MS word

What is object linking and embedding in Word?

OLE (Object Linking and Embedding) is a
component document technology from Microsoft
that allows you to dynamically link files and
applications together. ...
For instance, an Excel spreadsheet can be embedded
within a Microsoft Word document using OLE.
What is mail merge and its process?
Mail merge is a tool which allows you to create form
letters, mailing labels and envelopes by linking a main
document to a data source.
It is the process of combining a list of data with a
template.
A mail merge is used to create form letters, mailing
labels, envelopes, directories, and mass e-mail
message and fax distributions.
There are three documents that are involved in the mail
merge process: the main document, the data source, and
the merged document.
What are its advantages of mail merge?
The Mail Merge feature makes it easy to send the same
letter to a large number of people.
By using Mail Merge, we don’t have to type each
recipient’s name separately in each letter.
We need to proofread only the main document.
It is economical and saves a lot of time.
It is one of the fastest ways to produce hundreds of
personalized letters.
It is easy to edit the letter as a single change made in
the main letter will be reflected in the letters meant for
all other recipients.
How can you create ten job application letters
with same contents for 10 different organizations
or ten birthday invitation letters for 10 of your
friends with the help of Mail Merge in Ms Word?
Explain with the help of step to be followed.
1. Create a source document i.e job application letters/birthday invitation
2. Click on Mailings in the menu bar and then click on Start Mail Merge
3. Then click on Step by Step Mail Merge Wizard
4. Then select the type of document on which you are working on; in our
case Letter and click on next option
5. Then select the starting document; in our case Use the current
document and click on next option
6. Then select the recipients. You can either use the address of 10 different
organizations from the Existing list or Type a new list. If you choose
the new list option then click on the Create option. Enter the name,
address, city etc of the different organizations and then save the
information as mdb files. Then click on next option.
7. Then add various items like Address block, Greeting Line etc on the
suitable location within the document. Then click on next option
8. Then preview the letter and its different recipient and then Click on
next option to complete the merge process.
9. Finally you can print or edit the individuals letters
What is macro in MS Word?
Macros enable you to automate routine
operations and tasks in Microsoft programs.
A macro is a small program that records the actions
you take to complete a specific task, for example,
adjusting the page layout to a specific format.
You then run the macro to apply all of the recorded
actions in just a single click!
 Step in Macro using Ms word 2007
1. First click on View from the menu bar and then on Macro
2. Then click on Record New Macro.
3. Then a dialogue box will appear. You type in the Macro name
i.e.Test
4. After that click on the keyboard icon
5. Enter the shortcut key you want to use in the "Press new shortcut
key" box i.e. press Ctrl+Z. This will be the shortcut key you will be
using to automate the task you will record later
6. Click on the assign button
7. After that click on close button to close the dialogue box
8. You can now proceed recording the tasks you wanted to do
9. Next, after you have done recording all the tasks that needs to be
done, you click on Stop Recording then you can now use the
shortcut key that you have just created for repetitive times until
you delete the recorded macro
 Password protection in word document
 Protecting documents is different than saving document with password.
It protects the document for adding, deleting and modifying the text of
document. After protection, users are not allowed to type and modify any
text on the document but they can open the document file
 Step in password protection of word document
1. Open the document you want to make read only/protect
2. Choose the Review from menu bar and select the Protect Document
3. A sidebar will appear on the right with "Protect Document" options
4. Check the box under "Formatting restrictions" and "Editing restrictions".
Make sure the drop down menu is selected as "read only"
5. Click the button "Yes, start enforcing protection" and you will prompted
for a password.
6. Enter the password and save the document
 The document is now read only. Users can still open and read the
document without knowing the password. The password is required only
if you want to edit the document. For this, you have to click on "Stop
Protection" that shows up at the bottom of the sidebar when you open
such a protected document and type the correct password.
Proof Reading Tools:-
Proof reading is basically a process of improving the
quality of document in which MS-Word find outs
spelling and grammatical mistakes and corrects them
accordingly.
Spell Checker:-It checks the spelling mistakes in the
document that has been already created. It starts
reading the document from the beginning and
displays incorrect spelling and suggests various
suitable spellings. We can select or re-typed correct
spelling.
Proof Reading Tools:-
Grammar Checker:- Similar to spell checker, it is used to
identify grammatical mistakes and isolate them.
Thesaurus:-It is used to check synonyms or antonyms of any
word. It provides a list of synonyms for a particular word and
highlights the one of them that is closes to the required word.
Step in Thesaurus
 Type in Ms Word, the word that you want to get a thesaurus
entry
 Right click the word and then click "synonyms"
 Choose from one of the synonyms entries of the word to get the
similar meaning of the word
 Else choose Thesaurus for getting the opposite meaning of the
word.
