Story Transcript
MS Word Mr. Anurag Pandey Assistant Professor PSIT, Kanpur
About MS Word ►
MS Word is an application software for word processing.
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MS Word results in : ❑
Reduced retyping time for error free hard copy
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Facilitation of documents revision
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Change before committing to paper
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Faster output speed
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Reduced Proofreading
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Elimination of stationary wastage
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MS Word helps in creating letters, tables, newsletters and academic papers.
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Overall it is a most widely used application.
Starting Microsoft Office word ►
To open MS Word, perform any one of the following steps: 1.
Double click the MS Word icon located on the desktop.
2.
Click start, point to MS Office, and then select MS Office Word.
Microsoft Word Environment Quick Access Toolbar
Toolba r
Title Bar
Horizontal Ruler
Control Menu Icon
Cursor
Vertical Ruler
Scroll Bar Work Area
Document View Status Bar
Exploring the MS Word Ribbon Home tab
When MS Word 2013 is opened we see a “ribbon” at the top with the Home tab active. There will be familiar toolbar formatting options. Notice the sections for Font, Paragraph, Styles and Editing. We can select a tiny arrow at the bottom of each section to open more options for that section
A. Font ►
we can use the dropdown to select a different font. Calibri (Body) 11 is the default.
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we can use the Bold, Italic or Underline buttons to change those font features.
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Once we click the small arrow next to Font a familiar font menu will open.
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We can change the fonts, size, color and even add effects such as “strikethrough” or “All caps”.
B. Styles ►
Headings are increasingly important for creating accessible documents.
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Screen readers can jump to different sections of the document.
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Use Heading 1 for your largest document section and heading 2 for the subsection.
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Click the tiny arrow to open the styles section.
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Roll your mouse down to Heading 1 and use the dropdown to open the dialog and select Modify to change the heading font type, size, and color.
C. Paragraph –Bulleted and Numbered Lists ►
The paragraph section gives you the ability to add Bulleted and Numbered Lists.
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Steps: 1. Click on the bullet icon for bulleted lists and the number icon for a numbered list.
2. Press Enter at the end of a line to add the next bullet or number. (You then may shift click the end of the line to add a space if desired.
D. Copy and Paste ►
The Home ribbon has a clipboard where we can cut, copy and paste text in your document.
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Steps:
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1. Highlight text that we want to copy or cut.
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2. Click either the Cut or Copy icons. Alternatively, in the text we can right click and select Copy or Cut or use keystrokes Ctrl C for Copy and Ctrl X for Cut.
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3. Select a place where we want to paste in text from a section that we either copied or cut on the Clipboard.
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4. Click the Paste clipboard or right click and select Paste. Alternatively, use the keystrokes Ctrl V. If you click the little arrow under the Paste clipboard you will see options to paste with the source formatting or just keep the text.
Microsoft Word shortcut keys Shortcut
Description
Ctrl+A
Select all contents of the page.
Ctrl+B
Bold highlighted selection.
Ctrl+C
Copy selected text.
Ctrl+D
Open the font preferences window.
Ctrl+E
Aligns the line or selected text to the center of the screen.
Ctrl+F
Open find box.
Ctrl+I
Italic highlighted selection.
Ctrl+J
Aligns the selected text or line to justify the screen.
Ctrl+K
Insert a hyperlink.
Ctrl+L
Aligns the line or selected text to the left of the screen.
Ctrl+M
Indent the paragraph.
Ctrl+N
Opens new, blank document window.
Ctrl+O
Opens the dialog box or page for selecting a file to open.
Ctrl+P
Open the print window.
Ctrl+R
Aligns the line or selected text to the right of the screen.
Ctrl+S
Save the open document. Just like Shift+F12.
Ctrl+T
Create a hanging indent.
Ctrl+U
Underline the selected text.
Ctrl+V
Paste.
Ctrl+Shift+L
Quickly create a bullet point.
Ctrl+Shift+F
Change the font.
Ctrl+Shift+>
Increase selected font +1pts up to 12pt and then increase font +2pts.
