Ms-Word
Ms word is a one of the package in ms office we can used the various documents we can use drafting letters generating memos web pages print documents draw tables resumes bio-data notices reports faxes
Features of Ms-Word.
Ms word have some features like spelling & grammar, highlighters the mistakes auto format auto text, bookmark, hyperlinks, change case, bullets images Pictures ,ole, backgrounds colors, comments ,zoom, mail merge, paste special
start the ms word
start button -> go to run-> type the
WinWord press enter
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Background: setting the background
format ->background ->select any color or select fill effects and select any of the patterns,
textures, gradients or picture as background
removing the background
format -> background -> no fills
Reversing the foreground to background
This option can reverse the colors like the blue back ground and white text for easy editing
Tools -> options click the general view tab and check the option Blue "background white text" click
Auto save:
word can save the automatically even if your save command is not click
word can save with auto recover option get activated when the power turned off or
directly power failure. this period for A/r/s can set
toolsàoptions click the save tab and set the Auto recover info every 5 minutes save
font :
we can changing the font style, size, special effects can applied with the help of this box
select the text format and we change required font
ms word equation
ex: a2 + b2 + 2ab = 0
effect the superscript
ex: Na2 + h2+o so4 = 0
effect the subscript
Spell check:
Correcting the spelling mistakes and the grammatical mistakes with the help of spell check or with the help of spelling and grammar status, Word the spelling mistakes with red zigzag lines and the grammar with green zigzag lines.
To display the mistakes in the document ToolsàOptions checks the option spelling as you type and check grammar as you type’
Correcting the errors:
Rightt click on the mistakes and select the correct wtord or double click the spelling and grammar sttatus book at the bottom in the status bar and select the correct word .
Toolsàspelling and Grammar
This will start the correction from th6e start of the document antd will highlight the mistakes with suggestions click the Change button to correct it or click the ignotre button to reject the suggestion.
Mail merge:
Creating form letter:
Open the new document type the message from address
Live a line for the address.
Toolsàmail merge
This will load mail merge helper to lode mail merging Sequences.
Click the first button under document and select from letters.
Click the active view document button to select the main doc.
Now from mail Marge helper click .2-step button under data sources and select create data source remove all the filled names and add new ones like name ,address ,phone, postal code etc .
Click the ok button and save filled new document give the name for the data sources click save button.
This will promote to edit data source click edit data source button and start adding fields. Finally click ok button to close the edit box.
In the main document click insert merge filed from the mail merge toolbar. add all the fields into document click the view merge data button to view the data in the document.
Toolsàmail merge click last button under merge document.
Check all the records to be merged and click merge button.
This will create a new document called as form letters1
With all records in different pages. this pages can be printed.
Style;
The topic heading headings caption form the style
Applying the style :
Place the insertion pointer in font of the text format à style
Select heading 1 or any style for the text
Shortcut click the style box and select any heading style
Placing a line in the document :
Format à borders and shading click the horizontal line button and select any of the line
Image and click the insert button in it
Themes :
This option allows one setting for all the elements in the document like the background
Line bullets styles
Format à themes select any of the theme ex: sumi painting rice paper simple head and
Click the ok button
Hyperlinks :
These are links which make a connection between two different documents or any other
Application . the connection will be display with the help of any text or image the hyperlink text will be blue and underlined once the link is visited, it brown to indicate that it is visited link .
Creating a hyperlink :
Select the text insert à hyperlink
Click the file button and locate the file and click the open button . click the ok
Button in the hyperlink .
Bookmark :
A location or reference point in the document is called as bookmark . this bookmark
Can be used for further reference of the location or interconnection of the location to some other location within the same document .
Creating the bookmark :
Place the insertion pointer at the point where reference should be continued
Insert à bookmark
Type any name for the bookmark ex : mom click add
Moving to the bookmark :
Edit : go to click other wise shortcut key ctrl + G under ‘ go to what .’ select bookmark
And select the bookmark from the column box click go to button
Finally click the close button
Hyperlink to bookmark :
Select the text insert à hyperlink
Click the bookmark button . locate the bookmark and click the ok buttons
Removing the links :
Select the link insert à hyperlink click the remove link button to clear the link
Editing :
Shortcuts :
Copy à ctrl + c
Cut à ctrl + x
Paste à ctrl + v
Clear à delete
Paste special :
This option allows the user to paste the object in the required format
Paste as link will paste the object in the form of a connection . what ever changes are
rMade in the sources will affects the paste object
Copy the object edit à
From the list of format select the required format and click the ok button .
Paste as hyperlink :
This option is paste the selected object as link . this will connect the source this connection can be be used for checking the sources or as a reference .
Copy the text source
Edit à paste as hyperlink
Click the link to move to the source .
Use the back button to move back .
Inserting images in the document :
place the insertion pointer where the image is needed . inert àpicture à from file/from
clipart .
Captions :
Captions are small text which describes about the image equation or table .
