Word Processing - Module 1.pptx to become

Word Processing
• A word processor is an electrical device or computer application software that conducts
word processing: writing, editing, formatting, and printing.
• The term was coined at IBM's Böblingen, West Germany Laboratory in the 1960s
• Included in a word processor are font application, spell and grammar checking, a built-in
thesaurus, automatic text correction and HTML exporting.
• Microsoft Word is the most widely used word processing software
• Other word processing applications includes WordPerfect (mid 1980s to early 1990s),
open source applications OpenOffice.org Writer, LibreOffice Writer, AbiWord, etc
• Web-based word processors – Office Web apps, Google docs

Word Processing Features
• Create professional-looking documents quickly and easily by utilizing built-
in and custom templates
• Create table of contents, indexes, and cross-references for large documents
• AutoCorrect and AutoFormat automatically correct typographical errors
and format documents using established shortcuts and typing patterns
• The print zoom feature allows you to print many pages on a single sheet of
paper
• The nested tables feature enables you to nest one table inside another

Word Processing Features
• Export and save your word documents in PDF and XPS file format
• Tables of contents with section titles and their page numbers
• Cross-referencing with section or page numbers; Footnote numbering
• Mail merge enables you to rapidly produce merge documents such as
mass mailings or mailing labels
• Other functions include – spell checking, grammar checking, thesaurus

Advantages - MS word
• Create professional looking documents
• Spend more time writing, less formatting
• Add preformatted items in a matter of seconds
• Increase your effectiveness with the use of high-impact images
• Instantly give your documents a new look and feel
• Easily avoid spelling errors
• Documents can be shared confidently
• Quick comparison of two versions of a document

Advantages - MS word
• Locate and delete documents' hidden metadata and personal information
• Enhance your documents with a digital signature or signature line.
• Convert your Word documents to PDF or XPS
• Detect manuscripts that have embedded macros instantly
• Reduce file sizes and improve corruption recovery
• Connect your documents to business information
• Manage document properties in the Document Information Panel

Exploring MS Word
• AutoSave (OFF unless your document is saved to OneDrive)
• Saves your document every few seconds. AutoSave is only enabled while using OneDrive.
Changes to the document are cloud-based.
• Comments
• Displays a brief menu where you can add a comment or view existing ones in the document.
• File tab
• Displays Microsoft Office Backstage view, a space for file management tasks such as
opening, saving, printing, publishing, or sharing a file
• Group Names
• Indicate the name of the groups of related commands on the displayed ribbon tab

Exploring MS Word
• Quick Access toolbar
• Displays a single-click button for often used commands and resources. You can add or
remove buttons to suit your needs. (default – Save, Undo, Redo)
• Ribbon
• Displays a task-oriented tabbed interface with MS Office commands, styles, and resources.
• Ribbon Display Options
• Displays three ways you can display: Auto-hide Ribbon, Show Tabs, Show Tabs and
Commands
• Ribbon Tabs
• Display the name of the task-oriented tabs relevant to the open document

Exploring MS Word
• Share
• Opens a share dialog box from which file can be saved to the cloud, OneDrive and
then share with others. We can also email the Office file or a PDF of the file from
Outlook if using
• Signed-in User
• Identifies the user who is signed in to Office
• Status bar
• Displays file information on the left, read mode, print layout, and web layout views on
the right, and zoom controls on the far right.

Exploring MS Word
• Tell me what you want to do
• Provides a search feature for commands by typing what we are looking for.
• Title bar
• The title bar shows the file and program names; the windows control buttons are
grouped to the right.
• Window Control buttons
• Displays buttons for commands to Minimize, Restore Down, or Close the window

Components of MS Word
Component Functionality or Purpose of the Component
Menu Bar Contains File, Edit, View, Insert, Format, Tools, Table, Window and Help menus
Standard
Toolbar
Contains icons for shortcuts to menu commands.
Formatting
Tool Bar
Contains pop-up menus for style, font, and font size; icons for boldface, italic, and
underline; alignment icons; number and bullet list icons; indention icons, the border
icon, highlight, and font colour icons.
Ruler Ruler on which you can set tabs, paragraph alignment, and other formats.
Insertion Point
Blinking vertical bar that indicates where text you type will be inserted.
Don’t confuse the insertion point with the mouse I-beam.
To move the insertion point, just click the mouse where you want the point moved.

Components of MS Word
Component Functionality or Purpose of the Component
End-of-File
Marker
Non-printing symbol that marks the end of the file. You cannot insert text after this
mark
Selection Bar
Invisible narrow strip along the left edge of the window
Your mouse pointer changes to a right-pointing arrow when it is in this area.
It is used to select a line, a paragraph, or the entire document
Split Handle
Double-click to split the window in two (to view different portions of the same file).
Double-click to return to one window
Task Pane Displays and groups commonly used features for convenience

Selection and Editing Text
There are multiple ways to select and edit text to entire paragraphs at once.
• Click and drag across the text you want to select.
• You can select any amount of text with this method, from a single character
to your entire document.
Some other ways to select the text:
• Press and hold down the Shift key, and move the insertion point either
with your mouse or the arrow keys to select text.
• Double-click a single word to select it.

Some other ways to select the text:
• Press the Ctrl key and click on a sentence to select it.
• Triple-click in a paragraph, or double-click in the left margin next to a
paragraph, to select it.
• Click in the left margin to select an entire line, or click and drag in the left
margin to select multiple lines.
• Press Ctrl + A to select everything in the document.

To select this Press this
A character at a time to the right of the insertion pointer Shift+→
A character at a time to the left of the insertion pointer Shift+←
A block of text from the insertion pointer to the end of the line Shift+End
A block of text from the insertion pointer to the beginning of the line Shift+Home
A block of text from the insertion pointer to a line above Shift+↑
A block of text from the insertion pointer to a line below Shift+↓
Keyboard to select text
Press and hold down the Shift key as you move the cursor.
Below table lists common key combinations.

