Saturday, November 21, 2009
Sunday, November 15, 2009
Print
Now is the time to actually print our great piece of work!
• Choose Print command from File menu.
• Choose your printer from this list. In most of the cases default printer would be the right one.
• Click here to choose All. This would print all the pages of the present document.
• Click OK button to Print.
Now is the time to actually print our great piece of work!
• Choose Print command from File menu.
• Choose your printer from this list. In most of the cases default printer would be the right one.
• Click here to choose All. This would print all the pages of the present document.
• Click OK button to Print.
Print Preview
Print Preview
Once you have completed spelling for the entire document, now is the time to sit back and take stock of your work. Because of advanced WYSIWYG feature (What You See Is What You Get) in-built in MS Office, you can see a preview, on screen of what you wish to print. In most cases, this preview would give you an exact replica of what your printer would print. This is very helpful, since you save considerable amount of time and money (in printing and stationary cost) by making sure that your document looks exactly the way it should, before you finally print it.
• Choose Print Preview command from File menu
A This is what appears on the screen. An exact copy of the page, which your printer would print. If you are happy with what you see, go ahead and print the document. If not, go back to the main screen by clicking on Close button and make necessary changes.
Once you have completed spelling for the entire document, now is the time to sit back and take stock of your work. Because of advanced WYSIWYG feature (What You See Is What You Get) in-built in MS Office, you can see a preview, on screen of what you wish to print. In most cases, this preview would give you an exact replica of what your printer would print. This is very helpful, since you save considerable amount of time and money (in printing and stationary cost) by making sure that your document looks exactly the way it should, before you finally print it.
• Choose Print Preview command from File menu
A This is what appears on the screen. An exact copy of the page, which your printer would print. If you are happy with what you see, go ahead and print the document. If not, go back to the main screen by clicking on Close button and make necessary changes.
Spelling
Spelling
Once the entire matter has been typed and formatted as required, now is the time to make sure that no spelling mistakes have been made. Spelling is one of the coolest features of Word and frees you from the bother of concentrating on the spelling of your text.
• Place the cursor right in the beginning of the document to ensure that the complete document is spell checked. (Although even if you place the cursor anywhere in the middle, Spelling features will prompt you and start from the beginning)
• Choose Spelling and Grammar command from the Tools menu.
• A Spell Check dialogue box appears. The spell check program immediately starts picking up each word in your document and searching that word in its dictionary. If the word is found in the dictionary, the program moves on to the new word till it finds a word, which does not exist, in its in-built dictionary. At this stage this dialogue box will prompt you with the word, which is not in Dictionary, and ask you what you wish to do now. The program would close when spelling has been completed on the entire document.
Explanations for some of the options in the spell-check program are given below:
Once the entire matter has been typed and formatted as required, now is the time to make sure that no spelling mistakes have been made. Spelling is one of the coolest features of Word and frees you from the bother of concentrating on the spelling of your text.
• Place the cursor right in the beginning of the document to ensure that the complete document is spell checked. (Although even if you place the cursor anywhere in the middle, Spelling features will prompt you and start from the beginning)
• Choose Spelling and Grammar command from the Tools menu.
• A Spell Check dialogue box appears. The spell check program immediately starts picking up each word in your document and searching that word in its dictionary. If the word is found in the dictionary, the program moves on to the new word till it finds a word, which does not exist, in its in-built dictionary. At this stage this dialogue box will prompt you with the word, which is not in Dictionary, and ask you what you wish to do now. The program would close when spelling has been completed on the entire document.
Explanations for some of the options in the spell-check program are given below:
Indenting
Indenting
Now to further dramatize the effect of this bullet, we can indent the text still further so that the Terms and Conditions stand out from the rest of the text.
• Highlight the text and choose Paragraph command from Format menu.
• Type "1" for left indentation. You may see in the preview that the highlighted text has moved further to the right.
• Click once on OK button.
A Notice the entire block of text has been shifted (indented) by one inch towards the right.
Now to further dramatize the effect of this bullet, we can indent the text still further so that the Terms and Conditions stand out from the rest of the text.
• Highlight the text and choose Paragraph command from Format menu.
• Type "1" for left indentation. You may see in the preview that the highlighted text has moved further to the right.
• Click once on OK button.
A Notice the entire block of text has been shifted (indented) by one inch towards the right.
Bullets
Bullets
Just as we can create numbered lists, we can also create Bulleted lists. The main difference here is that instead of consecutive numbers in case of numbered list, items appear with the same chosen bullet mark.
• Highlight the text and choose Bullets and Numbering command from Format menu.
• Click on the Bulleted folio/ tab.
• Choose the bullet mark you wish to apply by clicking once on it.
• Click on the OK button on continue.
A Individual lines appear with bullet mark with hanging indent effect.
Just as we can create numbered lists, we can also create Bulleted lists. The main difference here is that instead of consecutive numbers in case of numbered list, items appear with the same chosen bullet mark.
• Highlight the text and choose Bullets and Numbering command from Format menu.
• Click on the Bulleted folio/ tab.
• Choose the bullet mark you wish to apply by clicking once on it.
• Click on the OK button on continue.
A Individual lines appear with bullet mark with hanging indent effect.
Numbering
Numbering
One of the really smart features of Word is to create numbered lists. Old Word processor users would appreciate, how much time was wasted in tying to manually create a perfectly aligned numbered list. Through this feature, once you have chosen a list of items separated by Enter key, you can ask Word to automatically assign consecutive numbers to this list.
