TU IT Sahayak Word processing
Concept of Word Processing
Microsoft Word is a word processing software created by Microsoft as a core component of the Microsoft Office Suite. It provides the essential tools for crafting and editing professional documents such as letters and reports, simplifying the process of document creation and formatting. Word Processor is a Software package that enables you to create, edit, print, and save documents for future retrieval and reference. Creating a document involves typing by using a keyboard and saving it. Editing a document involves correcting spelling mistakes, if any, deleting or moving words, sentences and paragraphs.
Microsoft Word is application software which is developed by Microsoft Corporation of USA.
It is a kind of software package that can be used for writing, editing, updating the document
Word Processor is a program which helps create written documents and lets you go back and make corrections as necessary.
Word Processor software is used for the creation of letters, papers, and other documents.
The word processor used for desktop publishing is a more sophisticated form.
Microsoft Word
https://www.geeksforgeeks.org/computer-science-fundamentals/introduction-to-microsoft-word/
Microsoft Word is a powerful word processing software developed by Microsoft, designed to help users create, edit, format, and share text-based documents. It is a part of the Microsoft Office suite and is widely used for personal, academic, and professional documentation tasks.
With Microsoft Word, users can easily create everything from resumes, letters, and reports to essays, invoices, and brochures. The software provides robust tools for text formatting, image insertion, page layout, and collaboration, making it the go-to application for document creation.
Key Features of Microsoft Word
Microsoft Word comes with a wide range of tools designed to simplify document creation, editing, and formatting. These key features make it ideal for students, professionals, and businesses alike.
Easy-to-Use Interface: Microsoft Word offers a clean and intuitive layout with Ribbon tabs, making document editing and formatting simple for beginners and professionals.
Advanced Text Formatting: Customize fonts, colors, spacing, bullet points, and alignment to create professional-looking documents.
Built-in Templates: Choose from a wide variety of pre-designed templates for resumes, letters, reports, brochures, and more.
Real-Time Spell Check and Grammar Correction: Automatically detect spelling and grammar mistakes as you type for error-free writing.
Insert Tables, Images, Charts, and Hyperlinks: Enhance your documents with visual elements, smart art, and functional links.
Page Layout and Design Tools: Adjust margins, orientation, page size, and apply themes, borders, and watermarks.
Collaboration and Track Changes: Share documents online, co-author in real time, and use comments and track changes for smooth collaboration.
Mail Merge Functionality: Automate the creation of personalized letters, labels, and emails using data from Excel or Outlook.
Cloud Storage with OneDrive: Access and edit documents from anywhere with Microsoft 365 cloud integration.
Document Security and Protection: Add passwords, restrict editing, and use digital signatures to protect sensitive content.
Microsoft Word Interface/Component
The Microsoft Word interface features a structured layout with the Title Bar at the top, followed by Ribbon tabs like Home, Insert, and Layout. Below that, the workspace allows users to create, edit, and format documents efficiently using a wide range of tools.
Microsoft Word Tabs Explained
Now let us discuss the tabs and components of the MS Word. Using these tabs, you can perform different types of operations on your documents, like you can create, delete, style, modify, or view the content of your document.
1. File
It contains options related to the file, like New(used to create a new document), Open(used to open an existing document), Save(used to save document), Save As(used to save documents), History, Print, Share, Export, Info, etc.
2. Home
It is the default tab of MS Word and it is generally divided into five groups, i.e., Clipboard, Font, Paragraph, Style and Editing. It allows you to select the color, font, emphasis, bullets, position of your text. It also contains options like cut, copy, and paste. After selecting the home tab you will get below options:
3. Insert
It is the second tab present on the menu bar or ribbon. It contains various iteMS that you may want to insert into a Microsoft word. It includes options like tables, word art, hyperlinks, symbols, charts, signature line, date and time, shapes, header, footer, text boxes, links, boxes, equations, etc., as shown in the below image:
4. Draw
It is the third tab present in the menu bar or ribbon. It is used for freehand drawing in MS Word. It provides different types of pens for drawing as shown below:
5. Design
It is the fourth tab present in the menu bar or ribbon. The design tab contains document designs that you can select, such as documents with centered titles, offset headings, left-justified text, page borders, watermarks, page color, etc., as shown in the below image:
6. Layout
It is the fifth tab present on the menu bar or ribbon. It holds all the options that allow you to arrange your Microsoft Word document pages just the way you want them. It includes options like set margins, display line numbers, set paragraph indentation, and lines apply themes, control page orientation and size, line breaks, etc., as shown in the below image:
7. References
It is the sixth tab present in the menu bar or ribbon. The references tab lets you add references to a document, then create a bibliography at the end of the text. The references are generally stored in a master list, which is used to add references to further documents. It includes options like, Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, Table of Authorities, smart look, etc. After selecting References tab, you will get the below options:
8. Mailings
It is the seventh tab present in the menu bar or ribbon. It is a least used tab in the menu bar. This tab is where you would create labels, print them on envelopes, do mail merge, etc. After selecting mailing, you will get the below options:
9. Review
It is the eighth tab present in the menu bar or ribbon. The review tab contains, commenting, language, translation, spell check, word count tools. It is good for quickly locating and editing comments. After selecting a review tab, you will get the options below:
10. View
It is the ninth tab present in the menu bar or ribbon. View tab allows you to switch between single page or double page and also allows you to control the layout tools It includes print layout, outline, web layout, task pane, toolbars, ruler, header and footer, footnotes, full-screen view, zoom, etc. as shown in the below image:
Microsoft Word File Formats
Microsoft Word supports multiple file formats to ensure compatibility, flexibility, and ease of sharing across different platforms and applications. The most commonly used formats include:
.DOC: The original Word file format used in older versions of Microsoft Word (Word 97–2003). It offers basic compatibility with many word processors but lacks advanced features of newer formats.
.DOCX: The default format in modern versions of Word (from Word 2007 onwards). It is a compressed, XML-based format that provides better file size optimization, improved data recovery, and enhanced compatibility with other software.
