Software for Word Processing, Presentation, Statistical & Graphical, Page Layout, multimedia and webpage creator B.Ed 1st Semester

SOFTWARES

MS-WORD

Definition:

                      Microsoft Word is a word processing software application that enables you to create both simple and complex documents, such as memos or reports. Microsoft Word provides tools to enable you to check spelling of your document, create to merge letters and add graphics to enhance your written information.

                      Microsoft Word is a widely commercial word processor designed by Microsoft. Microsoft Word is a component of the Microsoft Ofiice suite of productivity software, but can also be purchased as a standalone product.

                      It was initially launched in 1983 and has since been revised numerous times. Microsoft Word is available on both Windows and Macintosh operating systems.

Microsoft Word is often called simply as Word or MS Word.

History:

                      In 1981, Microsoft hired Charles Simonyi to develop a word-processing application. The first version was released in 1983. It was not initally pupolar owning to its radically different look compared to WordPerfect, the leading word processor at that time. However, Microsoft improved Word continually over the years, including a 1985 version that could run on a Mac. 1987 brought about the second major release of Word, which included an upgrade of major features in addtion to new functionalities such as support for the rich text format.

                       In 1995, with the release of Windows 95 and Office 95, which offered a bundled set of office productivity softwares, sales of Microsoft Word increased significantly.

                      

Microsoft Word offers several features to ease document creation and editing, including:

*  WYSIWYG (what-you-see-is-what-you-get) display. It ensures that everything you see on screen will appear the same way when printed or moved to another format or program.

*  Spell Check: Word comes with an built-in dictionary for spell checking misspelled words are marked with a red squiggly underline. Sometimes, Word auto-corrects an obviously misspelled word or phrase.

*  Text-level features such as bold, underline, italic and strike-through.

*  Page-level features sucha s indentation, paragraphing and justification.

*  External support: Word is compatible with many other programs, the most common being the other members of the Office suite.

                      A program or machine for storing, manipulating and formatting text entered from a keyboard became and providing a printout.

                       The great advantage of word processing over using a tyewriter is that you can make changes without retyping the entire document. If you make a typing mistake, you simply back up the cursor and correct your mistake. If you want to delete a paragraph, you simply remove it, without leaving a trace. It is equally easy to insert a word, sentence or paragraph in the middle of a document. Word processors also make it easy to move sections of text from one place to another within a documen or between documents. When you have made all the changes youwant, you can send the file to a printer to get a hard copy.

MS-OFFICE DESKTOP APPLIATIONS

*  Microsoft Word

*  Microsoft Excel

*  Microsoft Power

*  Point Microsoft Publisher

*  Microsoft Access

*  Microsoft InfoPath

*  Microsoft Lync

*  Microsoft OneNote

*  Microsoft Outlook

*  Microsoft Project

*  Microsoft SharePoint Designer

*  Microsoft SharePoint Foundation

*  Microsoft Visio

*  Microsoft MapMaker

Tools:

*  Microsoft Equation Editor

*  WordArt

 MICROSOFT WORD

                       Microsoft Word is the word processing component of the Microsoft Office Suite and is one of the most extensively used computer applications. Its advantages include: It allows easy and near-instant textual input. There is a large variety of formatting options, including a variety of colour choices, the ability to change font-weight (bold/regular), underlying etc. Images can be drag-and-dropped into the application, inserted manually or imported from the word-art galleries. Lists can be easily created and formatted. Content is displayed using the standard HTML formatting, allowing great compatibility and creating a standardized, easy-to-control layout. Compatible with a large number of standard document formats. Extensive help documentation. Self-explanatory dialogue boxes and menu options. Increased office efficiency improved human resource utilization additionally, microsoft word being such a logical and easy-to-use program, it has deceived many into thinking they are experts in the program, but, quite comfortingly, the common expert can use it sufficiently to achieve most word-processing needs.

                      Microsoft Word is the word processing application in the Microsoft Office Suite. Create professional-looking, formatted text documents with this powerful word processing software.

FEATURES OF MS-WORD

1.      Spell Checker:

                      Spelling and grammar mistakes can distract readers from the work that you put into documents, so you want to eliminate these mistakes. Even so, you probably have your own preferences for how to use your Microsoft Office program to help you do this. You might prefer to check spelling all at once when you finish a document. Or you might want to use the spell check or grammar check (the wavy red, blue and green lines) to keep mistakes to a aminimum while you work.

2.      Toolbar:

                      A toolbar is a set of icons or buttos that are part of a software program’s interface or an open window. When it is part of a program’s interface, the toolbar typically sits directly underthe menu bar. For example, Adobe Photoshop include a toolbar that allows you to adjust settings for each selected tool. If the paintbrush is selected, the toolbar will provide options to change the brush size, opacity and flow. Microsoft Word has a toolbar with icons that allow you to open, save and print documents, as well as change the font, text size and style of the text. Like many programs, the Word toolbar can be customized by adding or delegating options.

3.      Header & Footer:

                       A header or footer is text or graphics that is usually printed at the top or bottom of every page in a document. A header is printed in the top margin; a footer is printed in the bottom margin.

                      Headers and footers can be as simple as the document title and a page number, but you can create headers and footers that contain graphics, multiple paragraphs and fields. You can specify a different header or footer for odd and even pages or use a different header or footer for the first page of a section document. If you divide a document into sections, you can use different headers and footers in each section. For example, you might want the header for each section to reflect the title of that section.

4.      Bullets & Numbering:

                      Word lets you make two types of lists: bulleted and numbered. Bulleted and numbered lists help to simplify steps or items to the reader. Teachers often use bulleted lists to highlight important pieces of their lessons. Manuals often include numbered lists to assist the reader in step-by-step instruction.

