Introduction to Microsoft Word Microsoft Word is a word processing program that allows the user to design documents. The many formats available. Welcome to Microsoft® Office Word , part of Microsoft Office a place to coordinate schedules, disseminate materials, and store notes and minutes. Displaying the total number of words in a Microsoft Word document. This tutorial will introduce you to some tips and tricks for using the application.
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Tutorial: Microsoft Office Word Introduction. Introduction: Microsoft Word is an essential tool for the creation of documents. Its ease of use has made Word. follow along in this tutorial with your own Word document open next to it. differences between the look and functionality of Microsoft Office and Office. Microsoft Office Word documents focus on text, paragraphs and . to PDF format or require end users to download the Microsoft Word.
It is important to note that newer versions of Microsoft Office Word have emerged. They contain more advanced and user-friendly features. This tutorial, however, is intended for those who are still using the older versions of Microsoft Office Programs. The knowledge you get here can also apply in many areas of the newer applications that have been developed.
You can check for more of my articles relating to the newer software in use. Menus in Microsoft Word The view menu is the third one from the left.
It also consists of some very useful commands that we use to edit and modify our text documents. Document Viewing Microsoft Office Word comprises of a number of tools that will help you view the document you are working on with different views or ways. This mode simplifies the layout of the page making it possible to type and edit your document quickly and with ease. Web Layout: - This layout view is commonly used when creating a webpage or documents that will be viewed on the screen.
The Print Layout Option Print Layout: - the print layout is used to display how work will appear on the printed page. You can also use this view for working with columns, adjusting margins and editing headers and footers. Reading Layout: - this view is optimized to give you the best document reading view with greatly reduced eye strain.
Distracting elements are removed from this view mode. Important tools are made readily available like the find and research tool. You can switch between document map and thumbnails easily. The best feature I like about using the reading layout is that clicking on a word; thesaurus pops up on the left.
If you need more control over the appearance of your borders, you must use the borders and shading dialog box. To open this dialog box, click Format, Borders and Shading and then click the Borders tab if necessary.
The steps for creating a border are as follows: Select the general appearance of the borders you want by clicking the corresponding icon in the setting area. In the Style list, select the desired line style, color, and width. In the Preview area, click the buttons or click directly on the page diagram to add or remove borders from the four sides of the text.
If you selected text before opening the dialog box, use the Apply To list to specify whether the border is to be displayed around the selected text or the current paragraph. Click OK, and word puts your setting into effect. You can also place borders around entire pages in your document. To do so, click Page Border tab of the borders and shading dialog box. The one difference is specifying where the border will be applied, which is done with the option in the Apply To list. You have four choices: Applying shading You can use shading to display a background color under text such as black text on light gray background.
You can apply shading to selected text or to individual paragraphs.
Ms Word 2003 View Menu
Shading can be made up of a fill color, a pattern color, or a combination of both. Select the text to be shaded, or position the cursor anywhere in the paragraph to shade and entire paragraph.
If necessary, click the Shading tab. To use only a pattern color, click the none button. To use a pattern color, select its style and color from the lists in the patterns section of the dialog box. To use only a fill color, select the Clear style.
You can view the appearance of the selected settings in the Preview area of the dialog box. If you selected text before opening the dialog box, use the Apply to list to specify whether the fill should apply to selected text or the current paragraph.
Word can utilize graphics files created by a variety of applications, E. PC Paintbrush. Additionally, your word installation includes a library of clip art images that you can use in your documents.
Adding Clip Art Clip art is a special category of pictures that consists of generally small, simple images that you use to add visual appeal and interest to your documents.
Word comes with and extensive gallery of clip art that you can use freely. Move the cursor to the document location where you want the image. In the list on the left, select the desired category of images. Or, select.
All categories to view all clip art images. Scroll through the image until you find the image you want. Then click it to select. Click Insert to add the image to your document. To add a graphic image Other than Word Clip art to a word document, 1. Move the insertion point to the location for the graphic. Select Insert, Picture, Clip File. The Insert picture dialog box appears 3.
If necessary, click the Look in drop-down arrow to specify the folder where the graphic file is located. The large box in the center of the dialog box normally lists all graphics files in the specified folder.
To have the list restricted to certain types of graphics files, click the Files of Type drop-down arrow and select the desired file type from the list. Type the name of the file to insert in the File Name text box, or select the filename from the list.
