KAPIL KALRACOMPUTERS IN MANAGEMENT MICROSOFT WORD TABLE OF CONTENTS
KAPIL KALRA1. Getting Acquainted with Word • Elements of the Word WindowTitle bar The title bar of any Windows application lists the name of the application—in this case, Microsoft Word 2003. Words title bar also contains the name of the open documentMenu bar The menu bar contains a set of pull-down menus that you use to issue commandsToolbars The toolbars contain buttons that you can click to issue commandsRulers The vertical and horizontal rulers show you where your text is on the page. The shaded sections at the ends of the rulers indicate the margin areas. You can use the rulers to change some formatting, including tabs, indents, and marginsText area This is the area in which you can type textView buttons You can use these buttons to switch viewsStatus bar The status bar tells you about the current status of your document, like the current page number, total number of pages, location of the insertion pointScrollbarsControl These buttons let you control the Word windowbuttonsWorking with MenusMenu Basics Using the Keyboard to Issue Menu Commands Using Personalized Menus Displaying Context MenusWorking with Toolbars Displaying and Hiding Toolbars Accessing Hidden Toolbar Buttons Adding and Removing Toolbar Buttons Moving Toolbars Around the Word Window Moving Buttons Around a ToolbarWorking with Dialog BoxesUsing Keyboard Shortcuts Example of say Ctrl+O (Remember to hold the first key as you press the second key)Working with Task Panes Task panes give you a convenient way of performing tasks without leaving your document.2. Entering Text and Moving Around • Starting new paragraphs and creating blank lines The key to having a happy typing experience is knowing when to press Enter. Follow these two rules for typing paragraphs of text: • When your text reaches the right margin, just continue typing. When Word cant fit any more text on the line, it automatically wraps the text to the next line for you. You should not press Enter at the ends of the lines within a paragraph.
KAPIL KALRA • When you reach the end of the paragraph, you do need to press Enter. This brings the insertion point (the cursor) down to the next line. As you type, you may see a variety of nonprinting underlines and buttons popping up automatically in your text. Here is a list of what they are and where youll learn about them: • Red or green wavy lines • Purple dotted lines, often accompanied by small "i" icons, called Smart Tag Action buttons. These represent smart tags • Clipboard icons. These are Paste Options buttons,. • Lighting bolt icons (which first appear as a small blue bars). These are AutoCorrect Options buttons • Purple wavy lines. These are XML schema violation markers, and they only appear in XML documents. • Starting a new page • Moving the insertion point in a document Concept of I-Beam (mouse pointer) and insertion point (the exact position of cursor) • Jumping to a particular page Use of go-to command (Ctrl+g) • Inserting new text into existing text Concept of insert or overtype mode (OVR indication in status bar) Double –click • Selecting text in preparation for doing something to it Using the Mouse Using the Keyboard Keyboard Technique Amount SelectedShift + → One character to the rightShift + ← One character to the leftShift + ↓ One line downShift + ↑ One line upShift + Ctrl + → One word to the rightShift + Ctrl + ← One word to the leftShift + Ctrl + ↓ One paragraph downShift + Ctrl + ↑ One paragraph upShift + End From the insertion point to the end of the lineShift + Home From the insertion point to the beginning of the lineShift + Ctrl + End From the insertion point to the end of the documentShift+Ctrl+Home From the insertion point to the beginning of the documentCtrl+A The entire document (same as choosing Edit, Select All) • Deleting text: Techniques for Deleting Text Technique ResultDelete key Deletes character to the right of the insertion pointBackspace key Deletes character to the left of the insertion pointCtrl+Delete Deletes word to the right of the insertion pointCtrl+Backspace Deletes word to the left of the insertion pointSelect text and press the Delete key Deletes selected text (can be any amount)Select text and Deletes selected text (can be any amount)start typing and replaces it with the text you type
KAPIL KALRA • Undoing mistakes, including restoring deleted text • Moving and copying text o Using key board (use of Ctrl + C / Ctrl +X and Ctrl +V)3. Managing Documents • Saving and opening files o Use Preview view to see whats in a file before opening it Format Type Description Word Document (.doc) Saves the file as a Word 2003 document. Saves the document in standard XML format using either the Word XML schema or any custom XML schema. Further, you can apply Extensible XML Document (.xml) Stylesheet meant to render XML data in a desired format. Single File Web Page Saves all the elements of a Web site, including text and graphics, as a single (.mht, mhtml) file. In Word 2002, this feature was called Web Archive. Web Page (.htm, .html) Saves the file as a Web page with full Word editing capabilities. Saves a document as a Web page without including extraneous source code Web Page, Filtered that enables many Word edit ing features. Using this option creates smaller (.htm, .html) HTML files than files saved with the Web Page option. Document Template (.dot) Saves the file as a template that you can use to build similar documents. Saves the file using a standard text format that’s widely recognized among word-processing applications and used to exchange word-processing Rich Text Format (.rtf) information. Eliminates all formatting; converts lines, section breaks, and page breaks to paragraph marks; and uses the American National Standards Institute (ANSI) character set. A useful option for cross platform availability when Plain Text (.txt) formatting isn’t a major consideration. Word 97-2002 & 6.0/95 Saves the file in Rich Text Format with the .doc extension, which can be – RTF (.doc) recognized by Word 6, Word 95, Word 97, Word 2000, and Word 2002. • Accessing favorite folders and files o Provision of adding the mostly accessed folders to “My places” • Creating folders • Changing your default documents folder • Switching among open documents o Ctrl +F6 o Merging the display of all open windows documents under one toolbar item – tools- options-View-windows in taskbar • Starting new documents • Renaming and deleting files • Moving and copying files4. Viewing and Printing Your Documents • Switching views • Magnifying your document • Viewing separate parts of your document at the same time o Use of “Split” option to view, eg. ToC and Other parts of documents