.PDF: Word allows users to save or export documents as PDF files for easy sharing and printing. PDF maintains formatting and prevents unauthorized editing.
.RTF (Rich Text Format): This format supports basic text formatting and can be opened by a wide range of word processors, making it suitable for cross-platform text exchange.
.TXT (Plain Text): A simple format that contains no formatting, ideal for transferring raw text between programs.
.ODT (OpenDocument Text): Compatible with open-source office applications like LibreOffice, enabling users to work across different software environments.
.HTML / .HTM: Word can save documents as HTML files, useful for creating basic web pages or integrating content with websites.
CREATING A NEW DOCUMENT
Word files are called Documents. When you start a new project in Word, you will need to create a new document, which can either be blank or from a template
Each time you create a new document, you have the option of choosing different types of templates that are already formatted and designed for specific purposes, such as a calendar, newsletter, sales report, or corporate slide show presentation, as shown in Figure
To Create a New Document:
1. Click the File tab.
The Backstage View appears.
2. Click New.
A list of templates appears
3. Double-click the template you want to use.
Word creates a new document based on your chosen template.
OR
4. Click on New button present under Quick Access Toolbar.
OR
5. Press Ctrl + N key combination from the keyboard
OR IN LONG from book
To create a new blank document:
You can create a new document in Microsoft Word 2019 using several methods. Here are three common ways, along with the steps for each:
Method 1: Using the Blank Document Template from the Ribbon:
1. Launch Microsoft Word 2019.
2. If you've already opened Word or closed the start screen, click on the "File" tab located at the top-left corner of the window.
3. In the Backstage view, click on "New" on the left-hand side.
4. Under the "New" section, click on "Blank Document."
5. A new blank document will open in the Word window. Start typing your content.
Method 2: Using the Keyboard Shortcut:
1. Launch Microsoft Word 2019.
2. Simply press the keyboard shortcut "Ctrl + N."
3. A new blank document will open in the Word window. Start typing your content.
Method 3: Using the Blank Document Template from Start Screen:
4. Launch Microsoft Word 2019.
5. If you see the start screen, you'll find various template options.
6. Click on the "Blank document" template.
7. A new blank document will open in the Word window. Start typing your content.
SAVING A DOCUMENT
Once you are done with typing in your new word document, it is time to save your document to avoid losing work you have done on a Word document.Saving a file stores all your data permanently on a hard disk or other storage device.
To Save a Document:
1. Click the File tab and select Save As option.
2. A Save As dialog box appears,
3. Select a folder where you would like to save the document, Enter file name whichyou want to give to your document and click on Save button
OR IN LONG from book
Saving a Document in MS Word:
The purpose of saving a document is to ensure that your work is stored safely and can be accessed. later whenever you need it. You can save a document in Microsoft Word 2019 using various methods. Here are three common ways, along with the steps for each:
Method 1: Using the Save Button on the Quick Access Toolbar:
1. Open the document you want to save in Microsoft Word 2019.
2. Look at the top-left corner of the Word window. You'll see the Quick Access Toolbar, which usually contains the Save button (a floppy disk icon).
3. Click on the Save button.
4. If you're saving the document for the first time, or if you're using a new name or location, the "Save As" dialog box will appear.
5. Choose the location where you want to save the document.
6. Enter a name for the document in the "File name" field.
7. Select the desired file format from the "Save as type" dropdown menu (e.g., .docx for Word documents).
8. Click the "Save" button
SAVE AND SAVE AS
Save" - Updates the current document with changes and saves new documents for the first time.
"Save As" - Creates a copy of the document with a new name or format.
OPENING AN EXISTING DOCUMENT
There may be a situation when you open an existing document and edit it partially or completely.
To Open an Existing Document:
1. Click the File tab.The Backstage View appears.
2. Click Open.An Open dialog box appears,
3. Finally locate and select a file which you want to open, and then click Open. Your chosen file appears, ready for editing.
Opening a recently used document
As a shortcut, Word keeps track of your most recently opened documents and stores them in a list so you can find them again. If you need to open a document that you opened earlier, you may find it much faster by locating it through this list of recently opened files.
To Open a Recently Used Document:
1. Click the File tab.
The Backstage View appears.
2. Click Recent.
The list of recently opened documents appears,
3. Click over a document file that you want to open.
Your chosen document appears.
Basic elements of a Microsoft word window
Microsoft word window elements refer to the different components or parts of the Microsoft word window that users can interact with to perform various tasks related to word processingand data entry. Some of the essential window elements of Microsoft word 2003 include;
Menu bar:
The Microsoft Word Menu Bar is the main menu bar for MS. Word that is displayed horizontally below the title bar. The function of the menu bar is to group menus based on their use. The default menu on Ms. Word 2019 has 10 Menu bars consisting of File, Home, Insert, Design, Layout, References, Mailings, Review, View, and Help.
The menu bar contains a series of drop-down menus that provide access to various commands and functions. It is typically located at the top of the application window and is organized into categories like File, Edit, View, Insert, Format, Tools, Table, Window, and Help. In Word 2019, the traditional menu bar has been replaced by the Ribbon interface. The Ribbon is divided into tabs, each containing groups of related commands. The tabs include options like File, Home, Insert, Design, Layout, References, Mailings, Review, and View.
The menu bar is located below the title bar. It consists of a list of menus for . Clicking these menu buttons will display a drop-down menu with a list of commands.
To the right of the title are three buttons Minimize, Maximize or Restore and Close
• Minimize will minimize Microsoft Word and place it at the bottom of your screenon the Task Bar
• Restore will return the window to its previous size
• Close will close Microsoft Word as well as your document
• Maximize will increase the size of the window
Standard toolbar:
The standard toolbar is located just below the menu bar. It displays manybuttons which are used to give commands like saving, opening, Printing, etc
This bar is one of the most important parts of Microsoft Word Window. It is also located at the top of the screen, in the left corner just above the File Tab. It is the place for the most frequently used commands.
