o Command Buttons: Icons within each group represent commands
or tools that perform specific tasks (e.g., bold, italic, text
alignment).

Quick Access Toolbar

 Located in the top-left corner of the screen, above the Ribbon.

 It provides quick access to commonly used commands like Save, Undo,
Redo, and Print.
 You can customize the Quick Access Toolbar by adding or removing
commands to suit your needs.

Title Bar

 Displays the name of the current document and the application (e.g.,
Document1 - Word).
 This area also shows the Minimize, Restore/Maximize, and Close
buttons for window management.

4. File Tab (Backstage View)

 Clicking the File tab opens the Backstage View, which replaces the
traditional File menu. This area provides document-related commands,
such as:
o New: Create a new document.
o Open: Open an existing document.
o Save/Save As: Save the document, or save it under a new name or
location.
o Print: Print the document.
o Share: Share the document via email or other options.
o Info: View document properties, versions, and access to document
permissions.

Document Area

 The main work area where you type and format your document.
 This area includes the ruler (horizontal and vertical) for measuring and
aligning text and objects.
 The scroll bar on the right lets you navigate through long documents.

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6. Status Bar

 Located at the bottom of the Word window.

 Displays important information about your document, such as:
o Page number (e.g., "Page 1 of 5").
o Word count.
o Language (current document language).
o Zoom slider: Allows you to zoom in or out on the document for
better readability.

7. Contextual Tabs

 These tabs appear only when certain objects are selected within the
document. For example, when you select an image, table, or chart, the
Picture Tools, Table Tools, or Chart Tools tab will appear.
 They provide commands specific to the selected object (e.g., formatting
options for images, modifying table layout, etc.).

8. Document Views

 Word 2010 offers several view modes to help you work with your
document:
o Print Layout: Displays the document as it will appear when
printed.
o Web Layout: Shows the document as it would appear on a
webpage (useful for creating web content).
o Outline View: Displays the document in an outline format, useful
for organizing and editing structure.
o Draft View: Focuses on text and basic formatting, ignoring images
and complex page layouts.

9. Zoom Controls

 Located in the bottom-right corner of the window.

 You can adjust the zoom level to make the document appear larger or
smaller for easier editing and review.

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10. Task Panes

 Word 2010 includes various task panes that can be accessed for specific
tasks:
o Formatting: To change text formatting, style, or page layout.
o Navigation Pane: Displays a list of headings and allows you to
quickly jump to different sections of the document.
o Clipboard: Shows a history of copied items and allows you to
paste multiple copied elements.

11. Search Box

 Located near the top-right corner of the interface.

 Allows you to search for commands, features, and tools within Word
without navigating through the Ribbon.

12. Document Formatting Tools

 Word 2010 provides easy-to-use formatting tools in the Home tab:

o Font: Change font type, size, color, and style (bold, italic,
underline).
o Paragraph: Align text, adjust spacing, and set indentation.
o Styles: Apply consistent heading and body text styles throughout
the document.
o Editing: Find, replace, and select text within the document.

The Microsoft Word 2010 interface offers an organized and intuitive

workspace for creating and editing documents. With the Ribbon, Backstage
View, and Quick Access Toolbar, you can easily navigate through features and
tools. The interface emphasizes efficiency, collaboration, and customization,
making it easier for users to focus on their tasks while accessing powerful
document editing and formatting tools.

Text Formatting, Paragraph Formatting, Page Formatting in

Microsoft
 Text Formatting:

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Text Formatting

Text formatting allows you to change the appearance of the text itself. You can modify the
font, size, color, and apply styles such as bold, italics, and underline.

1. Font Style and Size:

o Font: In the "Home" tab, the "Font" group allows you to choose different
fonts (e.g., Arial, Times New Roman).
o Size: You can change the font size next to the font style, using either
predefined sizes or a custom size.
o Bold, Italic, Underline: Use the "B", "I", and "U" buttons or keyboard
shortcuts (Ctrl + B, Ctrl + I, Ctrl + U) to bold, italicize, or underline text.
2. Text Color:

 In the "Font" group on the "Home" tab, click the "Font Color" button (an "A" with a
color bar below it) to change the text color.

3. Text Effects:

 You can apply effects like shadow, reflection, glow, or outline to text by selecting the
"Text Effects" button in the "Font" group.