Ctrl+]
Increase selected font +1pts.
Ctrl+Shift+<
Decrease selected font -1pts if 12pt or lower; if above 12, decreases font by +2pt.
Ctrl+[
Decrease selected font -1pts.
Ctrl+/+c
Insert a cent sign (¢).
Ctrl+Shift+*
View or hide non printing characters.
Ctrl+
Moves one word to the left.
Ctrl+
Moves one word to the right.
Ctrl+
Moves to the beginning of the line or paragraph.
Ctrl+
Moves to the end of the paragraph.
Ctrl+Del
Deletes word to right of cursor.
Ctrl+Backspace
Deletes word to left of cursor.
Ctrl+End
Moves the cursor to the end of the document.
Ctrl+Home
Moves the cursor to the beginning of the document.
Ctrl+Spacebar
Reset highlighted text to the default font.
Ctrl+1
Single-space lines.
Ctrl+2
Double-space lines.
Ctrl+5
1.5-line spacing.
Ctrl+Alt+1
Changes text to heading 1.
Ctrl+Alt+2
Changes text to heading 2.
F1
Open Help.
F4
Repeat the last action performed (Word 2000+)
F5
Open the Find, Replace, and Go To window in Microsoft Word.
F7
Spellcheck and grammar check selected text or document.
F12
Save As.
Shift+F3
Change the text in Microsoft Word from uppercase to lowercase or a capital letter at the beginning of every word.
Shift+F7
Runs a Thesaurus check on the selected word.
Shift+F12
Save the open document. Just like Ctrl+S.
Shift+Enter
Create a soft break instead of a new paragraph.
Shift+Insert
Paste.
Shift+Alt+D
Insert the current date.
Note: If the device you are using does not Shift+Alt+T Insert the current time. have function keys (F1-F12) on its keyboard, like a Chromebook, certain shortcuts will be unavailable to you.
Exploring the Insert tab ►
The Insert tab is particularly useful. You can quickly make a table, insert an image or hyperlink, and add page numbers, headers and footers as well as special features like the date and time.
A. Pages: Under this section we can perform three functions:►
We can create cover page.
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We can add as many Blank Pages as we want.
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We can break page.
B. Table ►
We can insert Table in MS Word Document. Tables are useful for aligning information in columns or rows.
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Steps: 1. Select the Insert tab and click on the Table icon. 2. Roll your mouse over the squares for the number of rows and columns you want. 3. Double click and your table will insert.
C. Illustration C1: Pictures ►
You may also insert a Picture either from an image on your hard drive or clip art.
Steps: 1.
Click on Insert
2.
Select the Pictures icon.
3.
Navigate to the place on your pc where you stored the picture.
4.
Click insert.
C2: Online Pictures: ►
We can insert a Online picture if we are connected with Internet.
C3: Shapes: Under the Insert Menu►
By clicking on shapes, we will get different types of shapes.
1.
Click on the shape we want in our document, and
2.
Click on the work are where we want to insert the shape.
C4: Smart Art 1.
Click on Insert
2.
Click on Smart Art,
3.
Select a SmartArt Graphic
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Click on OK.
C5: Chart ►
Click on Insert
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Click on Chart,
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Click on OK
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Insert data in Excel sheet
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Close the Excel Sheet.
C6: Screenshot: ►
Click on insert
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Click on Screenshot
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Click on any screen shots saved in our system.
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Or click on Screen Clipping in the bottom, select the area of which, the screenshot we want to insert.
Insert Online video: Under the section of Media, we can insert Online video if we are connected with Internet.
Insert Hyperlink: Under the Section of Links, we get the option of Hyperlink 1.
Click on Hyperlink
2.
We get new window of Insert Hyperlink
3.
Select the file and click OK.
Inserting Comment ►
Steps:
1.
Select the word, sentence and paragraph , where we want to comment.
2.
Go to insert,
3.
click on comment and
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add your comment
Insert Header and Footer
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Go to Insert, click on Header or footer
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Select the format of Header and footer
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Type the Text we want to want to display as Header and Footer
Insert Page Number:
1.