• Highlight the text.
• Choose Bullets and Numbering command from Format menu or click once on the numbering icon.
• Click here to choose Numbered.
• Choose the numbering pattern you with to apply b clicking anywhere inside the chosen pattern box.
• Click once on OK button.
• Items are automatically numbered with hanging indent effect.
One of the really smart features of Word is to create numbered lists. Old Word processor users would appreciate, how much time was wasted in tying to manually create a perfectly aligned numbered list. Through this feature, once you have chosen a list of items separated by Enter key, you can ask Word to automatically assign consecutive numbers to this list.
• Highlight the text.
• Choose Bullets and Numbering command from Format menu or click once on the numbering icon.
• Click here to choose Numbered.
• Choose the numbering pattern you with to apply b clicking anywhere inside the chosen pattern box.
• Click once on OK button.
• Items are automatically numbered with hanging indent effect.
Justifying Text
Justifying the Text
Having learnt to align text, we shall now apply this knowledge to justify a whole paragraph between the left and right margin ('Blocked' lines in the figure).
• Highlight thee entire paragraph.
• Choose Paragraph command from Format menu.
• Choose Justified option from Alignment pull down list.
• Click once on OK button.
A You can see that the text has been perfectly adjusted (justified) between the left and right page margin of the page.
Having learnt to align text, we shall now apply this knowledge to justify a whole paragraph between the left and right margin ('Blocked' lines in the figure).
• Highlight thee entire paragraph.
• Choose Paragraph command from Format menu.
• Choose Justified option from Alignment pull down list.
• Click once on OK button.
A You can see that the text has been perfectly adjusted (justified) between the left and right page margin of the page.
Underling Text
Underlining the text
Now having centered the text, we wish to underline it.
• Highlight the text. Choose Font command from Format menu.
• Choose Single Line option form the 'Underline' pull down list.
• Click on OK button to continue.
Now having centered the text, we wish to underline it.
• Highlight the text. Choose Font command from Format menu.
• Choose Single Line option form the 'Underline' pull down list.
• Click on OK button to continue.
Align Text
Aligning to Text
Now let us learn to change the alignment of text. By default, text is always left aligned.
• Highlight the line by dragging the mouse till the end of text.
• Choose Paragraph from Format menu.
• Choose Indents & Spacing folio by clicking on it once.
• Choose the option Centered from 'Alignment'.
• Click once on OK button.
In Word you can indent any length of selected text. You can indent from left margin, from right margin or form both margins.
B There are three options for special Indent--None, First line and Hanging. Choose all these options one by one and after seeing its preview in the preview window remove and select the one you like.
Now let us learn to change the alignment of text. By default, text is always left aligned.
• Highlight the line by dragging the mouse till the end of text.
• Choose Paragraph from Format menu.
• Choose Indents & Spacing folio by clicking on it once.
• Choose the option Centered from 'Alignment'.
• Click once on OK button.
In Word you can indent any length of selected text. You can indent from left margin, from right margin or form both margins.
B There are three options for special Indent--None, First line and Hanging. Choose all these options one by one and after seeing its preview in the preview window remove and select the one you like.
Changing font size
Changing Font Size
• Highlight the text as explained earlier. Click here to see a list point size. These numbers refer to the size of the characters that you wish to format. Higher the point size number, bigger would be the character size of the highlighted text. (Choose 10 here, for the given example). Please remember that before you choose that point size, the range of text (for which you wish to increase or decrease point size) much be selected (highlighted) first.
A You can see the text has changed according to the font and point size chosen by you.
Alternative Method
There is an alternative method of change the font. Highlight the text as explained earlier by 'blocking'. Choose Font from the Format menu. A window will appear.
This is a very compact and feature rich dialog box. Through this you can change not only the fonts and point size, but also the styles like Bold, Italics, Bold Italics, and Regular etc.
You can also apply other effects like strike through, underline etc. Choose the desired font, font style and size and click OK button to continue.
• Choose Font command from Format menu.
• In case you wish to underline the selected text, choose form the alternatives given her--None, Single, Words only, Double and Dotted.
• Click OK to continue.
• Highlight the text as explained earlier. Click here to see a list point size. These numbers refer to the size of the characters that you wish to format. Higher the point size number, bigger would be the character size of the highlighted text. (Choose 10 here, for the given example). Please remember that before you choose that point size, the range of text (for which you wish to increase or decrease point size) much be selected (highlighted) first.
A You can see the text has changed according to the font and point size chosen by you.
Alternative Method
There is an alternative method of change the font. Highlight the text as explained earlier by 'blocking'. Choose Font from the Format menu. A window will appear.
This is a very compact and feature rich dialog box. Through this you can change not only the fonts and point size, but also the styles like Bold, Italics, Bold Italics, and Regular etc.
You can also apply other effects like strike through, underline etc. Choose the desired font, font style and size and click OK button to continue.
• Choose Font command from Format menu.
• In case you wish to underline the selected text, choose form the alternatives given her--None, Single, Words only, Double and Dotted.
• Click OK to continue.
Changing font
Changing the Font
• Place the mouse pointer at the beginning of the text. Click the left button and start highlight the entire text by dragging the mouse till the end of the text. Of course, you may alternately begin from the end & move backwards toward the beginning of the text.
