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Dr.T.Sivakami
Assistant Professor
Department of Management Studies
Bon Secours College for Women
Thanjavur
Computer Applications in Business
INTRODUCTION TO MS-WORD
INTRODUCTION: MS-WORD is a part of the bigger package called MS OFFICE, which
can do much more than word processing.
FEATURES OF MS-WORD
Ms-Word not only supports word processing features but also DTP features. Some of the
important features of Ms-Word are listed below:
i)Using word you can create the document and edit them later, as and when required, by
adding more text, modifying the existing text, deleting/moving some part of it.
ii)Changing the size of the margins can reformat complete document or part of text.
iii)Font size and type of fonts can also be changed. Page numbers and Header and Footer can
be included.
iv)Spelling can be checked and correction can be made automatically in the entire document.
Word count and other statistics can be generated.
v)Text can be formatted in columnar style as we see in the newspaper. Text boxes can be
made.
vi) Tables can be made and included in the text.
GETTING STARTED WITH MS-WORD
User can go inside MS-WORD by the following way
1. Take the mouse pointer to START button on the task bar. Click the left mouse button.
2. Move the pointer to programs. You will notice another menu coming up to the right.
3. In that menu identify where Microsoft word is placed. Move the cursor horizontally to
come out of programs.
4. Move into the rectangular area meant for Microsoft word. Click the left mouse button
there. The computer will start MS-WORD.
) Title Bar
The title bar displays the name of the currently active word document. Like other
WINDOWS applications, it can be used to alter the size and location of the word window.
(b) Tool Bars
Word has a number of tool bars that help you perform task faster and with great ease. Two of
the most commonly tool bars are the formatting tool bar and the standard tool bar. These two
toolbars are displayed just below the title bar. At any point of time any tool bar can be made
ON or OFF through the tool bar option of View Menu.
(c) Ruler Bar
The Ruler Bar allows you to format the vertical alignment of text in a document.
(d) Status Bar
The Status Bar displays information about the currently active document. This includes the
page number that you are working, the column and line number of the cursor position and so
on.
(e) Scroll Bar
The Scroll Bar helps you scroll the content or body of document. You can do so by moving
the elevator button along the scroll bar, or by click in on the buttons with the arrow marked
on them to move up and down and left and right of a page.
(f) Workspace
The Workspace is the area in the document window were you enter/type the text of your
document.
(g) Main menu
The Word main menu is displayed at the top of the screen as shown in the Fig. 9.1. The main
menu further displays a sub menu. Some of the options are highlighted options and some of
them appear as faded options. At any time, only highlighted options can be executed, faded
options are not applicable. Infect if the option is faded you will not be able to choose it. You
may not that any option faded under present situation may become highlighted under
different situations.
Working with Desktop Shortcuts (Icons)
A desktop icon usually represents a shortcut to a program, folder, or frequently-used file.
When you double-click a shortcut, the program, folder, or file opens. If you delete a shortcut,
you are only deleting the path to the object (e.g. program), not the object itself. Windows will
allow you to move or save an actual file to the desktop, but this is not recommended. The
desktop is for shortcuts. Data files should be stored in My Documents
How to Rename a Desktop Shortcut
To rename a desktop shortcut, right-click on the icon, click "Rename," and type in the new
name. Or, you can click once on the shortcut to highlight it, click again, and begin typing.
How to Change the Icon of a Desktop Shortcut
You can change the icon of a shortcut if you dislike the default image. Right-click on the
shortcut and click Properties. On the Customize tab, click Change Icon. Choose an icon from
the list provided, and click OK.
Creating, Opening, and Saving Documents
Creating a New Document
When you start Word without opening an existing document, the program gives you an
empty one to work in. If you’re eager to put words to page, then type away. Sooner or later,
though, you’ll want to start another new document. Word gives you three ways to do so:
 Creating a new blank document. When you’re preparing a simple document—like a
two-page essay, a note for the babysitter, or a press release—a plain, unadorned page is fine.
Or, when you’re just brainstorming and you’re not sure what you want the final document to
look like, you probably want to start with a blank slate or use one of Word’s templates (more
on that in a moment) to provide structure for your text.
 Creating a document from an existing document. For letters, resumes, and
other documents that require more formatting, why reinvent the wheel? You can save time by
using an existing document as a starting point . When you have a letter format that you like,
you can use it over and over by editing the contents.
