MS Word Part 1

Working with Microsoft Office 

MS WORD

The objectives of this session are:-

1.      Setting up your Word Environment.

2.      Text Basics.

3.      Saving Documents.

4.      Proofing Features.

5.      Working with Hyperlinks.

6.      Printing.

7.      Creating a new documents.

8.      Formatting Text.

9.      Working with Text Boxes.

10.  Inserting Clip Art.

11.  Working with shapes.

12.  Using a templates.

13.  Working with lists.

14.  Line and Paragraph Spacing.

15.  Modifying Page Layout.

16.  Working with Pictures.

17.  Columns and Ordering.

18.  Working with Headers and Footers.

19.  Working with Tables.

20.  Using SmartArt Graphics.

21.  Using indents and Tabs.

22.  Applying style and themes.

23.  Using mail merge.

Word 2007:- Setting Up Your Word Environment:- Introduction:-

Before you begin creating documents in Word, you may want to set up your Word environment and become familiar with a few key tasks such as how to minimize and maximize the Ribbon, configure the Quick Access toolbar, display the ruler, and use the Word Count and Zoom tools.

Tasks to set up and use Word:-

To minimize and maximize the Ribbon:

•       Right-click anywhere in the main menu.

•       Select Minimize the Ribbon in the menu that appears. This will toggle the Ribbon on and off.

The check mark beside Minimize the Ribbon indicates that the feature is active.

The new, tabbed Ribbon system replaces traditional menus in Word 2007. It is designed to be responsive to your current task and easy to use; however, you can choose to minimize the Ribbon if you would prefer to use different menus or keyboard shortcuts. 

To add commands to the Quick Access toolbar:

•       Click the arrow to the right of the Quick Access toolbar.

•       Select the command you wish to add from the drop-down list. It will appear in the Quick Access toolbar.

The Save, Undo, and Redo commands appear by default in the Quick Access toolbar. You may wish to add other commands to make using specific Word features more convenient for you.

To display or hide the Ruler:

•       Click the View Ruler icon over the scrollbar.

The View Ruler icon works as a toggle button to turn the Ruler on and off.

Text Basics:-

It is important to know how to perform basic tasks with text when working in a word processing application. In this lesson you will learn the basics of working with text, including how to insert, delete, select, copy, paste, and drag and drop text.

To insert text:

•       Move your mouse to the location you wish text to appear in the document.

•       Left-click the mouse. The insertion point appears.

•       Type the text you wish to appear.

To delete text:

•       Place your cursor next to the text you wish to delete.

•       Press the Backspace key on your keyboard to delete text to the left of the cursor.

•       Press the Delete key on your keyboard to delete text to the right of the cursor.

To select text:

•       Place the insertion point next to the text you wish to select.

•       Left-click your mouse and while holding it down, drag your mouse over the text to select it.

•       Release the mouse button. You have selected the text. A highlighted box will appear over the selected text.

When you select text or images in Word, a hover toolbar with formatting options appears. This makes formatting commands easily accessible, which can save you time.

To copy and paste text:

•       Select the text you wish to copy.

•       Click the Copy command on the Home tab.

•       Place your insertion point where you wish the text to appear.

•       Click the Paste command on the Home tab. The text will appear.

To drag and drop text:

•       Select the text you wish to copy.

•       Left-click your mouse, and drag the text to the location you wish it to appear. The cursor will have a text box underneath it to indicate that you are moving text.

•       Release the mouse button and the text will appear.

If text does not appear in the exact location you wish, you can click the Enter key on your keyboard to move the text to a new line.

Saving Documents:- Introduction:-

It is important to know how to save the documents you are working with. There are many ways you share and receive documents, which will affect how you need to save the file. 

Are you downloading the document? Saving it for the first time? Saving it as another name? Sharing it with someone who does not have Word 2007? All of these things will affect how you save your Word documents. In this lesson, you will learn how to use the Save and Save As commands, how to save as a Word 97-2003 compatible document, and how to save as a PDF.

Saving Documents:- How to save documents:-

To use the Save As command:

•       Click the Microsoft Office Button.

•       Select Save As

•       Select the location where you wish to save the document using the drop-down menu.

•       Enter a name for the document.

•       Click the Save button.

To use the Save command:

•       Click the Microsoft Office Button.

•       Select Save from the menu.

Using the Save command saves the document in its current location using the same file name. If you are saving for the first time and select Save, the Save As dialog box will appear.