                       A bullet is usually a black circle but it can be any other symbol used to highlight items in a list. Use bullets to list items that do not have to be in any other symbol used to highlight items in a list. Use bullets to list items that do not have to be in any particular order.

5.      Thesaurus:

                      A thesaurus is a dictionary of synonyms, words and phrases that mean the same thing as a particular word or phrase. Microsoft Word and in more recent versions of Microsoft Office, other programs in the Office suite, come equpped with a thesaurus feature that enables you to look up bothsynonyms and antonyms (words and phrases that mean the opposite of a particular word or phrase). Using Word’s thesaurus feature can help you add more variety to your writing and suggests and phrases that your readers can better understand than th words you’re uncertain of. Here’s how to use Word’s thesaurus feature.

6.    Mail Merge:

                       Mail merge is a tool in MS-Word that enables you to create multiple copies of a document with small changes in each.

                       Take an example of appointment letter. For every employee the format and structure of letter is almost identical except those information related to the employee.

7.    Macro:

                       A macro is an automated input sequence that imitates keystrokes or mouse actions. A macro is typically used to replace a repetitive series of keyboard and mouse actions and is common is spreadsheet and word processing applications like MS Excel and MS Word. The file extensions of a macro is commonly MAC. The concept of macros is also well known among MMORPG gamers (Massively Multiplayer Online Role-Playing Games) and SEO (Search Engine Optimization) specialist.

8.    Equation Editor:

                      Using the equation to make mathematical calculation that comes with Microsoft Word, equations can be inserted into Word, PowerPoint or any application that supports Object Linking and Embedding (OLE).

9.    Word Views (Ex: Normal, Print Layout, Web Layout, Out Line)

GETTING STARTED WITH WORD

Parts of the Word Window

                      Shown below is the Microsoft Word default windiw. When Word os launched, a new blank document or default window, opens in Print Layout view. Although window elements are fully explained in our Windows course, here is a brief explanation of the Word Window.

Title bar:

Diplays documents name followed by a program name.

Menu bar:

Contains a list of options to manage and customize documents.

Standard toolbar:

Contains shortcut buttons for the mot poular commands.

Formatting toolbar:

Contains buttons for formatting.

Ruler:

Used to set margins, indents and tabs.

Insertion Point:

The location where the next character appears.

End-of-document marker:

Indicates the end of the document.

Help:

Provides  quick access to Help topics.

Scroll bars:

Used to view parts of the document.

Status bar:

Displays position of the insertion point and working mode buttons.

Task Pane:

Provides easy access to commonly used menus, buttons and tools.

Biew Buttons:

Changes the layout view of the document to normal view, web layout view, print layout view or outline view.

Office Assistant:

Links to the Microsoft Office Help feature.

Change in View:

                      In an effort to provide various ways in which to view your work in progress and remain organized, Word XP offers five different views for your document. The five views are Normal view, Print Layout view, Web layout view, Outline view and Full screen view.

Normal view is best used for typing, editing, formatting and proofreading. It provides a maximum amount of space without rulers or page numbers cluttering your view.

Web Layout view shows you what your text will look like on a web page.

Print Layout view shows you what your document will look like when it is printed. Under Print Layout view you can see all elements of the page. Print Preview shows you this as well.

Outline view is used to create and edit outlines. Outline view only shows the heaings in a document. This view is particualrly handy when making notes.

Full Screen view displays ONLY the document that you are working on. All the other pieces of the Word window are removed except for one button that allow you to Close View Screen.

SAVING A NEW FILE

When Saving a File for the First Time:

*  Click File on the Menu Bar.

*  Slect Save – Ctrl+S.

Using the Standard Toolbar to Save:

Note: Choose the Save button  on the Standard Toolbar.

Save As Dialogue Box

                      After selecting Save from the Menu Bar or the Standard Toolbar, the Save As Dialog Box appears.

To Specify a File Location:

*  Open the Save In: drop down list box.

*  Choose 31/2 floppy (A:) if saving to a flopy disk.

*  Choose (C:) if saving to your hard disk.

*  Name your file in the File Name: box.

*  Click Save.

                       If you do not choose a file name, Microsoft word will assign a file name for you give it a different name when prompted in the File name box.

                       If you do not specify a file location, Office uses the My Documents folder as the default location. So, if you can’t find a file, check My Documents.

After Naming and Saving a File Once:

v  Click the Save button  on the Standard toolbar.

OR

v  Go to the File menu and choose Save.

Saving a File Under a New Name

                     If you wish to create an exact copy of an original doument for editing or revising purposes, you should perform a Save As on the file and save it under a new name. this will guarantee that you always have a saved, original copy.

Follow these steps to perform a Save As:

*  Click File from the menu bar.

*  Select Save As. The Save As Dialog Box appears.

*  Type a new name for your file in the File name: box.

*  Click Save.

TEXT EDITING

                      The ability to change text by adding, deleting and rearranging letters, words, sentences and paragraphs. Text editing is the main operational users perform in word. Processors, which typically also handle graphics and other multimedia files. See text editor and word processing.

STEPS FOR TEXT EDITING:

Using Undo – Cntrl + Z

                      Have you made a mistake in your document and needed to go back and make changes, but you thought it was too late? Good news! Word offers a feature that helps prevent this from happening.

                      The Undo command lets you ‘Undo’ or delete the last change made to your document. As you can imagine, this is a very useful feature. If you take a change or mistake that you do not want or did not mean to do, you can simply ‘undo’ your action.

                     Word remembers up to 300 actions in a document allows you to undo any or all of them as long as you havn’t closed the document first.

To Use Undo:

*  Click Edit or the menu bar.