• Click at the font box of formatting toolbar. Click once at the pull down arrow symbol and a list of all the available fonts would be displayed. Use the mouse to move up and down in this list. Click at the font that you wish to appl. 'Arial' font has to be chosen for our present exercise. The moment you have clicked and chosen a particular font, this pull down list would automatically close and the selected font would be applied to the highlighted text.
• Place the mouse pointer at the beginning of the text. Click the left button and start highlight the entire text by dragging the mouse till the end of the text. Of course, you may alternately begin from the end & move backwards toward the beginning of the text.
• Click at the font box of formatting toolbar. Click once at the pull down arrow symbol and a list of all the available fonts would be displayed. Use the mouse to move up and down in this list. Click at the font that you wish to appl. 'Arial' font has to be chosen for our present exercise. The moment you have clicked and chosen a particular font, this pull down list would automatically close and the selected font would be applied to the highlighted text.
Entering text in text box
Entering Text in Text Box
A After you have finished typing, your letter should look like this. If you made some mistakes while typing, refer to navigation instructions about how to make modifications, deletion and additions to existing text.
• Click here and type the slogan 'Creativity & Synergy'.
A After you have finished typing, your letter should look like this. If you made some mistakes while typing, refer to navigation instructions about how to make modifications, deletion and additions to existing text.
• Click here and type the slogan 'Creativity & Synergy'.
Entering Text
Entering Text
• Click here and type out the sender's (Your) address and phone numbers.
• Click here with the mouse and type the name of the company.
A Note that the current date is automatically displayed here. In case a wrong date is show here, go back to Windows and change the current date and time setting.
• Click here and type the name of the recipient and his company address (as per sample exercise given before).
• Click here and type the title and recipient's name
• Place the cursor at the beginning of this Paragraph, click on the mouse, highlight this entire paragraph and Pres DEL key from keyboard. This matter would get deleted and now you can begin typing the rest of the letter as shown in the sample letter.
• Click here and type out the sender's (Your) address and phone numbers.
• Click here with the mouse and type the name of the company.
A Note that the current date is automatically displayed here. In case a wrong date is show here, go back to Windows and change the current date and time setting.
• Click here and type the name of the recipient and his company address (as per sample exercise given before).
• Click here and type the title and recipient's name
• Place the cursor at the beginning of this Paragraph, click on the mouse, highlight this entire paragraph and Pres DEL key from keyboard. This matter would get deleted and now you can begin typing the rest of the letter as shown in the sample letter.
starting word
Starting Word
Choose MS Word command form Microsoft Office option of the Program option from Start menu.
New Document
• Choose New command from the File Menu. You can activate the menu in 2 ways.
1. Pres Alt-F key (or key underline in Menu line to activate that menu list) and use the keyboard to move up & down within the various options under the file menu option and press Enter to select an option.
2. Use a mouse. Take the mouse pointer to File and click. Automatically this menu list would be displayed. Use mouse to travel between various option and click once at the desire option.
• Click on Letters and Faxes folio to select preformatted templates for creating letters and faxes.
• Click here to choose Contemporary Lettery.
• Click once on OK button.
You will see a layout design of your document. Here, all you are expected to do is fill up the blanks and your document is ready.
Choose MS Word command form Microsoft Office option of the Program option from Start menu.
New Document
• Choose New command from the File Menu. You can activate the menu in 2 ways.
1. Pres Alt-F key (or key underline in Menu line to activate that menu list) and use the keyboard to move up & down within the various options under the file menu option and press Enter to select an option.
2. Use a mouse. Take the mouse pointer to File and click. Automatically this menu list would be displayed. Use mouse to travel between various option and click once at the desire option.
• Click on Letters and Faxes folio to select preformatted templates for creating letters and faxes.
• Click here to choose Contemporary Lettery.
• Click once on OK button.
You will see a layout design of your document. Here, all you are expected to do is fill up the blanks and your document is ready.
Starting MS Word
STARTING MS WORD
Enough of theory! Now let us start working on our first document in Word. On the previous page you see Word Exercise I. We shall now learn how to create a document that looks exactly like this exercise.
Click once the on the Start button, highlight Programs, highlight Microsoft Office and then click once on Microsoft Word option. Or simply click once on the Word icon form the MS the MS Office toolbar, which is normally displayed at the top right hand corner of your screen.
You will see MS Word sign on banner briefly and then Word’s main screen would be displayed. This screen has already been explained on page no 4. The white blank area that you see is the page where you would be typing your matter. Notice the toothpick cursor at the beginning of first line, when you start typing, your matter would appear from this point on wards.
So let’s begin. Start typing the text given in Exercise 1. Type only till “Wide Area Networks, and much more” as shown below:
While typing do not bother how your text looks, simply go ahead and type in continuity. One of the basic features of Word is word wrap. This feature allows you to type in continuity without bothering about your line running out of right margin of your page. When you type as soon as you approach the end of a line (right side of your paper), Word automatically figures out whether the last word that you have typed, can fit within the current line. If it will, fine, otherwise Word automatically picks up the whole word and places it in the next line. When you reach the end of a paragraph or a paragraph heading (like – what is Internet after all?) press Enter to place your cursor in the next line. If you need a blank line then press Enter once more to create some blank space between two paragraphs.
This point is so important that I am going to repeat it once again. Never press Enter after every line, but only at the end of a paragraph or a paragraph heading. You can also split a single paragraph into two by placing the cursor at the end of the sentence after which you want to create a new paragraph and pressing Enter. For instance, if you want to split this paragraph itself into two and want to start the second paragraph with the sentence “You can also split a …”, place the cursor after the full stop of previous sentence “…or a paragraph heading.” And press Enter. Press Enter once again to create a blank line. You will see the results as.