4. Highlighting Text:

 Use the "Text Highlight Color" button to highlight the text with various colors.

5. Clear Formatting:

 To remove any custom formatting, click "Clear Formatting" in the "Font" group on
the "Home" tab.

 Paragraph Formatting

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Paragraph Formatting

Paragraph formatting allows you to change how the text is aligned, indented, spaced, and
organized within a paragraph.

1.

 Alignment:

 Left Align: Aligns text to the left margin (Ctrl + L).

 Center Align: Centers text in the middle of the page (Ctrl + E).
 Right Align: Aligns text to the right margin (Ctrl + R).
 Justify: Stretches the text so that it aligns evenly across the page (Ctrl + J).

 Line Spacing:

 On the "Home" tab, in the "Paragraph" group, click the "Line and Paragraph Spacing"
button to adjust spacing between lines or paragraphs (e.g., single, 1.5 lines, double,
etc.).

 Paragraph Indentation:

 Left Indent: Indent the left side of the paragraph using the ruler or the "Decrease
Indent" button.
 Right Indent: Indent the right side of the paragraph using the "Increase Indent"
button.

 Bullets and Numbering:

 You can add bullet points or numbered lists using the respective buttons in the
"Paragraph" group.

 Borders and Shading:

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  To add borders or shading to paragraphs, go to the "Design" tab, or use the "Borders"
button in the "Paragraph" group.

 Paragraph Spacing Before and After:

 Adjust the space before or after a paragraph in the "Paragraph" group by setting
values for "Before" and "After" spacing.

 Page Formatting

Page Formatting

Page formatting deals with the overall layout of the page, including margins, page
orientation, size, and more.

1. Page Orientation:
o On the "Page Layout" tab, under the "Page Setup" group, choose either
Portrait (vertical) or Landscape (horizontal) orientation.
2. Page Size:
o From the "Page Layout" tab, click "Size" to select standard page sizes (e.g.,
Letter, A4) or customize the page size.
3. Margins:
o Click "Margins" in the "Page Setup" group to adjust the margins (e.g.,
Normal, Narrow, Wide) or set custom margins.
4. Columns:
o If you want to format your text in multiple columns, go to the "Page Layout"
tab and click the "Columns" button. You can choose from a variety of column
options or customize the number of columns.
5. Page Borders:
o To add borders to the page, click "Page Borders" in the "Page Layout" tab
under the "Page Background" group.
6. Headers and Footers:

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 o Use the "Insert" tab to add or modify headers and footers. You can insert page
numbers, the date, document title, and more.
7. Page Breaks:
o To insert a page break, place the cursor where you want the new page to begin
and go to the "Insert" tab and click "Page Break." Alternatively, press Ctrl +
Enter.
8. Section Breaks:
o Use section breaks to divide a document into different sections. For example,
this is useful if you want different headers/footers, margins, or page
numbering styles for different parts of your document. You can find section
breaks under the "Page Layout" tab, in the "Page Setup" group.

Applying Styles

 Quick Styles: Use the "Styles" group in the "Home" tab to apply pre-defined text
styles (e.g., Heading 1, Heading 2, Normal, etc.).
 Modify Styles: Right-click on any style in the "Styles" group to modify its formatting
(font, size, color, etc.) to suit your needs.

By using these formatting options effectively, you can create professional-looking documents
in Microsoft Word 2010.

Header & Footers

In Microsoft Word 2010, headers and footers are areas at the top and bottom of each page
where you can add text or elements that repeat throughout the document, such as page
numbers, titles, dates, or company names.

Inserting a Header or Footer

1. Open the Header or Footer:

o Go to the Insert tab on the Ribbon.
o In the Header & Footer group, click either the Header or Footer button to
insert one of them. You can choose from several pre-designed styles, or you
can create a custom one.
2. Edit the Header or Footer:

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 o After you click to insert a header or footer, the document will switch to
Header & Footer Tools, with the Design tab appearing in the Ribbon.
o You can now add content directly to the header or footer area, such as:
 Text (e.g., document title, chapter name).
 Page Numbers: Click the Page Number button to insert page
numbers in a variety of styles (top of page, bottom of page, etc.).
 Date and Time: Use the Date & Time button to insert the current date
and/or time.
 Pictures or Logos: Insert images or logos into the header or footer
area.
 Document Properties: You can insert fields like Author, File Name,
Word Count, etc.
3. Close the Header or Footer:
o When you're done editing, click Close Header and Footer in the Design tab,
or double-click anywhere outside the header/footer area.