You can customize this Toolbar by clicking the little arrow that displays some more commands such as "New" which refers to opening a new document, "Open" which implies displaying a document that we have saved on our computer, "Undo" reverse the previous action or "Redo" do the action again, and "Save" to save the current document.
Rulers:
The ruler shows page measurement, tab setting and indentation. There are two types of rulers; the horizontal ruler and the vertical ruler.
Microsoft Word has two rulers one is a horizontal ruler and the second is a vertical ruler. The horizontal ruler seems just under the Ribbon. It is used to set the size of the margins and tab stop position of the document.
The vertical ruler appears on the left side of the document window and is used to measure the vertical position of elements on the page.
Scroll bars:
A scroll bar is a bar that appears on the side or bottom of a windowusedtoseeparts of the window hidden. There are two types of scroll bars; the horizontal scroll bar and the vertical scroll bar.
Status bar:
This is a bar located at the bottom of the document window. It displays information about the current document and it's properties.
It is located at the bottom of the document and displays the information related to the Word document. From left to right, it shows the total number of pages, word count, language, translator, error notifications, and sections among other information.
In this bar, we can visualize the document we are working on in five ways, e.g. print layout, full-screen reading, web layout, and outline view.
Formatting text and paragraphs
Formatting in a Word document refers to the process of structuring and styling the text, images, and other elements within a document to enhance its visual appeal and readability.
It includes various aspects such as font style, font size, font color, paragraph alignment, line spacing, margins, borders, page orientation etc.
Text Formatting
To create and design effective documents, you need to know how to format text. In addition to making your document more appealing, formatted text can draw the reader's attention to specific parts of the document and help communicate your message.
To Change the Font:
Select the text you want to modify.
Click the drop-down arrow next to the Font box on the Home tab. The Font drop down menu appears.
Move the mouse pointer over the various fonts. A live preview of the font will appear in the document.
Select the font you want to use. The font will change in the document.
To Format Font Size:
Select the text you wish to modify.
Left-click the drop-down arrow next to the font size box on the Home tab. The font size drop-down menu appears.
Move your cursor over the various font sizes. A live preview of the font size will appear in the document.
Left-click the font style you wish to use. The font style will change in the document.
To Format Font Color:
Select the text you wish to modify
Left-click the drop-down arrow next to the font color box on the Home tab. The font color menu appears.
Move your cursor over the various font colors. A live preview of the color will appear in the document.
Left-click the font color you wish to use. The font color will change in the document.
To Change the Text Case:
Select the text you wish to modify.
Click the Change Case command in the Font group on the Home tab.
Select one of the case options from the list.
Paragraph Formatting
Paragraph formatting lets you control the appearance of individual paragraphs. For Word Processing examples, you can change the alignment of text from left to center or the spacing between lines from single to double.
Paragraph formatting is applied to an entire paragraph. All formatting for a paragraph is stored in the paragraph mark and carried to the next paragraph when you press the Enter key.
Paragraph formatting mainly deals with-
(i) Paragraph alignment (left, center, right and justify)
(ii) Line and Paragraph spacing
2.1 Paragraph Alignment
Paragraph alignment determines how the lines in a paragraph appear in relation to the left and right margins.
To Change Paragraph Alignment:
1. Select the paragraph you wish to modify.
2. Select one of the four alignment options from the Paragraph group on the Home tab.
o Align Text Left: Aligns all the selected text to the left margin.
o Center: Aligns text an equal distance from the left and right margins.
o Align Text Right: Aligns all the selected text to the right margin.
o Justify: Justified text is equal on both sides and lines up equally to the right and left margins. Traditionally many books, newsletters, and newspapers use fulljustification.
You can also use keyboard shortcuts to change text-alignment.
Ctrl+L= Left Align
Ctrl+R= Right Align
Ctrl+E= Center
Ctrl+J= Justify
2.2 Line and Paragraph Spacing
Line space is the amount of vertical space between lines of text in a paragraph. Line spacing (also known as leading) is typically based on the height of the characters, but you can change it to a specific value. Setting line spacing to 1.15 will increase the space by 15 percent, and setting line spacing to 3 increases the space by 300 percent (triple spacing).
Adjusting the line spacing will affect how easily your document can be read. You can increase spacing to improve readability, or reduce it to fit more text on the page.
Note: If a line contains a large text character, graphic, or formula, Word increases the spacing for that line.
To Change Line Spacing:
1. Select the lines of text you wish to set the line space.
2. Click the Line and Paragraph Spacing command in the Paragraph group on the Home tab.
Paragraph spacing is the amount of space above or below a paragraph. Instead of pressing Enter multiple times to increase space between paragraphs, you can set a specific amount of space before or after paragraphs. Extra spacing between paragraphs can make a document easier to read.
To Change Paragraph Spacing:
1. Click the Line and Paragraph Spacing command on the Home tab.
2. Select Add Space Before Paragraph or Remove Space After Paragraph from the drop-down menu.
3. From the drop-down menu, you can also select Line Spacing Options to open the Paragraph dialog box. From here, you can control exactly how much space there is before and after the paragraph.
Page Formatting
Page formatting is an important aspect of word processing, which involves setting up the layout and appearance of a document to enhance its readability and visual appeal.
MS-Word offers a variety of page layout options that affect how content appears on the page. You can customize the page orientation, paper size, and page margins depending on how you want your document to appear.
3.1 PAGE ORIENTATION
MS-Word offers two page-orientation options: landscape and portrait.
(i) Landscape means the page is oriented horizontally.
(ii) Portrait means the page is oriented vertically.
To Change Page Orientation:
Click the Page Layout tab and then click the Orientation command in the Page Setup group.
A drop-down menu will appear. Click either Portrait or Landscape to change the page orientation.
The page orientation of the document will be changed.