Spell Check In Microsoft Word
How To Check Spelling In Microsoft Word
When you create a Microsoft Word document for other people to read, it's important to spot
and correct any spelling mistakes or grammatical errors you've made. You can let Word's
spelling and grammar checkers suggest corrections automatically while you work, or you can
check the spelling and grammar in the file all at once when you've finished writing your
document. Microsoft Word 2010 comes with a dictionary of standard grammar and spellings,
but they are not comprehensive.
Check Spelling And Grammar All At Once
Let's look at how to check spelling and grammar in Word, all at once. It's a good idea to
proofread your document once you've completed it, and using the Word spell checker should
be part of this process. When Word highlights mistakes you've made, it offers suggestions for
replacing the word, and there are several courses of action you can take:
 Use one of the suggested words to fix the error - select the word in the Suggestions
list, and then click Change.
 Change the incorrect word manually - select the Not in Dictionary check box, change
the word and then click Change.
 The highlighted word is actually a real word - add this to Word's dictionary by
clicking Add to Dictionary.
 Ignore the incorrect word for now - click Ignore Once.
 Ignore all occurrences of the word - click Ignore All.
 Get Word to autocorrect the word - select the correct word in the Suggestions list, and
then click AutoCorrect.
To spell check your entire document, click Review > Proofing > Spelling & Grammar. If the
program finds spelling mistakes, a dialog box or task pane appears with the first misspelled
word found by the spelling checker.
The Word Count dialog box shows the number of pages, words, characters with and without
spaces, paragraphs, and lines in your document.
Figure 4. Word count dialog
box
Note that the lines statistic in the Word Count dialog box represents the number of individual
lines with letters or numbers in them, not the number of sentences. The number of lines in
your document will be affected by your font size (i.e., the bigger the font, the more lines you
will have.)
Uncheck “Include textboxes, footnotes and endnotes” if you want to exclude everything in
those sections from the word count. The count will update immediately.
Thesaurus In Microsoft Word
How To Use The Thesaurus In Word
In addition to the spell checking and grammar checking tools that Microsoft Word offers,
there is also the Word thesaurus we can take advantage of to improve our documents. Using
the thesaurus, you can find synonyms (different words with the same meaning) and antonyms
(words with the opposite meaning).
In Microsoft Office Word you can look up a word quickly if you right-click anywhere in your
document, and then click Synonym on the shortcut menu.
Let's have a look at the thesaurus in Word now: click Review > Proofing > Thesaurus. The
Research pane opens on the right hand side of the workspace.
/
Type in a word into the Search for box and press Enter. Alternatively, press ALT on the
keyboard and click a word in your document. Word displays a list of alternatives that you can
use. If you find a word in the list that you'd like to use, click on the down arrow that appears
to the right and select Insert.
If you had selected a word in your document, the word you select in the Research pane will
replace it. If not, the word will simply be inserted into your document where the cursor was
positioned.
If you want to continue your research and look up further synonyms for another word in the
list, click on it. That word will be placed in the Search for box and its synonyms will be
displayed in the list.
Figure 5. Word Count dialog box
“Include textboxes, footnotes and endnotes” checkbox
A table is a grid of cells arranged in rows and columns. Tables can be customized and are
useful for various tasks such as presenting text information and numerical data.
In this lesson, you will learn how to convert text to a table, apply table styles, format tables,
and create blank tables.
Inserting and modifying tables
In Word, tables are useful for organizing and presenting data. You can create
a blank table, convert text to a table, and apply a variety of styles and formats to existing
tables.
To insert a blank table:
1. Place your insertion point in the document where you want the table to
appear.
2. Select the Insert tab.
3. Click the Table command.
4. Hover your mouse over the diagram squares to select the number
of columns and rows in the table.
5. Click your mouse, and the table appears in the document.
6. You can now place the insertion point anywhere in the table to add text.
To convert existing text to a table:
1. Select the text you want to convert.
2. Select the Insert tab.
3. Click the Table command.
4. Select Convert Text to Table from the menu. A dialog box will appear.
5. Choose one of the options in the Separate text at: section. This is how Word
knows what text to put in each column.
6. Click OK. The text appears in a table.
To add a row above an existing row:
1. Place the insertion point in a row below the location where you want to add a
row.
2. Right-click the mouse. A menu appears.
3. Select Insert Insert Rows Above.
4. A new row appears above the insertion point.
You can also add rows below the insertion point. Follow the same steps, but select Insert
Rows Below from the menu.