*  Select Undo – this command will change names depending on the action you just took. If you accidentally deleted a sentence, it says Undo Clear.

*  Press Cntrl+Z on your keyboard for a shortcut to Undo.

OR

*  Undo all your recent actions by repeatedly clicking the Undo button located on the Standard toolbar.

                     Notice the small list arrow next to the Undo button. When you click on it, you see a list of all the separate actions you have performed on the document you are working on. You can select as many actions as you want to undo.

IMPORTANT:

                    If you undo an action in the middle of the list, you will also undo all the actions above the one you select. For example, if you undo the 15^th action inyour list, you will also be undoing the 14 actions that came before the one you select.

Using Repeat – Ctrl+Y:

                      The Repeat feature allows you to repeat  the last action and can help to save a lot of times as you create your document.

To Use Repeat:

*  Click Edit on the menu bar.

*  Select Repeat – this command will change names depending on the action you just took. If you format a title o one page and wish to format another title the same way suing Repeat, it will say Repeat Style.

*  Press Ctrl+Y on your keyboard for a shortcut to repeat.

Cut, Copy, Paste:

                      Often in word processing, you will need to transfer information from one document to another. Instead of having to re-type pr replace this information, Word allows you to move a block of text (a word, sentence, paragraph, page, document or graphic). Cut, Copy and Paste are extremely time-saving features. The Cut, Copy and Paste buttons are located on the Standard toolbar.

Cut and Paste:

*  The cut feature allows you to remove selected text from the document and temporarily place it on the Office Clipboard.

*  The Clipboard is a temporary storage file in your computer’s memory. Items placed on the Clipboard will remain there until you exit Word.

*  The Paste feature allows you to go get text from the Clipboard and place it in the same or even another document.

Copy and Paste:

*  The copy feature allows you to copy selected text from the document and temporarily place it on the Clipboard.

*  The Clipboard is a temporary storage file in your computer’s memory.

*  The Clipboard can hold up to twenty-five items. Once you copy the 26^th item, the first copied item is delected.

*  The paste feature allows you to select any of the collected items on the Clipboard place it in the same or even another document.

Note: You can Copy information from many different sources including Websites, Emails and other Office applications like Excel and PowerPoint.

To Cut and Paste a Block of Text:

*  Select  the text you want to move.

*  Click the Cut button on the Standard Toolbar.

*  Place the insertion point where you want the text inserted.

*  Click the Paste button.

To Copy and Paste a Block of Text:

*  Select the text you want to move.

*  Click the Copy button on the Standard Toolbar.

*  Place the insertion point where you want the text inserted.

*  Click the Paste button.

*  Once the item has been pasted, you can determine the formatting by clicking on the Paste Options button that appears just below your pasted selection. Check or de-select any of the following options:

·         Keep Source Formatting – maintains the text formatting of the original document.

·         Match Destination Formatting –  formats the pasted text to match the text formatting in the document in which it was pasted.

·         Keep Text Only – removes any graphics that you may have copied along with the copied text.

·         Apply Style or Formatting – allows you to choose a specific forat from the Style and Formatting menu.

Viewing the Clipboard items:

*  Click Edit on the Menu Bar.

*  Select Office Clipboard.

*  The Clipboard will appear on the right side of the Word window in the Task Pane.

*  The Clipboard will display any of the 24 items you have copied.

Menu Commands:

*  Edit – cut

*  Edit – copy

*  Edit – paste

Keyboard Shortcuts:

*  Ctrl+C = copy

*  Ctrl+X = cut

*  Ctrl+V = paste

                      Become comfortable using the keyboard shortcuts to increase your speed in word processing.

                      If you cut, copy, or paste something you didn’t mean to, use the Undo button or choose not to have changes to your document when you close your document.

Find and Replace:

                      Word XP allows you to search for specific words in your document as well as fonts, special characters and formats. The Find and Replace functiona;ity can really help save our time and effort in your word processing goals.

                      For example, consider a document you are editing that displays Word 2000 needs to be updated to Word XP. Currently the document has the text, Word 2000 typed again and again throughout the document. Using Find and Replace to replace Word 2000 with Word XP will save you much time and effort in your editing process.

Using Find – Ctrl+F

*  Click Edit on the menu bar

*  Select Find. The Find and Replace dialog box appears.

*  Type a word, phrase or format in the Find What box.

*  Word will jump to the first instance of this word and will highlight the word for easy location.

*  Continue Clicking the Find Next button to find all other instances of this word.

You can perform a more detailed search by clicking the More button on the Find and Replace dialog box.

*  Click Edit on the menu bar

*  Select Find. The Find and Replace dialogue box appears.

*  Type a word, phrase of format in the Find What box.

*  Click More to conduct a detailed search.

*  Click the Search list box if you want to limit your search to a specific part of the document.

*  Use the Check Boxes to limit your search

*  Click Format if you want to limit your search to words in a specific Font, Paragraph, Tab, Language, Frame, Style or Highlight.

*  Click Special to search for unctuation marks or section breaks.

*  Click Find Next to start the search.

Using Replace – Ctrl+H

*  Click Edit on the menu bar.

*  Select Replace. The Find and Replace dialog box appears.

*  Type the word, phrase or format in the Find What: box that you are searching for.

*  Type the word, phrase or format in the Replace With: box that will replace what is in the Find What: box.

*  Click Find Next to conduct your search.

*  When Word finds a word of phrase, do one of the following.

·         Ignore it.

·         Click Replace.

·         Click Replace All to replace every occurrence of the selected text with the replacement text.

·         Click Find Next to bypass it and find the next.

·         Click Cancel to quit.