While typing if you make any mistakes use the Backspace and Del key to delete the incorrect text. Backspace key deletes a character to the left of the current cursor position whereas Del key deletes character to the right of the current cursor position. As has been explained in previous pages, use the Insert key to alternate between Insert Mode and Overwrite Mode, as and when required.
After you have typed till the text shown above, if you see the remaining text in Word Exercise 1, you will notice that the subsequent text is a repetition of the same points about Internet, which have been briefly explained in the next section. This brings us to an interesting and very useful group of commands—Cut, Copy and Paste. Through Cut command you can move a block of text from once place to another. Through Copy command you can copy a block of text from one place to another such that the text appears at both the places. Paste command is used to insert the block of text, which has been either Cur or Copied. In the present example we will use the Copy and Paste command to copy the Internet features. Highlight all the Internet points by placing the cursor before “E-Mail”, clicking on the mouse’s left button, keeping it pressed and rolling the mouse till the end of “Wide Are Networks, and much more.” Release the mouse button now. This highlighted text, called a block can be either cut or copied. At the moment, since we want to copy, click once on Copy icon. Press Enter twice to come to a new paragraph and click once on Paste icon to get the same block of text here.
Now that you have a second block text, you can place the cursor after each point and type a brief explanation about it. Take care not to press Enter after the end of each point, otherwise a blank line would be inserted between points.
Now finally the typing work is over and we can begin work on improving the look of this document and making it look exactly like the sample exercise page. This process involving changing the font type, font size, alignment of text, applying shades and colors etc. is called formatting. So let us now start from the top of the document and move our way down.
Place the mouse pointer before 'W' of 'Word Exercise 1', click once, keep the mouse button pressed and roll the mouse to highlight this block of text, release the mouse button after reaching the end of the text (after '1'). You will see that the text (called block) is highlighted in black and the text appears in white color.
Now we have to make this text bigger, thicker and aligned to the right side. This would be done by three commands
• Increasing the font size,
• Applying Bold font style, and
• Right Aligning, respectively.
Click here once to see a pull down list of font sizes available. The bigger the font size, the bigger would be the text.
Click once on the Bold icon to apply bold style on the selected text.
Click once on the Right Align icon to align the text with the right margin of the text.
Now let us use the same technique to:
• Change the font,
• Increase the font size,
• Italicize the selected text,
• Underline the selected text, and
• Center the Heading horizontally between the pages.
Fonts are like different handwriting scripts available to you. Just as different people write the same alphabets differently, similarly using the font facility of MS Word, you can choose the way in which your alphabet script is displayed and printed. You can have the same font for the entire document or you could apply different fonts for different pieces of text to make your document appear more interesting and appealing.
Highlight the document heading "Internet - The world at the touch of a button!" using the technique explained earlier to mark a block.
Click here once to get a pull down list of all the fonts available to you. Choose the Impact font by clicking on it.
A Notice that each font is displayed in its own unique font style, so before you apply the font you can get to see what it looks like.
Click here once to increase the font size to 20.
Now since we want to Italicize only "The world at the touch of a button!" and not the entire heading, highlighted only this portion, leaving out the word "Internet", and click once on the Italics icon.
Now highlighted the entire heading once again and click on the Underline icon to apply underline style.
The next thing to be done on this heading is that it has to be centered between the left and right margins. The block is already highlighted, just click once on the Centre Align icon.
Now finally let us see how we can change the colour of this text. For this click once on the Font Colour icon and select the desired color - in our case Grey 50% by clicking on it.
Now let us move ahead. You would have noticed that typically the first line of a paragraph is slightly indented i.e. it begins not from the extreme left but slightly ahead. For doing this, place the cursor at the beginning of the first paragraph and press Tab key. You will see that the first line has got indented. Take care not to use the Space Bar to create this space, since this is not only more tedious and time consuming but may also result in different paragraphs having different indent spaces.
Let us now highlighted the paragraph heading "What is Internet after all?". Click here once, use the scroll bar to scroll down to the font "Helvetica", click on it to apply it to the selected block.
Click here once to get the font size pull down list and select point 14 by clicking on it once. Notice, the text would become bigger.
To give a highlight effect to any block of text, highlighted the text and click here once and select the desired highlight by clicking it.
Now move to the next paragraph heading "What can Internet do?" and use the same techniques just learnt to increase the font size, change the font and apply the highlight effect on this text as well.
Now let us learn how to create "bulleted lists". Frequently you have a number of points about a specific topic that you want to present separately. For this you can use bullets. No, not the ones that you put in a revolver but typographical bullets. These bullets are small marks at the beginning of each new point.
For applying bullets to points that already exist, highlight all the points (like in our case, starting from "E-Mail" and ending with "Wide Area Networks, and much more") and click once on the Bullets icon.
Alternatively you can also have bullet marks appear automatically when you begin a new point. For this places the cursor in a new blank line and click once on the bulleted list. Now type your first point, the moment you finish a point and press Enter the cursor will go to the next line a which will automatically have a bullet mark. When you have finished typing your last point, press Enter to go to a next line and click once again on the Bullets icon to turn the bullet list off. Bullet icon like most other icons on the Formatting Tool bar is a "toggle switch", which means that if you click on it once, it becomes On and if you click again on it becomes Off.
