MS Word Presentation

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MS Word : 

MS Word Introduction

Overview of MS Word : 

Overview of MS Word MS Word is a popular word processor that can be learned fast and is easy to use. It gives you a great deal of flexibility in creating attractive documents of various types; from letters to colorful pamphlets, project reports and newsletters. With this tool, you can create and edit documents, add pictures, insert tables, choose attractive fonts… in short, turn your simple text into a piece of art! Word processors are an essential tool for creating documents on computers. With word processing programs such as MS Word, you can: Create a document and edit it by adding more text, modify existing text, delete and move portions of it. Change the size of the margins to reformat the complete document or part of the text. Change font size and type. Insert page numbers as well as headers and footers. Automatically check and correct word spellings Format text in columns as seen in newspapers. Create tables to be included in the text. Insert graphics and pictures in the text.

Getting Familiar With The Screen : 

Getting Familiar With The Screen Title Bar Right on top of the screen is the Title bar. It displays the name of the document of the currently active word document. Like other Windows applications, it can be used to alter the size and the location of the Word window. 2.Menu Bar Located directly below the Title bar. It displays the following menus: File, Edit, View, Insert, Format, Tools, Table, Window, and Help. When a menu name is selected, a drop-down list of options is displayed.

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Toolbars Word has a number of tool bars that help you perform tasks faster and with great ease. Two of the most commonly used toolbars are the Formatting toolbar and the Standard toolbar.These two toolbars are displayed just below the title bar.You can turn them ON or OFF through the toolbar option found in the View menu. Ruler Bar The Ruler Bar allows you to format the vertical alignment of text in a document. It displays and sets tabs and indent markers for paragraphs. You can use it to quickly change the format of your document.

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Status Bar The Status Bar is located at the bottom of the page. It displays information about the currently active document, such as the page number where you are working, the column and line number of the cursor position, total number of pages, etc. Scroll Bar The Scroll Bar on the right-hand side helps you scroll or view the content or body of the document. To utilize this, you can either move the elevator button along the scroll bar, or click on the arrow buttons. Workspace The Workspace is the area in the document window where youenter or type the text of your document. It is the point of insertion for typing within your document.

Titlebar, Menubar and Toolbar : 

Titlebar, Menubar and Toolbar Title Bar The Title bar can be found on the topmost portion of the screen. It displays the file name of the currently active word document. Like other Windows applications, it can be used to alter the size and location of the Word window. Menu Bar The Menu bar is located directly below the Title bar. It displays the following menus: File, Edit, View, Insert, Format, Tools, Table, Window, and Help. When a menu name is selected, a drop-down list of options is displayed.

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Toolbars Word has a number of tool bars that help you perform tasks faster and with great ease. Two of the most commonly toolbars are the Formatting toolbar and the Standard toolbar. These two toolbars are displayed just below the title bar. You can turn them ON or OFF through the toolbar option found in the View menu.

Typing / Entering Text : 

Typing / Entering Text To enter text, just start typing in the document that you have created! The text will appear where the blinking cursor is located. The cursor is the point of entry for your text. When you type in Microsoft Word, you do not need to press a key to move to a new line as you do when typing with a typewriter. To start a new paragraph, simply press the Enter key. Selecting Text: To select the text for making changes, you must first highlight the text that needs to be changed. Select the text by dragging the mouse over the desired text while keeping the left mouse button pressed. Or, hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text.

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To select: One character to the right — Shift+Right Arrow One character to the left —Shift+Left Arrow To the end of the word — CTRL+Shift+Right Arrow To the beginning of the word — CTRL+Shift+Right Arrow To the end of the line — Shift+End To the beginning of a line — Shift+Home One line down — Shift+Down Arrow One line up — Shift+Up Arrow To the end of a paragraph — CTRL+Shift+Down Arrow To the beginning of a paragraph — CTRL+Shift+Down Arrow One screen Down — Shift + Page Down One screen Up — Shift + Page Up To the end of a window — Alt+Ctrl+Page Down To the beginning of a document —CTRL+Shift+Home To include the entire document — CTRL+A To deselect the text, click anywhere outside of the selection on the page or press an arrow key on the keyboard.

Inserting and Deleting Characters : 

Inserting and Deleting Characters To begin with, use the mouse to place the cursor where we want to effect a change, and left click. Now, we can easily insert new characters: Begin typing where the cursor is blinking. We can also move the cursor by using the arrow buttons on the keyboard. After typing, we realize that you would like to delete some characters. Here’s what we do: Pressing the Delete key will delete the character to the right of the cursor. Pressing the Backspace key will delete the character to the left of the cursor. If we want to delete a whole sentence or an entire paragraph, deleting one character at a time can be very tedious. Instead, Select the text that we want to delete. Press the Delete key.