SPELL AND GRAMMAR @AUTO CORRECT

Thesaurus:

                      A thesaurus is a dictionary of synonyms, words and phrases that mean the same thing as a particular word or phrase. Microsoft Word and in more recent versions of Microsoft Office, other programs in the Office suite, come equipped with a thesaurus feature that enables you to look up both synonyms and antonyms (words and phrases that mean the opposite of a particular word or phrase). Using Word’s thesaurus feature can help you add more variety to your writing and suggest words and phrases that your readers can better understand than the words you’re  uncertain of. Here’s how to use Word’s thesaurus feature.

                     A thesaurus is a collection of synonyms and antonyms to a word. When you look up a word in a thesaurus, it will provide alternative words that you can also use.

                    Word’s Auto Correct feature can assist you in word processing tasks. AutoCorrect can help you locate misspelled words and correct them as you type. AutoCorrect can also be customized so that commonly used words will be automatically entered without having to type the entire word.

Examples:

                      When typing the misspelled word, stand, Word will automatically convert this type to the correct spelling stand.

Modifying AutoCorrect:

*  Click Tools

*  Select AutoCorrect Options from the menu bar. The AutoCorrect Options dialog box appears.

*  Check or de-select any of the following options:

         ·         Show AutoCorrect Options buttons.

         ·         Correct two initial capitals.

         ·         Capitalize the first letter of the sentence.

         ·         Capitalize the first letter of table cells.

         ·         Capitalize names of days.

         ·         Correct accidental usage of Caps Lock key.

         ·         Replace text as you type.

*  Use the Replace: box to type a word you frequently misspell or type a shorthand word to represent a longer word or phrase, such as GCFLearnFree.org.

*  Use the With: box to type the correct word.

*  Click Add.

                      If you type misspelled word into AutoCorrect’s With: box, AutoCorrect always misspells that word.

                       If AutoCorrect changes a word that you don’t want it to change, you can hover the pointer over the area where the auto correction was made and a Smart Tag will appear that allows you to reset the original word. Click on the Smart Tag and a drop-down list options to reverse the action is displayed.

Spell and Grammar Check:

                      Not only does Word allow you to Undo possible mistakes in your  document and spelling as you type. Green wavy lines are placed underneath possible grammar mistakes and a red wavy line under possible spelling mistakes. All of Word’s grammar and spelling errors may not be correct, so you can choose to ignore these error makings and keep typing, or you can correct the mistakes and/or add the corrections to Word’s dictionary.

To Use Spell Check as You Type:

*  Place your I-Beam over the misspelled word and right click.

*  A menu list displays the following options: boldfaced suggested spellings, Ignore, Add to Dictionary, AutoCorrect, Language or Spelling.

      ·         Select the boldfaced suggestion to replace the incorrectly spelled word in the document.

      ·         Select Ignore and Word ignores all future instances of this spelling in this document.

·         Select Add to Dictionary and Word adds the underlined word to the dictionary so it won’t be flagged as an error in any other document you create.

      ·         Select AutoCorrect to add the correct spelling to your list of words that Word automatically corrects as you type.

      ·         Select AutoCorrect to add the correct spelling to your list of words that Word automatically correct as you type.

       ·         Select language to specify a word as part of another laguage, preventing Word from seeing this word as a mistake.

       ·         If you select spelling, the Spelling and Grammar dialogue box appears.

Check Grammar as you Type

Word puts a green wavy line under possible grammar mistakes.

To Work on Suspected Grammatical Mistakes:       

*  Place your I-bean over the grammatical mistake and right click.

*  A menu list displays the following options: boldfaced grammar suggestion, Ignore, Grammar, About this sentence.

      ·         Select Ignore and Word ignores the grammatical mistake it believes to exist.

      ·         Select Grammar and the Grammar dialog box appears.

       ·         Select about this Sentence and the Office Assistant will offer you reasons as to why Word believes this to be a grammatical error.

To Use the Spelling and Grammar Dialog Box:

*  Choose one of the following options, depending on what you think of Word’s suggestions:

          ·         Click Ignore Once toignore this one instance of the grammatical error in your document.

          ·         Click Ignore Rule to ignore this grammatical error and all other grammatical errors of this type in the document.

          ·         Click Next Sentence to take you to the next grammatical error listed in your document.

          ·         Click Change to replace the error with what is in the Suggestion box.

          ·         Click Explain to open the Office Assistant, which will offer you reasons for this error.

If the red and green wavy lines distract you, you can turn them off:

*  Choose Tools Options from the menu bar. The Options dialog box appears.

*  Click the Spelling & Grammar tab.

*  Un-check the Check Spelling as You Type or Check Grammar as You Type so the check box that it is empty.

*  Click OK.

 TEXT FORMATTING

                       Appearance of the text or presentation of your essay. Another word for formatting is layout. Most essays contain at least four different kinds of text: heaings, ordinary paragraphs, quotations and bibliographic references. You may also include footnotes and endnotes. You also have to consider the fonts that you use and page numbering.

Formatting is important for two reasons:

            *  It makes your essay look like an essay (rather than a letter or a note to a friend).

            *  It helps to mak your essay more readable.

Formatting Toolbar:

                     The Formatting Toolbar contains buttons that allows you to change the appearances of your text. The formatting toolbar contains buttons for font size, font style, colors and other options. There are many different types of fonts. Some fonts are better used for business correspondence while others are great for fun projects like birthday cards. Your computer probably has twenty or more different fonts installed.

To View the Formatting Toolbar:

*  Click View on the Menu Bar.

*  Select Toolbars and then Formatting from the casecading menu.

Bold, Italics and Underline

                     Any text you type in Word, can be further customized by using the bold, italicized or underlined options. You can even do a combination of all the three options!