Similar to the bulleted list is the numbered list. In case of a numbered list each point starts with a point number (1,2,3... or A,B,C.. I,II,III... etc.) instead of a bullet mark. The procedure for this is similar to that of bullet list. Highlight all the points and click once on the Numbered List icon.
As we can see here that Word is taking the next matter as a part of the above matter, therefore it is showing the numbered list as sub-points of the above bulleted list. To correct this you indent these points to the left, click once on the Left Indent icon you will notice that all the points have moved to the left by one tab position. In case you want to further Indent click on the Left Indent icon again. If not satisfied with the results you can always use the Right Indent icon to bring back the text by one tab position at a time.
Notice all the points have a running number against them and the matter starts from a neatly aligned straight line. Try doing this manually by typing the numbers and using spacebar to create perfectly aligned text and it might take you more than fifteen minutes to achieve this perfectly, whereas through Numbered List icon it is a matter of seconds. Remember computers are all about saving time!
Now take a look at the Exercise 1 format given and apply Bold and Italics formatting on all the points
Congratulation! With this step you have completed your first exercise in MS Word. It may have taken you a bit of time to do it the first time but with practice you would become much more faster, efficient and hopefully more innovative.
Enough of theory! Now let us start working on our first document in Word. On the previous page you see Word Exercise I. We shall now learn how to create a document that looks exactly like this exercise.
Click once the on the Start button, highlight Programs, highlight Microsoft Office and then click once on Microsoft Word option. Or simply click once on the Word icon form the MS the MS Office toolbar, which is normally displayed at the top right hand corner of your screen.
You will see MS Word sign on banner briefly and then Word’s main screen would be displayed. This screen has already been explained on page no 4. The white blank area that you see is the page where you would be typing your matter. Notice the toothpick cursor at the beginning of first line, when you start typing, your matter would appear from this point on wards.
So let’s begin. Start typing the text given in Exercise 1. Type only till “Wide Area Networks, and much more” as shown below:
While typing do not bother how your text looks, simply go ahead and type in continuity. One of the basic features of Word is word wrap. This feature allows you to type in continuity without bothering about your line running out of right margin of your page. When you type as soon as you approach the end of a line (right side of your paper), Word automatically figures out whether the last word that you have typed, can fit within the current line. If it will, fine, otherwise Word automatically picks up the whole word and places it in the next line. When you reach the end of a paragraph or a paragraph heading (like – what is Internet after all?) press Enter to place your cursor in the next line. If you need a blank line then press Enter once more to create some blank space between two paragraphs.
This point is so important that I am going to repeat it once again. Never press Enter after every line, but only at the end of a paragraph or a paragraph heading. You can also split a single paragraph into two by placing the cursor at the end of the sentence after which you want to create a new paragraph and pressing Enter. For instance, if you want to split this paragraph itself into two and want to start the second paragraph with the sentence “You can also split a …”, place the cursor after the full stop of previous sentence “…or a paragraph heading.” And press Enter. Press Enter once again to create a blank line. You will see the results as.
While typing if you make any mistakes use the Backspace and Del key to delete the incorrect text. Backspace key deletes a character to the left of the current cursor position whereas Del key deletes character to the right of the current cursor position. As has been explained in previous pages, use the Insert key to alternate between Insert Mode and Overwrite Mode, as and when required.
After you have typed till the text shown above, if you see the remaining text in Word Exercise 1, you will notice that the subsequent text is a repetition of the same points about Internet, which have been briefly explained in the next section. This brings us to an interesting and very useful group of commands—Cut, Copy and Paste. Through Cut command you can move a block of text from once place to another. Through Copy command you can copy a block of text from one place to another such that the text appears at both the places. Paste command is used to insert the block of text, which has been either Cur or Copied. In the present example we will use the Copy and Paste command to copy the Internet features. Highlight all the Internet points by placing the cursor before “E-Mail”, clicking on the mouse’s left button, keeping it pressed and rolling the mouse till the end of “Wide Are Networks, and much more.” Release the mouse button now. This highlighted text, called a block can be either cut or copied. At the moment, since we want to copy, click once on Copy icon. Press Enter twice to come to a new paragraph and click once on Paste icon to get the same block of text here.
Now that you have a second block text, you can place the cursor after each point and type a brief explanation about it. Take care not to press Enter after the end of each point, otherwise a blank line would be inserted between points.
Now finally the typing work is over and we can begin work on improving the look of this document and making it look exactly like the sample exercise page. This process involving changing the font type, font size, alignment of text, applying shades and colors etc. is called formatting. So let us now start from the top of the document and move our way down.
Place the mouse pointer before 'W' of 'Word Exercise 1', click once, keep the mouse button pressed and roll the mouse to highlight this block of text, release the mouse button after reaching the end of the text (after '1'). You will see that the text (called block) is highlighted in black and the text appears in white color.
Now we have to make this text bigger, thicker and aligned to the right side. This would be done by three commands
• Increasing the font size,
• Applying Bold font style, and
• Right Aligning, respectively.
Click here once to see a pull down list of font sizes available. The bigger the font size, the bigger would be the text.
Click once on the Bold icon to apply bold style on the selected text.
Click once on the Right Align icon to align the text with the right margin of the text.
Now let us use the same technique to:
• Change the font,
• Increase the font size,
• Italicize the selected text,
• Underline the selected text, and
• Center the Heading horizontally between the pages.