Selecting the text to delete a word : 

Selecting the text to delete a word After typing the headline of the article, you realize that you have written the headline as “Thrills of Night Water Rafting”. To correct the headline, we must delete the word Night. You could do that either by: Placing the cursor to the left of the word and pressing the Delete key, or Placing the key to the right of the word and pressing the Backspace key. Using the Undo Command At times, when we need to undo actions, such as entering, deleting, or formatting text, we can simply use the Undo command. The Undo command reverses the most recent action we’ve performed. To undo an action, Choose Edit > Undo. Or, click the Undo button on the Standard toolbar. Or, press Ctrl + Z. Word allows we to execute multiple Undo operations. To return the document to its state ten or twenty keystrokes ago, just keep selecting Undo.

Using the Redo Command : 

Using the Redo Command Similar to the Undo button, the Redo button contains a list of the actions you’ve undone.By using the Redo command, you can take back the last action you’ve undone. To redo an action, Choose Edit, Redo. Or Click the Redo button on the Standard toolbar. Or Press Ctrl+Y.

CUT, COPY, PASTE : 

CUT, COPY, PASTE Cut To remove the text to a clipboard, Select the text that you want to move. Click the cut button on the Standard Toolbar. Or Choose Edit > Cut from the menu bar.Or press Ctrl + X. Copy To copy the text to the clipboard, Choose Edit > Copy Or select copy button on the Standard toolbar Or press CTRL+C. Paste To paste the text that you have cut or copied, Click the Paste button on the Standard toolbar Or, move the cursor to the location you want to move the text to and select Edit > Paste from the menu bar. Or, press CTRL+V.

Find and Replace : 

Find and Replace The Find and Replace feature lets we specify a word or phrase, and have the computer replace it with the text of our choice. By selecting the Replace feature from the Edit menu, a dialog box appears. Here we can specify the text you want to find, and the text we want to replace it with. To find a particular word or chunk of text, we can search the document using CTRL+F. If we want to limit your search to a selected area, highlight that area and then execute the Find command. To use the Find and Replace feature, Click Edit > Replace from the menu. Or, press CTRL+H. In the Find what box, enter the text you want to search for. In the Replace with box, enter the new text that you want. Click Find Next, Replace, or Replace All.

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TIP: The Find and Replace feature gives different options to search for a specific word. We can specify, Match case: E.g., if we type in ‘DIN’, Word will look for words, which are written in all caps. Any other variation of the word, e.g., Din, din, or dIN, will not show up in the search. Find Whole Words Only: Word will search for the complete word ‘din’. It will not show words that might have ‘din’ as a part of the spelling. E.g., ‘including’ Use Wildcards: This option will locate any word with din in it. E.g., ‘including’ Sounds like: This option will pick up all the words that sound like ‘din’, irrespective of the case.

Spelling and Grammar Check : 

Spelling and Grammar Check One of the best things about working with MS Word is that it can easily correct spelling and give us a list of options of the correct word. Although Word is as nearly perfect as possible with its dictionary of grammar rules and spellings, sometimes, it will not recognize technical words or names. To use the Spelling and Grammar checker, follow these steps: To access the Spelling and grammar checker, press F7. Or Click Tools > Spelling and Grammar option from the menu bar.The dialog box will show the mistakes in the document including the misspelled words. Sometimes, Word does not recognize names and technical jargon. In such cases, click Ignore. If the word appears more than once in the document, click Ignore All. If we want to correct the word, choose one of the suggested spellings in the Suggestions box and click Change. Click Change All to correct all occurrences of that particular word in the document. If the correct spelling is not suggested, enter the correct spelling in the Not In Dictionary box and click the Change button. If the word is spelled correctly and will appear in many documents we type (such as our name), click the Add button to add the word to the dictionary so it will no longer appear as a misspelled word. If the Check Grammar box is checked in the Spelling and Grammar dialog box, Word will check the grammar of the document in addition to the spelling. If we do not want the grammar checked, remove the checkmark from this box.

Thesaurus : 

Thesaurus The Thesaurus tool will suggest synonyms, antonyms, or related words for a word that we want to replace. To use the thesaurus, Click on din and press Shift+F7 to open the Thesaurus dialog box. Or, select Tools > Language > Thesaurus from the menu bar Or click on “din”. Wedo not have to select or highlight the entire word; just placing our insertion point anywhere within the word is enough. Highlight the option “noise" from the suggested list and click Replace in the box.