To change the Type Style of Text:

*  Select the text you want to change.

*  Choose one or more of the following options: (to stress emphasis you might want to try using the bold options)

             ·         Click the Bold button on the Formatting toolbar. Ctrl+B

             ·         Click the Italic button on the Formatting toolbar. Ctrl+I

             ·         Click the Underline button on the Formatting toolbar. Ctrl+U

·         Word automatically displays your changes.

                      To avoid frustration, remember to select text before you apply style. If you choose a type style without selecting any text, Word uses your chosen styles on whatever text you type next.

Font Names:

                      To select a font, you can scroll through the Font list. The list shows you all the fonts that are available on the computer you are using.

                      As you scroll through the many different font names, take notice of those fonts that have TT beside their name. these True Type fonts will liik the same on both the computer screen and when you print them on paper.

Aligning Text:

                       Aligning text can be invaluable when trying to format your document to meet certain standards. Most documents have text that is left aligned. However, if you were creating a greeting card or advertisement, you were creating a greeting card or advertisement, you might need to know how to center align, right align or justify your text.

Align Text Using the Alignment Buttons:

*  Select the text you want to align.

*  Click the Align Left, Align Right or Justify button on the Formatting toolbar.

                      Below, you will view examples of text that are aligned using the left, right, center and justified alignment buttons.

Using Color:

                     The use of color can add emphasis to your words and make your document easier to read. If you own a color printer, you can print documents in different colors. If you do not own a color printer, your document will only appear in color on the screen.

To Change the Color of Text:

         *  Select the text you want to change.

         *  Click the download-pointing arrow on the Font Color button on the Formatting toolbar. A Color Palette appears.

            *  Click the color you want to apply.

v             Word changes the color of your text.

                      If you would like to see more color options., Click the More Colors button at the bottom of the color palette. You can choose from a list of Standard Colors or Customize your own color by clicking the Customize Tab.

Font Dialog Box

                      The Font Dialog Box gives similar options as the Formatting toolbar, however, it also offers more advanced text features. You can use the Font Dialog Box to change your font, font style, style, size, color and many other font effects.

To Open the Font Dialog Box:

v  Click Format on the Menu Bar.

v  Select Font from the menu list. The Font Dialog Box will appear.

NOTE: Remember you can also access the Font Dialog Box from the Font menu on the Task Pane.

                       You can change the Font Size from both the Font Dialog Box and the Formatting toolbar. You can use different font sizes to give emphasis to different parts of your document. For example, the title of your document could be displayed larger than the contents of your paper. Font size is commonly expresssed in points. Font sizes range from 8 point (extremely small) to 72 point (very big). Word allows you to choose sizes smaller than 8 point and larger than 72 point, but you must type these in manually in the Font Size box.

                      The Standard Font Size for most documents is 12 Point. You can preview different font sizes in the Preview window in the Font dialog box.

v  Select Reveal Formatting on the Task Pane.

v  Click the blue link, Font: under the Font Headng. The Font dialog box appears.

v  Click on a font from the Font list.

v  Select a size from the Font Size list.

v  Look at the text in the preview window as you try different sizes.

                                                                                    OR

v  Click Format on the Menu Bar.

v  Select Font from the menu list. The Font dialog box appears.

v  Click on a font from the Font list.

v  Select a size from the Font Size list.

v  Look at the text in the preview window as you try different sizes.

NOTE: Remember you can also change the font size from the Formatting toolbar

Bullets and Numbering

                      Word lets you make two types of lists: bulleted and numbered. Bulleted and numbered lists help to simplify steps or items to the reader. Teachers often use bulleted lists to highlight important pieces of their lessons. Manuals often include numbered lists to assist the reader in stp-by-stp instruction.

                      A bullet is usually a black circle but it can be any other symbol used to highlight items in a list. Use bullets to list items that do not have to be in any particular order.

Numbers (or letters) are used when information has to be in a certain order. You can use the default Bullets and Numbering settings by clicking on the appropriate button on the Formatting toolbar.

Create Bulleted and Numbered Lists

To Create a Bulleted List:

v  Click the Bullets button on the Formatting toolbar.

v  Type the first item on your list and press Enter.

v  The next line will begin automatically with a new bullet.

v  Type the next item on your list and press Enter.

v  When your list is complete, press the Enter key twice to stop the bulleted list.

To Create a Numbered List:

v  Click on the Numbering button on the Formatting toolbar.

v  Type the first item on your list and press Enter.

v  The next line will begin automatically with the next number.

v  Type the next item on your list and press Enter.

v  When your list is complete, press the Enter key twice to stop the numbered list.

Review the following tips that will help you manage your numbered or bulleted lists.

v  Remove a bullet by placing the insertion point to the right of the bullet or number and press backspace (you will not be able to place your insertion point to the left of the bullet).

v  If you want to change a bulleted list to a numbered list (or vice versa), select the entire list and click on the appropriate button.

v  To create a line break between items in a bulleted or numbered list, place your cursor where you want the line break and press Shift + Enter.

The Bullets and Numbering Dialog Box

Word offers you many other options for your bullets and numbers, other than the default that you have seen so far.

You can view the type of bullets and numbers available to you by opening the Bullets and Numbering Dialog Box.

v  Select the text you want to turn into a list.

v  Click Format  on the Menu Bar.

v  Select Bullets and . The Bullets and Numbering Dialog Box appears.

v  Click on the Bulleted Tab to view all the bullet options and click on the Numbered Tab to view all the number options.

v  Select what kind of bullets or numbers that you want and click OK.

                     The Bullets and Numbering Dialog Box also offers you Outline Numbered options. By clicking on the Outline Numbered Tab you can view templates for creating an outline. The List Styles Tab allows you to create your own list style using similar alignment, bullets and characters.