To select this Mouse click
A single word Double-click the word
A line
Move the mouse to the left edge next to the desired line.
The mouse pointer shifts to a northeastern arrow.
Select a text line with the mouse.
Drag the mouse to pick multiple lines.
A sentence
Position the insertion pointer over the sentence.
Press the Ctrl key and click the mouse.
A paragraph
Point the mouse somewhere in the paragraph’s midst and click thrice (triple-
click).
Using Mouse to select text
Position the mouse pointer at the start of the text block, and then drag the mouse over
the text you want to select.

Using F8 key to mark a block
• F8 key activates Word’s Extend Selection command.
• Press this key to “drop anchor” at the insertion pointer’s location
• Then use either the cursor key or mouse to select text.
• Nothing can be done but to select text when Extend Selection
mode is active.
• To exit this mode, either do something with the block of text or
press Esc key to cancel

• Press the F8 key twice to select current word on which insertion pointer
is
• Press the F8 key three times to select the current sentence
• Press the F8 key four times to select the current paragraph as a block of
text
• Press the F8 key five times to select the entire document (top to
bottom)
• Irrespective of number of times F8 key is pressed, Word will be still in
Extend Selection mode. Esc to cancel

Copy, Move or Delete Text
• Select the item to copy or move. This can be a character, a few words,
some paragraphs or a graphic
• If we want to copy, click on Copy from Edit menu. Alternatively, we can
click on tool on the Standard toolbar
• If we want to move, click on Cut from Edit menu. Alternatively, we can
click on tool on the Standard toolbar

• Place the insertion point where we want the text or graphic copied or
moved (this can be within the same document or another document).
• Click on Paste from Edit menu. Alternatively, we can click on tool on the
Standard toolbar

Viewing the Clipboard
• You can use the Clipboard task pane to examine items cut or copied, and
paste them again in any order
• You can follow these steps:
• Place the insertion pointer where you want the pasted text to appear.
• Click the Home tab.
• In the Clipboard group, click the dialog box launcher.
• Position the mouse pointer at an item in the task pane.
• Click the menu button and choose the Paste command.

Save a document
• Click on Save button on the formatting toolbar (or)
• Click on the Save option from the File menu
• The Save As dialog box appears It’s a good idea to give the new document
a name and save it as soon as we create it

Previewing a Document for Printing
• If you need to print your document on a variety of different paper sizes,
you may need to define the page size and orientation of the paper.
• To deﬁne the Page Size, follow these steps:
1. Click the Layout tab.
2. Click the Size icon in the Page Setup group.
3. Click the page size you want.

Page Orientation
1. Click the Layout tab.
2. Click the Orientation icon in the Page Setup group.
3. Click either Portrait or Landscape orientation.

Print Preview
1. Click the File Tab to display the backstage view
2. Click on Print. The print page is displayed and you'll see a preview of your document on
the right

Preview Multiple pages
1. The zoom button in the lower right side of the preview pane allows you to display multiple
pages.
2. You can switch pages to the next or previous pages

Printing Documents
1. Click the File Tab then Click on Print. The print page is displayed and you'll see a preview of
your document on the right
2. Click the Print Button. (This will print on your default printer using the default settings.)

Open an Existing Document
1. Click on the File menu

2. Click on Open

3. Click on This PC and then Documents

4. Choose the location where your file is saved (1)
5. Select your file name which you want to open (2)
6. Click on Open (3)

Create a New Document
1. Click the Microsoft Office
button.
2. Select New. The New Document
dialog box appears.
3. Select Blank document under
the Blank and recent section. It
will be highlighted by default.

Selecting
1. Selecting the text is a very common and frequently used operation
2. Selection of the text is the basic operation or minimum requirement
first.
• Single-word: For selecting a single word in MS-Word quickly double-
click that word with mouse.
• Line of text: For selecting a line of text, place your cursor at the start
of the line and then press “Shift + down arrow”.
• Paragraph: For selecting a whole paragraph, place your cursor at the
start of the paragraph and then press “Ctrl + Shift + down arrow”.

Selecting a Word
1. Open MS-Word on your PC.
2. Now, Open the document
that has the content.
3. Quickly double-click that
word with the mouse.
4. That word is selected
successfully. (see the image)

Selecting a line of Text
that has content.
3. Now, for a selecting a line of
text, move cursor to the
start of line.
4. Now, Press “Shift + down
arrow” from the keyboard.
5. The line of text is selected

Selecting a Paragraph
that has content.
3. Now, for a selecting a
paragraph, move cursor to
the start of paragraph.
4. Now, Press “Ctrl + Shift +
down arrow” from the
keyboard.
5. The paragraph is selected

Selecting all text
that has content.
3. Now, to select whole text,
click anywhere in the
document.
4. Now, just press “Ctrl + A”
from the keyboard.
5. All the text is selected

Cut the text
The "Cut" function removes the currently selected text and places it on the
clipboard.

Cut the text
1. To cut, Right Click Cut.
→
2. The shortcut key is "Ctrl + X".

Copy the text
1. When we need to retype the
same content, we can use the
copy option to save time and
effort.
2. By using copy option, you
can copy the text from one
location to another.
3. To copy, Right Click Copy.
→
4. The shortcut key is "Ctrl + C".

Paste the text
1. Select your text and then copy it..
2. Use mouse to move the cursor to
desired position to paste the
copied text.
3. Click paste to insert the copied
text in its new place.
4. You can paste clipboard
information as often as you like.
5. To paste, Right Click Paste.
→
6. The shortcut key is "Ctrl + V".

Proofing Tools in MS Word
• Proofing Tools in Microsoft Office Microsoft Office offers a spell-
checker, dictionary and thesaurus, grammar-checker, and
hyphenation rules in various languages.
• The availability is different for the Windows and Mac versions of
Office; see the boxes below for specific details on each system.

• It is very handy to check spelling and grammar after typing and modifying text. We may
check for errors and then correct them.
• In Microsoft Word, we can start the spell checker by clicking on Spelling and Grammar
option under Tools menu
Checking Spelling and Grammar

• Word will check your
spelling using its default
dictionary as you type.
• A wavy red line will be
underlined any
questionable words.
• Right-click on each word
to see choices

• Click on one of the suggestions to make the
correction
• Click Ignore All to exempt from spell checking or
click ‘Add to dictionary’ to add highlighted word
• To run a check on whole document, click the
Spelling & Grammar button in the Proofing area
of the Review tab
• A Proofing pane will appear with all controls and
information

• Word will resume its
search once we have
made decision to
change, ignore or Add
to dictionary
• If there is a grammatical
issue, the proofing pane
switches to Grammar
controls as shown

• Review the suggestions and choose one. By right-clicking on
the word(s), we can choose to ignore or manually edit the text
• When Word has finalized looking, it will display “check
complete” message
• Another useful tool is Accessibility Checker.
• This will check your document for flaws
that may impede its accessibility to people
with different needs.