Font Attributes : 

Font Attributes One of the best features of Word is that it allows us to change the way your text appears. We can change the text’s size, style, and color to make it attractive and easy to read. This process of changing the way our text appears is called formatting. It also involves aligning text and paragraphs as well as inserting tables, columns, images, etc. To make changes to the font, use the Formatting toolbar. If the toolbar is not displayed on the screen, select View > Toolbars and choose Formatting. Click on Format > Font on the menu bar to choose from a larger selection of formatting options. The first thing to do is to choose an appropriate font for the text. Usually, Arial is a good font for headings while Times New Roman is a suitable one for text. To select the font, Select the text. Click on the arrow next to the Font drop-down list box in the Formatting toolbar. Scroll down to the Times New Roman or any other font that we want. Select it by clicking on the name once with the mouse.

Font …. : 

Font ….

Font Size, Style and Color : 

Font Size, Style and Color To choose an appropriate size, Click on the Down arrow in the Font Size list box to display a list of options. Select a size by clicking on it once. You can also enter a value for the font size in the small, white box. Font Style After choosing the font face and font size, you can highlight parts of the text by using different font styles. For example, the title of the article can be bold, the source citations could be in italics, and important tips could be underlined. To do this, you can, Use these buttons to change your font style: . B is for Bold, I for Italics and U is for Underline. Alternately, press CTRL+B forBold CTRL+I for italics CTRL+U for underline

Font Colour : 

Font Colour To change the font color: Use this button to change the color of the text. The color shown on the button is the last color chosen. Click the arrowhead next to the button image to select another color. Indenting a paragraph First Line Indent sets the left position of the first line of a paragraph. Left Indent sets the left position of all subsequent word wrapped lines. Right Indent sets the rightmost position for each line of a paragraph. Hanging Indent is when the first line of the paragraph is pushed more to the left than the rest of the paragraph.

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To set the first line indent, follow these steps: Place the cursor in the paragraph we wish to modify. Select Format > Paragraph from the menu bar. A window will appear with options for modifying spacing and indenting. Here, we can choose to make the text in your document single or double spaced, as well as edit the margins for the document.

Text Alignment : 

Text Alignment Formatting Paragraphs When we format text, we change the font attributes to make the text look more attractive and to make it easier to read. Another way of doing this is by altering the way paragraphs are positioned in the document. Text alignment refers to how the left and right edges of a paragraph line up. Left aligns the text to the left side of the margin, with uneven margin on the right Center centers the text between the margins, with uneven margins on both the sides. Right aligns the text to the right side of the margin with uneven margins on the left. Justified aligns the text on both the left and the right indents. Justified text is commonly used for newspaper columns.

Numbered Lists and Bulleted Lists : 

Numbered Lists and Bulleted Lists To create a bulleted or numbered list, 1. Take the cursor to the beginning of the first entry in the text, and press Enter. 2. Click Formatting > Bullets and Numbering on the menu bar. 3. Or, click this icon on the toolbar. 4. Press ENTER for every entry. This will create a new bullet or number on the next line.

Paragraph and Line Spacing : 

Paragraph and Line Spacing Paragraph Spacing Select the paragraphs. Click Format > Paragraph from the menu bar. The Paragraph box is displayed. Click the Indents and Spacing tab. In the Spacing box, choose a Before setting to specify the number of points of space before the selected paragraph. Choose an After setting to specify the number of points of space after the current paragraph. Click OK.

Changing line spacing : 

Changing line spacing Click the paragraph in which we want to change line spacing. Choose the Paragraph option from the Format menu. In the line spacing list box, select the space we want in between the lines or write the number in the textbox if we want to choose the last three options under the Line spacing list box. Click the OK button. Line space is the space between two lines in a paragraph. By default, it is single-spaced. To change line spacing,

Page Setup : 

Set Margins : To specify the page margin, Click File > Page Setup. In the dialog box, click the Margins tab to select it. Set your margins. For example, you might want to set your margins to 0.5". So your document will have a blank space of 0.5” all around. Page Setup

Selecting the Paper Size : 

Selecting the Paper Size Click File>Page Setup. In the dialog box, click the Paper Size tab. Click on the arrowhead to open the drop-down list of predefined sizes (letter, legal, tabloid, A3, A4 etc.) Choose A4. You can also type specific values in the height and width boxes for customizing the paper size. Click OK.