Types of Headers and Footers

 Same on Every Page: By default, the header and footer appear the same on every
page of your document.
 Different First Page: To create a unique header or footer for the first page (often
used in documents where the first page has no header or footer), follow these steps:
1. Double-click the header/footer area to open it.
2. In the Design tab, check the box for Different First Page in the Options
group.
3. Now, you can edit the header or footer for the first page without affecting the
rest of the document.
 Different Odd & Even Pages: To have different headers or footers for odd and even
pages (often used for documents like books), follow these steps:
1. Open the header/footer area.
2. In the Design tab, check the box for Different Odd & Even Pages.
3. Now, you can customize the headers/footers for odd and even pages
separately.
 Section Breaks and Headers/Footers:
o If you want different headers or footers in different sections of your document
(e.g., for chapters, parts of the report), you'll need to insert section breaks.
o Place your cursor where you want the new section to begin.
o Go to the Page Layout tab, click Breaks, and select the type of break (e.g.,
Next Page or Continuous).
o After adding the section break, double-click the header or footer area in the
new section.
o In the Design tab, uncheck the Link to Previous button. This will allow you
to create unique headers/footers for each section.

Adding Page Numbers in Headers or Footers

To add page numbers in the header or footer:

1. Double-click on the header or footer to open it.

2. Place your cursor where you want the page number to appear (left, center, or right).

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 3. Go to the Design tab, and click Page Number in the Header & Footer group.
4. Choose the page number position and style (e.g., top of the page, bottom of the page,
plain numbers, or fancy formatting).
5. To customize the page number further (like starting from a specific number or
formatting the numbers), click Format Page Numbers.

Removing a Header or Footer

To remove a header or footer:

1. Double-click the header or footer area to open it.

2. In the Design tab, click Remove Header or Remove Footer in the Header & Footer
group.

Alternatively, if you want to remove it from the entire document, select the Header or
Footer, and press Delete.

Working with Graphics and Pictures, Symbols

In Microsoft Word 2010, you can work with graphics, pictures, and symbols to enhance the
visual appeal of your document. Here's how you can use these features effectively:

1) Working with Graphics and Pictures

1. Inserting Pictures

To insert a picture from your computer:

1. Go to the Insert tab on the Ribbon.

2. In the Illustrations group, click Pictures.
3. Browse your computer to find the image file you want to insert and click Insert.

To insert a picture from an online source:

1. Go to the Insert tab.

2. In the Illustrations group, click Online Pictures.
3. Search for images using Bing, or connect to online services like Flickr.
4. Select the image you want, and click Insert.

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2. Resizing Pictures

After inserting a picture, you can resize it:

1. Click on the picture to select it.

2. Resize Handles will appear around the image. Click and drag one of the corner handles to
resize proportionally.
o To resize non-proportionally, drag a handle from the middle of one of the sides.
3. Alternatively, in the Format tab (under Picture Tools), you can set the exact height and
width under the Size group.

3. Positioning Pictures

To adjust how the picture is aligned with the text:

1. Click the picture to select it.

2. Under the Format tab, in the Arrange group, click Wrap Text.
3. Choose a text-wrapping style, such as:
o Square: Text wraps around the picture in a square shape.
o Tight: Text wraps tightly around the edges of the picture.
o Through: Text flows through the transparent areas of the image.
o Top and Bottom: Text is positioned above and below the image (no wrapping).
o Behind Text: Picture appears behind the text (good for watermark effects).
o In Front of Text: Picture appears in front of the text.

4. Adjusting Picture Styles

You can enhance the look of your pictures with built-in styles:

1. Select the picture.

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 2. Under the Format tab, in the Picture Styles group, choose from preset styles that apply
frames, shadows, or other effects.
3. You can also adjust the picture’s brightness, contrast, and apply artistic effects from the
Adjust group.

5. Cropping Pictures

To remove unwanted areas of a picture:

1. Select the picture.

2. Go to the Format tab, and in the Size group, click Crop.
3. Drag the crop handles to adjust the portion of the picture you want to keep.
4. Click Crop again to finalize the adjustment.

