KAPIL KALRA

COMPUTERS IN MANAGEMENT

MICROSOFT WORD

TABLE OF CONTENTS

1. Getting Acquainted with Word.........................................................................22. Entering Text and Moving Around.................................................................23. Managing Documents............................................................................................44. Viewing and Printing Your Documents........................................................45. Creating Documents from Existing Documents, Templates, and Wizards...................................................................................................................................56. Formatting Characters..........................................................................................57. Formatting Paragraphs.........................................................................................58. Formatting Pages.....................................................................................................59. Working with Styles................................................................................................610. Working with Templates..................................................................................611. Checking Your Spelling and Grammar and Using the Thesaurus 612. Working with Long Documents....................................................................713. Columns and Tables............................................................................................714. Inserting Images, Drawing Shapes, & Creating Text Effects.....715. Manipulating Images..........................................................................................716. Collaborating on Documents.........................................................................7

KAPIL KALRA

1. Getting Acquainted with Word Elements of the Word Window

Title bar The title bar of any Windows application lists the name of the application—in

this case, Microsoft Word 2003. Word's title bar also contains the name of the

open document

Menu bar The menu bar contains a set of pull-down menus that you use to issue

commands

Toolbars The toolbars contain buttons that you can click to issue commands

Rulers The vertical and horizontal rulers show you where your text is on the page.

The shaded sections at the ends of the rulers indicate the margin areas. You

can use the rulers to change some formatting, including tabs, indents, and

margins

Text area This is the area in which you can type text

View

buttons

You can use these buttons to switch views

Status bar The status bar tells you about the current status of your document, like the

current page number, total number of pages, location of the insertion point

Scrollbars

Control

buttons

These buttons let you control the Word window

Working with Menus

Menu Basics

Using the Keyboard to Issue Menu Commands

Using Personalized Menus

Displaying Context Menus

Working with Toolbars

Displaying and Hiding Toolbars

Accessing Hidden Toolbar Buttons

Adding and Removing Toolbar Buttons

Moving Toolbars Around the Word Window

Moving Buttons Around a Toolbar

Working with Dialog Boxes

Using Keyboard Shortcuts

Example of say Ctrl+O

(Remember to hold the first key as you press the second key)

Working with Task Panes

Task panes give you a convenient way of performing tasks without leaving your

document.

2. Entering Text and Moving Around

KAPIL KALRA Starting new paragraphs and creating blank lines

The key to having a happy typing experience is knowing when to press Enter. Follow these two rules for typing paragraphs of text:

When your text reaches the right margin, just continue typing. When Word can't fit any more text on the line, it automatically wraps the text to the next line for you. You should not press Enter at the ends of the lines within a paragraph.

When you reach the end of the paragraph, you do need to press Enter. This brings the insertion point (the cursor) down to the next line.

As you type, you may see a variety of nonprinting underlines and buttons popping up automatically in your text. Here is a list of what they are and where you'll learn about them:

Red or green wavy lines Purple dotted lines, often accompanied by small "i" icons, called Smart Tag

Action buttons. These represent smart tags

Clipboard icons. These are Paste Options buttons,.

Lighting bolt icons (which first appear as a small blue bars). These are AutoCorrect Options buttons

Purple wavy lines. These are XML schema violation markers, and they only appear in XML documents.

Starting a new page

Moving the insertion point in a documentConcept of I-Beam (mouse pointer) and insertion point (the exact position of cursor)

Jumping to a particular pageUse of go-to command (Ctrl+g)

Inserting new text into existing textConcept of insert or overtype mode (OVR indication in status bar)Double –click

Selecting text in preparation for doing something to it Using the Mouse Using the Keyboard

Keyboard Technique Amount SelectedShift + One character to the rightShift + One character to the leftShift + One line downShift + One line upShift + Ctrl + One word to the rightShift + Ctrl + One word to the leftShift + Ctrl + One paragraph downShift + Ctrl + One paragraph upShift + End From the insertion point to the end of the lineShift + Home From the insertion point to the beginning of the lineShift + Ctrl + End From the insertion point to the end of the documentShift+Ctrl+Home From the insertion point to the beginning of the documentCtrl+A The entire document (same as choosing Edit, Select All)

Deleting text: Techniques for Deleting Text

KAPIL KALRATechnique Result

Delete key Deletes character to the right of the insertion pointBackspace key Deletes character to the left of the insertion pointCtrl+Delete Deletes word to the right of the insertion pointCtrl+Backspace Deletes word to the left of the insertion pointSelect text and press the Delete key

Deletes selected text (can be any amount)

Select text and Deletes selected text (can be any amount)start typing and replaces it with the text you type

Undoing mistakes, including restoring deleted text

Moving and copying text

o Using key board (use of Ctrl + C / Ctrl +X and Ctrl +V)

3. Managing Documents

Saving and opening fileso Use Preview view to see what's in a file before opening it

Format Type Description Word Document (.doc) Saves the file as a Word 2003 document.

XML Document (.xml)

Saves the document in standard XML format using either the Word XML schema or any custom XML schema. Further, you can apply Extensible Stylesheet meant to render XML data in a desired format.

Single File Web Page (.mht, mhtml)

Saves all the elements of a Web site, including text and graphics, as a single file. In Word 2002, this feature was called Web Archive.

Web Page (.htm, .html) Saves the file as a Web page with full Word editing capabilities.

Web Page, Filtered (.htm, .html)

Saves a document as a Web page without including extraneous source code that enables many Word edit ing features. Using this option creates smaller HTML files than files saved with the Web Page option.