3.2 PAGE SIZE
In MS-Word, by default, the page size of a new document is 8.5 inches by 11 inches (21.59cm x 27.94cm). Depending on your project, you may need to adjust your document's page size. It's important to note that before modifying the default page size, you must check that which page sizes your printer supports.
To Change the Page Size:
Click the Page Layout tab and then click the Size command in the Page Setup group.
A drop-down menu will appear. The current page size is highlighted. Click the desired predefined page size.
The page size of the document will be changed.
To set a custom page size, select More Paper Sizes from the drop-down menu.
The Page Setup dialog box will appear. Set the values for Width and Height, then click OK.
3.3 PAGE MARGINS
A margin is the space between the text and the edge of your document. In MS-Word, by default, a new document's margins are set to Normal, which means it has a 1-inch space between the text and each edge. Depending on your needs, MS-Word allows you to change your document's margin size.
To Change Page Margins:
Click the Page Layout tab and then click the Margins command in the Page Setup group.
A drop-down menu will appear. Click the predefined margin size you want.
The margins of the document will be changed.
To set custom margins, select Custom Margins from the drop-down menu.
The Page Setup dialog box will appear. Set the values for each margin, then click OK.
Page Break:
Inserting a page break in a document involves creating a clear division between content on different pages. Here are the summary steps for inserting a page break in Microsoft Word:
In Microsoft Word, there are different types of breaks you can use to control the layout of your document. Here's a brief explanation of three types: Page Break, Column Break, and Text Wrapping Break.
1. Page Break: A page break is used to end the current page and start a new page. It's commonly used to ensure that specific content begins on a fresh page, like starting a new chapter or keeping headings at the top of pages.
Inserting a Page Break:
1. Position Cursor: Place the cursor where you want to start a new page.
2. Layout Tab: Go to the "Layout" or "Page Layout" tab in the top menu.
3. Breaks: Click the "Breaks" button in the ribbon.
4. Insert Page Break: Choose "Page" from the dropdown menu.
5. By default, breaks are invisible. If you want to see the breaks in your document, click the Show/Hide (Ctrl+Shift+8) command on the Home tab
or,
Page breaks allow you to control where new pages start and end in your document.
To Insert a Page Break: Place your cursor where you want the new page to begin and press Ctrl + Enter.
Or
Click the Page Layout tab.
In the Page Setup group, click the Breaks button.
Click Page to insert a page break at the cursor position.
Footnotes
A footnote is a form of textual reference used in academic and professional documents to provide additional information, explanations, or citations. It appears as a small superscript number or symbol in the main text, which corresponds to a note placed at the bottom of the same page. Footnotes are employed to maintain the flow of the main text while offering supplementary details.
A footnote is a piece of text typically printed at the bottom of a page whose function is to give a reader additional information about a subject, cite a source, or attribute copyrighted information
Inserting Footnotes:
1. Place Cursor: Position cursor where needed.
2. References Tab: Open "References" tab.
3. Insert Footnote: Click "Insert Footnote" button.
4. Enter Text: Type footnote content
OR,
Footnotes are used to provide additional information about a specific word or phrase in your document. Footnotes are typically placed at the bottom of the page, and they are numbered consecutively.
To Create a Footnote:
Place your cursor where you want the footnote to appear.
Click the References tab.
In the Footnotes group, click Insert Footnote.
Footnote dialog box will appear. Type your footnote text there.
TABLE OF CONTENTS (TOC)
A table of contents (TOC) is just like the list of chapters at the beginning of a book. It lists each section in the document and the page number where that section begins. A really basic table of contents might look like this
A table of content helps in navigating through a Word document by providing associated page numbers and direct links to various headings available on those pages. Though, you can create a table of contents manually by typing the section names and page numbers, but it would take a lot of work. And if you ever decide to rearrange your sections or add more information, you will have to update everything all over again. However, with the right formatting, MS-Word can create and update a table of contents automatically.
CREATING TABLE OF CONTENTS
To Create Table of Contents:
(1) First, go through the document and add different levels of headings with a heading
style. Type a heading. Thereafter, on the Home tab, under Styles group, select thenHeading 1, Heading 2, or Heading 3 style. By default, any text that you apply these styles to will show up as an entry in the table of contents. So, you can decide how you want to use the three heading levels.
For example, you could use Heading 1 for Preface, Heading 2 for Unit 1 and Heading 3 for Chapter 1. (Fig. 3.108)
(2) When you are finished, click where you want to add the table of contents. You can insert a table of content anywhere in the document, but the best place is always at the beginning of the document. So, bring your insertion point at the beginning of the document and then click the References tab followed by the Table of Content button; this will display a list of Built-In Table of Contents options.
(3) Select any of the displayed options by simply clicking on it. A table of content (TOC) will be inserted at the selected location.
(4) Now, if you press the Ctrl key and then click over the any link available in the table of content, it will take you directly to the associated page
(5) You can select number of levels of headings in your table of content. If you click on the Insert Table of Contents option available in the option menu (Fig. 3.112), then it will show you a dialog box (Fig. 3.113), where you can select the number of levels Word Processing you want to have in your table of content. You can turn ON or turn OFF the Show Page Numbers option. Once done, click the OK button to apply the options.
To Insert a Picture
Clip art is a collection of pictures or images that can be imported into a document. Clip art is typically organized into categories, such as people, objects, nature, etc., which is especially helpful when browsing through thousands of images.
Pictures and videos can be inserted or copied into a document from many different sources, including downloaded from a clip art Web site provider, copied from a Web page, or inserted from a folder where you save pictures.
To Insert a Picture from a file:
Place your insertion point where you want the image to appear.
On the Insert tab, in the Illustrations group, click Picture.
The Insert Picture dialog box appears. Select the desired image file, and then click Insert to add it to your document.
AutoCorrect
AutoCorrect is a feature that automatically corrects commonly misspelled words and replaces certain symbols and abbreviations with specific text. As you type, instead of being highlighted as misspelled, words in the AutoCorrect list will automatically be replaced with the correct spelling.