Smart Lookup
• Select a word or phrase, right-click
to see the pop-up menu
• Choose Smart Lookup. The panel
will appear, showing the results of
web searches based on the text and
words that surround it.
• This helps in finding relevant
information to the context of the
document

Synonyms and Thesaurus
• A Thesaurus is a collection of synonyms (words with identical
or similar meanings). Select a word then click on the
Thesaurus icon in the Proofing area of the Review tab

Synonyms and Thesaurus
• The Thesaurus pane appears
which can be resized or
moved.
• It contains a list of synonyms
for a selected word
• Scroll through and select one
of the options.
• The word will be moved to the
main field and the list will now
show synonyms for that word

Step 1: Open a new Word document or an existing Word document.
Step 2: Type a new word or search a word from an existing document that you want for
the Thesaurus.
Step 3: Highlight the typed or selected word. A blue background will appear behind the
word.
Thesaurus to Replace Words

Step 4: Right-click on the selected or typed word. A drop-down menu will appear on the
screen. Place cursor on the Synonyms option.

Step 5: Click on the Thesaurus at the bottom of the pop-up window.
Step 6: The following pane will appear in the right corner of the Word document.

Autocorrect
• Microsoft Office includes the powerful Autocorrect feature
which helps to reduce typing errors whilst you work.
• AutoCorrect is set up by default to correct common spelling and
punctuation errors.
• Common typing errors such as irregular capitalisation, or
commonly misspelt words are corrected as you type.

Using Autocorrect tool
Step 1: Select File tab

Step 2: Select Options in the Backstage view.

Step 3 : Select the Proofing option from the categories on the left-hand
panel

Step 4 : Now click the AutoCorrect Options button

Step 5 : The AutoCorrect dialog box will appear

Step 6: Place your cursor in the Replace
text box and type your initials
Step 7: Place your cursor in the With text
box and type your name in full including
correct uppercase/lowercase usage and
spaces
Step 8: Click the Add button to add this
entry to the list

Find and Replace
Find and Replace in Word allows you to search for text and replace it with
something else.
Find and Replace Dialogue Box
• In the ‘Find what’ field, you will enter what you want to search for.
• In the ‘Replace with’ field, you will enter what you want to insert instead.

Find
Step 1: Select the Home tab in the
ribbon.
Step 2: Select Find in the Editing
group.

Replace
Step 1: Select the Home tab in the
ribbon.
Step 2: Select Replace in the Editing
group.

Find and Replace
Step 3: Insert your cursor into the
Find What text box in the Find and
Replace dialog box. Type the text
which you want to replace
Step 4: Type the text inside the
Replace text box and click “Replace”.

Find and Replace for Formatting
Step 1: Select the Home tab in the ribbon.
Step 2: Select Find in the Editing group.
Step 3: Select the More button in Find and Replace dialogue box.

Step 4: Select the Format button.

Step 5: Select Any of list from the Format drop-down menu (Example : Font).

Step 6: Select Italic (or another option) from
the Font Style menu in the Find Font
dialog box.
Step 7: Select the OK button in the Find
Font dialog box.

Step 8: Select the Replace All
button to make all the
replacements at once. Or, select
the Find Next and Replace
buttons to make one replacement
at a time.

Basic Text Formats
The Home tab's Font group
contains the most frequently
used text formatting functions in
Word.
The gizmos in the Font group
not only govern the text format,
but also specify the format of the
presently selected text:

Selecting a Font
Text's primary attribute is typeface or font. The font determines the overall style
of the text. Choosing the best font can be agonizing, but it isn't impossible.
1. Click the Home tab
2. In the Font group, click the down arrow by the Font item
• A list of font appears, shown in the image (previous slide)
3. Select a font.
• When you move the mouse pointer over a font, the text in the document changes to
show the font's preview. Click to modify the font and format of the text.

Applying character formats
The Font group's lower left side contains some of the most frequently used
character formats. These formats complement the chosen font or typeface.
• B – to make text bold, press Ctrl + B or click the Bold command button
• Use bold to make a text stand out on a page (for titles, captions)
• I – to make italic, press Ctrl+I or click the Italic command button
• U – Underline text by pressing Ctrl+U or clicking Underline command button
• You can select an underlining style or colour by clicking the down arrow next to the
Underline command button.

Applying character formats
• abc – strike through text by clicking the Strikethrough command button
• X2 – click the Subscript command button to make text subscript (Ctrl+=)
• X2
– To make text superscript, click the Superscript command button
(Ctrl+Shift+=)

Text Transcending
• A document's text size is specified using the archaic typesetter
measurement known as points.
• One point is equal to 1/72 of an inch
• The bigger the point size, the larger the text (most is either 10 or 12)
• Headings are typically 14 to 24 points tall
• Font sizes in Word range from 1 point to 1,638 points. Smaller point sizes
than six are often unreadable by humans.

Select the Text Size
2. In the Font group, click the down arrow next to the Font Size box
• A list of font appears, shown in the image (refer previous slide no. 74)
3. Select a font size.
• The size of text in the document (a single word or a selected block) varies as the
mouse pointer changes. Click to resize.
Text sizes are listed under Size menu. To set the text size to a certain value, type the value in
the box.
To set the font size to 12.5, click the Size box and type 12.5!

Pushing Text Size
Word offers two command buttons in the Home tab’s Font group for
pushing the text size.
• To increase the font size, click the Increase Font Size command button
(Ctrl+Shift+>)
• To decrease the font size, click the Increase Font Size command button.
(Ctrl+Shift+<)
• To increase or decrease the font size by smaller increments, use Ctrl+] –
one point size larger; Ctrl+[ - one point size smaller

Colorful Text
To change the color of text in a document,
• Click the Home tab
• In the Font group, click the Font Color command button
• The current word, any selected text, or any new text you type is assigned the
button’s color.
The Font Color button shows the text's color. To change the color, click the menu triangle
next to the button and select a color from the palette.
To create your own custom colors, pick More Colors from the Font Color menu.