To add a column:
1. Place the insertion point in a column adjacent to the location where you want
the new column to appear.
2. Right-click the mouse. A menu will appear.
3. Select Insert Insert Columns to the Left or Insert Columns to the Right. A
new column appears.
To delete a row or column:
1. Select the row or column.
2. Right-click your mouse. A menu will appear.
3. Select Delete Cells.
4. Select Delete entire row or Delete entire column, then click OK.
To apply a table style:
1. Click anywhere on the table. The Design tab will appear on the Ribbon.
2. Select the Design tab and locate the Table Styles.
3. Click the More drop-down arrow to see all of the table styles.
4. Hover the mouse over the various styles to see a live preview.
5. Select the desired style. The table style will appear in the document.
To change table style options:
Once you've chosen a table style, you can turn various options on or off to change the
appearance of the table. There are six options: Header Row, Total Row, Banded Rows, First
Column, Last Column, and Banded Columns.
1. Click anywhere on the table. The Design tab will appear.
2. From the Design tab, check or uncheck the desired options in the Table Style
Options group.
Depending on which table style you're using, certain table style options may have a
somewhat different effect. You may need to experiment to get the exact look you want.
To add borders to a table:
1. Select the cells you want to add a border to.
2. From the Design tab, select the desired Line Style, Line Weight, and Pen
Color.
3. Click the Borders drop-down arrow.
4. From the drop-down menu, select the desired border type.
5. The border will be added to the selected cells.
Save a Document in Microsoft Word
As you create a document, you will need to store it for future reference or use.
In Word, you to save your documents in various ways. You can save all open documents at
the same time. You can also save a copy of the active document with a different name or in a
different location. If you share documents with people who use previous versions of Word,
and you want to be sure the documents look the same when they're opened in the earlier
versions, you can turn off features that are not part of that version.
To save a document:
1. Open the File menu and click Save. The Save As dialog box appears.
2. In the File name box, enter a desired name for the document.
3. To save the document in a folder or a drive other than the default, click the drop-down
arrow in the Save in box, and then choose the desired folder or drive.
4. To save the document in a new folder within the current drive, click the Create New
Folder button on the toolbar within the Save As dialog box, directly below the title bar
of the Save As dialog box.
5. Click Save.

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computer applications in Business unit 2

  • 1. Dr.T.Sivakami Assistant Professor Department of Management Studies Bon Secours College for Women Thanjavur Computer Applications in Business
  • 2. INTRODUCTION TO MS-WORD INTRODUCTION: MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than word processing. FEATURES OF MS-WORD Ms-Word not only supports word processing features but also DTP features. Some of the important features of Ms-Word are listed below: i)Using word you can create the document and edit them later, as and when required, by adding more text, modifying the existing text, deleting/moving some part of it. ii)Changing the size of the margins can reformat complete document or part of text. iii)Font size and type of fonts can also be changed. Page numbers and Header and Footer can be included. iv)Spelling can be checked and correction can be made automatically in the entire document. Word count and other statistics can be generated. v)Text can be formatted in columnar style as we see in the newspaper. Text boxes can be made. vi) Tables can be made and included in the text. GETTING STARTED WITH MS-WORD User can go inside MS-WORD by the following way 1. Take the mouse pointer to START button on the task bar. Click the left mouse button. 2. Move the pointer to programs. You will notice another menu coming up to the right. 3. In that menu identify where Microsoft word is placed. Move the cursor horizontally to come out of programs. 4. Move into the rectangular area meant for Microsoft word. Click the left mouse button there. The computer will start MS-WORD. ) Title Bar The title bar displays the name of the currently active word document. Like other WINDOWS applications, it can be used to alter the size and location of the word window.