Add New AutoCorrect Entries
You can customize AutoCorrect by adding new words to the list of replacements.
1. Click the File tab.
2. Select Options
3. Click the Proofing tab.
4. Click the AutoCorrect Options button
The AutoCorrect options window opens.
At the top, there are a few options for fixing capitalization errors that can be turned on or off. At the bottom is the AutoCorrect word list. When text from the left column is typed, it will be automatically replaced with the text from the right column.
5. Enter text in the Replace field.
When you type this text, AutoCorrect will trigger and this word will be replaced.
6. Enter text in the With field.
This text is what will replace the previous field when AutoCorrect is triggered.
7. Click Add.
The AutoCorrect entry is created.
You could also delete entries here by selecting an entry and clicking Delete. You can disable AutoCorrect entirely by clearing the Replace text as you type check box.
8. Click OK to close the AutoCorrect dialog box.
9. Click OK to close the Word Options dialog box.
The AutoCorrect entry is created, and will be automatically inserted from now on.
SPELLING AND GRAMMAR(F7)
It is a proofing tool. Spelling errors are displayed a red wavy line under the wrong spelling.
Grammar errors are displayed a green wavy line under the wrong grammar. The spelling and grammar tool indicates grammatical errors, corrects spelling as you type, and identifies words with capitalization problem.
A grammar checker identifies poorly worded sentences, excessively long sentences and incorrect grammar.
During spell check, Word uses the English (US) dictionary as its Main dictionary, supported by CUSTOM.DIC.
Extension of dictionary is .DIC.
To perform spelling and grammar checking in Microsoft Word 2019, you can follow these steps using various methods:
Method 1: Using the Spelling & Grammar Button in the Ribbon
1. Open your document in Microsoft Word 2019.
2. Click on the "Review" tab in the Word ribbon at the top of the window.
3. In the "Proofing" group, you'll find the "Spelling & Grammar" button (it looks like a checkmark and ABC icon). Click on it.
4. The Spelling and Grammar pane will appear on the right side of the document. Word will start checking your document for spelling and grammar errors. As it finds issues, it will highlight them in the document.
5. Review each issue found in the pane. You can choose to ignore, accept, or modify suggested changes.
6. To move to the next error, click the "Next" button in the Spelling and Grammar pane.
7. Once you've reviewed all issues, Word will display a message confirming that the check is complete.
Method 2: Using Keyboard Shortcuts
1. Open your document in Microsoft Word 2019.
2. Use the keyboard shortcut to start the spelling and grammar check:
To check spelling only: Press F7.
To check spelling and grammar: Press F7 and then Alt + G.
3. Word will begin checking your document for errors and will highlight them for you to review and correct.
4. To move to the next error, use the keyboard shortcut Ctrl + (Ctrl and the right square bracket).
5. Continue reviewing and correcting errors until the check is complete.
Method 3: Right-Clicking on Underlined Words
1. Open your document in Microsoft Word 2019.
2. As you type, Word will underline words with red squiggly lines for spelling errors and blue squiggly lines for grammar errors.
3. Right-click on any underlined word to see corrections ог grammar suggested explanations in the context menu that appears.
4. Select the appropriate correction or action from the menu, or choose to ignore the suggestion.
Method 4: Auto-Spelling and Grammar Check
Microsoft Word 2019 usually checks spelling and grammar in real-time as you type. Misspelled words will be underlined with red squiggly lines, and grammar issues will have blue squiggly lines.
To correct these issues as you type, right-click on the underlined word and select the suggested correction from the context menu. You can also add words to your custom dictionary if they are not recognized as misspellings.
These methods allow you to perform spelling and grammar checking in Microsoft Word 2019 and ensure that your documents are error-free.
Cross Referencing
Cross Referencing is a way to refer to a particular place/paragraph in a document. It allows you to insert a link to that place which can be clicked on to take you to the referred text.
e.g. Referred to in Clause 1.1
If a cross reference to 1.1 was inserted you would be able to link to it.
Why is it Important?
Ensuring you have automatic cross referencing and that it is successfully updated is very important in any document. If you are constantly adding or removing numbered paragraphs/clauses then the previously referred to cross reference paragraphs will change all the time. If you have automatic cross referencing inserted then we can update these when you have finished making changes to documents.
Using Cross References
Inserting
To create a cross reference to a Clause/Paragraph
highlight the text you wish to create a cross reference to.
Select the References Tab
Click Cross Reference
Select the reference type e.g. Numbered item
Chose insert reference to e.g. Paragraph number.
Scroll through to find the paragraph number you wish to refer to and select.
Click OK
The number referred to will have automatically been inserted and is now a hyperlink
If you click on it you will be taken directly to that Clause number.
Updating Cross References
If you have cross references inserted in a document and then changes are made which alter the numbering of paragraphs you will need to update the cross references also.
Select the entire document (Ctrl + A) and press F9 on the keyboard and the cross referencing should be updated.
Alternatively
If you wish to update cross references individually then you can right click on them and select Update Field.
Bookmarks
Bookmarks in Microsoft Word are markers that allow you to save locations in a document. These bookmarks can help you navigate to locations easily without scrolling through multiple pages. It's also possible to create links to your bookmarks and to give each bookmark a name that you can remember easily.
Why use a bookmark in Microsoft Word
These are several reasons that you might want to use bookmarks in Microsoft Word:
To mark key locations in long documents
To navigate quickly to key passages
To save time on scrolling through a document
To provide links to key locations
To add references between different sections of a document
You can add bookmarks to a document so you can easily find or link to a location. This tutorial uses the Office 2016 version, but can easily be transferrable to Office 2013 and 2010 versions.
1. Select or highlight a location, picture, or text in your document.
2. In the "Insert" tab on the ribbon menu, within the "Links" group select "Bookmark."
3. Type a name for your bookmark and click "Add."
4. To create a link to the bookmark (such as in a list or table of contents at the top of the document), highlight the text you'd like it to link from and "Hyperlink" from the "Insert" tab.
