UNIT-I

MICROSOFT WORD:
Microsoft Word is a program that helps you to type words on a computer. With this program you can write
essays, letters, poems and many more.
Open a Microsoft Word:
Open Microsoft word by following the given steps and See the Image:
 Once the computer is on, click on the Start button.
 Select the Programs menu
 Select the Microsoft office menu.
 Click on Microsoft word 2003
After following all the steps, the Microsoft Word window appears as shown below.

FEATURES OF MS WORD:
Title Bar:
Title Bar appears at the top of the screen. It displays the name of the program and active document. See the
above Image.
Menu Bar:
Menu Bar appears below the Title Bar. It displays menus such as File, Edit, View, Insert, Format, Tools, Table,
Windows, Help and many more. See the above Image.
Standard Toolbar:
Standard Toolbar consists of buttons for the most commonly used commands such as Save, Open and
Print. See the above Image.

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Formatting Toolbar:
Formatting Toolbar Consists of buttons for accessing commonly used formatting features and commands such
as Font, Style and Size. See the above Image.
Ruler:
Ruler measures the width and shows the margins. See the above Image.
Scroll Bar:
Scroll Bar is a long thin strip with arrows and a sliding section at the edge of the window. There are two Scroll
Bars. See the above Image.
Horizontal Scroll bar – It is used for shifting the MS word Screen display left or right.
Vertical scroll bar – It is used for shifting the MS word Screen display up or down.
Working Area:
Work Area is the area is the document window where you type the text. See the above Image.
See the above Image.
Cursor:
Cursor is the blinking vertical line in the work Area that shows the location. See the above Image.
Status Bar:
Status Bar displays information about the cursor position. It shows page number, the column number and the
line number.
CREATE A NEW DOCUMENT:
The steps to create a new document are given below.
Step 01: Click on the File menu in the Menu Bar. Click on New option.

Step 02: A task pane called New Document opens on the right side of the window. Select Blank
document option.
Step 03: A new document opens. Every new document has a default name as Document 1. When you open
another document it will be named Document 2 and so on.

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SAVE A DOCUMENT:
To save a document with the default name and at the same location where it was created follows these steps.
Step 01: Click on the File menu in the Menu Bar.
Step 02: Click on save option.

If you want to save your document on a new location, follow these steps.
Step 01: Click on File menu in the Menu Bar.
Step 02: Click on Save As…. option.

Step 03: The Save As dialog box appears.

Save As dialog box>>>>
Step 04: Select the location to save your file by using the Save in drop down list.
Selecting location>>>>
Step 05: Type the name of the file in the File name text box. Click on the Save button.
Entering file name
Note: If no name is given for saving a file, MS Word names it as Document 1 by default.

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APPLYING BASIC FORMATTING:
Page Setup and Margin Formatting
The screenshot below displays the menu path to change the margins in a paper .All margins are set at 1 inch.

Select File

Adjust margins
under the
Choose Page Setup margins tab

1. Select File.
2. From the file dropdown menu, select Page Setup.
3. In the Page Setup window, the Margins tab will allow you to change the margins to the
correct format.
4. When you are finished, click OK to return to your paper.
Formatting Spacing:
The standard spacing format for a paper is double-spacing. Double-space the entire document, including the
reference page. The screenshot below displays the menu path to change the spacing format to double.

Select Format

Adjust line spacing

Select Paragraph

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 1. Select Format.
2. From the format dropdown menu, select Paragraph.
3. In the Paragraph Setup window, the Indents and Spacing tab will allow you to adjust the line spacing of
your document.
4. When you are finished, click OK to return to your paper.

Formatting Font:

Select Format

Select Font

Adjust font, style, and size

The screenshot below displays the menu path to change the font. Use a traditional font such as
Times New Roman or Courier in 12-point size.
1. Select Format.
2. From the format dropdown menu, select Font.
3. In the Font Setup window, the Font tab will allow you to adjust the font, style, and size to
the correct format.
4. When you are finished, click OK to return to your paper.
Page Headers
Identify each page with the first two or three words of the title and with the page number placed on
the upper right hand corner of the page. Use five spaces between the title and the page number. Do not use
your name to identify each page. Be sure the font type and size are the same as that used in the document
To create a correct APA header with a page number in Word 2003, use the following guidelines:

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 1. Select the View menu on the toolbar.
2. Select Header and Footer.
3. Select the View menu on the toolbar.
4. Select Header and Footer.

5. Place the curser in the Header box and select the right justification button on
Word’s toolbar so that the curser in the Header box moves to the right.
6. Type the first two or three words of the title.
7. Press the space bar five times.
8. Use the automatic function for inserting the page number as illustrated in this picture
by selecting the first button with the # symbol.