Creating Columns : 

Creating Columns Click Format > Columns. The Columns dialog box will be displayed. Under the Presets options, select the number of columns. You can also change the width of the columns under Width and Column spacing. Click OK to divide your text into columns. Or, click on the Columns button on the standard toolbar. Create a Header or Footer To insert text in the header area: Type the name of your newsletter, newsletter issue, (e.g., Volume I, Issue 1), and the date. While we are at it, we can also make it bold and center-aligned. Click View > Header and Footer.

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To insert text in the footer area: Click Switch Between Header and Footer to move to the footer area. To insert the page number in the footer, click Insert > Page Numbers.

Borders and Shading : 

Borders and Shading The border and shading feature has two important uses. One, it makes your document look attractive and appealing to your readers. Two, it helps to divide your document into different and distinct sections. The Borders option encloses a text paragraph within a grid-like box. However, the shading option adds a shaded background to a text paragraph. With the mouse, drag and select the heading ‘Thrills of White Water Rafting’. Click on Format > Borders and Shading. The Borders and Shading dialog box opens. Click on the Shading tab to see the various shading options. In the Fill section, click on one of the grey color options (Grey 20% is recommended). Clock OK

Adding Drop Caps : 

Adding Drop Caps Adding Drop Caps A drop cap is a large letter that begins a paragraph and drops through several lines of text as shown below. To stylize the article further, use the Drop Cap feature for the first letter of the first paragraph. To add a drop cap to a paragraph, 1. Place the cursor within the first paragraph of the article. 2. Select Format > Drop Cap from the menu bar. Under Position select Dropped. Under Options, select the font as Times New Roman, Lines to Drop as 3, and Distance from Text as 0. Click OK when all selections have been made. The first letter of the first paragraph will be dropped.

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To add an image from an existing file, Select Insert > Picture > From File on the menu bar. Locate the picture you want to insert. Double-click the picture you want to insert. Inserting a Picture

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Inserting a Symbol Place your cursor in the document where you wish to insert the symbol. Click Insert > Symbol in the menu bar. A window will open. Under Fonts select Wingdings Select this symbol and double click. The symbol will be inserted in your article. Now, select this symbol and double click. The two symbols should look like this - . Click on Close to finish

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Word Wrap Word wrap is the automatic breaking of text across lines. This feature is used to wrap text around a text box or a picture. Here, the text in a line automatically moves to the next line when its length exceeds the position of the right indent marker. Move the mouse over the picture. When the four-headed arrow appears, right-click on the mouse button. A pop-up menu appears on the screen. 2. Select the last option Format Picture from the shortcut menu. A dialog box appears. 3. Under Layout, select a wrapping style. 4. Click on OK to close the dialog box.

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Inserting a Text Box To insert a text box, 1.Click Insert > Text Box. 2.Next, click on layout where we would like to add the text box. The text box will appear. To resize the box to fit text, 1.Click the box on the Drawing toolbar. 2.Drag its sizing handles until it reaches the size we want. 3.Position it by dragging it to the location we want. TIP: To maintain the text box's width-to-height ratio, hold down the Shift key while we drag the sizing handles. To add or fill color to a text box, 1.Select the text box. 2.Click the arrow next to Fill Color, on the Drawing toolbar. 3.Click the color you want.

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Formatting Tables 1.Select Table > Insert > Table from the menu bar. 2.For number of columns, type 3, and for number of rows, type 4. 3.Click OK. Entering Data in the Table 1. Make sure the blinking cursor appears in the first cell of the table. 2. Type the text. 3. To move to the adjacent cell, press the Tab key. 4. To add text to the table, click in the cell where you want to write, and start typing.

Entering Data in the Table : 

Entering Data in the Table Make sure the blinking cursor appears in the first cell of the table. Type the text. To move to the adjacent cell, press the Tab key. To add text to the table, click in the cell where you want to write, and start typing. Add a Border to a Table There are many effects we can add to a table. We can add borders and use shading to fill in the background of a table. Here’s how we add a border to your table, 1. Click Format > Borders and Shading. 2.Click the Borders tab. 3.Use the Style, Color, and Width options to add a different border. 4.In the drop down menu under Apply To, make sure that you choose Table. Tip: To quickly add borders and shading to a table, select the table, and right click. Select the ‘Table AutoFormat’ option. Choose from the several predefined border and shading styles available here.