5. Select "Place in This Document" from the left pane, expand "Bookmarks" to select the desired bookmark to link, and click "OK."
Add a bookmark:
1. Select the text or object that you want to bookmark.
2. Click the Insert tab, then Bookmark.
3. Type a name for your bookmark, without spaces.
4. Click Add.
Go to a bookmark:
1. Click the Insert tab, then Bookmark.
2. Click the name of the bookmark you want to go to.
3. Click Go To.
Delete a bookmark:
1. Click the Insert tab, then Bookmark.
2. Click the name of the bookmark you want to delete, then click Delete.
Inserting Picture, WordArt, Shapes, Symbols in MS Word:
NSERTING PICTURES:
Microsoft Word has a feature to insert a picture in a document, to make document more attractive and presentable.
Inserting Pictures:
We can insert a picture from our computer or internet. To insert a picture in a document firstly place the cursor at the point where you want to insert a picture then follow the given steps:
Step 1 Click on the Insert tab.
Step 2 Click on the Pictures option to insert picture from your computer in the Illustrations group under Insert tab. The Insert Picture dialog box will be appears.
Step 3 Search the picture that you want to insert and Select the picture and click on the Insert button.
The selected picture will be added to the document. After adding picture you can drag the picture to the desired position in the document.
Formatting Pictures:
After adding a picture in the document, you will see that a new tab-the Format tab will be added to the Ribbon under the Picture Tools.
This tab provides many options for applying different styles and effects on the picture to make it more attractive
Applying artistic effects:
We can apply various effects to a picture to make it more attractive, Click on the picture and follow the given steps:
Step 1 Click on the Effects button in the Adjust group. A gallery of various artistic effects will be display.
Step 2 Click on the desired artistic effect. You can also move your mouse pointer on any effect to see its effect on the picture before you select it.
Applying picture styles:
You can improve the appearance quality of a picture by adding many styles in a picture. To apply styles, choose the picture and select the desired style in the Picture Styles group.
Applying picture effects:
MS Word provides various effects such as glow, reflection, soft edges etc that can be applied to a picture to improve its visual appearance quality. To apply picture effects, select the picture and follow the given steps:
Step 1 Click on the Picture Effects button in the Picture Styles group under Format tab.
Step 2 Select the category of effect and then click the picture effect that you want to apply. You can also move your mouse pointer on any effect to see its effect on the picture before you select the effect you want to apply.
INSERTING WORDART:
WordArt is a good feature that makes text in different styles in a document. WordArt gallery includes many designs that can be used to make attractive looking document.
Inserting WordArt:
Follow the given steps to insert WordArt:
Step 1 Click on the Insert tab.
Step 2 Click on the WordArt option in the Text group under Insert tab.
Step 3 Select a WordArt style. A box with the sample text ‘Your text here’ will be appearing in the document. In this box you can type any text that you want.
Formatting WordArt Text:
The Format tab will be appearing when you click on the inserted WordArt. The Format tab has many options for making changes to the WordArt. You can use the Shape Fill, Shape Outline and Shape Effects etc to make the text more attractive.
INSERTING SYMBOLS:
Follow the given steps to insert symbols in your document.
Step 1 Firstly place the cursor at the position where you want to insert a symbol.
Step 2 Click on the Insert tab.
Step 3 Click on the Symbol option under Insert tab.
Step 4 Select a symbol that you want to insert from the drop-down list.
More Symbol Options:
If the symbol you want to insert is not in the drop-down list then you can look for more symbols option by opening the Symbol dialog box.
Step 1 Click on the More Symbols option under Symbols group. The Symbol dialog box will be appearing.
Step 2 Select an appropriate font.
Step 3 Choose the desired symbol and click on Insert option. Symbol will be inserted.
Creating and Inserting a Chart or Graphs
MS Word 2003 allows you to create professional charts and graphs that you can use in all your documents. You can select from many types of charts and graphs including pie and bar.
To create a chart or graph:
Move the cursor to the place in your document where you want the chart to appear.
Go to ‘Insert' on the menu bar and click ‘Picture.'
Click on ‘Chart'
A window will pop up like the one below.
You can edit the text in the spreadsheet box to fit the data for your chart.
To change the appearance or type of chart:
Right click the white space around the chart.
Click ‘Chart Type'
Select the type of chart that you want to appear.
To change the colors in the chart:
Right click on the actual chart. (Click on the colored bars.)
Select ‘Format Walls.'
Table
A table is made up of rows and columns. The intersection of a row and column is called a cell.
Tables are often used to organize and present information, but they have a variety of uses as well.
You can use tables to align numbers and create interesting page layouts.
Creating a Table
1) Click the Insert tab on the Ribbon
2) Click on Table
3) Highlight the number of columns and rows you’d like OR
4) Click Insert Table
5) Click the arrows to select the desired number of columns
6) Click the arrows to select the desired number of rows
7) Click OK
To Insert a Row:
1) Position the cursor in the table where you would like to insert a row
2) Select the Layout tab under Table Tools
3) Click either the Insert Above or Insert Below row buttons in the Rows & Columns group
To Insert a Column:
1) Position the cursor in the table where you would like to insert a column
2) Select the Layout tab under Table Tools
3) Click either the Insert Left or Insert Right column buttons in the Rows & Columns group
To Delete Columns or Rows:
1) Position your cursor in the row or column you would like to delete
2) Select the Layout tab under Table Tools
3) Click the Delete button in the Rows & Column group
4) Select either Delete Columns or Delete Rows
Concept of cell, row, column, table and its properties
A table is 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 a table, rows and columns are the fundamental structural elements that allow you to organize and display data in a structured grid format.
Row: Rows are horizontal divisions within a table, running from left to right.