Shading the background
To set the text background color, use the Shading command. Follow these
steps:
2. In the Paragraph group, click the Shading command button
• The button's color tints the current word or selected block, or sets the text's
background color.
To change colors, use the menu button next to the Shading command. Choose a color
from the list or More Colors to build your own.

Change Text case
Follow these
steps:
2. In the Font group, click the Change Case command button
3. Choose the proper case from the menu.
• The list of menu items reflects how the case is changed.
The keyboard shortcut – Shift+F3.
Press this key combination to cycle between three case options.

Copying multiple formats
• The Format Painter tool allows you to copy different formats from text to other areas of a file.
• It is generally used to duplicate heading styles from one heading to another, saving time
rather than manually formatting each individual heading.
1. Select some text to format
2. Format the text. Ex: set it to bold or underline, font size to 20 or change the font color to
blue
3. Make sure the text stays selected once the formatting is complete.
4. Double click on the Format Painter under Clipboard group
5. It allows you to copy the formatting more than once.

Copying multiple formats
6. When lingering over words in the page, the mouse cursor turns to a brush.
7. To apply the format to the next heading in the document, select it. Once this
is done, you will notice that the text has been formatted similarly to the first
heading.
8. Repeat this process until each of your document headings have the new
format
9. To stop the format painter, click on the format painter icon. Alternatively,
press the Esc key

Inserting Special Characters & Symbols
1. Click at the end of a word or anywhere in a document where
you need to place a symbol.
2. Click on the Insert tab, locate the Symbol group at the end of
the Insert ribbon, then click on the drop-down arrow next to
Symbol
3. This list contains all of the symbols you've lately used.
4. To view further symbols, click on More Symbols... to
automatically populate the dialogue box with a selection of
symbols

Inserting Special Characters & Symbols
5. To insert a symbol into the document,
click on it. You can format symbols in the
same way that you would any other text.
6. You can utilize special characters to
insert several types of dashes, as well as
frequently used characters such as the
copyright, registered trademark, and
trademark sign.

Apply Highlighting to Text
• You can apply color highlighting to draw attention to particular text.
• While highlighters perform well on-screen and in colour printouts, they
are ineffective in monochrome printouts.
• To maintain its effectiveness, use highlighting sparingly.
• If you highlight every other sentence in a paper, or even all the
headings, your reader will learn to ignore the highlighting.

1. Drag to select the text that you
want to highlight
A. The mini toolbar appears
2. Click drop down button to the
right of Text Highlight Color
B. A palette of color choices
appear.
3. Click the color you want

C. Word highlights the selected
text using the color you choose.
When you apply highlighting,
Word automatically deselects the
selected text, moving the
insertion point to its end.

Clear Character Formatting
With so many formatting options in Word, your content may resemble a pile of
runes rather than modern text. So Word provides Clear Formatting command
To remove text formatting,
2. In the Font group, click the Clear Formatting command button
• Text formats are removed from selected text or from all new text typed.
The Clear Formatting command removes the current style from text. Font, size, and other
properties are included.
The keyboard shortcut – Ctrl+Space (the spacebar)

Font Dialog Box
Follow these steps:
1. Click the Home tab.
2. In the Fonts group, click the
Dialog Box Launcher button
The Font dialogue box contains all
text formatting commands, even
some that didn't make it into the
Font group on the Ribbon.

Font Dialog Box
• The Font dialogue box actions influence any new text you type or selected
text in your project.
• The Font dialogue box's Preview pane is its best feature. How your choices
influence document content is shown.
• Text effects like Shadow, Outline, Emboss, and Engrave are available via the
Font dialogue box's Text Effects button. Explore more! (assignment)

Paragraph can be formatted in several ways
• Change an existing paragraph
• Use a paragraph-formatting command with the insertion pointer in a paragraph. Only the
format of the current paragraph is altered.
• Change a block of paragraphs
• The formatting command can be used to alter multiple paragraphs.
• Start typing
• Choose a paragraph-formatting command, and then type a paragraph. The chosen format
is applied to the new text.

In Word, there are two locations on the Ribbon which has paragraph-
formatting commands.
• The first Paragraph group is found on the Home tab
• The second is located on the Layout tab
Paragraph Formatting – Location

• Click on the Dialog Box launcher button in
either of the two paragraph groups.
• Here you can find controls and settings that
are not offered by command buttons on the
ribbon
Paragraph Formatting – Location

• All alignment-formatting command buttons are found on the Home tab, in the
Paragraph group
• The left and right indents of a paragraph are measured from the page margin
• To left-align a paragraph, press Ctrl+L or click the Align Left command button,
found in the Home tab’s Paragraph group
• To center a paragraph, press Ctrl+E or use the Center command button, found on
the Home tab’s Paragraph group
• For titles and single lines of text, centering is excellent. It's unsightly for longer paragraphs
and complicates reading the content.
Justification and Alignment

• Press Ctrl+R or click the Align Right command button to flush text along
the right side of the page.
• To give your paragraph full justification, press Ctrl+J or click the Justify
command button located on the Home tab’s Paragraph group.
• Newspapers and periodicals frequently employ fully justified paragraph style to make
the text in the small columns easier to read
Justification and Alignment

• Sentences in a paragraph can be tightly packed or kept loose and light.
Above or below the paragraph, space might act as a cushion.
Line Spacing

• Follow below steps, to set spacing between the lines
1. Click on the Home tab
2. In the Paragraph group, click the Line Spacing command
button (menu appears)
3. Choose a new line spacing value.
The current paragraph's or all chosen paragraphs' line
spacing is set.
Word automatically inserts the additional space beneath each
line of text.
Line Spacing

Keyboard Shortcuts
• Press Ctrl+1 for single-space. This command is used to remove additional
linespacing styles.
• Press Ctrl+2 for double-space. This setting inserts a blank line beneath
each line of text in the paragraph.
• Press Ctrl+5 for 11/2
space lines.
Line Spacing