Insert àcaption
Select the required caption like picture image table or equation and click the ok button
Caption update themselves automatically .
Auto caption :
This caption will be inserted automatically whenever an image , table equation or any object is inserted .
Insert à caption click the auto caption button and select the object name from the list .
Ex: ms word picture is for clipart check the option and select the label as image and select the position as below the object and click the ok button .
Next time when an image an image is inserted in the document , the caption will be placed below it .
Footnote :
The text placed below the page or the document is called as footnote .
Footnote refers to text placed at the bottom of the page
Endnote refers to the text at the end of the document .
Insert à footnote
Type a note in the footnote area and click the close button
To see the footnotes view à footnotes
Endnotes
Comments :
Comments are text which gives a brief remarks about an object or word .
Insert à comments type the comment in the comment box and click the close button
To view the comment view à comments or move the mouse over the highlighted text
The comments also display the user name .
To change the user name . Tools à options click the user information tab and change the name of the user .
Inserting symbols :
§ Symbols can be used to represent a text or any word . symbols are even used for writing mathematical equations .
Insert à symbol
Select the required symbol and click the insert button after inserting all the equations
Click the close button .
Auto format :
This feature can convert the selected text into the required format like word format ,
Letter format or the e-mail format .
Select the text . format à auto format select general format and click the ok button .
Auto text : J L ó
à ß
This features can automatically complete a word . while typing word prompts with the
Correct word pressing the enter key will automatically complete the word ex : Nane .
Creating a auto text :
Insert à auto text
Type the auto text entry in the textbox and click the add button .
Templates :
Templates are the base for any document . the document will be created depending upon the template like the background , font , theme , tables .
Creating a template :
File à new select any category and select the one very near to the requirement eg blank document under general . under create new check template click ok button
Now set the background or set any theme , etc
Save the template give any name for the template and click ok
Template are store with extension of *.dot .
Drawing a graph :
Click the area where the graph is needed insert àobject
Select the object as ms graph 2000 chart and click ok button .
Table of contents :
This feature selects all the heading and sub topics along with their page numbers and places a copy of them as hyperlinks .
Click the top of the document .
Insert àindex and tables click the “ tables of contents ” tab and set the heading level to select the format as formal set the tab leader as none , check the page number option and click the ok .
Tables of figures :
This features can display the table of image , tables or any other objects .
Insert àindex and table
Click the table of figures tab and set the caption to table and click the ok
Will list the tables in the document if they have the caption as table .
Track changes :
We changes made in the document will be highlighted with the help of different color
Formats . this helps in checking the changes made in the document like insertion deletion and formats . placing the mouse over the changes will display the change along with the user name .
Tools àTrack changes à highlight changes
Check the option highlight changes while editing and click ok
Make any changes in the document like deletion of any text or insertion of text will be highlighted with different colors and formats .
To change the highlight colors
Tools à options click the track changes tab and change the required colors for highlighting .
Correcting the changes .
Accepts or reject the text in the document .
Table :
To insert a table into the document click on the area where the table is needed
Table àinsert à table
Select the number of columns as 4 and the number of rows as 2 and under behavior select auto fit to contents . click the ok button .
Purchased items
Items Qty Rate Total
Books 4 4.5 18
Pens 6 7.5 45
Papers 50 0.5 25
Pencils 12 1.5 18
total 106
Table 1 list of items
Drawing a table :
Table à draw table
With the help of the mouse draw the borders for the table and then draw the columns then the rows for the table . to erase a line from the table click the eraser tools and draw a line on the table line .
Calculations in the table :
Names Math Science Social Total
Mahesh 39 34 60 133
Suresh 40 57 35 132
Somesh 55 67 70 192
Ramesh 76 33 61 170
Lokesh 66 36 80 182
Table 2 simple marks card .
Place the insertion pointer in the result area and table àformula
Select the required function from paste function and click the ok button .
Ex : =sum(left) or product(left) .
Calculations in table :
Name Code Basic HRA Gross
Charles 224 654 254 1132
Champion 369 841 962 2172
Table 3 pay slip
Table Auto format :
Applying different colors to the table fields , data -----
Click anywhere in the table and Table àtable auto format
Select any auto format from the list like simple 1, classic 3 , colorful ---
Under formats to apply uncheck auto fit and click the ok button .
Tables borders :
To set the border for the table select the whole table . click anywhere in the table
Table àselect àTable
To change the borders of the table format àborders and shading
Click the custom setting ,select any style then set the color and finally select the width
For the line .
Table alignment :
Click anywhere in the table and àproperties
Locate the position for the table like left alignment, center or right alignment .
Then click the text wrap option as ‘None’ or select around which will wrap the text around the table .
Sorting the table:
Click anywhere in the table. Tableàsort
Check the option my list has header Row then select the column name, select the data
Type in the next fled then selects the sorting order as ascending order and clicks the ok
Button.
Drawing a Graph:
Click the area where the graph is needed Insertàobject Select the object as
MS Graph 2000 chart and click the ok button.
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