Column: Columns are vertical divisions within a table, running from top to bottom
Tables in Word can be frustrating when you're not sure how to control the settings behind the behavior of rows, columns, cells, and the table as a whole. This tutorial is a brief overview of the Table Properties dialog box, and the effects of the most commonly-used settings.
Open Table Properties
Once you've created a table, you can open the Table Properties dialog box by right-clicking anywhere in the table and choosing Table Properties.
Size - Specifies the preferred width of the entire table. By default new tables fill up the page from the left to the right margin. (This setting may be overridden by content and other property settings.)
Alignment - Positions the table relative to the margins of the page. This does NOT affect alignment of text within cells.
Text Wrapping - Can allow surrounding text to wrap around the table. (The Postioning button will control position of the table relative to the text.)
Borders and Shading - Performs the same function as the Borders and Shading command in the Format menu.
Options - Controls some text options for the entire table(see below)
Default Cell Margins - Amount of space between cell wall and text in each cell.
Default Cell Spacing - Will create additional space between cells if turned on.
Options - Specifies that columns will expand to accommodate unbroken text or a graphic.
Row properties
- Specifies the height for the selected row if checked. Row Height choices are:
At Least - the minimum size that the row can be.
Exactly will not allow the row to expand to accommodate content.
Options
Allow row to break - If the content in the last row of a page will not fit on that page, the entire row will NOT be forced to the next page.
Repeat as header row - The selected row will be the first row on each page, if the table goes more than one page..
Column properties
Size - Specifies the preferred height for the selected column. (This setting may be overridden if the Automatically Resize checkbox in the Table Options box is checked.)
Measurement choices are in inches or percent (of page within margins).
Cell properties
Size - Specifies the preferred width for the selected cell. (By default this matches the setting for the column in which this cell resides. This setting may be overridden if the Automatically Resize checkbox in the Table Options box is checked.)
Measurement choices are in inches or percent (of page within margins).
Vertical Alignment - Determines the vertical position of the text within the row. This can be important if the row is deeper than necessary for the content.
Options - Controls some text options for the cell (see below).
Cell Margins - The space between the cell wall and the text in each cell. Unchecking the box allows you to change the measurements for the selected cell t override the settings for the table as a whole (see above).
Options
Wrap text-Contents will wrap within the cell.
Fit text - Width of characters and spaces wi be reduced to force the text to fit within the specified cell or column width.
Using Different Views In Microsoft Word
Microsoft Word gives you five different views of a document, and each has its own advantages over the others. They are Print Layout, Full Screen Reading, Web Layout, Outline and Draft and you can guess what purpose some of them serve just by their names. There are two ways of changing the view you have of a document. You can click the View tab and then choose a particular view from teh Document Views tab, or you can use the view buttons next to the zoom slider in the bottom right of the work space. We'll look at the different Word views now.
Word Views
Print Layout View
This is the default view you'll find yourself in when opening a document. This view is best used when your document will contain things like images, headers, and footers, columns, etc. Each of these components will be visible. In this view you can see how the document will print according to its page breaks.
Full Screen Reading View
Full Screen Reading view is optimized for reading a document on the computer screen. In Full Screen Reading view, you also have the option of seeing the document as it would appear on a printed page. You should view the document in full screen reading view to maximise the space available for reading or commenting on the document.
Web Layout View
Use web layout view to view the document as it would look like as a web page. In this view you can see the background, text is wrapped to fit the window, and images appear as they would online.
Outline View
Using outline view you can view the document as an outline and show the outlining tools. This is useful if you are moving sections of your document, or creating an outline.
Draft View
Use draft view to view the document as a draft, to enable you to quickly edit the text. Certain elements of the document, such as headers and footers, will not be visible in this view.
Changing Default Setting in MS Word:
Changing default settings in Microsoft Word refers to modifying the standard behaviors, formatting, and options that are applied when you create a new document. These settings are used as a starting point for each new document you create, ensuring consistency and saving you time by avoiding the need to manually adjust the same settings repeatedly.
Here's a step-by-step explanation of how you can change default settings in MS Word:
a) Identify the Settings: Determine which settings you want to change. These could include font, font size, page margins, line spacing, default paragraph styles, and more.
b) Open Word: Launch Microsoft Word on your computer.
c) Create a New Blank Document: Either open a new blank document or create a new one by going to "File" → "New" → "Blank document."
d) Adjust Settings: In the new document, make the formatting changes you want to apply as defaults. For example, change the font, set the margins, adjust line spacing, etc.
e) Access Dialog Boxes: Depending on the setting you want to change, you might need to access different dialog boxes. Commonly, you can access these options through the "Home" tab, "Layout" tab, or right-clicking various elements (e.g., paragraphs, font settings).
f) Set As Default: After making the desired changes, locate the option to "Set As Default." This option is often found at the bottom of dialog boxes or in the right-click menu for certain elements. Clicking this option indicates that you want to apply the current formatting as the new default.
g) Choose Where to Apply Changes: A prompt might appear asking whether you want to apply the changes to the current document only or to all documents based on the default template. Choose the appropriate option based on your preference. If you want these changes to affect all new documents, select the latter.
h) Confirm Changes: Click "OK" or a similar button to confirm the changes and apply them.
i) Create New Documents: When you create a new document from now on, it will automatically adopt the settings you've customized as defaults.
Here is a tabulated list of some default settings in Microsoft Word for the versions: MS Word 2003, 2007, 2010, 2013, 2016, and 2019. Please note that some settings may be similar across versions, while others might vary slightly based on the specific version
Section Break:
A section break is a formatting element used in word processing software, like Microsoft Word, Google Docs, and similar applications. It allows you to divide a document into different sections, each of which can have its own distinct formatting settings, such as page orientation, margins, headers, footers, and more. Section breaks are useful when you need to apply different formatting or layout to specific parts of your document without affecting the entire document.