Fonts are like different handwriting scripts available to you. Just as different people write the same alphabets differently, similarly using the font facility of MS Word, you can choose the way in which your alphabet script is displayed and printed. You can have the same font for the entire document or you could apply different fonts for different pieces of text to make your document appear more interesting and appealing.
Highlight the document heading "Internet - The world at the touch of a button!" using the technique explained earlier to mark a block.
Click here once to get a pull down list of all the fonts available to you. Choose the Impact font by clicking on it.
A Notice that each font is displayed in its own unique font style, so before you apply the font you can get to see what it looks like.
Click here once to increase the font size to 20.
Now since we want to Italicize only "The world at the touch of a button!" and not the entire heading, highlighted only this portion, leaving out the word "Internet", and click once on the Italics icon.
Now highlighted the entire heading once again and click on the Underline icon to apply underline style.
The next thing to be done on this heading is that it has to be centered between the left and right margins. The block is already highlighted, just click once on the Centre Align icon.
Now finally let us see how we can change the colour of this text. For this click once on the Font Colour icon and select the desired color - in our case Grey 50% by clicking on it.
Now let us move ahead. You would have noticed that typically the first line of a paragraph is slightly indented i.e. it begins not from the extreme left but slightly ahead. For doing this, place the cursor at the beginning of the first paragraph and press Tab key. You will see that the first line has got indented. Take care not to use the Space Bar to create this space, since this is not only more tedious and time consuming but may also result in different paragraphs having different indent spaces.
Let us now highlighted the paragraph heading "What is Internet after all?". Click here once, use the scroll bar to scroll down to the font "Helvetica", click on it to apply it to the selected block.
Click here once to get the font size pull down list and select point 14 by clicking on it once. Notice, the text would become bigger.
To give a highlight effect to any block of text, highlighted the text and click here once and select the desired highlight by clicking it.
Now move to the next paragraph heading "What can Internet do?" and use the same techniques just learnt to increase the font size, change the font and apply the highlight effect on this text as well.
Now let us learn how to create "bulleted lists". Frequently you have a number of points about a specific topic that you want to present separately. For this you can use bullets. No, not the ones that you put in a revolver but typographical bullets. These bullets are small marks at the beginning of each new point.
For applying bullets to points that already exist, highlight all the points (like in our case, starting from "E-Mail" and ending with "Wide Area Networks, and much more") and click once on the Bullets icon.
Alternatively you can also have bullet marks appear automatically when you begin a new point. For this places the cursor in a new blank line and click once on the bulleted list. Now type your first point, the moment you finish a point and press Enter the cursor will go to the next line a which will automatically have a bullet mark. When you have finished typing your last point, press Enter to go to a next line and click once again on the Bullets icon to turn the bullet list off. Bullet icon like most other icons on the Formatting Tool bar is a "toggle switch", which means that if you click on it once, it becomes On and if you click again on it becomes Off.
Similar to the bulleted list is the numbered list. In case of a numbered list each point starts with a point number (1,2,3... or A,B,C.. I,II,III... etc.) instead of a bullet mark. The procedure for this is similar to that of bullet list. Highlight all the points and click once on the Numbered List icon.
As we can see here that Word is taking the next matter as a part of the above matter, therefore it is showing the numbered list as sub-points of the above bulleted list. To correct this you indent these points to the left, click once on the Left Indent icon you will notice that all the points have moved to the left by one tab position. In case you want to further Indent click on the Left Indent icon again. If not satisfied with the results you can always use the Right Indent icon to bring back the text by one tab position at a time.
Notice all the points have a running number against them and the matter starts from a neatly aligned straight line. Try doing this manually by typing the numbers and using spacebar to create perfectly aligned text and it might take you more than fifteen minutes to achieve this perfectly, whereas through Numbered List icon it is a matter of seconds. Remember computers are all about saving time!
Now take a look at the Exercise 1 format given and apply Bold and Italics formatting on all the points
Congratulation! With this step you have completed your first exercise in MS Word. It may have taken you a bit of time to do it the first time but with practice you would become much more faster, efficient and hopefully more innovative.
Keyboard Operation
Keyboard Operations
Typing keys The part of the keyboard which is used to type letters, numbers and other characters. The alphabets layout resembles a standard typewriter keyboard exactly, however there some extra keys for entering commands, e.g. Ctrl key, Alt key, Shift key, Enter key etc. On most keyboards these extra keys are grey in colour whereas the alphabet, number, symbol and punctuation keys are white in colour. The Ctrl, Alt and Shift key is always used in conjunction with some other key.
Shift and Caps Lock key The shift key is used to type capital letters i.e. if you want to type the letter “F”, you have to press the Shift key, keep it pressed with one finger and press “f” key with the other. However, if you want to type an entire word or a sentence in capital letters, use the Caps Lock key instead. Unlike the Shift key, Caps Lock key is a toggle key and does not need to be pressed continuously. Press it once and it becomes On (you will see the Caps Lock indicator on the keyboard lighting up when you do this) and thereafter whatever you type would be in capital letters, pres it again and it becomes off.
Function keys The row of 10-12 keys—F1 to F12 above the typing keys are called the Function keys and are used to execute special commands or as shortcut keys. The use of these keys varies from program to program, however within MS Office some degree of standardization has been achieved. In Word, the functions keys are used alone or together with the Shift, Alt and Ctrl keys to give commands.
Cursor control keys A group of special keys used to control and navigate the cursor arrow keys (Up, Down, Left, Right). Home and End are used to quickly place the cursor in the beginning or end of a line. To delete an alphabet to the left of the cursor press the Backspace key (normally above the Enter key), to delete and alphabet to the right of the cursor press the Del key.
