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NOTES FOR MICROSOFT WORD
Create a document
The following procedure creates a new, blank document. On the Standard toolbar, click New Blank Document. To use templates, wizards, and existing documents as a starting point, do one of the following: From a template or wizard
- On the File menu, click New.
- In the New Document task pane, under New from template, click General Templates.
- Click the tab for the type of document you want to create, and then double-click the icon for the template or wizard you want.
Tips:
Creating file from a copy of an existing document
- On the File menu, click New.
- In the New Document task pane, under New from existing document, click Choose document.
- Click the document you want to create a new document from.
If you want to open a document that was saved in a different folder, locate and open the folder.
- Click Create New.
This document is created in the folder that contains the original document.
Save a document To quickly save a document, click Save on the Standard toolbar. To save a document in a different location or format, use the procedures below.
Saving a document with different name On the File menu, click Save As.
- In the File name box, enter a new name for the file.
- Click Save.
Saving a document with different format and file name On the File menu, click Save As.
- The File name box, enter a new name for the file.
- From Save as Type select the format.
- Click on Save.
Selecting Text
SHIFT+RIGHT ARROW One character to the right
SHIFT+HOME To the beginning of a line
SHIFT+LEFT ARROW One character to the left
SHIFT+DOWN
ARROW
One line down
CTRL+SHIFT+RIGHT
ARROW
To the end of a word SHIFT+UP ARROW One line up
CTRL+SHIFT+LEFT
ARROW
To the beginning of a word
CTRL+SHIFT+DOWN
ARROW
To the end of a paragraph
SHIFT+END To the end of a line CTRL+SHIFT+UP ARROW
To the beginning of a paragraph
SHIFT+PAGE DOWN One screen down SHIFT+PAGE UP One screen up
CTRL+SHIFT+HOME beginning of a document
CTRL+SHIFT+END To the end of a document
CTRL+A entire document
Moving Insertion Point
RIGHT ARROW One character to the right
HOME To the beginning of a line
(f) Splitting paragraph
To split paragraph position the insertion point from where you want to split the paragraph and press enter key. To join the splitted paragraph press Backspace Key.
(g) Replacing Text
To replace text, select the text and start typing new text.
(h) Finding text using find command
- On the Edit menu, click Find.
- In the Find what box, enter the text that you want to search for.
- Select any other options that you want. To select all instances of a specific word or phrase at once, select the Highlight all items found in check box, and then select which portion of the document you want to search in by clicking in the Highlight all items found in list.
- Click Find Next or Find All.
(i) Replacing text using replace command
You can automatically replace text — for example, you can replace "Acme" with "Apex."
- On the Edit menu, click Replace.
- In the Find what box, enter the text that you want to search for.
- In the Replace with box, enter the replacement text.
- Select any other options that you want. For Help on an option, click the question mark, and then click the option.
- Click Find Next, Replace, or Replace All. To cancel a search in progress, press ESC. (j) Move or copy text and graphics
- Select the item you want to move or copy.
- Do one of the following: o To move the item, click Cut on the Standard toolbar or press control +x. o To copy the item, click Copy on the Standard toolbar or press control +v.
- If you want to move or copy the item to another document, switch to the document.
- Click where you want the item to appear.
- Click Paste on the Standard toolbar press or control + v
(k) Undoing changes Press control + z or click on Undo on Standard Bar. (l) Redoing changes
Click on Redo on Standard Bar.
Different views of MS-Word
(i)Print Layout view: Work in print layout view to see how text, graphics, and other elements will be positioned on the printed page. This view is useful for editing headers and footers, for adjusting margins, and for working with columns and drawing objects. If you'd like to type and edit text in this view, you can save screen space by hiding white space at the top and bottom of the page. To switch to print layout view, click Print Layout on the View menu. (ii)Web Layout view: when you are creating a Web page or a document that is viewed on the screen you should use Web layout view. In Web layout view, you can see backgrounds, text is wrapped to fit the window, and graphics are positioned just as they are in a Web browser. To switch to Web layout view, click Web Layout on the View menu. (iii) Normal view: Work in normal view for typing, editing, and formatting text. Normal view shows text formatting but simplifies the layout of the page so that you can type and edit quickly. In normal view, page boundaries, headers and footers, backgrounds, drawing objects, and pictures that do not have the In line with text wrapping style do not appear. To switch to normal view, click Normal on the View menu. (iv)Outline view: Work in outline view to look at the structure of a document and to move, copy, and reorganize text by dragging headings. In outline view, you can collapse a document to see only the main headings, or you can expand it to see all headings and even body text. Outline view also makes it easy to work with master documents. A master document makes it easier to organize and maintain a long document, such as a multipart report or a book with chapters. In outline view, page boundaries, headers and footers, graphics, and backgrounds do not appear. To switch to outline view, click Outline on the View menu. (v) Document view: The Document Map is a separate pane that displays a list of headings in the document. Use the Document Map to quickly navigate through the document and keep track of your location in it. Document Map pane Document When you click a heading in the Document Map, Word jumps to the corresponding heading in the document, displays it at the top of the window, and highlights the heading in the Document Map. You can show or hide the Document Map at any time. To switch to the Document Map, click Document Map on the View menu. (vi) Full Screen: To display as much of your document as possible on the screen, you can switch to full-screen mode. In this mode, Word removes distracting screen elements, such as toolbars and scroll bars. If you want to choose menu commands in full-screen mode, rest the pointer at
(iv) Bullets and Numbering: Select the items you want to add bullets or numbering to.