Types of section Break:
There are four types of section Break (CONE):
a. CONTINUOUS PAGE: Insert the section break and start the new section at the same page.
b. ODD PAGE: Insert a section break and start the new section on the next odd-numbered page
c. NEXT PAGE: Insert a section break and start the new section on the next page.
d. EVEN PAGE: Insert a section break and start the new section on the next even-numbered page
Steps for Inserting Sections Breaks:
1. Open Your Document: Launch Microsoft Word and open the document in which you want to insert a section break.
2. Position the Cursor: Place the cursor at the location where you want to insert the section break. This could be between two paragraphs, at the end of a page, etc
3. Insert Menu: Navigate to the "Layout" or "Page Layout" tab in the top menu. The tab name might vary slightly depending on your version of Microsoft Word.
4. Insert Section Break: Look for the "Breaks" button in the ribbon. Click on it to open a dropdown menu with different types of breaks. Choose the type of section break you want to insert.
The most common types are:
Next Page: This starts a new section on the next page.
Continuous: This starts a new section on the same page.
Even Page / Odd Page: These start a new section on the next even or odd-numbered page, respectively.
5. Insert the Break: Click on the desired type of section break. The break will be inserted at the cursor's location.
6. Observe the Break: You'll notice that your document is now divided into sections. Each section can have its own page formatting, headers, footers, and more.
7. If you want to see the breaks in your document, click the Show/Hide (Ctrl+Shift+8) command on the Home tab.
Mail Merge
Mail Merge in MS Word is a powerful tool that allows you to create personalized documents quickly and efficiently. Whether you're sending out invitations, newsletters, or customized letters, using Mail Merge in Word can save you hours of manual work by automating the process of creating multiple documents with unique data. This guide will walk you through the steps of how to use Mail Merge in MS Word, including how to connect your data source, choose the appropriate document type, and insert personalized fields into your template.
How to Mail Merge in MS Word
Here are the steps to perform a mail merge in MS Word and personalize mass letters by linking your document to a data source.
Step 1: Create a New Address List
Open MS Word and navigate to the Mailings tab. Then, click on the Start Mail Merge group, select the Select Recipients button, and choose Type New List. This will allow you to create a new address list for your mail merge
Step 2: Enter Data in the "New Address List" Dialog
A dialog named "New Address List" will appear. Enter the desired data under the given headings. To add a new record, click on the New Entry button at the bottom of the dialog, and then click OK when you are done.
Step 3: Prepare the Master Letter
The next step is to prepare your master letter for use in the mail merge. Before entering the letter text, link the Word document to your list of names. Create a blank Word document, then go to the Mailings tab, click the Start Mail Merge group, and select Start Mail Merge → Letters.
Step 4: Link the Master Letter to the Existing List
Click the Mailings tab, navigate to the Start Mail Merge group, and select the Select Recipients button. Then choose the Use Existing List command to link your master letter to the existing address list.
Step 5: Start Typing the Letter and Insert Merge Fields
Begin typing the letter content. To add the name, address, and other details for the people on the list, go to the Mailings tab and, in the Write & Insert Fields group, click the Insert Merge Field button. A dropdown will appear showing all the table headings. Choose Title, then press the spacebar to create a space.
Step 6: Add First Name, Last Name, and Address
Next, repeat the process to choose FirstName, followed by a space (press only the spacebar, no other keys). Then, choose LastName and press the Enter key to create a new line. Afterward, repeat the steps to select the Address field and press the Enter key again
Step 7: Preview the Merged Letters
Before carrying out the mail merge, preview how the merged letters will appear. Go to the Mailings tab, and in the Preview Results group, click the Preview Results button to see the merged fields in the document.
Step 8: Carry Out the Mail Merge
Once you're satisfied with the preview, proceed to the Mailings tab, go to the Finish group, and click the Finish & Merge button. Select Edit Individual Documents to carry out the actual mail merge.
Step 9: Create Separate Letters for Each Person
In the Merge to New Document panel, click All to create a separate letter for each person on the list. Word will generate a new document with as many pages as there are names on your list, and each page will contain the correctly merged letter with the individual's details.
Step 10: Save the Merged Document
Once the merge is complete, save the new document with an appropriate name, such as ABC.docx, to keep your merged letters organized.
What are the use cases for mail merge?
Mail merge has been in use for many years, even before the internet changed how we do many things. It’s omnipresent both in offline and online worlds. Typically, it’s used whenever it’s necessary to combine a form letter with personalized variables.
The most common mail merge use cases include:
Emails – usually used for mailing large recipients lists. With mail merge, you can populate an email template with personalize variables by inserting the required information from a data source;
Paper letters – used for snail mail. The contents, designs, and fonts will be the same throughout the letters, while the names, postal addresses, greeting lines, and other variables will be personalized. Once the data is merged, you can print your letters and mail them to the recipients.
Envelopes, print labels, and address labels – similar to paper letters, you can also create a bunch of envelopes, print labels or mailing labels, and address labels with custom data. These are particularly useful if you’re sending packages to your customers.
Directories – used for creating directories, catalogs, or lists of customers. Mail merge allows for combining different types of data sources into a single new document.
Benefits of Using Mail Merge
Time-Saving Advantages
Mail merge enhances communication productivity since emails, letters, and any other mass communication greatly reduce the time to be spent on preparing each of the communication. As an alternative to designing individual messages, the user can create several hundreds to thousands of individual documents at one time.
Personalization of Mass Communications
The messages that are perceived as more personal should be more effective at attracting the attention of the intended recipients. Through the use of the name and addressing the content according to the needs and desires of the individual, mail merge increases the efficacy of the mass media.
Error Reduction
One of the major drawbacks of manual data entry is that is very time-consuming and also is associated with a high risk of errors when dealing with so much data. Since mail merge is the process of using forms and merge fields, the errors of typing and reinscribing similar letters as well as the disparities that result from such oversights are eradicated.
Efficiency in Managing Large Datasets
What makes data management less easy is the fact that there are so many of them. Mail merge makes the process a lot more efficient, allowing for broader and more comprehensive database populations to be used to generate individualized messages.
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