Numeric keypad The keys on the extreme right of the keyboard (resembling a calculator’s keyboard), which can be used both – to enter numbers (when the Num Lock On) or to move the cursor (when the Num Lock is Off). The Num Lock key is located above the number 7 (Home) key on the Numeric keypad and its On or Off status is displayed by the Num Lock indicator light on your keyboard. Since Num Lock is also a toggle key, pressing it once makes is On and pressing it again makes it Off.
Note: Press the keys briefly with a light pressure, you want repeated characters.
Typing keys The part of the keyboard which is used to type letters, numbers and other characters. The alphabets layout resembles a standard typewriter keyboard exactly, however there some extra keys for entering commands, e.g. Ctrl key, Alt key, Shift key, Enter key etc. On most keyboards these extra keys are grey in colour whereas the alphabet, number, symbol and punctuation keys are white in colour. The Ctrl, Alt and Shift key is always used in conjunction with some other key.
Shift and Caps Lock key The shift key is used to type capital letters i.e. if you want to type the letter “F”, you have to press the Shift key, keep it pressed with one finger and press “f” key with the other. However, if you want to type an entire word or a sentence in capital letters, use the Caps Lock key instead. Unlike the Shift key, Caps Lock key is a toggle key and does not need to be pressed continuously. Press it once and it becomes On (you will see the Caps Lock indicator on the keyboard lighting up when you do this) and thereafter whatever you type would be in capital letters, pres it again and it becomes off.
Function keys The row of 10-12 keys—F1 to F12 above the typing keys are called the Function keys and are used to execute special commands or as shortcut keys. The use of these keys varies from program to program, however within MS Office some degree of standardization has been achieved. In Word, the functions keys are used alone or together with the Shift, Alt and Ctrl keys to give commands.
Cursor control keys A group of special keys used to control and navigate the cursor arrow keys (Up, Down, Left, Right). Home and End are used to quickly place the cursor in the beginning or end of a line. To delete an alphabet to the left of the cursor press the Backspace key (normally above the Enter key), to delete and alphabet to the right of the cursor press the Del key.
Numeric keypad The keys on the extreme right of the keyboard (resembling a calculator’s keyboard), which can be used both – to enter numbers (when the Num Lock On) or to move the cursor (when the Num Lock is Off). The Num Lock key is located above the number 7 (Home) key on the Numeric keypad and its On or Off status is displayed by the Num Lock indicator light on your keyboard. Since Num Lock is also a toggle key, pressing it once makes is On and pressing it again makes it Off.
Note: Press the keys briefly with a light pressure, you want repeated characters.
Mouse Operations
Mouse Operations
Pointing Move the mouse pointer until the pointer is on the desired item.
Clicking Move the mouse pointer to the position you want, then press the mouse left button once.
Double-clicking Move the mouse pointer to the position you want, then press the mouse left button twice in rapid succession. Alternatively, if your mouse has been so installed, you can also click the middle button once, instead of pressing the left button twice.
Right-clicking In some cases like changing the properties of an object, or for correcting a mis-spelt word, or even for cut, copy and paste—the mouse right button can be used. In such cases, simply select the object and click once on the mouse right button.
Dragging Move the mouse pointer to the right place, highlight the desired text by clicking once in the beginning and releasing the left button at the end, then click once again in the highlighted block, keep the mouse left button pressed and roll the mouse to move the block to a new location by releasing the left button at the desired location.
At first, using the mouse may be difficult (particularly double-clicking and dragging). However, learning to use it is worth the trouble because many of the advanced tools in modern programs are only operated with the mouse. In any case most operations are much more simpler and faster to execute through the mouse rather than through the keyboard.
Pointing Move the mouse pointer until the pointer is on the desired item.
Clicking Move the mouse pointer to the position you want, then press the mouse left button once.
Double-clicking Move the mouse pointer to the position you want, then press the mouse left button twice in rapid succession. Alternatively, if your mouse has been so installed, you can also click the middle button once, instead of pressing the left button twice.
Right-clicking In some cases like changing the properties of an object, or for correcting a mis-spelt word, or even for cut, copy and paste—the mouse right button can be used. In such cases, simply select the object and click once on the mouse right button.
Dragging Move the mouse pointer to the right place, highlight the desired text by clicking once in the beginning and releasing the left button at the end, then click once again in the highlighted block, keep the mouse left button pressed and roll the mouse to move the block to a new location by releasing the left button at the desired location.
At first, using the mouse may be difficult (particularly double-clicking and dragging). However, learning to use it is worth the trouble because many of the advanced tools in modern programs are only operated with the mouse. In any case most operations are much more simpler and faster to execute through the mouse rather than through the keyboard.
Part of Word Window
PART OF WORD WINDOW
Please see Figure 8.1 for a visual image of all these parts. An active window has:
Title Bar: This tells you which application package is currently running and which document is currently open.
Menu Bar: This is the traditional Windows style drop-down menu. When you point to any menu title and click once with the mouse, the menu will open, displaying all commands available under this menu title. Clicking on the desired command would tell Word to execute that command. Some commands have ellipses (…) in front of them. These commands have further sub commands. Commands appearing dimmed cannot be executed unless the prerequisite functions required by that command have been performed, e.g. you cannot use the Copy or Cut command from the Edit menu unless you have selected a piece of text first. Many commands also have a keyboard shortcut specified against their names.