To aid in the separation of paragraphs, you might include space either before or after the
paragraph.
• Follow below steps, to add space before or after paragraph
1. Click the Layout tab
2. In the Paragraph group, under ‘spacing’, use the Before option to add space before a
paragraph or use After option to add space after the paragraph.
A paragraph is usually followed by a space. A paragraph can have extra space before it to
distinguish it from a document's header or subhead.
The space between paragraphs is part of the paragraph format. It, like other formats, sticks to
succeeding paragraphs or a block of paragraphs.
Spacing between paragraphs

A paragraph's first line, the remainder of the lines, and the left and right sides can all be
indented. The indentation of a paragraph has no effect on its alignment.
2. In the Paragraph group, click the dialog box launcher
3. Click the Special drop-down list and choose First Line
4. Confirm that the By box lists the value 0.5”
• The By box indicates a half-inch, which is the typical tab stop and a sufficient distance for the first
line of text to be indented
5. Click OK.
• All paragraphs in a selected block are indented by the amount given in the By box
Paragraph Indentation

It's a paragraph where the first line breaches the left margin or when all lines
are indented but the first. Sample below,
Press Ctrl+T to create. The command affects the current paragraph or all
selected paragraphs.
To undo the hanging indent press Ctrl+Shift+T
Hanging Indent

This is often used for quoted material in a longer expanse of text.
2. In the Paragraph group, click the Increase Indent command button.
The paragraph’s left edge hops over one tab stop (half an inch)
To unindent an indented paragraph, click the Decrease Indent command
button in Step 2.
Keyboard short to indent is Ctrl+M, un-indent is Shift+Ctrl+M
Indenting whole paragraph

• A bulleted list is exactly what it sounds like: a list of things with a marker or
bullet on the left side
• Bullets are small dots, squares, dashes or graphics that are often seen
before the text (word, line, sentence, paragraph or any other object)
Bullets
• The most common bullet choice is small dark
black filled in circle
• Start a bulleted list before gathering your
things, or highlight them first, then apply a
bulleted list

• Click the Home Tab
• Go to the Paragraph section and click on the
arrow next to the bulleted list to bring up a
dropdown menu to select the type of the bullet
• Sample image 
• When you choose to enter a bulleted list, a
single bullet appears on the page where your
cursor was, ready for you to type your first entry
• If you have selected items, each paragraph will
be indented and will begin with the desired
bullet type.
Bullets

• You can create a bulleted list with several levels by indenting any line you wish to
the next level using the Tab key.
• Start with first bullet, type some text (ex: Level 1), then press enter.
• Use the tab to move the solid bullet on one level and create second-level bullet.
• Further, type some text and then press enter.
• Repeat the process of tab, type text, press enter to create other levels
Bullets

• Word automatically indent your bullet and text
• If not required, indent option can be decreased by moving the bullet back to the
left-hand side of the page
• If the initial level of a multi-level bulleted list is indented, all levels are indented
• The same holds true for increasing the indent; increasing the indent on the first
level increases the indent on all subsequent levels.
Bullets

• A numbered list is similar to a bulleted list, except that the entries are numbered
or identified with letters
• To quickly make a numbered list, simply input the first number, the separator
mark, and then a space
• If we input a capital A followed by a period and a space, we get the first entry in a
numbered list that uses the letters A, B, C, D, and so on
Numbering

• In case we have already a text, select the lines,
go to the Paragraph section of Home tab, click
on arrow next to Numbering section, choose
the numbered list
• As with bulleted lists, you may build a multi-
level list by indenting a line or paragraph in
your numbered list with the tab key
Numbering

• A header is text that appears at the top of every page in a document
• It is used to introduce new concepts, and to help organize the text
• A footer is text that appears at the bottom of every page in a document
• A footnote is small text that appears at the bottom of a page, usually a reference to
some text
• When a document contains a header, you will notice that the information contained
within it is greyed out when in Print Layout view.
• This is because the information is not active at the present time.
Headers and Footers

1. On the Insert tab, locate the Header & Footer group, choose the Header button
2. Choose a header design
• The contents of the design are added to the document and saved as part of the page
3. Change any [Type here] text in the header
• Click the bracketed text and type to personalize your header
4. Use the commands on the Insert group of the Header & Footer Tools Design tab to add
specific items in the header
5. When you are done working on the header, click on the Close button
To add footer, repeat the above steps with word ‘Footer’ instead of ‘Header’
Headers and Footers

• Use a Blank Header, type in the text so that it appears at top of each page.
• To type text into the center of the page, press the Tab key once.
• To type text on the right of the page, press the Tab key twice
• The footer area is also available to edit
Headers and Footers

• To navigate to the bottom of a page, either use the scrollbar or click the Go to Footer
symbol on the Design ribbon.
• Type a text to appear on the left of the footer. If the text is to be placed in the center or
to the right of the page, press Tab
• Press Tab to navigate the Center of the footer
• Click on the Date & Time icon on the Header & Footer Tools Design ribbon
• Select the date/time format you need, make sure that Update Automatically is selected
• To exit, click on the Close Header & Footer icon or double-click outside of your header
Headers and Footers

Odd and even headers and footers
1. Create or edit a header or footer
2. Click the Header & Footer Tools Design tab
3. Click the Different Odd & Even Pages check box
• Word creates headers and footers for pages with odd and even numbers.
• The document's Header and Footer tags also reflect the change, stating Odd Page Footer or Even
Page Footer.
4. Create the header and footer for the odd numbered pages
Headers and Footers

Odd and even headers and footers
5. On the Ribbon’s Header & Footer Tools Design tab, in the Navigation group, click the Next
button
• The Header or Footer tag changes to reflect which header you are editing
• If clicking Next button does nothing, your document has only one Page!
• Add a page to enable the even-page headers and footers
• To return to the odd-page, click the Previous button
6. When done, close the Header & Footer
The even-numbered page is always on the left
Headers and Footers

No Header or Footer on the First page
1. Edit the document’s header or footer
2. Click the Header & Footer Tools Design tab
3. In the Options, group, place check mark on Different First Page
That’s It!
Headers and Footers