  • 3. (b) Tool Bars Word has a number of tool bars that help you perform task faster and with great ease. Two of the most commonly tool bars are the formatting tool bar and the standard tool bar. These two toolbars are displayed just below the title bar. At any point of time any tool bar can be made ON or OFF through the tool bar option of View Menu. (c) Ruler Bar The Ruler Bar allows you to format the vertical alignment of text in a document. (d) Status Bar The Status Bar displays information about the currently active document. This includes the page number that you are working, the column and line number of the cursor position and so on. (e) Scroll Bar The Scroll Bar helps you scroll the content or body of document. You can do so by moving the elevator button along the scroll bar, or by click in on the buttons with the arrow marked on them to move up and down and left and right of a page. (f) Workspace The Workspace is the area in the document window were you enter/type the text of your document. (g) Main menu The Word main menu is displayed at the top of the screen as shown in the Fig. 9.1. The main menu further displays a sub menu. Some of the options are highlighted options and some of them appear as faded options. At any time, only highlighted options can be executed, faded options are not applicable. Infect if the option is faded you will not be able to choose it. You
  • 4. may not that any option faded under present situation may become highlighted under different situations. Working with Desktop Shortcuts (Icons) A desktop icon usually represents a shortcut to a program, folder, or frequently-used file. When you double-click a shortcut, the program, folder, or file opens. If you delete a shortcut, you are only deleting the path to the object (e.g. program), not the object itself. Windows will allow you to move or save an actual file to the desktop, but this is not recommended. The desktop is for shortcuts. Data files should be stored in My Documents How to Rename a Desktop Shortcut To rename a desktop shortcut, right-click on the icon, click "Rename," and type in the new name. Or, you can click once on the shortcut to highlight it, click again, and begin typing. How to Change the Icon of a Desktop Shortcut You can change the icon of a shortcut if you dislike the default image. Right-click on the shortcut and click Properties. On the Customize tab, click Change Icon. Choose an icon from the list provided, and click OK. Creating, Opening, and Saving Documents Creating a New Document When you start Word without opening an existing document, the program gives you an empty one to work in. If you’re eager to put words to page, then type away. Sooner or later, though, you’ll want to start another new document. Word gives you three ways to do so:
  • 5.  Creating a new blank document. When you’re preparing a simple document—like a two-page essay, a note for the babysitter, or a press release—a plain, unadorned page is fine. Or, when you’re just brainstorming and you’re not sure what you want the final document to look like, you probably want to start with a blank slate or use one of Word’s templates (more on that in a moment) to provide structure for your text.  Creating a document from an existing document. For letters, resumes, and other documents that require more formatting, why reinvent the wheel? You can save time by using an existing document as a starting point . When you have a letter format that you like, you can use it over and over by editing the contents. Spell Check In Microsoft Word How To Check Spelling In Microsoft Word When you create a Microsoft Word document for other people to read, it's important to spot and correct any spelling mistakes or grammatical errors you've made. You can let Word's spelling and grammar checkers suggest corrections automatically while you work, or you can check the spelling and grammar in the file all at once when you've finished writing your document. Microsoft Word 2010 comes with a dictionary of standard grammar and spellings, but they are not comprehensive. Check Spelling And Grammar All At Once
  • 6. Let's look at how to check spelling and grammar in Word, all at once. It's a good idea to proofread your document once you've completed it, and using the Word spell checker should be part of this process. When Word highlights mistakes you've made, it offers suggestions for replacing the word, and there are several courses of action you can take:  Use one of the suggested words to fix the error - select the word in the Suggestions list, and then click Change.  Change the incorrect word manually - select the Not in Dictionary check box, change the word and then click Change.  The highlighted word is actually a real word - add this to Word's dictionary by clicking Add to Dictionary.  Ignore the incorrect word for now - click Ignore Once.  Ignore all occurrences of the word - click Ignore All.  Get Word to autocorrect the word - select the correct word in the Suggestions list, and then click AutoCorrect. To spell check your entire document, click Review > Proofing > Spelling & Grammar. If the program finds spelling mistakes, a dialog box or task pane appears with the first misspelled word found by the spelling checker. The Word Count dialog box shows the number of pages, words, characters with and without spaces, paragraphs, and lines in your document.
  • 7. Figure 4. Word count dialog box Note that the lines statistic in the Word Count dialog box represents the number of individual lines with letters or numbers in them, not the number of sentences. The number of lines in your document will be affected by your font size (i.e., the bigger the font, the more lines you will have.) Uncheck “Include textboxes, footnotes and endnotes” if you want to exclude everything in those sections from the word count. The count will update immediately. Thesaurus In Microsoft Word How To Use The Thesaurus In Word In addition to the spell checking and grammar checking tools that Microsoft Word offers, there is also the Word thesaurus we can take advantage of to improve our documents. Using the thesaurus, you can find synonyms (different words with the same meaning) and antonyms (words with the opposite meaning).
