3. Acknowledgement
I would like to express my special thanks of gratitude to
Mrs Suminder Kaur who gave me the golden opportunity to
do
this wonderful project on the topic “ How MS Word can be
Used to improve efficiency at work?” , which also helped me
in doing lots of research and I came to know about so many
new things . I am really thankful to her.
4. Introduction
Features of MS Word
- Watermarks
- Smart Art
- Macros
- Hyperlinks
- Mail Merge
- Splitting data in two windows
- Symbols
- Show formatting marks
- Exporting to different Document types
- Visual Charts
-Quick Access Toolbar
5. - Templates
- Navigation Pane
- Save changes to all open document at one time
- Word as a Quick Brainstorming Tool
-Image editing
- Kerning
Conclusion
Bibliography
6. Introduction
Microsoft Word is a word processing application which has grown more
powerful with each subsequent release. Word is typically used to write
reports and proposals in business, and research papers in educational
institutions. Any work environment that needs to produce words on a
page for any reason should be able to take advantage of Word.
Nineteenth century business owners armed with manual typewriters
created business documents that took time to type. Today, you can use
modern computer programs, such as Microsoft Word, to help you create
documents and manage your business. Many of Word’s most powerful
formatting and processing tools may remain hidden until you discover
where they are and learn how to use them.
8. Features of MS Word
Watermarks
A Watermark is a translucent image that appears behind the primary texts in a
documents.
• Steps to Insert
Design >> Page Layout >> Watermarks
Uses
If you sending an important document, you want to be able to protect the content
without
having editing much of it. Insert watermark to your objective
This feature is greatly for inserting your brand logo in reports or any other
official document.
Save file as a PDF format to prevent other from editing/removing watermark.
9. Smart Art
It is a visual representation of our information of our
information that we can quickly and easily create, choose
from among many different layout, to effectively
communicate our messages and ideas.
• Step to Insert
Insert>>Illustrations>>SmartArt
Uses
It is a comprehensive and flexible business diagram tool
that greatly improves upon the diagram
gallery features found in previous versions.
SmartArt has the ability to swap between different diagram
even diagram from other categories
without losing data that you have entered.
10. Macros
A Macro is a rule of pattern that specifies how a certain input sequence (often
a sequence of characters) should be mapped to an output sequence according
to defined process. Frequently used or repetitive sequences of keystrokes and
mouse movements can be automated. Like other Microsoft Office documents,
Word files can include advanced macros and even embedded programs. The
language was originally WordBasic, but changed to Visual Basic for
Applications as of Word 97.
• Steps to Insert
View tab >> Macros option
Uses
- To speed up routine editing and formatting
- To Combine multiple command
- To make an option in dialogue box more accessible
- To automate a complex series of tasks.
11. Creating Macros :-
• Click view tab and from macros option , click
record macros.
• Enter Macro name under heading Macro name and
assign Macro to option , click keyboard button to
assign hotkey.
• In the Store Macro inbox , click the template or
document in which we want to store macro.
• In description box , type description of Macro.
• Begin Recording.
• Perform the action that we want to include in
Macro.
• To stop recording click stop recording in the Macro
group of view tab.
• For saving a Macro enabled document Click save
as type options , click word enabled
template(*dotm).
12. Hyperlinks
Word 2010 helps us insert a hyperlink so that
you quickly move to the specific part of the
document.
• Steps to Insert
Insert >> Links >> Hyperlinks
Or
Right click the text or pictures and then click
Hyperlink.
Uses
It is useful especially when sending document
online, hyperlink allows recipients who have
opened the file to click images / text to directly
access relevant webpages or other online sources
of interest.
13. Mail Merge
It allows us to send out bulk e-mails
with unique customizable element.
• Steps to Insert
Mailing tab >> Mail Merge
Uses
We can produce a series of labels and
envelopes for large mailing list, an email
or letter that includes names and
addresses and other details. User simply
create the document that contains
information that will be same in each
case and then add placeholder for the
information that will be unique in each
case.
14. Splitting of data in two Windows
An MS Word document can be split so as
to display two copies with independent
scroll bars.
• Steps to Insert
View Tab >> Window
Uses
a) It is useful in task like editing and
tallying in large documents.
b) Also used for comparing documents
side by side.
16. Registered ®
It depicts that the respective symbol is a registered symbol.
Degree ˚
They are often required to while typing temperatures,
angles, coordinates etc.
How to Insert
Using symbol menu
Or
Using shortcuts
• Copyright = Alt+Ctrl+C
• Degree = Shift+Ctrl+@
• Trademark = Alt+0153
• Registered Mark = Alt+0174
17. Uses
As, at the time of documentation or for generating hard copy of the
data related to business organisation, sometimes there is need to insert
various symbols so as to make third party aware about the legality
regard to organisation &various symbols used by them.
18. Show Formatting Marks
This show paragraph marks and other hidden formatting symbols. This is
especially useful for advanced layout tasks.
Steps to Insert
Home Tab >> Pilcrow icon
Uses
- Show how the author formatted the doc.
- Show inconsistences in use of spaces, tabs etc.
- Helps in troubleshooting word formatting issues.
Eg: -black squares (peach)- paragraph setting apply
- Dots (green)- space between words
- Left turn arrow- soft line break
-Pilcrow (purple)- end of paragraph
19. Exporting to different document types
How to Save
To save a file in these programs, Follow these steps
-.On the file menu, click save As
-.In the save as box, type name for document.