2) Working with Shapes and Graphics

1. Inserting Shapes

To insert a shape, such as a circle, rectangle, or line:

1. Go to the Insert tab.

2. In the Illustrations group, click Shapes.
3. Choose a shape from the dropdown menu.
4. Click and drag on your document to draw the shape.

2. Customizing Shapes

Once a shape is inserted, you can:

 Resize: Click and drag the shape's resize handles.

 Format: In the Format tab, you can adjust the shape’s Fill Color, Outline Color, and Effects.
 Rotate: Use the green rotate handle to rotate the shape.

3. Adding Text to Shapes

To add text to a shape:

1. Click the shape to select it.

2. Start typing, and the text will appear inside the shape.
3. You can also format the text using the Home tab, just like normal text formatting.

Inserting SmartArt

SmartArt allows you to create diagrams and graphics like organizational charts, process
diagrams, and more:

1. Go to the Insert tab.

2. In the Illustrations group, click SmartArt.
3. Choose a type of SmartArt graphic (e.g., List, Process, Hierarchy).
4. Enter your content into the text pane that appears or directly into the graphic.

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Working with Symbols

1. Inserting Symbols

To insert symbols (like mathematical symbols, currency signs, etc.):

1. Go to the Insert tab.

2. In the Symbols group, click Symbol.
3. Select a symbol from the list or click More Symbols to find additional characters.
4. Choose the symbol you want, and click Insert.

2. Inserting Special Characters

To insert special characters:

1. Go to the Insert tab.

2. In the Symbols group, click Symbol, then click More Symbols.
3. In the Character code box, type the Unicode for the symbol, or browse through the available
characters.

3. Using the Equation Tool

For inserting mathematical formulas:

1. Go to the Insert tab.

2. In the Symbols group, click Equation or press Alt + = to open the equation editor.
3. Use the equation tools that appear to insert mathematical symbols and formulas.

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4. Using the Character Map for Symbols

For more specialized symbols:

1. Open the Character Map from the Start menu (Search for "Character Map").
2. Find and select the symbol you want to use.
3. Click Select, then Copy.
4. Go back to Word and paste it where you need it.

Working with Tables in word 2010

In Microsoft Word 2010, working with tables is an effective way to organize and present
information in a structured format. You can insert, format, and manipulate tables in various
ways. Here’s a comprehensive guide on how to work with tables in Word 2010.

1. Inserting a Table

 Method 1: Using the Ribbon

1. Go to the Insert tab in the ribbon.
2. Click on the Table button.
3. A grid will appear. Hover over the grid to select the number of rows and
columns you want in your table (e.g., 3x4 for 3 rows and 4 columns).
4. Click to insert the table into your document.
 Method 2: Using the Table Dialog Box
1. Click on Insert tab and then Table.
2. Select Insert Table from the dropdown.
3. In the Insert Table dialog box, specify the number of columns and rows.
4. Click OK.

2. Adding Content to a Table

 Click inside any cell and start typing your content.

 Use the Tab key to move to the next cell, and Shift + Tab to move to the previous
one.

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  You can also paste content (such as text or data) directly into cells.

3. Adjusting Table Size

 Resize Rows or Columns:

o Hover over the border of the row or column you want to adjust. When the
pointer changes to a double-headed arrow, click and drag to resize.
 AutoFit:
o If you want the table to automatically adjust the size of rows and columns to
fit the content, right-click on the table and choose AutoFit. You can select
AutoFit Contents or AutoFit Window.

4. Formatting a Table

 Table Styles:
1. Select the table.
2. Go to the Design tab under Table Tools.
3. Choose a table style from the available presets.
4. You can further customize the style by modifying the colors, borders, and
shading.
 Borders and Shading:
o You can format borders and shading by selecting the cells you want to format,
then right-clicking and choosing Borders and Shading.
o You can change the border style, color, width, and add shading to the cells.

5. Inserting and Deleting Rows or Columns

 Insert a Row or Column:

1. Right-click in the row or column where you want to insert a new one.
2. Choose Insert from the context menu.
3. Select Insert Rows Above/Below or Insert Columns to the Left/Right.
 Delete a Row or Column:
1. Right-click the row or column you want to delete.
2. Choose Delete Cells from the menu.
3. Select whether you want to delete the entire row, column, or just the cell
contents.