Header, Footers and Sections
One way to apply different headers and footers to your document is to use sections
To break the link between the current section’s header and footer and the previous
section’s header and footer, follow these steps,
1. Edit the document’s header or footer in the section that you want to be different
from the previous section’s head and footer.
2. Click the Header & Footer Tools Design tab.
Headers and Footers

Header, Footers and Sections
3. In the Navigation Group, click the Next button to locate the start of the next section’s header or footer.
4. In the Navigation group, click the Link to Previous button
• The link is broken. The header or footer doesn’t change
5. Edit the section’s header or footer
• Changes made apply to only the current section
Headers and Footers

• Preview the finished document
before printing.
• Even if your document is supposed
to look the same on screen as it
does on paper, you may still see
errors like missing page numbers,
blank pages, and misplaced headers.
• Print preview of a document is as
shown in the image 
Printing Document

To preview the document,
1. Save your document (saving is a best practice)
2. Press Ctrl+P
• It is the common Windows Shortcut printing command. The print screen appears
3. Peruse your document using the buttons at the bottom of the Print screen.
• Use zoom control to enlarge or reduce, look at margins, look at the layout if you are
using footnotes, headers or footers, spot anything wrong and rectify
When you are ready, PRINT!
Printing Document

Printing a specific page
1. Move the insertion pointer so that it’s sitting
somewhere on the page you want to print.
2. Press Ctrl+P
3. Click the Print Range button below the Settings
heading
4. Choose Print Current Page from the menu
• Page number can also be confirmed by viewing the Page
Range Box at the bottom of the Print screen
5. Click the Print button
Printing Document

Printing on both sides of the page
1. Save the document and press Ctrl+P
2. Click the Duplex printing button on the Print
screen
3. Choose Print both sides, flip pages on long sides
• If Print on Both Sides option is not there, you must manually
print on both sides of the paper.
4. Make other necessary settings on Print screen
5. Click the Print button to print your document
Printing Document

Printing odd and even pages
1. Save the document and press Ctrl+P
2. Click the Print Range button below the Settings
heading
3. Choose only Print Odd Pages from the menu
4. Click the Print button to print odd pages your
document
5. To print even pages, repeat the above steps, but
in Step 3, choose only Print Even Pages
Printing Document

Printing a selected block of your document
1. Select the block of text you want to print
2. Press Ctrl+P to activate print screen
3. Click the Print Range button below the Settings heading
4. From the menu, choose the Print Selection item
• Note that Print Selection item is available only when a block is selected in the document
5. Click the Print button to print a block of your document
Printing Document

Preparing document for Publishing
1. Confirm that your document is completed, finalized and saved
2. Click the File tab
• On the File, Info area should be selected. If not, click the word Info
3. Click the Check for Issues button
4. Choose Inspect Document
5. Click the Inspect button
• Document Inspector window shows up listing potential problems (if any). Cancel the Document Inspector
and address the problems
6. Click the Remove All button if you want to clear up
7. Click the Close button if done or Reinspect to re-check
E-Publishing

Making a PDF
1. Complete your document (don’t forget to save)
2. Press Ctrl+P to activate Print Screen
3. Click the Printer button (a list of available printer appears)
4. From the list, choose Microsoft Print to PDF
5. Click the Print button
• Nothing is printed on paper but, the document is ‘printed’ to a new PDF file.
6. Choose a location for the PDF file
7. Type the filename
8. Click the Save button
E-Publishing

1. Using the Table icon from the Insert tab, select
the number of columns and rows you need by
clicking and dragging mouse pointer
2. Using the Insert Table… option from the drop-
down list on the Table icon from the Insert tab
and specify the number of rows and columns
you need
3. Using the Draw Table option
4. Inserting a quick table, a gallery of table formats
appear from which you can choose styles
Make sure of the difference between – Row,
Column and Cell
Working with Tables

Editing and Formatting Tables
Merging cells:
1. Select the cells you would like to merge
2. Right-click with the mouse over the highlighted area
3. Choose Merge Cells
Splitting cells:
4. Right-click over the merged cells
5. Choose Split Cells from the shortcut menu provided
6. Select the number of columns and rows from the dialog box
7. Clock on OK button and split the cell
Working with Tables

Changing height or width of row/column:
1. Select the row/column to resize
2. Click on the Layout tab under the Table Tools
option and adjust the width or height
accordingly
Inserting rows or columns:
3. Select the row/column above/next to which you
need to insert
4. Right-click over the selected row using mouse
pointer
5. Choose Insert, then choose desired option from
the list
Working with Tables

Deleting rows or columns:
1. Select the row or column and right-click
2. Choose Delete from the shortcut menu
3. The Delete option is also available on the Table Tools menu
(Click on Layout tab to locate the Delete icon)
Working with Tables
Aligning Cells:
1. Use the Layout tab under Table Tools to change
the alignment of text within the table
2. Select the area of the table to change the
alignment
3. Choose from the list of options available

Changing Text direction:
1. Select the cell or cells to change the direction of the text
2. Click on the Text Direction icon on the Layout tab under Table Tools
Distributing rows and columns evenly:
The Distribute Rows and Distribute Columns options allow us to resize selected rows
and columns evenly (located on Layout tab in above image)
Working with Tables

Convert a Table to Text:
1. Select the table to Convert to Text
2. From the Table Tools menu, select Layout
3. Under the Data group, locate Convert to Text
4. Select Tabs from the dialog box (right top image) and click the
OK button to change
5. Choose how to split the text using the dialog box (right bottom
image) and click OK
Working with Tables

Defining Header Row:
1. Select the first row of the table
2. Click on the Table Tools tab and next Layout tab
3. Choose Repeat Header Rows
4. The header row is not set to repeat automatically at the top of each page
Working with Tables

Sorting table contents:
1. Select the column to be sorted (example:
‘Staff member’ is the column)
2. Click on the Table Tools tab and next
Layout tab
3. Choose Sort (refer to image)
4. In the Sort dialog box, Word
automatically detects that the table has a
Header row. Choose whether to sort
Ascending or Descending using the
options
5. Click OK to sort the table.
Working with Tables