To preview the picture in the preview box, click the Preview button. Click OK, and word inserts the graphic into your document. To move or copy a graphic to a new location. Select the graphic.
Move the cursor to the new location for the graphic. The drawing tools that are available let you create even the complete non-artist creates simple drawings. The drawings. To draw, you must display the drawing toolbar.
Select View Toolbars and Drawing. The process of drawing consists of the following general actions: The available objects include lines, arrows, shapes, and text. For example, you might change the thickness of a line, the color of drawing, or the type of arrowhead on an arrow. The drawing toolbar displays buttons for the most commonly needed drawing object lines, arrows, 3-D shapes, and so on.
You access the less common drawing objects menus or dialog boxes associated with the drawing toolbar. The following list explains the most frequently used drawing procedure. Then draw in the document to insert the object.
Hold down shift while drawing to draw an object with a 1: The object will display small rectangles called resizing handles.
Hold down shift and click to select more than one object. Press Delete to delete the selected object s. You should experiment on your own to discover their full capabilities. To create a special text effect using word art 1.
Select Insert, Picture, Word art 2. Select the format you want 3. Type your text, select font name, size and style. To further customize the WordArt use the Word art toolbar. Position the insertion point where the symbol is to be inserted. Select Insert, symbol 3. Select the font from which the correct symbol is available 4. Select the symbol 5.
Click Insert 6. Click close. To add page numbers to your documents. Select Insert, Page Numbers. Click the position drop-down arrow and select he desired position on the page: Click the Alignment drop-down arrow and select Left, Center, or Right. You can also select inside or outside if you are printing two sided pages and want the page numbers positioned near to inside or away from outside the binding.
The default number format consists of Arabic numerals 1,2,3 and so on. To select a different format such as i, ii, iii , click format and select the desired format. A header or footer is text that prints at the top header or bottom footer of every page of a document. Adding or Editing a Header or Footer 1. If your document is divided into sections, move the cursor to any location in the section where you want the header or footer placed.
Select View, header and footer. Regular document text is dimmed, and the header and footer toolbar is displayed.
Enter the header or footer text and formatting using the normal word editing techniques. When you finish, click the close button on the Header and Footer toolbar to return to the document. To activate one or both of these options: Select View, Header and Footer 2.
Click the Page Setup button on the Header and Footer toolbar. Word displays the layout tab of the page setup dialog box. Click OK to close the page setup dialog box. You can include both footnotes for detailed comments and endnotes in the same document-for example; you might use footnotes for detailed comments and endnotes for citation of sources.
Footnotes appear at the end of each page in a document. Endnotes typically appear at the end of a document. To insert a footnote or an endnote 1. Click where you want to insert the note reference mark. Select Insert, reference ,footnote 3. Click Footnote or Endnote 4. Select the number format , click insert 6. Type the note in the footnote pane, and then click in the document to continue typing.
Insert Manual page Breaks When text reaches the bottom margin of a page, word automatically starts a new page and continues the text that comes before it, so when you delete a section break, text in the breaks to start a new page at any desired location. Click Insert, Break to open the break dialog box. Select Page Break.
A page break appears in the document as a single horizontal line. Like section break markers, page break markers do not appear in page layout view or in printouts. To delete a page break, move the cursor the line containing the break and press delete. The easiest way to create a table of contents is to use the built-in outline-level formats or heading styles.
If you are already using outline-level formats or built-in heading styles, follow these steps:. On the Insert menu, point to Reference, and click Index and Tables.
Click the Table of Contents tab. To use one of the available designs, click a design in the Formats box. Select any other table of contents options you want. You can create a cross-reference only to an item that is in the same document as the cross-reference.
To cross-reference an item in another document, you need to first combine the documents into a master document master document: A "container" for a set of separate files or subdocuments. You can use a master document to set up and manage a multipart document, such as a book with several chapters. The item you cross- reference, such as a heading or bookmark, must already exist.
For example, you must insert a bookmark before you cross-reference it. On the Insert menu, point to Reference, and then click Cross-reference.
In the Reference type box, click the type of item you want to refer to— for example, a heading. In the Insert reference to box, click the information you want inserted in the document— for example, the heading text.
In the For which box, click the specific item you want to refer to— for example, the heading for Chapter 6. To allow users to jump to the referenced item, select the Insert as hyperlink check box. Click Insert.