  • 8. In Microsoft Office Word you can look up a word quickly if you right-click anywhere in your document, and then click Synonym on the shortcut menu. Let's have a look at the thesaurus in Word now: click Review > Proofing > Thesaurus. The Research pane opens on the right hand side of the workspace. / Type in a word into the Search for box and press Enter. Alternatively, press ALT on the keyboard and click a word in your document. Word displays a list of alternatives that you can use. If you find a word in the list that you'd like to use, click on the down arrow that appears to the right and select Insert.
  • 9. If you had selected a word in your document, the word you select in the Research pane will replace it. If not, the word will simply be inserted into your document where the cursor was positioned. If you want to continue your research and look up further synonyms for another word in the list, click on it. That word will be placed in the Search for box and its synonyms will be displayed in the list. Figure 5. Word Count dialog box “Include textboxes, footnotes and endnotes” checkbox A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful for various tasks such as presenting text information and numerical data. In this lesson, you will learn how to convert text to a table, apply table styles, format tables, and create blank tables.
  • 10. Inserting and modifying tables In Word, tables are useful for organizing and presenting data. You can create a blank table, convert text to a table, and apply a variety of styles and formats to existing tables. To insert a blank table: 1. Place your insertion point in the document where you want the table to appear. 2. Select the Insert tab. 3. Click the Table command. 4. Hover your mouse over the diagram squares to select the number of columns and rows in the table. 5. Click your mouse, and the table appears in the document. 6. You can now place the insertion point anywhere in the table to add text. To convert existing text to a table: 1. Select the text you want to convert.
  • 11. 2. Select the Insert tab. 3. Click the Table command. 4. Select Convert Text to Table from the menu. A dialog box will appear. 5. Choose one of the options in the Separate text at: section. This is how Word knows what text to put in each column.
  • 12. 6. Click OK. The text appears in a table. To add a row above an existing row: 1. Place the insertion point in a row below the location where you want to add a row. 2. Right-click the mouse. A menu appears. 3. Select Insert Insert Rows Above. 4. A new row appears above the insertion point.
  • 13. You can also add rows below the insertion point. Follow the same steps, but select Insert Rows Below from the menu. To add a column: 1. Place the insertion point in a column adjacent to the location where you want the new column to appear. 2. Right-click the mouse. A menu will appear. 3. Select Insert Insert Columns to the Left or Insert Columns to the Right. A new column appears. To delete a row or column:
  • 14. 1. Select the row or column. 2. Right-click your mouse. A menu will appear. 3. Select Delete Cells. 4. Select Delete entire row or Delete entire column, then click OK. To apply a table style: 1. Click anywhere on the table. The Design tab will appear on the Ribbon. 2. Select the Design tab and locate the Table Styles. 3. Click the More drop-down arrow to see all of the table styles.
  • 15. 4. Hover the mouse over the various styles to see a live preview. 5. Select the desired style. The table style will appear in the document. To change table style options: Once you've chosen a table style, you can turn various options on or off to change the appearance of the table. There are six options: Header Row, Total Row, Banded Rows, First Column, Last Column, and Banded Columns. 1. Click anywhere on the table. The Design tab will appear. 2. From the Design tab, check or uncheck the desired options in the Table Style Options group. Depending on which table style you're using, certain table style options may have a somewhat different effect. You may need to experiment to get the exact look you want. To add borders to a table: 1. Select the cells you want to add a border to. 2. From the Design tab, select the desired Line Style, Line Weight, and Pen Color.
  • 16. 3. Click the Borders drop-down arrow. 4. From the drop-down menu, select the desired border type. 5. The border will be added to the selected cells. Save a Document in Microsoft Word As you create a document, you will need to store it for future reference or use. In Word, you to save your documents in various ways. You can save all open documents at the same time. You can also save a copy of the active document with a different name or in a different location. If you share documents with people who use previous versions of Word, and you want to be sure the documents look the same when they're opened in the earlier
  • 17. versions, you can turn off features that are not part of that version. To save a document: 1. Open the File menu and click Save. The Save As dialog box appears. 2. In the File name box, enter a desired name for the document. 3. To save the document in a folder or a drive other than the default, click the drop-down arrow in the Save in box, and then choose the desired folder or drive. 4. To save the document in a new folder within the current drive, click the Create New Folder button on the toolbar within the Save As dialog box, directly below the title bar of the Save As dialog box. 5. Click Save.