Select Close. Your header is complete.

WORKING WITH STYLES:

1. Select the text to which you want to apply a style.
2. In the Home Ribbon, in the Style Group, click on the style you want to apply. If you don’t see the style
you want to use, click on the Expand icon in the lower right corner of the Style Group to see a more
complete list.

Choosing Which Styles to Use

 We highly recommend using the built-in styles that come with Word. Even if you don’t like the way
they look, their appearance can be modified to fit your own needs.
 For chapter titles, appendix titles, and headings like “Dedication” and “Acknowledgements,”
use Heading 1.
 For main headings in your chapters, use Heading 2. For subheadings, use Heading 3, and so on. (Note:
Headings 3 and above may not appear in your list of styles until you’ve used Heading 1 and Heading
2.) Please note the only the Heading 1 style in the ScholarSpace template has been modified. It's up to
you to modify other Heading styles.
 For quotes, use Quote.
 For body text, use Normal. This is the default for Word; if you start typing without specifying a style, it
will be in the Normal style.

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WORKING WITH TABLES:
A table is a grid of cells arranged in rows and columns. Tables can be customized and are useful
for various tasks such as presenting text information and numerical data. In this lesson, you will learn
how to convert text to a table, apply table styles, format tables, and create blank tables.

To insert a blank table:

1. Place your insertion point in the document
where you want the table to appear.
2. Select the Insert tab.
3. Click the Table command.
4. Hover your mouse over the diagram squares
to select the number of columns and rows in the
table.
5. Click your mouse, and the table appears in
the document.
6. You can now place the insertion point
anywhere in the table to add text.

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 To convert existing text to a table:
1. Select the text you want to convert.
2. Select the Insert tab.
3. Click the Table command.
4. Select Convert Text to Table from the
menu. A dialog box will appear

5. Choose one of the options in the Separate

text at: section. This is how Word knows what text
to put in each column.

6. Click OK. The text appears in a table.

To add a row above an existing row:

1. Place the insertion point in a row below the location where you want to add a row.

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 2. Right-click the mouse. A
menu appears.
3. Select Insert Insert
Rows Above.

4. A new row appears above the insertion point.

To add a column:

1. Place the insertion

point in a column adjacent to
the location where you want
the new column to appear.
2. Right-click the mouse. A
menu will appear.
3. Select Insert Insert
Columns to the Left or Insert
Columns to the Right. A new
column appears.

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 To delete a row or column:

SPELLING AND GRAMMAR:

To start a check of the spelling and grammar in your file just press F7 or follow these steps:
1. Open most Office programs; click the Review tab on the ribbon. In Access or InfoPath you can skip this
step. In Project you'll go to the Project tab.
2. Click Spelling or Spelling & Grammar.

3. If the program finds spelling mistakes, a dialog box appears with the first misspelled word found by the
spelling checker.
4. After you decide how to resolve the misspelling (ignoring it, adding it to the program’s dictionary, or
changing it), the program moves to the next misspelled word.
MAIL MERGE:
Mail merge is a very important facility provided by word processors, especially in the world of
business and commerce. A single document is merged with a data set to produce several documents,
each of which is personalised using information from the data set.
Open Word 2003 and click on Tools \ Letters and Mailings \ Mail Merge…

In the Mail Merge menu on the

right under Select document
type, select Labels. Then click
Next: Starting document.

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From step 2 Click on Label options…

Now you are going to want to

choose your data source.
Under Use an Existing List; click
on Browse… Use Explorer to
find the data source you want
to use and double click it.

You will click on a

confirmation screen verifying
your data source and get to
Mail Merge Recipients window.
Here you can change the order
of your information, delete
certain users, and validate
information. Since I know the
data source is what I want I
chose Select All. Now hit OK.
Ok, we’re almost complete, just
a couple more steps. Click on
Next: Arrange your labels.

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 Here Click on More items…

Now we can choose the order of the data we want presented on

the labels we are creating. Just double click on each field you want
to include.

Now if you look over at your document you will notice these fields are being added to your labels. You
can edit them by highlighting the field and moving it to where you want. For instance on this label I
would want the First Name before the Last Name.

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 Now over on the Mail Merge menu bar you will want to
select the “update all labels” button. This will populate
each label with the fields from the fist label. Then click
on Next: Preview your labels.

Your document screen will look similar to this.

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Now, on the mail merge menu you can click through the
Recipients by clicking the back or forward arrows. If you doing
hundreds of labels … I would just spot check them. If you’re
satisfied with how they look let’s move to step 6 and
complete the merge

The Merge is complete! Make sure your labels are set up in

the printer and hit Print…

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 You will be presented with the print select screen. Choose
all, or a specific number to print. You will get a different record for
each contact from your data source on each label.

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