Use of Symbols:

                      There are any Symbols that you might often see in publicatins that are not directly available from your keyboard. For example, the Copyright symbol, ©, is not available on the keyboard but can be selected from Word’s Symbol Dialog Box.

Other commonly used symbols that appear in the Symbol Dialog Box are:

v  © Copyright

v  ® Registration

v  ^TMTrademark

v  Checkmark

v  --- Em Dash

Insert Symbols

To Insert Symbols into your Document:

v  Click Insert on the Menu Bar.

v  Select Symbols. The Symbols Dialog Box appears.

v  Click the Symbols Tab to select a symbol from a Font type.

                                                                                    OR

v  Click the Special Characters Tab to view other commonly used symbols.

v  Click on the Symbol or Special Character you would like to select and then Click Insert.

v  The Symbol or Character will show up in your document.

v  Click Close.

Note: The available symbols will depend on which fonts you have installed on your machine. Word comes with pre-installed symbols for you use, but other fonts such as, Windlings, will also offer numerous symbol options.

3.4.8 PARAGRAPH ALIGNMENT

Paragraph Dialog Box:

                       You can use the At Least, Exactly and Multiple options in the Paragraph Dialog Box bto customize your line spacing. If you select one of these options ypu will need to use the At: box to further define your selection.

Note: When you make a line spacing change, it affects only the text in a paragraph that contains the insertion point.

Paragraph Spacing:

                      Just as you can add spacing between lines in your document, you can also choose spacing options between each paragraph. Typically, extra spaces are added between paragraphs, headings or subheadings. Extra spacing between paragraphs adds emphasis and makes a document easier to read.

Choose extra space:

v  Before each paragraph.

v  After each paragraph.

v  Or, before and after each paragraph.

To Specify Paragraph Spacing:

v  Select the text you want to format.

v  Choose Reveal Formatting on the Task Pane and click on any of the blue links under the Paragraph heading.

                                                                                    OR

v  Click Format on the menu bar.

v  Select Paragraph, The Paragraph dialog box appears.

v  Click the Indents and Spacing tab.

·         Alignment: Choose left, right, center or justified.

·         Identation: Adjust the left and right margins by clicking the up and down arrows. Use the Special drop-down menu to select the first line as having the indent or to create a hanging indent.

·         Spacing: To emphasize a block of text, xlixk the up and down arrows.

·         Preview: Gives an idea how yourtext will look.

Line Spacing:

                      Document text can be formatted toshow a number of line spacing options. The most common spacing options are single-spaced and double-spaced.

Line spacing is measured in lines or points.

                      When the line spacing is measured in points. It is referred to as leading (rhymes with wedding). When you reduce the leading you atomatically bring the lines of text closer together, sometimes making it difficult to read.  Increasing the leading will space the lines out, allowing for improved readability. For example, the 10 point font usually uses 12 point leading. This is the default and in general should be used.

To Format Line Spacing:

v  Select the text youwant to format.

v  Choose Reveal Formatting on the Task Pane and click on any of the blue links under the Paragraph heading.

                                                                                    OR

v  Click Format on the menu bar.

v  Select Paragraph. The Paragraph dialog box appears.

v  Click on the Indents and Spacing tab.

v  In the Line spacing drop down menu, you may select single, 1.5 or double spacing. The default is single spacing.

v  Click OK.

                                                                                    OR

v  Select the text you want to format.

v  Click on the Line Spacing button on the Formatting Menu.

v  Select option from the drop-down menu.

Insert Headers and Footers

                     The Header and Footer usually contain title and author information dates and page numbers. The Header appears at the top of the page and the Footer appears at the bottom of the page.

To Insert a Header and Footer:

v  Click View on the Menu Bar.

v  Select Header and Footer.

v  The document will appear grayed out with a dotted Header and Footer box showing at the top and bottom of the page.

v  Locate the Header and Footer Toolbar on the page.

v  Type inside the dotted boxes to insert your Header and/or Footer.

v  Click Close on the Header and Footer Toolbar when you are finished.

Header and Footer Toolbar:

                      The Header and Footer Toolbar contains buttons that can help you automatically enter important information in your header and footer.

Some of the useful features located on the Header and Footer Toolbar are:

v  Insert Auto-Text – drop-down menu showing commonly used header and footer information, including author, page number and date.

v  Insert Page Number – inserts the page numbers.

v  Insert Number of Pages – inserts the number of pages in the entire document.

v  Format Page Number – opens the Page Number Format Dialog box so that you can format your page number in the header and footer.

v  Insert Date.

v  Insert Time.

v  Page Setup – opens the Page Setup Dialog box so that you can adjust the location of the header and footer.

v  Switch between Header and Footer – allows you to jump quickly between the header and footer on a page.

v  Close – closes the Header and Footer Toolbar.

Delete Header and Footer:

                       If you choose to delete your Header or Footer, Word will automatically delete the Header or Footer within the entire document.

The Document the Header or Footer:

v  Click View on the Menu Bar.

v  Select Header and Footer.

v  Highlight the text within the Header or Footer (whichever text you would like to delete).

v  Press Delete. The text is now removed.

v  Click Close.

Note: You can delete the Header and Footer on just the first page of the document by choosing File – Page Setup. On the Page Setup Dialog Box, choose the Layout Tab and place a checkmark next to Different First Page under Headers and Footers, then click OK.

Create a Text Box:

                       Placing text inside of a Text Box helps focus the reader’s eye on the page content. Newsletters, flyers, reports, announcements, school projects or other types of publications, often use Word’s text box feature.

                       Text Boxes can be formatted with shadings, color, borders and graphics, making for an impressive display of your Word skills.