• Word’s Heading Styles helps in creating Table of Contents
• Heading 1 for main heads,
• Heading 2 for subheads
• Heading 3 for lower order heads
• Word’s Table of Contents command uses these formulas to build a table-
of-contents field
Table of Contents (TOC)

Creating a table of contents:
1. Create a separate page for the TOC
2. Click the mouse to place the insertion pointer on the blank page.
• The TOC field is inserted at that point
3. Click the References tab
4. In the Table of Contents group, click the Table of Contents button.
5. Choose a format
• TOC is created and placed in the document

Building an Index – Select index entry(s):
An index is another type of document reference or list that Word may assist
you in creating and formatting.
1. Select the text you want to reference
• The text may be a single word, a phrase, or any other fragment of text.
2. On the References tab in the Index group, click the Mark Entry button.
• The selected text appears in the Mark Entry dialog box
3. Type the text for the subentry in the Mark Index Entry dialogue box if the
entry requires one.
• The subentry further classifies the main entry

Building an Index – Select index entry(s):
4. Click either Mark or Mark All
• Mark button to mark only the selected text. Mark All button to direct Word to include
all matching instances of the text in the document
5. Continue scrolling the document and looking for items to mark for the
index
• The Mark Entry dialog box will be open as you continue to build the index
6. Click the Close button once done, to expel the Mark Index Entry dialog
box
7. Press Ctrl+Shift+8 to cancel the Show/Hide command

Placing Index in the document:
1. The insertion pointer is positioned where the index needs to appear
2. Click the References tab
3. In the Index group, click the Insert Index button
• Print preview shows how the index might look but doesn’t use actual index contents
• Use Formats drop-down list to select a style for the index.
• The Columns setting conveys how many columns wide to make the index (standard is two
columns)
4. Click the OK button to insert the index into the document
Review the Index, if not appropriate, press Ctrl+Z to under and restart
If you modify a document, Click the index field, choose Update Index button

Processing pictures and graphical images:
1. With the mouse, point to the location
in the text where you want the image
to appear. (need not be precise, as
image can be repositioned later)
2. Click the Insert tab
3. Use one of the command buttons to
chose which type of image to add
Handling Graphics

Copying and Pasting:
1. Select the image in another application/program or from the internet
2. Press Ctrl+C to copy the image (web: use Copy/Copy image command)
3. Switch to the Word document window (press the Alt+Tab keyboard shortcut
to switch between program windows)
4. In Word, position the insertion pointer to the desired location for the
image.
5. Press Ctrl+V to paste the image into the document
Handling Graphics

Placing a picture:
1. Click the mouse in the text where you want the image to be placed
2. Click the Insert tab  Illustrations group  click the Pictures button
3. In the Insert Picture dialog box, locate the image file on your PC
4. Click to select the image and click the Insert button
Giving a shape:
5. Click the Insert tab  Illustrations group  click the Shapes button
• It has menu that lists shapes organized by type
6. Choose a predefined shape
7. Drag to create the shape (you can adjust the shape – change its size, location or colors)
Handling Graphics

WordArt:
1. Click the Insert tab
2. In the Text group, click the WordArt button to display the WordArt menu
3. Choose a style from the WordArt gallery
4. Type the text and use it
Use the Word Art Styles group on the Drawing Tools Format tab to customize WordArt’s
appearance.
Handling Graphics

Layout of Image:
Handling Graphics

Wrapping Text:
1. Click to select the image (with options as shown in table in previous slide)
2. Click the Layout options button
• Word features four text wrapping options, located in With Text Wrapping area of the Layout
Options menu
• 4 Options – Square, Tight, Through & Top and Bottom (refer to table in previous slide)
3. Choose an appropriate text-wrapping option
To remove the text wrapping, choose the Inline option (refer to the table in
previous slide)
Handling Graphics

Image Resizing:
1. Select the image
2. Drag one of the image’s four corner handles inward or outward to make the image
smaller or larger
• Hold on to Shift key as you drag, the image gets proportionally resized
• On Picture Tools Format tab, in the Size group, use the Height and Width controls to
resize
• The image can be resized to vertically or horizontally, or to any specified size value.
Handling Graphics – Image Editing

Image Cropping:
We may need to make the image smaller
by removing some unwanted content
1. Click the image to select it (Picture
Tools Format tab appears on the
Ribbon)
2. On the Picture Tools Format tab 
Size group  click the Crop button
3. Drag one of the Crop handles in or
out to discard a portion of the
selected image
4. Press the Enter key to crop the image
Handling Graphics – Image Editing

Creating envelopes:
1. Activate the Mailings tab, in the Create area, click Envelopes
2. Enter the delivery and return (optional) addresses. Select the envelope's design and
dimensions from a selection of standard sizes by clicking the Options button.
Envelopes and Labels

Creating envelopes:
3. Click Add to Document
4. If return address is given, a dialog box is displayed asking to confirm whether this
address need to be made as default. If you click Yes, then you need not retype next time
when you create an envelope
5. Click OK button, your envelope is generated on a new page

Creating labels:
1. Click the Labels tool and the below dialog box appears

Creating labels:
1. Click the Labels tool and the below
dialog box appears
2. Enter the text (which is typically an
address) and select whether to
create a single label or an entire
page of the same label.

Creating labels:
3. Select the label vendor and
then the label from the list of
available product numbers by
clicking on the Options button.