6. Merging and Splitting Cells

 Merge Cells:
1. Select the cells you want to merge.
2. Right-click and choose Merge Cells. Alternatively, use the Layout tab under
Table Tools and click Merge Cells.
 Split Cells:
1. Select the cell you want to split.
2. Right-click and choose Split Cells. You can split the cell into a specified
number of rows and columns.

7. Aligning Text in Table Cells

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  Select the cell or cells where you want to align the text.
 Under the Layout tab (Table Tools), use the Align button to choose the desired
alignment (left, center, right, top, middle, or bottom).

8. Sorting Table Data

 Select the data in the table that you want to sort (including headers, if applicable).
 Go to the Layout tab under Table Tools.
 Click Sort in the Data group.
 In the Sort dialog box, specify the column to sort by, the sorting order (ascending or
descending), and click OK.

9. Converting Text to a Table

 If you have data in a text format (like comma-separated values) and want to convert it
into a table:
1. Select the text you want to convert.
2. Go to the Insert tab and click on Table.
3. Choose Convert Text to Table.
4. In the Convert Text to Table dialog box, specify how the text is separated
(tabs, commas, etc.) and click OK.

10. Deleting a Table

 To delete a table, click anywhere inside the table to activate it.

 Go to the Table Tools layout tab, and in the Table group, click Delete.
 Choose Delete Table.

11. Table Properties

 Right-click anywhere in the table and select Table Properties to open the dialog box
where you can adjust:
o Table size
o Alignment (left, right, center)
o Text wrapping around the table
o Row, column, and cell settings
o Borders and shading

Multicolumn News Letter

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Creating a multicolumn newsletter in Microsoft Word 2010 is a great way to organize content
in a clear, visually appealing layout. Here's a step-by-step guide on how to create a
multicolumn newsletter:

Step 1: Set Up the Page Layout

Before you start adding content to your newsletter, it’s important to configure the page
layout.

1. Open Microsoft Word 2010.

2. Click on the Page Layout tab.
3. Under the Page Setup group, click on Margins to choose the margin size (usually,
Normal margins work well for newsletters).
4. If you want to change the page orientation (e.g., to Landscape for a wider layout),
click on Orientation and choose Landscape or Portrait.

Step 2: Choose a Multicolumn Layout

Word 2010 allows you to easily create a multi-column document.

1. Select the Text: Highlight the content or area where you want to apply multiple
columns.
2. Apply Columns:
o Go to the Page Layout tab.
o In the Page Setup group, click Columns.

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 oYou can choose from preset column options like:
 One: Single column (default).
 Two: Two columns.
 Three: Three columns.
 More Columns: For custom column settings (e.g., changing the
number of columns or adjusting spacing between them).
3. Adjust Column Width & Spacing (if needed):
o If you want to fine-tune the columns (e.g., change the width of the columns or
the space between them), click on More Columns from the Columns
dropdown.
o In the Columns dialog box, you can adjust:
 Number of Columns: Enter the number of columns you need (e.g., 2
or 3).
 Width and Spacing: You can adjust the width of each column and the
spacing between columns.
 If you want columns to have equal width, check the box for Equal
column width.
4. Apply the Settings:
o Click OK to apply the changes. Your document will now be divided into the
number of columns you selected.

Step 3: Add Content to the Newsletter

Now that you have your multicolumn layout set up, you can start adding content to your
newsletter.

1. Text: Click into the columns and start typing your text. The content will automatically
flow from one column to the next.
2. Images: Insert images or graphics by going to the Insert tab, selecting Picture, and
choosing an image file. You can resize and place images within the columns as
needed.
3. Headings and Titles: Use headings (like Heading 1, Heading 2) for titles or section
names. To make text stand out, you can use Bold, Italic, or different font styles and
sizes.

Step 4: Add Section Breaks (Optional)

If you want to create separate sections within your newsletter (e.g., if some sections need to
be in one column and others in two columns), you can use section breaks.

1. Insert a Section Break:

o Place your cursor where you want the section break to appear.
o Go to the Page Layout tab.
o Click on Breaks in the Page Setup group.
o Choose Next Page or Continuous (if you want the break within the same
page).
2. Change Columns for the New Section:
o After the section break, apply a new column setting (e.g., 2 or 3 columns) to
the new section by following the same steps under Columns.