To Create a Text Box:

v  Click Insert on the Meu Bar.

v  Select Text Box from the menu list.

v  The mouse pointer becomes a crosshair.

v  Place your insertion point where you want your text box.

v  Left click and drag the text box until it is the appropriate size. Release the left mouse button when ready.

v  The text box will by default contain a white background color and a thin black border.

To Insert Text into the Text Box:

v  Click once inside the text box.

v  The box is selected and a blinking insertaion point appears inside the box.

v  Begin typing.

v  Format text (change font, fon size,style etc) in the usual manner (Select text first,make changes later).

Moving and Resizing Text Boxes

To resize a Text Box

v  Click once on on of the box’s borders. The box is now highlighted.

v  Sizing handles (small circles) appear. Hover the mouse pointer over any of the sizing handles (small circles) until it turns into a diagnoally pointing arrow.

v  Click and drag the sizing handle until the box is the desired size.

To Move a Text Box:

v  Click once on the text box’s border.

v  Hover your mouse pointer over the border until it becomes a crosshair with arrows.

v  Using this crosshairs, click and drag the box until it is in the desired location.

The Format Text Dialog Box:

                      As mentioned earlier, the default for the text box in Word is a white background with a thin, black border. Using the Format Text Box dialog box, you can choose different fill colors and lines, size, layout and textbox.

To Use the Format Text Box Dialog Box:

v  Double click on a text box border. The format Text Box dilog box appears.

                                                                                    OR

v  Right-click on the text box borderand select Format Text Box. The Format Text Box dialog box appears.

You can access the Text box feature from the Drawing toolbar.

v  Click View on the Menu Bar.

v  Select Toolbar and then Drawing from the cascading menu. The Drawing toolbar appears at the bottom of your document.

v  Click the Text box button. Don’t confuse this button with the Rectangle button. You cannot insert text using the Rectangle button.

v  The Text Box Dialog Box offers you several tabs to choose from:

·         Color and Lines: Fill text box with color, define the border colors, styles and weight.

·         Size: Define a specific size

·         Layout: Text wrap and alignment

·         Textbox: Internal margins

Working with Clumns:

                      Displaying information in columns gives the writer more options for displaying different types of information on a page while remaining easy for the viewer to read. Certain kinds of information are best displayed using columns. Newspaper, newsletters, flyers, reports, announcements, school projects or other types of publications, often use Word’s column feature.

                      Working with columns can be challenging, but with practice, you’ll have columns mastered in no time. An approach we will first try will be to enter into a singl column and then convert it into multiple columns.

Create Columns Using the Columns Button:

v  Switch to Print Layout View

v  To make equal columns, move the insertion point to the end of the text and insert a continuous section break by choosing Insert Break Continuous.

v  Select the text you want to change to columns.

v  Click the Column Button on the Standard Toolbar.

v  The Columns Button will expand to give you four column options.

v  Choose one of the options to format your text into columns.

                       You can adjust the spacing and alignment of the columns by using the ruler. Drag the Right Margin, Left Margin and Right Indent using your mouse until the columns appear the way you want.

To Enter a Title that Spans a Column:

v  Enter the title at the beginning of thr first column.

v  Select the title.

v  Click the Columns button on the Standard toolbar and drag to select number of columns.

Creating Columns Using the Columns Dialog Box:

                       Using the Column Dialog Box versus the Columns Button will give you much more control and precision over your column structure. The Columns Dialog Box will also give you a few more column options, including Left and Right columns as well as as the ability to create up to eight columns per page.

Using the Column Dialog Box:

v  Switch to Print Layout View

v  To make equal columns, move the insertion point to the end of the text and insert a continuous section break by choosing Insert Break Continuous.

v  Select the text you want to change to columns

v  Click Format on the Menu Bar.

v  Select Columns from the menu list. The Columns Dialog Box appears.

The Column Dialog Box gives you the following options:

v  Presets – Click a box to choose a preset number of columns.

v  Number of Columns – use the up and down arrow keys to select between one and eight columns

v  Line Between – Places lines between your columns.

v  Width and Spacing – Offers features that allow you ti specify an exact number for the height and width of your columns, as well as the spacing between your columns.

v  Equal Column Width – Check this checkbox if you want columns to be the same width

v  Apply to :- Allows you to create columns out ot the selected text, the selected section, this point forward or the entire document

v  Select your options and Click OK.

To Move Text into the Next Column:

v  Move the insertion point in front of the text you want to move.

v  Choose Format Columns. The Columns Dialog Box opens.

v  Choose “From this point forward” in the Apply to: control.

v  Click the Start New Column check box to move the text to the next column.

 WORKING WITH TABLES

                       Tables allow large amounts of text and/or numbers to be presented in an organized and easy to read fashion. Student roll books, sport statistics, address, books, math formulas, menus and many other documents often incorporate tables to share information.

                       Similar to columns, Tables can be challenging at first. Word has created an entire menu to help assist you in creating your first Table.

                       A few important terms to know before you begin creating tables are:

Row – A row runs horizontal in a table and is divided by borders.

Borders – Separating lines in the table.

Column – A column runs perpendicular in a atable and is divided by borders.

Cell – A cell is the box that is created when your rows and your columns intersect each other. The cell contains your data or information.

Creating Tables Using the Insert Table Dialog Box:

v  Click Table on the Menu Bar.

v  Select Insert  and then Table from the cascading menu. The Insert Table dialog box appears.

v  Determine the number of colums and rows you need in your table. You can add more later, but save yourself some work. You can always add rows by pressing Tab at the end of a row.

v  To create a table as wide as your page, ;eave the Fixed Column Width setting on Auto.

v  Click OK. A table is inserted into your document.