A caption is a numbered label, such as "Figure 1," that you can add to a table, figure, equation, or other item. On the Insert menu, point to Reference, and then click Caption. Click New Label. In the Label box, type the label you want.
Word has an in-built dictionary that helps to check each word for spelling and also it has grammar rules to check the sentences you type. Make sure the check Grammar check box is selected. Click Change to accept suggestion.
Click Ignore to skip suggestion. Repeat as needed. When the entire document has been checked, word displays a message to that effect. As you type the document, word uses wavy red underlines to indicate possible spelling errors and wavy green underlines to indicate possible grammatical errors.
To correct an error, right-click a word with a wavy underline, an then click the correction you want on the shortcut menu. Select Tools, Options to open the Options dialog box. If necessary, click the Spelling and Grammar tab. Using the thesaurus can help you avoid repletion in your writing and improve you vocabulary. Synonyms and Antonyms are words with the same and opposite meanings respectively, to the given word.
To use the Thesaurus 1. Place the insertion point on the word of interest in your document. The thesaurus dialog box opens.
The Looked Up list box displays the word of interests. The Meanings list box lists alternative meanings for the word. If antonyms are available, an antonym option appears in the meaning list box.
When you click on antonyms option, the list of synonyms will be replaced by the list of antonyms. To replace the selected word, select the desired synonym or antonym and click on Replace.
Click on Close. The intersection of rows and columns is called Cell. You can have almost any number of rows and columns in a table. A table cell can contain text, graphics and just about every thing that word documents can contain. Move the cursor to the document location where you want the table. Select Table, Insert, Table. In the Number of Columns and Number of Rows text box, click the arrows or enter the umber of rows and columns the table should have.
Click on AutoFormat button, to select a particular style of table from the list. In the Column Width text, select the desired width for each column in inches. Select Auto in this box to have the page width evenly divided among the specified number of columns. Word creates a blank table with the cursor in the first cell. The following sections explain common editing formatting tasks you might want to perform Selecting items in a table To Do this Select a cell click the left edge of the cell.
Select a row click to the left of the row. Select text in the next cell press TAB. Deleting Cells, Rows and Columns You can clear individual cells in a table, erasing their contents and leaving the cell blank.
To clear the content of a cell, simply select the cell and press Delete. To completely remove a row or column from the table: Move the cursor to any cell in the row or column to be deleted. Select Table, Delete Cells.
Click OK, and word delete the row or column. Inserting Cells, Rows and Columns To insert a new column or row 1. Move the cursor to a cell to the right or where you want the new column or below where you want the new row. Select Table Insert Columns to insert a new blank column to the left of the selected column. Select Table, Insert Rows to insert a new blank row about the selected row. To split the cells, select the cells to be split and then select Table, Split Cells.
Specify the number of columns and rows and click OK. The mouse pointer changes to a pair of thin vertical lines with arrowheads pointing left and right. Drag the column border to the desired width.
View Menu in Ms Word 2003
You can also use a dialog box to change column widths. Move the cursor to any cell in the column you want changed. Select Table, Cell Height and Width. The cell height and width dialog box appears. If necessary, click the Column tab to display the column options. In the Width of Column text boxes, enter the desired column width, or click the up and down arrows to change the setting. Note that the label identifies which column you are working on by number.
To automatically a adjust the column width to fit the widest cell entry, click the AutoFit button. Change the value in the Space between Columns text box to modify spacing between columns. Click Next Column or Previous Column to change the settings for other columns in the table. The table changes to reflect the new column settings. However, you can modify the border or remove them altogether. To add a border to a table: Select the table cells whose borders you want to modify.
Select Format, Borders and shading to display the borders and shading dialog box. Click the Borders tab if necessary. Select the desired border settings, using the previous box to see how your settings will appear.
In a table with no borders, you can display non-printing gridlines on-screen to make it easier to work with the table. Select Table, show Gridlines to display gridlines. When you finish working with the table, select Table, Hide Gridlines to turn them off.
Click the cell in which you want the result appears. Select Table, Formula. If word proposes a formula that you do not want to use, delete it from the formula box. In the Paste Function box, click a function. For instance, to add numbers, click SUM. In the Number format box, enter a format for the numbers. For example, display the numbers as a decimal percentage, click 0.
If change the referenced cells, you can update the calculation by selecting the field and then pressing F9. When you convert text to a table, you separate text with a comma, tab, or other separator character to indicate where a new column should begin. Use a paragraph mark to begin a new row. Indicate where you want to divide text into columns by inserting the separator characters you want.