Standard Toolbar: Toolbars contain buttons, drop-down menus and other controls that help you quickly alter that appearance and arrangement of documents by executing a variety of Word commands. Toolbars are very helpful and convenient in quickly executing commands without having to go through menus. The standard toolbar contains icons for basic functions like opening files, saving files, printing files, cut, copy, paste etc.
Formatting Toolbar: This contains icons for changing the look of your text (called “formatting” in computer jargon); for example, there are icons for changing fonts, styles, font sizes, text alignment etc.
Ruler: The Ruler lets you make changes to margins and indents, and helps you create document as per dimensions required.
Scroll Tools: These help you travel within your document. You can go anywhere, up and down, right and left in your document mainly by two way: Using the horizontal and vertical scroll bars with the help of the mouse; or Using the keyboard to press PgUp, PgDn, Home, End and arrow keys.
Status Bar: Also called the Status Area, this is the normally the last line on your screen. This gives the following information about your work—
• Current Page
• Section Number
• Current/Total pages in the document
• Current Cursor Position (where the cursor is presently located)
• Current Column Number
• Record Macro—whether macro recording is On or not
• Track Revision—whether revisions have been made or not
• Extend Selection
• Over type Mode—whether you are in Insert mode or overwrite mode
• Help for WordPerfect users—whether On or not.
Cursor: Also called the Insertion Pointer, this denotes the place where text, graphics or any other item would be placed when you type, overwrite or insert them. This looks like a tall, skinny toothpick and keeps blinking so that you can locate it easily.
Mouse Pointer: When your mouse pointer looks like an I-beam you should be able to move it freely about the screen. This is used for either placing the cursor at the desired place (take the mouse pointer there and click) or choosing any command either from the menu or from toolbars. The mouse pointer changes shape when in the process of doing certain tasks and the cursor disappear.
Please see Figure 8.1 for a visual image of all these parts. An active window has:
Title Bar: This tells you which application package is currently running and which document is currently open.
Menu Bar: This is the traditional Windows style drop-down menu. When you point to any menu title and click once with the mouse, the menu will open, displaying all commands available under this menu title. Clicking on the desired command would tell Word to execute that command. Some commands have ellipses (…) in front of them. These commands have further sub commands. Commands appearing dimmed cannot be executed unless the prerequisite functions required by that command have been performed, e.g. you cannot use the Copy or Cut command from the Edit menu unless you have selected a piece of text first. Many commands also have a keyboard shortcut specified against their names.
Standard Toolbar: Toolbars contain buttons, drop-down menus and other controls that help you quickly alter that appearance and arrangement of documents by executing a variety of Word commands. Toolbars are very helpful and convenient in quickly executing commands without having to go through menus. The standard toolbar contains icons for basic functions like opening files, saving files, printing files, cut, copy, paste etc.
Formatting Toolbar: This contains icons for changing the look of your text (called “formatting” in computer jargon); for example, there are icons for changing fonts, styles, font sizes, text alignment etc.
Ruler: The Ruler lets you make changes to margins and indents, and helps you create document as per dimensions required.
Scroll Tools: These help you travel within your document. You can go anywhere, up and down, right and left in your document mainly by two way: Using the horizontal and vertical scroll bars with the help of the mouse; or Using the keyboard to press PgUp, PgDn, Home, End and arrow keys.
Status Bar: Also called the Status Area, this is the normally the last line on your screen. This gives the following information about your work—
• Current Page
• Section Number
• Current/Total pages in the document
• Current Cursor Position (where the cursor is presently located)
• Current Column Number
• Record Macro—whether macro recording is On or not
• Track Revision—whether revisions have been made or not
• Extend Selection
• Over type Mode—whether you are in Insert mode or overwrite mode
• Help for WordPerfect users—whether On or not.
Cursor: Also called the Insertion Pointer, this denotes the place where text, graphics or any other item would be placed when you type, overwrite or insert them. This looks like a tall, skinny toothpick and keeps blinking so that you can locate it easily.
Mouse Pointer: When your mouse pointer looks like an I-beam you should be able to move it freely about the screen. This is used for either placing the cursor at the desired place (take the mouse pointer there and click) or choosing any command either from the menu or from toolbars. The mouse pointer changes shape when in the process of doing certain tasks and the cursor disappear.
Creating Documents
CREATING DOCUMENTS
Word always starts by opening an untitled “normal” document so that you can begin from scratch. This “normal” document is based upon all the default values (another name for predefined setting) provided by Word i.e. standard page size, standard margins, font type and size etc. You can change these settings and create your own customized document based upon new settings. You can also save your new settings in a specific kind of file, called a Template file, which will help you to quickly create document based upon these customized settings. You can create your own letter-heads; fax sheets, invoices, memos etc. as templates pre-printed forms, all you have to do is fill in the blanks, very similar to filling in paper forms manually. Templates have been covered in more detailed later.
Word always starts by opening an untitled “normal” document so that you can begin from scratch. This “normal” document is based upon all the default values (another name for predefined setting) provided by Word i.e. standard page size, standard margins, font type and size etc. You can change these settings and create your own customized document based upon new settings. You can also save your new settings in a specific kind of file, called a Template file, which will help you to quickly create document based upon these customized settings. You can create your own letter-heads; fax sheets, invoices, memos etc. as templates pre-printed forms, all you have to do is fill in the blanks, very similar to filling in paper forms manually. Templates have been covered in more detailed later.
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