Document Template (.dot)

Saves the file as a template that you can use to build similar documents.

Rich Text Format (.rtf)

Saves the file using a standard text format that’s widely recognized among word-processing applications and used to exchange word-processing information.

Plain Text (.txt)

Eliminates all formatting; converts lines, section breaks, and page breaks to paragraph marks; and uses the American National Standards Institute (ANSI) character set. A useful option for cross platform availability when formatting isn’t a major consideration.

Word 97-2002 & 6.0/95 – RTF (.doc)

Saves the file in Rich Text Format with the .doc extension, which can be recognized by Word 6, Word 95, Word 97, Word 2000, and Word 2002.

Accessing favorite folders and fileso Provision of adding the mostly accessed folders to “My places”

KAPIL KALRA Creating folders Changing your default documents folder Switching among open documents

o Ctrl +F6o Merging the display of all open windows documents under one toolbar item –

tools-options-View-windows in taskbar Starting new documents Renaming and deleting files Moving and copying files

4. Viewing and Printing Your Documents

Switching views Magnifying your document Viewing separate parts of your document at the same time

o Use of “Split” option to view, eg. ToC and Other parts of documents

Arranging multiple Word documents on the desktopo Use of “Arrange All”o Use of Compare side by side feature

Use of Synchronous scrolling option Previewing your document before you print Printing your document

o Click the Print button on the Standard toolbar to print one copy of the entire document

o Use the Print dialog box to customize your printing

5. Creating Documents from Existing Documents, Templates, and Wizards

Creating a new document based on an existing document Selecting a template or wizard for a new document Creating a document with a template Creating a document with a wizard

6. Formatting Characters

Using other fonts and changing the font sizeo Using the Font Listo Using the Font Dialog Box

Applying boldface, italic, and underline Changing font color Adjusting character spacing Applying text effects Choosing a different default font Copying and removing font formatting

o Format painter for copying o Use of Ctrl + ‘Spacebar’ for removing font formatting

7. Formatting Paragraphs

Changing alignment and line spacing Adding space above and below paragraphs Controlling how paragraphs break across pages

KAPIL KALRA Creating bulleted and numbered lists Adding borders and shading Copying and removing paragraph formatting Checking the formatting of your text

8. Formatting Pages

Changing margins Page orientation and size Centering text vertically on the page

o Go to File->Page Setup to display the Page Setup dialog box. Adding page numbers

o Use of Insert-> Page Numbers command from menu

o Inserting it directly in the header or footer. This gives more options and control Working with headers and footers Adding page borders Inserting page breaks

o Move to insertion point and Press Ctrl+Enter or

o Choose Insert, Break; mark the Page Break option button; and click OK).

9. Working with Styles

Applying styles to your text Creating your own styles

o Using the New Style Dialog Box

Click the New Style button in the “Styles and Formatting task pane”( under “format” menu)

Modifying styles

o Right click on the style you want to change under “pick your style” under “Styles and Formatting task pane”

Viewing styles onscreen

o This feature is available only in Normal view. Choose View, Normal

Choose Tools->Options->View tab

Set a value in the Style Area Width text box at the bottom of the View tab, such as .5 inch. (This can be adjusted later.)

10. Working with Templates

Creating your own templates (Example of creating an invoice.dot) Modifying templates

11. Checking Your Spelling and Grammar and Using the Thesaurus

Fixing flagged spelling and grammar errors

o When Word can't find a word in its dictionary, it marks it with a red wavy line. Right Click and select any of the following options:

Click the correct spelling in the context menu.

KAPIL KALRA Create an AutoCorrect entry for a misspelling so that you don't have to fix it in the

future

Add a word to the dictionary if you don't want Word to think it's misspelled in the future

“Ignore it” to hide the red wavy line under a word

Use of “Spelling and Grammar” under Tools-> options

o When Word thinks it's found a grammar error, it marks it with a green wavy line

Suggestions on right click

Turn off auto grammar check Using the spelling and grammar checker

o Spelling and Grammar button on the Standard toolbar, or

o Press F7, or

o Choose Tools, Spelling and Grammar) to start checking your document Using the thesaurus Using the Research tool

12. Working with Long Documents

Using the Document Map to navigate among headings Modifying the heading structure of your document Creating a table of contents Creating an index Inserting cross-references Bookmarking specific locations in your document Adding hyperlinks to your text

13. Columns and Tables

Creating columns Modifying columns Creating tables Typing, navigating, and selecting in tables Formatting a table Use of formulaes

14. Inserting Images, Drawing Shapes, & Creating Text Effects

Inserting images from disk or network Inserting images directly from a digital camera or scanner Inserting images from the Clip Gallery Drawing shapes with the drawing tools Dressing up text with WordArt

15. Manipulating Images

Resizing and moving images Controlling the way that text wraps around an image Cropping out part of an image Working with multiple images

KAPIL KALRA16. Collaborating on Documents

Using the highlighter to call attention to text Inserting comments in a document Tracking the changes made to a document Saving multiple versions of a document Ensuring that your Word documents are compatible with older versions of Word

Go to Tools->Options->save-> Disable Features Introduced AfterWord 2003 does not save files in the same format as Word 6.0 or Word 95. In order to give a document to someone who is using one of these versions of Word, we need to save it in a format compatible with those versions. To do so, choose Word 97-2003 & 6.0/95–RTF in the Save As Type list at the bottom of the Save As dialog box. When you open a Word 6.0/95 file in Word 2003, it automatically converts it to Word 2003 format for you.