KAPIL KALRA • Arranging multiple Word documents on the desktop o Use of “Arrange All” o Use of Compare side by side feature Use of Synchronous scrolling option • Previewing your document before you print • Printing your document o Click the Print button on the Standard toolbar to print one copy of the entire document o Use the Print dialog box to customize your printing5. Creating Documents from Existing Documents, Templates, and Wizards • Creating a new document based on an existing document • Selecting a template or wizard for a new document • Creating a document with a template • Creating a document with a wizard6. Formatting Characters • Using other fonts and changing the font size o Using the Font List o Using the Font Dialog Box • Applying boldface, italic, and underline • Changing font color • Adjusting character spacing • Applying text effects • Choosing a different default font • Copying and removing font formatting o Format painter for copying o Use of Ctrl + ‘Spacebar’ for removing font formatting7. Formatting Paragraphs • Changing alignment and line spacing • Adding space above and below paragraphs • Controlling how paragraphs break across pages • Creating bulleted and numbered lists • Adding borders and shading • Copying and removing paragraph formatting • Checking the formatting of your text8. Formatting Pages • Changing margins • Page orientation and size • Centering text vertically on the page o Go to File->Page Setup to display the Page Setup dialog box. • Adding page numbers o Use of Insert-> Page Numbers command from menu o Inserting it directly in the header or footer. This gives more options and control • Working with headers and footers
KAPIL KALRA • Adding page borders • Inserting page breaks o Move to insertion point and Press Ctrl+Enter or o Choose Insert, Break; mark the Page Break option button; and click OK).9. Working with Styles • Applying styles to your text • Creating your own styles o Using the New Style Dialog Box Click the New Style button in the “Styles and Formatting task pane”( under “format” menu) • Modifying styles o Right click on the style you want to change under “pick your style” under “Styles and Formatting task pane” • Viewing styles onscreen o This feature is available only in Normal view. Choose View, Normal Choose Tools->Options->View tab Set a value in the Style Area Width text box at the bottom of the View tab, such as .5 inch. (This can be adjusted later.)10. Working with Templates • Creating your own templates (Example of creating an invoice.dot) • Modifying templates11. Checking Your Spelling and Grammar and Using the Thesaurus • Fixing flagged spelling and grammar errors o When Word cant find a word in its dictionary, it marks it with a red wavy line. Right Click and select any of the following options: Click the correct spelling in the context menu. Create an AutoCorrect entry for a misspelling so that you dont have to fix it in the future Add a word to the dictionary if you dont want Word to think its misspelled in the future “Ignore it” to hide the red wavy line under a word Use of “Spelling and Grammar” under Tools-> options o When Word thinks its found a grammar error, it marks it with a green wavy line Suggestions on right click Turn off auto grammar check • Using the spelling and grammar checker o Spelling and Grammar button on the Standard toolbar, or o Press F7, or o Choose Tools, Spelling and Grammar) to start checking your document • Using the thesaurus • Using the Research tool
KAPIL KALRA12. Working with Long Documents • Using the Document Map to navigate among headings • Modifying the heading structure of your document • Creating a table of contents • Creating an index • Inserting cross-references • Bookmarking specific locations in your document • Adding hyperlinks to your text13. Columns and Tables • Creating columns • Modifying columns • Creating tables • Typing, navigating, and selecting in tables • Formatting a table • Use of formulaes14. Inserting Images, Drawing Shapes, & Creating Text Effects • Inserting images from disk or network • Inserting images directly from a digital camera or scanner • Inserting images from the Clip Gallery • Drawing shapes with the drawing tools • Dressing up text with WordArt15. Manipulating Images • Resizing and moving images • Controlling the way that text wraps around an image • Cropping out part of an image • Working with multiple images16. Collaborating on Documents • Using the highlighter to call attention to text • Inserting comments in a document • Tracking the changes made to a document • Saving multiple versions of a document • Ensuring that your Word documents are compatible with older versions of Word Go to Tools->Options->save-> Disable Features Introduced After Word 2003 does not save files in the same format as Word 6.0 or Word 95. In order to give a document to someone who is using one of these versions of Word, we need to save it in a format compatible with those versions. To do so, choose Word 97-2003 & 6.0/95–RTF in the Save As Type list at the bottom of the Save As dialog box. When you open a Word 6.0/95 file in Word 2003, it automatically converts it to Word 2003 format for you.