On the Formatting toolbar, click Bullets or Numbering to apply bullets and numbering. To remove bullets and numbering from items select the items, on the Formatting toolbar, click Bullets or Numbering.
(v) Page Formatting: formatting of page can be performed using following commands and their settings:
(a) Page Setup: Under Margin tab specify, left, top, right, bottom margin, gutter margin (margin for binding the pages), orientation of page (portrait or landscape). If you select mirror margin from Multiple pages, left and right margin becomes inside and outside margin and gutter position is set to left, mirror margin and gutter margin are useful when book is going to be prepared with bindings.
Under Paper tab specify paper size, paper source for first page and remaining page, height and width of custom paper size.
Under Layout tab specify margin for header and footer text. page if you want to set different header and footer text for first page, odd page and even page tick mark the option different odd and even, different for first. You can set line numbers and border for page.
(b) Setting Header, Footer and Page no.: Header is the text that appears on top of page and footer is the text that appears on bottom of the page. You can set title of chapter, author of the chapter or publisher, page no., date, time or any thing that you want as header or footer text.
- On the View menu, click Header and Footer to open the header or footer area on a page.
- To create a header, enter text or graphics in the header area click on Insert Page No. icon on Header and Footer toolbar.
- To create a footer, click Switch Between Header and Footer icon on the Header and Footer toolbar to move to the footer area, and then enter text or graphics.
- If necessary, format text by using buttons on the Formatting toolbar.
- When you finish, click Close on the Header and Footer toolbar.
Setting Footnote and Endnote:
Footnotes and endnotes are used in printed documents to explain, comment on, or provide references for text in a document. You might use footnotes for detailed comments and endnotes for citation of sources.
- In print layout view, click where you want to insert the note reference mark.
- On the Insert menu, point to Reference, and then click Footnote.
- Click Footnotes or Endnotes. By default, Word places footnotes at the end of each page and endnotes at the end of the document. You can change the placement of footnotes and endnotes by making a selection in the Footnotes or Endnotes box.
- In the Number format box, click the format you want.
- Click Insert. Word inserts the note number and places the insertion point next to the note number.
- Type the note text
Working with tables
A table is made up of rows and columns of cells that you can fill with text and graphics. Tables are often used to organize and present information (a) Inserting table: Use this procedure to make choices about the table dimensions and format before the table is inserted into a document.
- Click where you want to create a table.
- On the Table menu, point to Insert, and then click Table.
- Under Table size, select the number of columns and rows.
- Under AutoFit behavior, choose options to adjust table size.
- To use a built-in table format, click AutoFormat. Select the options you want. (b)Selection in table: to select
(a) A cell: Click the left edge of the cell.
(b) A row: Click to the left of the row.
(c) A column: Click the column's top gridline or border.
(d) Multiple cells, rows, or columns: Drag across the cell, row, or column.
(e) Multiple items that are not necessarily in order: Click the first cell, row, or column you want, press CTRL, and then click the next cells, rows, or columns you want.
Note You can also select rows, columns, or the entire table by clicking in the table and then using the Select commands on the Table menu. (c) Inserting row, column or cell:
- Select the same number of cells, rows, or columns as the number of rows or columns you want to insert.
- On the Table menu, point to Insert, and then click an option.
(d) Deleting row, column or cell:
- Select the cells, rows, or columns you want to delete.
- On the Table menu, point to Delete, and then click either Columns, Rows, or
You can use the thesaurus to check synonyms. The thesaurus provides a list of synonyms for the text you look up, and highlights the one that is closest to what you have typed.
- Select the word whose synonym is required.