Go to insert, click on Page Number
2.
Click on the required format
3.
Automatically it will give numbers to all the pages.
Insert Text Box
Inserting WordArt
Insert date and Time
Insert Signature Setup
Insert Object
Insert Equation and Symbol
Insert Equation
Exploring Design Tab
Design Tab is specially for Changing the themes, Document Formatting and Creating Page Background.
Watermark It is a great way to show that the documents required special treatment without distracting from the content. 1. 2. 3.
Go to watermark. Select the watermark from the option. Or we can customize it.
Page Color With the help of this function we can change the Page color in background. 1. 2. 3.
Go to design tab Click on page color. Select the color from the option.
Page Border This function is used to give border to page.
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2. 3. 4.
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Open the file in which we want to give border. Go to design tab Click on page border. Select the box, choose the style, set color, width Select whole document option for giving border to whole document. Click on OK
Exploring Page Layout Tab
Page Orientation ►
The default page orientation for Microsoft Word documents is portrait. To change the orientation of your document to landscape:
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On the PAGE LAYOUT tab, in the Page Setup group, click Orientation:
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Click Landscape:
Changing Paper Size ►
The paper size in Microsoft Word documents can be set for the whole document and for individual sections of documents.
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To change the paper size for a section of your document:
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On the PAGE LAYOUT tab, in the Page Setup group, click Size:
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Select the paper size of your choice:
To change the paper size for your whole document: ►
On the PAGE LAYOUT tab, in the Page Setup group, click Size:
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Select More Paper Sizes:
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In the Page Setup dialog box, choose a paper size and for Apply to, select Whole document:
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Click OK.
Working with Columns ►
To split your text into columns:
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In the PAGE LAYOUT tab, on the Page Setup group, click Columns:
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Columns in Page Setup Group of Page Layout Tab
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Click one of the options in the menu to select it, or click More Columns to add more than three columns or columns with custom width and spacing: Columns Drop-Down Choices
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Note that by default, changes to columns effect only the section in which you are working. To apply column changes to a whole document, you must click More Columns and then Apply to: Whole document Columns Dialog Box
Adding Page and Section Breaks
To add a page break or section break to a Microsoft Word document: ►
On the PAGE LAYOUT tab, in the Page Setup group, click Breaks: Breaks in Page Setup Group of Page Layout Tab
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From the menu that appears, select the page break or section break of your choice:
Line Numbering
• Click on Page Layout • Click on Line Numbers • Choose the required option from the dialog box
B. Paragraph Indent & Spacing: ►
We can use indent for moving our paragraph from left and right margin.
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We can use spacing for changing space appear above the selected paragraphs.
1.
Select the paragraph
2.
Go to Page Layout
3.
Select the option from indent or spacing
4.
For more option click on tiny arrow in paragraph section.
Position This function is used for appearance of selected object on the page. It will work only when, we will have a picture in our document. If don’t have picture in document, follow the steps given below: 1. Go to Insert 2. Click on picture 3. Select the picture 4. Click on insert 5. Select the picture 6. Go to page layout 7. Click on option. 8. Select the required option
Wrap Text This function is used for wrapping text around the object and for taking the object behind the Text. It 1. 2. 3. 4.
will also work when we will have object in our document. Select the picture Go to page layout Click on wrap Choose the option as per the requirement
Bring Forward and Send Backward This function is used for bringing the object forward or send backward and taking the object in front and back. This function will work when we have more than one object in our document. 1. 2. 3. 4.
Select the object Go to Page layout Click on bringing Forward or send back (as per the requirement) Select the option as per the requirement.
Selection Pane This function is used to identify the total objects in the document and for selecting the object or multiple object. We can also select or hide all the objects in the documents. 1. 2. 3.
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Open the file in which we have the object/objects. Go to page layout Click on Selection pane.(We will see new dialog box named section in the right with list of objects.) Click on the object, we want to select or navigate.
Align This function is used for changing the placement of selected object on the page.
1. 2. 3. 4. 5.