Proof Reading Tools:-
Auto Correct:-To automatically detect or correct
misspelled words and incorrect capitalization, MS-
Word used auto correct options. Auto correct can also
be used to insert some of the common symbols. For
e.g. "teh" press space the auto correct option will
replace "teh" by "the" automatically.
Online Spell Checker:-As we typed any document or
text the online spell checker automatically detect the
spelling mistakes and underline them.
Features of Word Processing
It is used for text editing and publishing documents
It is used for formatting and editing documents
It helps to check spelling and grammars of the
document
It is used for web publishing, mail merging and image
insertion
It is used for coloring and numbering documents pages
It is used for automating the work with macros
It is used for drawing charts and graphs
It is used for working with objects such as word art,
equations, etc
 Views Modes:-
Normal View:-This is the default mode in which we enter, edit
and modify the text. This mode does not show any margin areas
and images or pictures in the document.
Print Layout View:-In this mode, the document is displayed as it
will printed on printer. In this mode, margin areas, pictures and
drawings and header and footer information are all displayed.
This mode occupies a lot of memory space.
Web Layout View:-In this mode, the document is displayed as
the web page.
Outline View:-This mode displays the document in the form of
points. So, it is easy to make notes of them. This mode displays an
extra window on the left side of the document which is known as
document map. And this document map shows the outline view
of the document structure. That means headings and sub-
headings are displayed and by clicking on them we can view any
part of the document.
Some important shortcut keys in ms word
Ctrl + A--Selects all text.
Ctrl + C--Copy the selected item.
Ctrl + X--Cuts the selected item.
Ctrl + V--Paste the selected item.
Ctrl + B -- Bold highlighted selection.
Ctrl + N -- Open new/blank document.
Ctrl + I -- Italicise highlighted selection.
Ctrl + U -- Underline highlighted selection.
Ctrl + Z -- Undo last action.
Templates
Microsoft word provides several ways to create a new
document.
You can start with a new, blank document or you can
use a predefined template.
A template is a sample document, or pattern, that you
can personalize.
It determines the basic structure for a document and
contains document settings such as AutoText entries,
fonts, key assignments, macros, menus, page layout,
special formatting, and styles.
 Indexes and table of contents
An index lists the terms and topics that are discussed in a
document, along with the pages that they appear on. To create an
index, you mark the index entries by providing the name of the
main entry and the cross-reference in your document, and then
you build the index. Similarly, you can create a table of contents
by choosing the heading styles — for example, Heading 1,
Heading 2, and Heading 3 — that you want to include in the
table of contents. Microsoft Office Word searches for headings
that match the style that you chose formats and indents the entry
text according to the heading style, and then inserts the table of
contents into the document. Microsoft Office Word provides a
gallery with multiple tables of contents styles to choose from.
Mark the table of contents entries, and then click the table of
contents style that you want from the gallery of options. Office
Word automatically creates the table of contents from the
headings that you marked.
 Working with long document
Some of the crucial points that should be considered while working
with the long document are as follows
If you want to create a professional quality document, then it is
important to get the margins right.
One of the best features of word processors is the ability to create
templates which can be used as the basis of future documents. By
creating templates in Microsoft Word, you can focus your energy on
the document content and leave the formatting up to the template.
Don't let macros scare you; Word macros really are easy to use and
will save you a lot of time in the long run.
Long documents generally have headers and footers to help people
figure out where they are in the document. Headers and footers
printed at the top and bottom (respectively) of every page in a
document and contain repeating text. Books, for example, are often
set up with the book or chapter name in the header and the page
number in the footer.
Citation, Reference and Bibliography
A citation is a reference to the source of information
used in your research. Any time you directly quote,
paraphrase or summarize the essential elements of
someone else's idea in your work, an in-text citation is
required
References include sources that have been directly
cited in your paper. Bibliographies, on the other hand,
contain all the sources that you have used for your paper,
whether they are directly cited or not. In a bibliography,
you should include all of the materials you consulted in
preparing your paper.
Insert a Hyperlink
You can hyperlink documents together so that when
someone read and see the link, they can click on a
hyperlink and it will take them to a previous document
that is referred to in the instant document.
Word hyperlinks feature makes it easy to link to from
one document to the other.
Steps in inserting a hyperlink
1. Select Insert → Hyperlink from the main menu. The
Insert Hyperlink dialog box will appear.
2. Enter the text you wish to display as your link in the
text to display: field
3. Choose among the various link option: Existing File
or Webpage, Place in this document, create new
document and email address
4. Enter the address or location to which link is pointed
5. Click OK
Standard format of word document
Font: Times New Roman
Font size: Headings-14pts Normal-12pts
Margin: 1 inch in all side but 1.5 inch in left side
because it is used for binding
Line spacing: 1.5 lines
Write page number on bottom middle part of your
report. There is no page number in chapter page
Proper use of table of contents, reference