-.Choose the format type such as word document (.docx) or
another format you would like. Note, by default the file is saved in the document
folder.
-Click save as….
Uses
By saving word document in different format help users to analyse data or
information as per their convenience.
20. We insert charts to illustrate and compare data . The charts are versatile
and helps to smooth out whole data input graph process. There are different
charts available in MS Word like line ,pie, bar , area , surface and many more.
How to insert charts –
Insert>>Charts
21. • Put your most used commands onto your QAT Ribbon.
• For adding Most used functions to the status bar . Right click the status bar to the list.
• In MS Word , QAT Settings can be copied to another PC.
22. Templates
Template are collection of styles and formatting settings, it saves lot
of time while we creating new document. You can find template for
almost any type of document, from flyer to resume and birthday
cards to banners.
How to Insert
File button >> New >> Template
Uses
Template can be used for creating commonly used documents as well
as for specific purposes like creating a resume, calendar, agenda, job
description, invitations, newsletters, award certificates etc.
23. Through this pane we can search for text as well as graphics, tables,
equations and other non-textual elements. Navigation pane and find
tool save time and simplify our work. The new enhancement make it
easier than ever to browse, search and ever reorganize document
content from a single, easy to use pane.
How to Open
View tab >> Navigation Pane
Or
Ctrl+ F
There are three views of navigation pane
Heading view
Thumbnail page view
Search result view
24. This view provides a hierarchy of heading in our document. A user can
quickly navigate to particular heading in the document by clicking the
heading and sub-heading in the pane.
Thumbnail page View
This view provides thumbnail images of the pages in the document.
This can be initiated by clicking on the middle button that display
Thumbnail images of each page in the document. We can’t move
content around by clicking and dragging thumbnail like heading view.
Search Result View
This view provides the result of the current search. If we are searching
for occurrences of a word or phases, this is view to use.
25. This technique comes in use when you working in multiple document and
and want to make sure you have saved your changes to all of them. It mostly often
use when we have made change to a template and want a quick way to save on the
fly.
How to use
In Word 2010, user can add “save all” command to the quick access toolbar
• Click office button and click word option
• Click customize in the left hand column
• Select command not in the ribbon from the choose command from drop
down list
• Scroll down and select Save All.
• Click the Add button and then click OK.
26. • Double-click anywhere and begin typing. We don’t need to bother with positioning
a cursor if you don’t want to.
• The feature only work in the Print Layout view or in Web Layout view.
• Click and type has existed since word 2002.
• Through this is very useful for inserting text and graphics .
• We can also use it for impromptu brainstorming as a freeform mind mapping tool
27. Word's image editing features can often help you transform bad pictures into good ones
and good ones into excellent ones. After importing an image or pasting one from the
clipboard, you can resize the image, crop it and enhance your picture using a variety of
formatting tools. Drag the Brightness slider, for instance, and transform pictures that are
too dark into lighter ones you can use.
Steps to edit an Image
• Access Word's picture formatting window by right-clicking an image and clicking
"Format Picture.“
• Save the image by selecting "Save Picture" from the right-click menu.
28. Kerning adjust the spaces between two individual letters for a better look.
Kerning become important when you are designing with large fonts on word,
Example: E-book cover.
How to insert
• Word has kerning switch off by Default, for activation.
• Click the little pop out arrow on font.
OR
• Click ctrl+d
• Select the checkbox for kerning For fonts.
29. Conclusion
Word being used in Business Scenario
Using Word for Letters and Mailings
Businesses typically use Word to manage their outgoing correspondence needs. For
example, you can use the program to create a single letter at a time or to create a mailshot that
sends a letter to some or all of your customers. Mail merge functions can automatically populate
a letter template with relevant contact and address information, using databases you create
yourself in Word or data you import from other Office programs such as Excel or Outlook.
Word can also print address labels and envelopes.
Using Word to Create Documents and Forms
You can use Word to create just about any kind of business document, including
company reports, presentations, budgets, proposals and plans. Word's design features are easy to
use, enabling you to use data visualization tools to add tables, charts and graphs to your
documents. Its SmartArt function uses graphics to communicate information.
30. Using Word to Produce Promotional Materials
You can use Word to create promotional and marketing materials that you send out
to customers and prospects. Common options include brochures, flyers and newsletters.
Award certificates and cards may be useful if you run internal promotions to incentivize
your employees. Word can also handle stationery design, allowing you to format and
produce your own letterheads and even business cards. This may be particularly useful for
small businesses that may struggle to pay third-party design and print costs.
Using Word to Build Branding
If you want your employees to use a standardized letter or memo format, you can
design one and save it as a template that the entire company can use. You can use styles
and themes to define exactly how all of your business documents will look, giving you a
consistency of color, fonts and effects. If you prefer, you can download free Microsoft
templates. Microsoft groups some templates into style sets, so you could apply the same
theme to a range of marketing materials, documents and forms, giving you a consistency of
branding.
31. Bibliography
Book:
Information technology training Programme by ICAI
Websites:
-Word Micros: http://www.pcworld.com
-Uses of Microsoft word in business:
http://smallbusiness.chron.com
-Ms Word: http://www.skilledup.com
- www.wikipedia.com