For example, in a list with two words on a line, insert a comma or a tab after the first word to create a two-column table. Select the text you want to convert. On the Table menu, point to Convert, and then click Text to Table. Under Separate text at, click the option for the separator character you want. Select the rows or table that you want to convert to paragraphs. On the Table menu, point to Convert, and then click Table to Text. Under Separate text with, click the option for the separator character you want to use in place of the column boundaries.
Rows are separated with paragraph marks. News Paper Style Columns 8. The shorter lines of text provided by columns are easier to read, and they provide greater flexibility in formatting a document with graphics, tables and so on.
Word has four predefined column layouts. You can apply any of these column formats to an entire document, to one section of a document, to a selected text, or from the insertion point onward. If you want only a part of the document in columns, select the text you want in columns, or move the insertion point to the location where you want columns to begin.
Select Format, Columns to open the columns dialog box 3. Under presets, click the column format you want. Click the Apply To drop-down arrow and specify the extent to which the columns should apply. The following options are available: Select the Line Between check box to display a vertical line between columns like in a newspaper.
You can also create document with columns more than three. To do so click in the number of columns text box and write the number of columns or use the up and down arrows to specify the number of columns. To display selected text, the current section, or the entire document in one to four equal width columns, click the columns button on the standard toolbar and then drag over the desired number of columns.
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Put the cursor to the columns you want modified. Select Format, columns to open the columns dialog box will reflect the current settings for the column you selected. To apply different predefined column format; click the desired format in dialog box. To change the width or spacing of a specific column, enter the desired width and spacing values in the column width and spacing text boxes.
The preview box shows you what the settings will look like. When you are satisfied with what you saw in the preview area, click OK. To Insert Column Break 1. Position the insertion point where you want to start the new column. Do one of the following: This special style is seen attractive applied in many magazines.
Click the paragraph that you wan to begin with an initial, or dropped, capital letter. The paragraph must contain text. Click Format, Drop cap. Click Dropped or In margin. Select any other options you want. Click the paragraph that contains an initial, or dropped, capital letter. Click Format, Drop Cap.
Click None 4. Working with Mail Merge 9. Mail merge can automate time-consuming tasks such as creating form letters, labels, memos, and reports. The Main Document contains the text, punctuation, spaces, graphics and other information you want it to be the same in every form letter that you create. The Data Source stores information to be brought into the main document.
Not only names and addresses, but also sentences and whole paragraphs, or any text or data you expect to use repeatedly can be stored in the data source.
The form letter is the output file that will be created after you merge the data source with the main document. When you merge the main document with the data source, word replaces the Merge Fields special instructions that tell word where to print the variable information from the data source with the appropriate information from the data source. To use an existing letter as a Main Document, open the letter. To create a new letter, click on New button from the standard toolbar.
Select Tools, Mail Merge. The active document becomes the mail- merge main document. A data source can also be created by using a table. Under Select document type, click Letters. Click Next: Starting document 4. Under Select recipients, click Use an existing list 5. Click Browse 6. In the Select Data Source dialog box, locate and click the data source you want.
Click Open. Depending on the type of data source you select, other dialog boxes may appear asking you to provide specific information. For example, if your data source is a Microsoft Excel workbook that has information on multiple worksheets, you need to select the worksheet containing the information you want, and then click OK.
Under Select document type, click Envelopes. The active document becomes the main document. Starting document. On the File menu, click New. In the New Document task pane, click from existing document.
Select the document that you want to base your Web page on, and then click Create New. Note The existing document does not need to be a Web page. On the View menu, point to Toolbars, and then click Web Tools. Click where you want to insert the form controls.
On the Web Tools toolbar, click the control you want to use. The form control appears on your Web page. Click the form control, and on the Web Tools toolbar, click Properties. Set the properties for the control by using either the Alphabetic tab or the Categorized tab. To set a property, click the cell to the right of the property, and then type or select an option, such as True or False.Document Viewing Microsoft Office Word comprises of a number of tools that will help you view the document you are working on with different views or ways.
Saw Tun Lynn. If you need more control over the appearance of your borders, you must use the borders and shading dialog box. In the Find What text box, enter the text you want to replace. Find and replace options. You must click the new location to move the cursor there. The Formatting Toolbar: Download Microsoft Word now and edit documents anywhere. The following options are available:
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