Creating labels:
4. Click the Details button to review the
attributes of the currently selected
label
5. If right label is not found, click Cancel
to return to Label Options dialog and
click New Label
6. Click OK to return to Envelopes and
Labels dialog, choose New document
to generate labels

• Main document
• This document is formatted and laid out like any other document in Word.
• Additionally, the document has various fill-in-the-blanks items, which is what distinguishes it as the
primary document.
• Recipient List
• This list contains the data necessary to generate customized documents.
• It's a database in the traditional sense, with rows and columns of data used to populate the form letters.
• Field
• Each of these fill-in-the-blanks items within the main document serves as a placeholder for data from
the recipient list.
Mail Merge

• The essence of mail merge is getting these three pieces to operate
together. The Mailings tab contains all relevant commands.
• Mail merge relies on recipient lists. If you plan to use mail merge
frequently, prepare a recipient list that you can reuse.
• A mail merge document may have any number of fields necessary.
Mail Merge

Process: It involves five steps
1. Build the main content
• Choose the ‘Letter’ as document type. As you create the document, fields too can be decided
2. Create recipient list (data for mail merge)
• The recipient list is a table with columns and rows.
• Each column is a field carrying data for the main document's blanks.
• Each row represents a unique custom document generated by the mail merge process.
3. Insert Fields into the main document
• The fields are placeholders for data that will be provided by the recipient list.
Mail Merge

Process: It involves five steps
4. Preview the merge results
• To begin, you must preview the document's appearance.
• This manner, you can repair any formatting issues, check for errors, and make any necessary
adjustments.
5. Merge the information from the recipient list into the main document
• Mail merge is the final step in creating personalized documents.
• They can then be saved, printed, emailed, or otherwise dealt with as desired.
• Mail merge is a process that requires synchronization of many documents and a variety of Windows
technologies.
Mail Merge

Creating Mail Merge – Letter:
1. Start a new, blank document
2. Click the Mailings tab
3. In the Start Mail Merge group, choose Start Mail
Merge  Letters
4. Type the letter (text doesn’t change for each
copy)
5. Type all the fields you need
• Enter the fields in ALL CAPS (recommended)
6. Save the main document
Mail Merge

Creating Mail Merge – email message:
1. Start a new, blank document
2. Click the Mailings tab  Start Mail Merge, choose E-mail Messages
• Word changes to Web Layout View
3. Create your email message
4. If you plan to insert field in the message, use ALL CAPS (optional)
• Email addresses are used to send out multiple copies of the message
5. Save your document
Mail Merge

Recipient List – Building:
1. Create the new list
2. Add the desired fields
3. Remove the undesired fields
4. Type in the recipient data
Recipient List – Create new list:
The process of creating the recipient list is identical regardless of the mail merge document
type you prepared.
5. Click the Mailings tab
6. In the Start Mail Merge group, choose Select Recipients  Type a New List
Mail Merge

Addition of new fields:
The fields in the New Address List dialogue box are pre-populated, as you can see from the
marching atop the dialogue box (Title, First Name, Last Name, and so on).
1. Click the Customize Columns button
2. Click the Add button
3. Type the field name and click the OK button
• Give the field a name that reflects the type of data contained within.
• There cannot be two fields with the same name.
• While field names may contain spaces, they cannot begin with one.
• Field names might be extremely lengthy; nevertheless, shorter is preferable.
• The following characters are not permitted in the name of a field:.!'[].
Mail Merge

Addition of new fields:
4. Repeat Steps 2 and 3 for each additional field that you require in the main document.
5. Click OK button
Remove unnecessary fields:
Remove unnecessary fields are optional. If you don’t need them, remove them
6. Click the Customize Columns button
7. Click to select the field that is unnecessary
8. Click the Delete button
9. Click Yes in the confirmation dialog box
10. Repeat steps 2-4 for each field you don’t need
Mail Merge

Addition of recipient data:
After customizing the fields, the recipient list must be completed. You must establish records
for each document you intend to create.
1. Type the first record’s data
2. Press Tab to move to the next field
3. To add a new record, press the Tab key after typing in the last field.
• When the Tab key is used in the final field of a record, a new record is formed and added to the
following line automatically.
4. Review and to edit any field, click to select it
Mail Merge

Addition of recipient data:
5. Click OK
• Save the recipient list by clicking ok on Save Address List dialog box
6. Type a name for the address list
• Bear in mind that descriptive names are strongly encouraged, as you may reuse the recipient
list.
7. Click the Save button
• Return to the main document
Mail Merge

Using existing recipient list:
1. From the Mailings tab, choose Select Recipients  Use an Existing List.
• The Select Data Source dialog box appears.
• Look for the recipient lists in your PC
2. Choose an existing recipient list from the files
• (Here descriptive name will be handy as indicated in the previous slide)
3. Click the Open button
The recipient list is now associated with the Main document
Mail Merge

After you've completed the main page and created the recipient list, you'll
need to replace the placeholders with the actual mail merge fields.
1. Place the mouse pointer in the area of the main document where you wish the field to
appear.
2. On the Mailings tab, click the Insert Merge Field button
• Note: If the Insert Merge Field button is not available, the document does not have a recipient
list connected with it.
Mail Merge

3. Choose the field to add to the main document
• After the field is inserted, you can see similar to  <<First_Name>>
4. Repeat Steps 1-3 to add fields to the document
• You can press Shift+Enter to end each line when adding fields to an address
5. Save the main document
• Its very important to SAVE!
Mail Merge

Preview the Merged documents:
• Mailing tab’s Preview Results group is recommended to use for examining the merged
documents
• The fields in the main document are removed and replaced with data from the first
recipient record in the recipient list.
• While previewing, check
• Formatting errors, such as text that appears to be pasted in or that is not part of the
surrounding content
• Punctuation errors, missing commas & periods, missing spaces between fields
• Double or unnecessary fields
• Inconvenient text layouts, unusual line breaks, or margins caused by missing or lengthy fields
Mail Merge

Merging to a new set of documents:
1. Choose Finish & Merge  Edit Individual Documents
• Merge to New Document dialog box appears
2. Ensure that the All option is selected
3. Click OK
• Word creates a new document - a massive one including all combined documents sequentially.
Each document is divided into multiple copies by a Next Page section break.
4. Save the document
You can now print the document, close it and modify it later, or anything
Mail Merge

Merging to Printer:
1. Choose Finish & Merge  Print Documents
• A dialog box appears from which you can choose records to print
2. Choose All from the Merge to Printer dialog box to print the entire document or any
specific records
3. Click OK
4. Click the OK button to print documents
5. Save and close the main document
Mail Merge

Merging to email:
1. Choose Finish & Merge  Send Email Messages
• The Merge to E-mail dialog box appears
2. Choose the email address field from the To drop-down list
• Document’s recipient list must include an email address field
3. Type a message subject line
4. Fill in any other fields in the Merge to E-mail dialog box
5. Click OK
6. Open Outlook
• The queued message are ready to be sent when you give the command
Mail Merge

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