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Step 5: Add Decorative Elements (Optional)

A newsletter often includes decorative elements like lines or borders to separate sections,
headings, or images.

1. Insert Horizontal Lines:

o Go to the Insert tab.
o Click Shapes, and select Line or Horizontal Line. Draw a line where you
need it in the document.
2. Add a Border:
o If you want to add a border around the entire page or around a section of your
newsletter, go to the Design tab.
o Select Page Borders in the Page Background group, and choose your
preferred border style.

Step 6: Fine-Tune the Newsletter Layout

To make sure everything looks professional, check the alignment and formatting:

1. Align Text: Use the Home tab to adjust the text alignment (left, center, right,
justified).
2. Adjust Spacing: Adjust line spacing and paragraph spacing from the Home tab to
make the text readable and neat.
3. Preview: Before finalizing your newsletter, you can preview the layout by selecting
Print Preview in the File tab to see how it will appear when printed.

Step 7: Save and Print

1. Save Your Document: Once you're happy with the layout and content, save the
newsletter by clicking on File > Save As and choosing the location and file format.
2. Print the Newsletter: If you need to print the newsletter, go to the File tab and select
Print.

Smart Art

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SmartArt in Microsoft Word 2010 allows you to easily create visually appealing diagrams,
such as lists, processes, cycles, hierarchies, and more. It is a useful tool to represent
information in a clear and engaging way. Here's a step-by-step guide on how to use SmartArt
in MS Word 2010:

1. Insert SmartArt

 Open Microsoft Word 2010.

 Click on the "Insert" tab on the ribbon.
 In the "Illustrations" group, click on "SmartArt."
 A dialog box titled "Choose a SmartArt Graphic" will appear, showing different
categories like List, Process, Cycle, Hierarchy, Relationship, and more.

2. Choose a SmartArt Graphic

 In the Choose a SmartArt Graphic dialog box, select a category and then pick a
specific graphic from the options.
 After selecting your desired graphic, click OK to insert it into your document.

3. Add Text to SmartArt

 Once the SmartArt graphic is inserted, you will see a text pane to the left of the
graphic where you can type your content.
 If you don’t see the text pane, click the small arrow on the left of the SmartArt box to
open it.
 Alternatively, click directly on the shapes in the SmartArt diagram and begin typing
to add text to each part.

4. Customize SmartArt

 Change Style: Once your SmartArt is selected, the SmartArt Tools will appear on
the ribbon, offering two tabs: Design and Format.
o Under the Design tab, you can choose a different SmartArt layout or change
the colors and styles.
o Under the Format tab, you can customize individual shapes within the
graphic, such as changing their size, position, or adding effects.
 Add or Remove Shapes: To add more shapes or elements to the diagram, use the
Add Shape button in the Design tab. You can also remove shapes by selecting them
and pressing the Delete key.

5. Change SmartArt Layout

 To change the layout of the SmartArt graphic after inserting it, select the SmartArt
object, then go to the Design tab under SmartArt Tools and select Change Layout.
 This allows you to quickly switch between different types of diagrams while keeping
your text intact.

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6. Resize or Move SmartArt

 You can resize the SmartArt graphic by dragging the handles at the corners of the
box.
 To move the graphic, click on it to select it, then drag it to a new location in the
document.

7. Apply SmartArt Styles and Effects

 In the Design tab, you will find options like SmartArt Styles to add visual effects
such as 3D or shadows to your diagram.
 You can also modify the layout by choosing from predefined styles, such as
Increased Size, 3D, or Subtle.

8. Use SmartArt for Various Diagrams

 You can use SmartArt for a variety of purposes, such as:

o Process Diagrams: Show the flow of steps in a process (e.g., workflow,
timeline).
o Hierarchy Diagrams: Represent organizational charts or any hierarchy.
o Cycle Diagrams: Show cyclical relationships or processes.
o List Diagrams: List ideas, tasks, or items with visual flair.

Example: Inserting a Basic Process Diagram

1. Go to the Insert tab and select SmartArt.

2. Choose Process from the categories on the left and select a diagram, such as Basic
Process.
3. Add text to each shape in the diagram to represent the steps in a process.
4. Customize the style, color, or layout to match your document’s theme.

By following these steps, you can effectively use SmartArt in MS Word 2010 to enhance
your documents with visual diagrams.

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