- Click on Tools, point to Language then click on Thesaurus.
- Select the word and click on Replace.
Working with Graphics
There are two basic types of graphics that you can use to enhance your Microsoft Word documents: drawing objects and pictures. Drawing objects include AutoShapes, diagrams, curves, lines, and WordArt drawing objects. These objects are part of your Word document. Use the Drawing toolbar to change and enhance these objects with colors, patterns, borders, and other effects.
(a) Inserting picture:
- Click where you want to insert the picture. To insert the picture on a drawing canvas, select the canvas.
- On the Insert menu, point to Picture, and then click From File.
- Locate the picture you want to insert.
- Double-click the picture you want to insert
(b) Inserting Clipart
- On the Insert menu, point to Picture, and then click Clip Art.
- In the Insert Clip Art task pane, in the Search text box, type a word or phrase that describes the clip you want or type in all or some of the file name of the clip.
- To narrow your search, do one or both of the following: § To limit search results to a specific collection of clips, in the Search in box, click the arrow and select the collections you want to search. § To limit search results to a specific type of media file, in the Results should be box, click the arrow and select the check box next to the types of clips you want to find.
- Click Search.
(c) Inserting WordArt
- click Insert menu, point to Picture, then click on WordArt
- Click the WordArt effect you want, and then click OK.
- In the Edit WordArt Text dialog box, type the text you want.
- Do any of the following: o To change the font type, in the Font list, select a font. o To change the font size, in the Size list, select a size. o To make text bold, click the Bold button. o To make text italic, click the Italic button.
Macro
If you perform a task repeatedly in Microsoft Word, you can automate the task by using a macro. A macro is a series of Word commands and instructions that you group together as a single command to accomplish a task automatically. Here are some typical uses for macros:
· To speed up routine editing and formatting · To combine multiple commands; for example, inserting a table with a specific size and borders, and with a specific number of rows and columns · To make an option in a dialog box more accessible · To automate a complex series of tasks
(a) Creating macro
- On the Tools menu, point to Macro, and then click Record New Macro.
- In the Macro name box, type a name for the macro.
- In the Store macro in box, click the template or document in which you want to store the macro.
- In the Description box, type a description for the macro.
- If you don't want to assign the macro to a toolbar, a menu, or shortcut keys, click OK to begin recording the macro.
(b) Playing macro
- On the Tools menu, point to Macro, and then click Macros.
- select the macro from list and click on Run.
(c) Deleting macro
1 On the Tools menu, point to Macro, and then click Macros. 2 select the macro from list and click on Delete and click on Close.
Working with Templates
Every Microsoft Word document is based on a template. A template determines the
merged document. (a) Writing the form letter Write the form letter then
- On the Tools menu, point to Letters and Mailings, and then click Mail Merge Wizard.
- Under Select document type, click Letters.
- The active document becomes the main document.
- Click Next: Starting document.
- Click on Use the current document
- Click Next: Select recipients.
(b) Working with mailing list and data source (creating new list)
- Under Select recipients, click Type a new list.
- Click Create.
- In the New Address List dialog box, type the information you want to include for the first entry under Enter Address information; for example, title, names, and address information. You do not have to fill in every field.
- To complete the first entry and move on to a new entry, click New Entry.
- Repeat steps 9 and 10 until you've added all the address entries you want, and then click Close.
- In the Save Address List dialog box, type a name for the address list in the File name box, and select a folder to save the list in.
- Click Save.
(b) Selecting merge records
- Place tick mark in front of the records you want to include in mail merge.
(c) Merging form document
- Click on Next: Write you letter.
- click on More items and when dialog box appears, select the merge field and click on Insert.
(d) Printing merge document or sending to new document
- Click on Next: Complete the merge
- Click on Print to print the merge document or click on Edit individual letters to merge to new document.
Some commonly used Shortcut keys
CTRL+B
Make letters bold
CTRL+I
Make letters italic
CTRL+U
Make letters underline
CTRL+SHIFT+<
Decrease font size
CTRL+SHIFT+>
Increase font size
CTRL+SPACEBAR
Remove paragraph or character formatting
CTRL+SHIFT+D
Double-underline text
CTRL+EQUAL SIGN
Apply subscript formatting (automatic spacing)
CTRL+SHIFT+PLUS SIGN
Apply superscript formatting (automatic spacing)
CTRL+SHIFT+C
Copy formatting from text
CTRL+SHIFT+V
Apply copied formatting to text
CTRL+C
Copy the selected text or object
CTRL+X
Cut the selected text or object
CTRL+V
Paste text or an object
CTRL+Z