To Save As a Word 97 - 2003 document:

•       Click the Microsoft Office Button.

•       Select Save As  Word 97-2003 Document.

•       Select the location where you wish to save the document using the drop-down menu.

•       Enter a name for the document.

•       Click the Save button.

To download the PDF extension:

•       Click the Microsoft Office Button.

•       Select Save As  Find add-ins for other file formats. This will open your web browser to the Microsoft site.

•       Follow the instructions on the Microsoft site for downloading the extension.

To save as a PDF:

•       Click the Microsoft Office Button.

•       Select Save As  PDF. The Save As dialog box will appear.

•       Select the location where you wish to save the document using the drop-down menu.

•       Enter a name for the document.

•       Click the Publish button.

Compatibility mode:-

Sometimes you may need to work with documents that were created in earlier versions of Microsoft Word, such as Word 2003 or Word 2000. When you open these kinds of documents, they will appear in Compatibility mode.

Compatibility mode disables certain features, so you'll only be able to access commands found in the program that was used to create the document. For example, if you open a document created in Word 2003, you can only use tabs and commands found in Word 2003.

If you want access to all of the Word 2007 features, you can save the document in the Word 2007 file format.

To exit Compatibility mode:

•       Click the Microsoft Office Button.

•       Select Save As

Proofing Features:- Introduction:-

Worried about making mistakes when you type? Don't be. Word provides you with several proofing features that will help you produce professional, error-free documents. In this lesson, you will learn about the various proofing features, including the Spelling and Grammar tool.

Using the proofing features:-

Various line colors:

By default, Word automatically checks your document for spelling and grammar errors. These errors are indicated by colored wavy lines.

•       The blue line indicates a contextual spelling error.

o    A contextual spelling error is when an incorrect spelling of a word is chosen. For example, if I write, "Deer Mr. Theodore" at the beginning of a letter, deer is a contextual spelling error because I should have used dear. Deer is spelled correctly, but it is used incorrectly in this letter.

•       The red line indicates a misspelled word.

•       The green line indicates a grammatical error.

To use the spelling check feature:

•       Right-click the underlined word. A menu will appear.

•       Select the correct spelling of the word from the listed suggestions.

•       Left-click your mouse on the word. It will appear in the document.

You can choose to ignore an underlined word, add it to the dictionary, or go to the Spelling ialog box.

To use the grammar check feature:

•       Right-click the underlined word. A menu will appear.

•       Select the correct word from the listed suggestions.

•       Left-click your mouse on the word. It will appear in the document.

You can also choose to ignore an underlined word, go to the Grammar dialog box, or find out more information about the word and its usage.

You can also wait and run the spelling and grammar check after completing the document. Click the Spelling & Grammar command on the Review tab.

Working with Hyperlinks:-

Introduction:-

A hyperlink is a piece of text or an image in an electronic document that can connect readers to another portion of the document or a different webpage. In addition, a hyperlink can be used to connect to and open an email client window. 

Ever noticed the active links on webpages that allow you to jump from one page to another? You just used one to open this lesson. These are hyperlinks. You can use these in electronic versions of your Word documents, just like you do in webpages. In this lesson, you will learn the basics of working with hyperlinks, including how to insert and remove them in your Word document.

To insert a hyperlink:

•       Select the text or image you would like to make a hyperlink.

•       Select the Insert tab.

•       Click Hyperlink in the Links group. The Insert Hyperlink dialog box appears. If you selected text, the words will appear in the Text to display: field at the top.

•       ype the address you would like to link to in the Address: field.

•       Click OK. The text or image you selected will now be a hyperlink.

To make an email address a hyperlink:

•       Type in the email address.

•       Highlight the text, and select the Insert tab.

•       Click Hyperlink in the Links group, and the Insert Hyperlink box appears.

•       On the left of the box where it says Link to: click on Email Address.

•       The Insert Hyperlink box will change to the one shown above.

•       Type the email address you want to connect to in the Email Address box, then click OK.

You can also insert a hyperlink that links to another portion of the same document.

Word recognizes many email and web addresses as you type and will format them as hyperlinks automatically after you press the Enter key or spacebar.

To remove a hyperlink:

•       Select the hyperlink you would like to deactivate.

•       Select the Insert tab.

•       Click Hyperlink in the Links group. The Edit Hyperlink dialog box appears.