Choose a Page Orientation : 

Choose a Page Orientation Page orientation refers to our document will be printed. There are two types of orientations — Landscape and Portrait. In the Portrait orientation, the length of the page is more than its width. In the Landscape mode, the width is more the height. Since most of what our write has to be printed on paper, we have to setup the size of the paper, and the orientation of the page as well. Orientation refers to the direction of the page. When we open a new document, the default orientation of the page is portrait, i.e., vertical. Let’s change the orientation of the newsletter from portrait to landscape: Click File > Page Setup on the menu bar. - A dialogue box opens. Under Orientation, click the radio button next to Landscape. Click Ok. We have successfully changed the orientation of the newsletter.

Using Autocorrect to Correct Errors : 

Using Autocorrect to Correct Errors On the Tools menu, click AutoCorrect Options. The following dialogue box appears. Select/clear the Show AutoCorrect Options buttons check box to show/hide the AutoCorrect Options. The next five checkboxes are to set the capitalization options. To turn on or off the AutoCorrect entries, select or clear the Replace text as you type check box. To turn on or off the spelling checker corrections, select the Replace text as you type check box followed by the Automatically use suggestions from the spelling checker check box. Note: To select the Automatically use suggestions from the spelling checker check box, you must first turn on automatic spell checking (On the Tools menu, click Options, and on the Spelling & Grammar tab, select the Check spelling as you type check box.

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Autocorrect Options Button The button first appears as a small, blue box when we rest the mouse pointer near text that is automatically corrected, and it changes to a button icon when we point to it. Capitalization options AutoCorrect can capitalize the first word in a sentence, the names of days of the week, the first letter of text in a table cell, and so on. AutoCorrect entries AutoCorrect can use a list of built-in corrections called AutoCorrect entries to detect and correct typos, misspelled words, and common symbols. We can easily remove unwanted entries or add our own entries.

Autocorrect The Grammar : 

Autocorrect The Grammar By default, MS Word checks spelling and grammar automatically as we type, using wavy red underlines to indicate possible spelling problems and wavy green underlines to indicate possible grammatical problems. On the Tools menu, click Options, and then click the Spelling & Grammar tab. Select the Check spelling as we type and Check grammar as we type check boxes. Type in the document. Right-click a word with a wavy red or green underline and then select the command or the spelling alternative we want. The grammar settings appear in the dialogue box as shown below:

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To protect using MS Word features Open the file. On the Tools menu, click Options, and then click Security. Do one of the following Create a password to open In the Password to open box, type a password, and then click OK. In the Reenter password to open box, type the password again, and then click OK. Create a password to modify In the Password to modify box, type a password, and then click OK. In the Reenter password to modify box, type the password again, and then click OK

Customizing View Options : 

Customizing View Options But there are different ways to view the document in Word. This include Print layout view In Print layout view, we can see how text, graphics, and other elements of our document will be positioned on the printed page. This view is useful for editing headers and footers, for adjusting margins, and for working with columns and drawing objects. Web layout view In Web layout view, we can see a Web page or a document that we are creating, its background, if text is wrapped to fit the window, if graphics are positioned just as they are in a Web browser, etc. Normal view Normal view is ideal for typing, editing, and formatting text. It shows text formatting but simplifies the layout of the page so that we can type and edit quickly. In this view, page boundaries, headers and footers, backgrounds, drawing objects, and pictures that do not have the In line with text wrapping style do not appear. Outline view In Outline view, we can look at the structure of a document and move, copy, and reorganize text by dragging headings. Here, we can collapse a document to see only the main headings, or we can expand it to see all headings and even body text. This view also makes it easy to work with master documents. (A master document makes it easier to organize and maintain a long document, such as a multipart report or a book with chapters.) In Outline view, page boundaries, headers and footers, graphics, and backgrounds do not appear.

Customizing Bullets : 

Customizing Bullets To modify bulleted list or numbered list formats: 1. Select the paragraphs that have the bullet or number format you want to change. 2. Click Format > Bullets and Numbering on the menu bar 3. Click the tab for the type of list you want to modify. 4. Click the list format that matches our list's existing bullet or number format. Click Customize. 5. Select the formatting options you want. For help on an option, click the question mark and then click the option. 6 .Word applies the changes us make the next time we click Bullets or Numbering on the Formatting toolbar. Customizing Auto Correction Function To add an entry to the list of auto corrections: · On the Tools menu, click AutoCorrect Options · In the Replace box, type a word or phrase that we often mistype or misspell. For example, type usually · In the With box, type the correct spelling of the word. For example, type usually. · Click Add

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