Open the file in which we have the object/objects. Select the object Go to page layout Click on Align Select the option as per the requirement.
Group This function is used to join object together to move and format them as if they were a single object. 1. 2. 3. 4. 5. 6.
Open the file in which we have the object/objects. Select the object Go to page layout Click on Group It will create a group of object Now this group can be moved together.
Rotate This function is used to rotate or flip the object.
1. 2. 3. 4. 5.
Open the file in which we have the object/objects. Select the object or group of object. Go to page layout Click on rotate Select the option as per the requirement.
Explore Mailings Tab
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Mail Merge:-
Mail Merge feature of word allows you to merge generic information which is to be repeated in each letter, mailing label, or envelops etc. with varying information like, a list of names and addresses of employees. This allows having almost identical documents in which the content of the documents is the same for each employee, however each of it can be customized for particular individual in a list. Example: If one wants to send a form letter to five or five hundred different people, word can be used to personalize each one and create envelops or mailing labels.
Steps to apply mail merge 7 1.
Open MS Word
2.
Click on mailings
3.
Type the Text or use the format already exist
4.
Click on select recipient, click on use an existing list or we can type a new list
5.
Select the file, click on open
6.
Put the cursor, where we want to merge
7.
Click on Insert Merge Field, and insert the required merge field one by one
8.
Click on Finish and Merge,
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Click on Edit Individual document
10.
Select all, and click OK
11.
We will get a new document with merged field.
12.
We can edit Recipient list by adding in or removing
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data from the date file. And by clicking on Edit recipient list.
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Envelops: To create addressed Envelops for a group mailing, follow the steps given below: 1.
Open MS Word
2.
Click on Mailings
3.
Click on Envelop
4.
Type Delivery Address and Return address
5.
Click on Add to Document.
Label To create address for group mailings, follow the steps given below: 1.
Open MS Word
2.
Click on Mailings and then on Labels
3.
Type the Text in Address Box, click on new document.
Explore Review Tab
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Spelling & Grammar:-
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We use this function for checking the spelling and grammar mistakes in the documents automatically. We can also make them correct. 1.
Open the file, click on review and then on spelling & Grammar.
2.
In the new dialog box, it will suggest the correction, select the appropriate spelling and click on change. Do it one by one until the correction made.
3.
As all the changes will be done, it will give a massage of complete. click OK.
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Define:
If we are not sure about the meaning of a word, we use this function. But before using this function, ensure that we have the internet connection. ►
Thesaurus:
We use his function to replace our word with other word having the same meaning. 1.
Select the word we want to replace
2.
Click on review and then on Thesaurus
3.
Select the word in new dialog box
4.
Click on dropdown arrow, and click insert.
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Word Count:
If we want to know the no. of pages, words, character (no space), character (with space), paragraphs, lines in our document, we can use this function. 1.
Open the file
2.
Click on review
3.
Click on word count.
4.
New dialog box with such information will open.
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Translate:
We use this function, when we want to translate the text in different languages by using bilingual dictionary and online service. Select the text Click on Review and then click on Translate
Comments ►
With the use of this function, we can insert comment, delete comment, move on previous and Next comment and show comments.
1.
Open the file, select the Text.
2.
Click on review, then click on New comment.
3.
Type the comment.
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For deleting the comment, click on delete.
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For moving on to next comment, click next.
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To see the comment click on Show Comments
Tacking ►
Track changes:
This function is used to track the sequence of changes made in the document. ►
Mark up:
To see how we would like to see the changes in the document. ►
Reviewing Pane:
I will show list of all the changes made to our document. It gives two option to show the list of changes, vertical and horizontal. 1.
Open the file
2.
Click on review, then click on reviewing pane.
3.
Select the option, vertical or horizontal.
Changes ►
By using this function, we can accept the changes or reject the changes, it can be done one by one or by accepting or rejecting all changes in one operation.
Restrict Editing ►
If we want to restrict editing in our document, we can use this function.
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Open the file
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Click on review, then click on Restrict Editing.
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I
Exploring View Tab