•       Click Remove Link.

Printing:- Introduction:-

Once you complete your document, you may want to print it for various reasons. This lesson covers the three basic features of printing in Word, including Print Preview, Quick Print, and traditional Print.

To preview the document before printing:

•       Click the Microsoft Office Button.

•       Select Print  Print Preview. The document opens in Print Preview format.

•       Click Print to print the document or Close Print Preview to exit the preview format and make changes to the document.

In Print Preview format, you can perform many tasks, including:

•       Modifying the margins

•       Changing page orientation

•       Changing the page size

•       Zooming in and out to view various parts of the document

•       Viewing multiple pages

•       Accessing Word Options to change many Word settings

To print:

•       Click the Microsoft Office Button.

•       Select PrintPrint. The Print dialog box appears.

•       Select the pages you would like to print—either all pages or a range of pages.

•       Select the number of copies.

•       Check the Collate box if you are printing multiple copies of a multi-page document.

•       Select a printer from the drop-down list.

•       Click OK.

To print via Quick Print:

•       Click the Microsoft Office Button.

•       Select PrintQuick Print.

•       The document automatically prints to the default printer.

Creating a new Document:- Introduction:-

In addition to working with existing documents, you will want to be able to create new documents. Each time you open Word, a new, blank document appears; however, you will also need to know how to create new documents while an existing document is open. 

In this lesson, you will learn how to create new documents, including templates and blank documents, via the Microsoft Office Button.

To create a new, blank document:

•       Click the Microsoft Office Button.

•       Select New. The New Document dialog box appears.

•       Select Blank document under the Blank and recent section. It will be highlighted by default.

•       Click Create. A new, blank document appears in the Word window.

You can access templates that are installed on your computer or on Office Online. Click the Microsoft Office Button and select New. You can create blank documents and access templates from the dialog box that appears.

Formatting Text:- Introduction:-

To create and design effective documents, you need to know how to format text. In addition to making your document more appealing, formatted text can draw the reader's attention to specific parts of the document and help communicate your message. 

In this lesson, you will learn to format the font size, style, and color of text, as well as how to use the bold, italic, underline, and change case commands.

To format font size:

•       Select the text you wish to modify.

•       Left-click the drop-down arrow next to the font size box on the Home tab. The font size drop-down menu appears.

•       Move your cursor over the various font sizes. A live preview of the font size will appear in the document.

•       Left-click the font size you wish to use. The font size will change in the document.

To format font style:

•       Select the text you wish to modify.

•       Left-click the drop-down arrow next to the font style box on the Home tab. The font style drop-down menu appears.

•       Move your cursor over the various font styles. A live preview of the font will appear in the document.

•       Left-click the font style you wish to use. The font style will change in the document.

To format font color:

•       Select the text you wish to modify.

•       Left-click the drop-down arrow next to the font color box on the Home tab. The font color menu appears.

•       Move your cursor over the various font colors. A live preview of the color will appear in the document.

•       Left-click the font color you wish to use. The font color will change in the document.

Your color choices aren't limited to the drop-down menu that appears. Select More Colors at the bottom of the list to access the Colors dialog box. Choose the color that you want, then click OK.

To use the bold, italic, and underline commands:

•       Select the text you wish to modify.

•       Click the bold, italic, or underline command in the Font group on the Home tab.

To change the text case:

•       Select the text you wish to modify.

•       Click the Change Case command in the Font group on the Home tab.

•       Select one of the case options from the list.

To change text alignment:

•       Select the text you wish to modify.

•       Select one of the four alignment options from the Paragraph group on the Home tab.

o    Align Text Left: Aligns all of the selected text to the left margin. o Center: Aligns text an equal distance from the left and right margins. o Align Text Right: Aligns all of the selected text to the right margin.

o    Justify: Justified text is equal on both sides and lines up equally to the right and left margins. Traditionally, many books, newsletters, and newspapers use full justification.

Working with Text Boxes:- Introduction:-

You may want to insert a text box into your document to draw attention to specific text or so that you have the ability to easily move text around within a document. 

In this lesson, you will learn how to insert a text box and how to format it in various ways, including resizing and moving it, and changing the text box shape, color, and outline.

To insert a text box:

•       Select the Insert tab on the Ribbon.

•       Click the Text Box command in the Text group.

•       Select a Built-in text box or Draw Text Box from the menu.

•       If you select Built-in text box, left-click the text box you wish to use, and it will appear in the document.