                      Another automated way to create a quick table is by using the Insert Table Button on the Standard toolbar.

Creating Tables Using the Insert Table Button:

v  Click the Insert Table Button.

v  Now, drag the number of columns and rows you want in your table.

Custom-Made Tables

                       The Insert Table Dialog Box and Insert Table Button offer a quick solution to making tables. If you would like to custom create your table by drawing it yourself, you can use the Draw Table button.

Creating Tables Using the Draw Tables Button:

v  Open the Tables and Borders toolbar by clicking View on the Menu Bar, Select Toolbars and then Tablets and Borders from the Cascading Menu. The Tablets and Borders toolbar will appear.

v  Click the Draw Tables button on the Tables and Borders toolbar. The mouse pointer turns into a pencil.

v  Drag the pencil to create a rectangle about the size of the table you want.

v  Release the mouse button. The border of the table appears in your document.

v  Use the pencil again in column and row borders.

v  Click the Draw Table button again to change the pencil back into an I-beam.

                       If you make a mistake while drawing your table, you can erase both rows and columns by using the Eraser on the Tables and Borders toolbar. Once you select the.

Eraser, the pointer will change to resemble the Eraser Button.

                      Drag the Eraser over parts of the table you wush to erase. When you are finished erasing, click the Eraser button again to put the Eraser away.

Entering Text:

Click inside any table cell to begin entering text or numbers.

Moving Around in a Table:

v  Use the Tab key or right arrow key to move right.

v  Use Shift+Tab or the left arrow key to move left.

v  The up and down arrow keys will move the insertion point above or below its current location.

Selecting Text in Tables:

A cell: triple click inside cell.

A row: Move mouse to left of margins, point to the row and click.

Multiple rows: Select the first row, click and drag the number of columns desired.

Entire Table: Choose Table and Select Table from the menu bar.

Editing Tables:

                       Fortunately, whatever you do to format text within your table, insert or delete rows and columns, or perhaps just change the appearance of your table so that it is more visually appealing.

Formatting Text in Tables:

                      Fortunately, whatever you do format text in a paragraph (make it bold green, for example), you can do to text in a table cell. Formatting text within a table can be accomplished through a variety of means, includinng the Formatting menu, the Tables and Borders toolbar, the Task Pane and keyboard shortcuts.

Rotating Text in Tables:

                       Many advertisements, for sale signs, menus and other creative documents use Word’s text direction feature to change typical horizontal text to eye-catching vertical text. You can rotate text so it runs vertically, facing either the right or the left.

To Rotate Text in a Table Cell:

v  Select  the cell(s) you want to rotate.

v  Click the Change Text Direction button: on the Tables and Borders toolbar.

v  Clicking the Change Text Direction button once turns text to the vertically left, the second click turns text to vertically right and the third click will bring your text back to a horizontal position.

Note: The insertion point rotates when entering vertical text, but editing vertical text is really no different than editing horizontal text.

Inserting and Deleting Columns and Rows

                       Estimating how many rows and columns you will need in a table is not always easy. Therefore, it is important to know how to insert and delete rows and columns in your existing table.

To Add Rows to Your Table:

v  Move the insertion point to the last cell in the table and press Tab.

To Insert Ros in the Middle of the Table:

v  Place the insertion point anywhere in the table.

v  Choose Table Insert Rows above OR Rows below.

To Delete Rows:

v  Select the row(s) you want to delete.

v  Choose Table Delete Rows.

                                                                                                OR

v  Right-click and choose. Table Delete Rows from the shortcut menu.

To Delete Single Table Cell:

v  Place the insertion point inside the cell you wish to delete.

v  Choose Table Delete Cells from the menu bar. The Delete Cells dialog box appears.

v  Click Shift cells left, Shift cells up, Delete entire row, or Delete enitre column.

To Insert a Column:

v  Position the mouse pointer where you want to column to be located.

v  Choose Table Insert Columns to the Right or Insert Columns to the Left.

Resizing Tables:

You may need to adjust the size of columns, rows and cells.

To Adjust Columns, Rows and Cell Size:

v  Hover the insertion point over any line in your table that borders the area you want to change.

v  The insertion point changes to a double-headed arrow.

v  Drag the border either left or right OR up and down.

Note: To automatically adjust the size, select the entire Table and then choose Table AutoFit to Contents.

AutoFormat

                      Just as Word offers document templates for memos, faxes, reports and other items; Word also offers templates for Tables.

To use AutoFormat:

v  Create your table.

v  Click anywhere in the table and choose Table and then Table AutoFormat. The Table AutoFormat dialog box appears.

v  Scroll through the Table Styles until you find a table you like. You can preview the Table Style in the Preview Box.

v  Check and uncheck the options in the Apply special Format to: sections to slightly change parts of your table. Check out your changes using the Preview box.

v  Click the New button to change parts of an existing Table Style.

v  Click OK.

v  Use pointer turns into a pencil.

v  Trace the line(s) you wan to change.

v  Click anywhere outside the table to change to pencil back into the I-beam.

To Change the Border Color or an Existing Table:

v  Click the drop down arrow next to the Border Color button. A color menu appears.

v  Select a color. The I-beam becomes the pencil.

v  Using the pencil, trace the border(s) that you want to color.

To Apply a Border:

v  Select the Line Style, Line Weight and Border Color you would like.

v  Select the cells you want bordered.

v  Click the Outside Border button drop down menu and choose the location of your border.

Add Shading

To Apply Shading:

v  Select or place the insertion point inside the cell(s) you want shaded.

v  Click the Shading Color button drop down arrow. A shading color menu appears.

v  Click on a color. Your cell(s) are automatically shaded.

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