                                                          OR

•       If you select Draw Text Box, a crosshair cursor will appear. Left-click your mouse and while holding it down, drag your mouse until the text box is the desired size.

•       Release the mouse button.

To change text box style:

•       Select the text box. A new Format tab appears with Text Box Tools.

•       Select the Format tab.

•       Click the More drop-down arrow in the Text Box Style group to display more style options.

•       Move your cursor over the styles, and Live Preview will preview the style in your document.

•       Left-click a style to select it.

To change shape fill:

•       Select the text box. A new Format tab appears with Text Box Tools.

•       Click the Shape Fill command to display a drop-down list.

•       Select a color from the list, choose No Fill, or choose one of the other options.

To change the shape outline:

•       Select the text box. A new Format tab appears with Text Box Tools.

•       Click the Shape Outline command to display a drop-down list.

•       Select a color from the list, choose No Outline, or choose one of the other options.

To change the text box shape:

•       Select the text box. A new Format tab appears with Text Box Tools.

•       Click the Change Shape command to display a drop-down list.

•       Select a shape from the list.

To move a text box:

•       Left-click the text box. Your cursor becomes a cross with arrows on each end.

•       While holding the mouse button, drag the text box to the desired location on the page.

•       Release the mouse button.

To resize a text box:

•       Select the text box.

•       Left-click one of the blue sizing handles.

•       While holding down the mouse button, drag the sizing handle until the text box is the desired size.

If you drag the blue sizing handles on any of the four corners, the text box will resize in the same proportions. The sizing handles on the top or bottom of the text box will allow you to resize vertically, while the handles on the left and right sides will resize the text box horizontally.

Inserting ClipArt:- Introduction:-

You may want to insert various types of illustrations into your documents to make them more visually appealing. Illustrations include Clip Art, Pictures, SmartArt, and Charts. 

In this lesson, you will learn how to search for and locate Clip Art and insert it into your documents.

To locate Clip Art:

•       Select the Insert tab.

•       Click the Clip Art command in the Illustrations group.

•       The Clip Art options appear in the task pane on the right.

•       Enter keywords in the Search for: field that are related to the image you wish to insert.

•       Click the drop-down arrow next to the Search in: field.

•       Select Everywhere to ensure that Word searches your computer and its online resources for an image that meets your criteria.

•       Click the drop-down arrow in the Results should be: field.

•       Deselect any types of images you do not wish to see.

•       Click Go.

To insert Clip Art:

•       Review the results from a Clip Art search.

•       Place your insertion point in the document where you wish to insert the Clip Art.

•       Left-click an image in the task pane. It will appear in the document.

OR

•       Left-click the arrow next to an image in the task pane.

•       Select Insert, Copy, or any of the other options on the list.

Working with Shapes:-

Introduction:-

You can add a variety of shapes to your document, including arrows, callouts, squares, stars, and flow chart symbols. Want to offset your name and address from the rest of your resume? Use a line. Need to show the progress of a document through your office? Use a flow chart. While you may not need shapes in every document you create, they can add visual appeal and clarity to many documents. 

In this lesson, you will learn how to insert a shape and format it by changing its fill color, outline color, shape style, and shadow effects. Additionally, you will learn to apply 3D effects to shapes that have this option.

To insert a shape:

•       Select the Insert tab.

•       Click the Shape command.

•       Left-click a shape from the menu. Your cursor is now a cross shape.

•       Left-click your mouse and while holding it down, drag your mouse until the shape is the desired size.

•       Release the mouse button.

To change shape style:

•       Select the shape. A new Format tab appears with Drawing Tools.

•       Click the More drop-down arrow in the Shapes Style group to display more style options.

•       Move your cursor over the styles, and Live Preview will preview the style in your document.

•       Left-click a style to select it.

To change the shape fill color:

•       Select the shape. A new Format tab appears with Drawing Tools.

•       Click the Shape Fill command to display a drop-down list.

•       Select a color from the list, choose No Fill, or choose one of the other options.

To change the shape outline:

•       Select the shape. A new Format tab appears with Drawing Tools.

•       Click the Shape Outline command to display a drop-down list.

•       Select a color from the list, choose No Outline, or choose one of the other options.

To change to a different shape:

•       Select the shape. A new Format tab appears with Drawing Tools.

•       Click the Change Shape command to display a drop-down list.

•       Select a shape from the list.

To change shadow effects:

•       Select the Format tab.

•       Left-click the Shadow Effects command.

•       Move your mouse over the menu options. Live Preview displays how it will appear in your document.

•       Click an option to select the shadow effect.

Select Shadow Color from the menu, and choose a color from the palette to change the color of the shadow on your shape.

To change 3D effects:

You cannot add a 3D effect to all shapes.

•       Select the Format tab.

•       Left-click the 3-D Effects command.

•       Move your mouse over the menu options. Live Preview displays how it will appear in your document.

•       Click an option to select the 3D effect.

After you have chosen a 3D effect, you can change other elements of your shape, including the color, depth, direction, lighting, and surface of the 3D effect on your shape. This can dramatically change the way the shape looks. You can access these options by clicking the 3-D Effects command.

Challenge!

Use the flyer or any other Word document you choose to complete this challenge.

•       Open an existing Word document.

•       Insert a shape.

•       Change the shape to a different shape.

•       Change the fill color.

•       Change the line color.

•       Try various shadow effects.

•       Try various 3D effects.

Using a Template:-

Introduction

A template is a predesigned document you can use to create new documents with the same

formatting. With a template, many of the big document design decisions such as margin size, font style and size, and spacing are predetermined.

In this lesson, you will learn how to create a new document with a template and insert text, as well as basic information about how templates work in Word 2007.

Create a new document with a template:-

To insert a template:

•       Click the Microsoft Office Button.

•       Select New. The New Document dialog box appears.

•       Select Installed Templates to choose a template on your computer.

•       Review the available templates.

•       Left-click a template to select it.

•       Click Create, and the template opens in a new window.

You can select any of the categories in the Microsoft Office Online section of the New Document Dialog box. This will display free templates that are available online. Your computer must have Internet access to download these templates.

Information about using templates:-

Templates include placeholder text that is surrounded by brackets. Often, this placeholder text includes information regarding the content for a specific area. 

Additionally, some information is prefilled in the template. You can modify your Word Options and change the prefilled information that appears. 

Word templates may include separate Quick Parts sections, which give you various options for the template.

To insert text into a template:

•       Click near the text you want to replace. The text will appear highlighted, and a template tag will appear.

•       Enter text. The placeholder text will disappear.

To change prefilled information:

•       Select the Microsoft Office Button.

•       Click the Word Options button at the bottom of the menu. The Word Options dialog box appears.

•       Enter the user name and/or initials in the Popular section.

•       Click OK.

Working with Lists:-

Introduction:-

Bulleted and numbered lists can be used in your documents to arrange and format text to draw emphasis. In this lesson, you will learn how to modify existing bullets, insert new bulleted and numbered lists, and select symbols as bullets.

Bulleted and numbered lists:-

To insert a new list:-

•       Select the text you want to format as a list.

•       Click the Bullets or Numbering commands on the Home tab.

•       Left-click the bullet or numbering style you would like to use. It will appear in the document.

•       Position your cursor at the end of a list item, and press the Enter key to add an item to the list.

To remove numbers or bullets from a list, select the list and click the Bullets or Numbering commands.

To select an alternate bullet or numbering style:

•       Select all of the text in an existing list.

•       Click the Bullets or Numbering commands on the Home tab.

•       Left-click to select an alternate bullet or numbering style.

Bulleted lists:-

To use a symbol as a bullet:-              Select an existing list.

•       Click the Bullets command.

•       Select Define New Bullet from the list. The Define New Bullet dialog box appears.

•       Click the Symbol button. The Symbol dialog box appears.

•       Click the Font: drop-down box and select a font category.

•       Left-click a symbol to select it.

•       Click OK. The symbol will now appear in the Preview section of the Define New Bullet dialog box.

•       Click OK to apply the symbol to the list in the document.

You can use a picture as a bullet. Click the Picture button in the Define New Bullet dialog box, then locate the image file on your computer.

To change the bullet color:

•       Select an existing list.

•       Click the Bullets command.

•       Select Define New Bullet from the list. The Define New Bullet dialog box appears.

•       Click the Font button. The Font dialog box appears.

•       Click the Font color: drop-down box.

•       Left-click a color to select it.

•       Click OK. The bullet color will now appear in the Preview section of the Define New Bullet dialog box.

•       Click OK to apply the bullet color to the list in the document.

You can also change the bullet font and formatting in the Font dialog box.