MICROSOFT WORD (WINWORD) ~ TUITOR4U

MS WORD 2007

Microsoft office word 2007 is a program used to create, revise, and save documents for printing, distribution, or future retrieval. Word’s tools can help you make documents more accurate, concise, and correct. The word Interface consists of various elements, such as

1. Microsoft office button

2. Quick access toolbar

3. Ribbon

4. Microsoft office window frame

5. Title bar

1. MICROSOFT OFFICE BUTTON

The Microsoft office button, located at the top Left corner of the word interface displays as of options that can be applied on a document as a whole.

· New:-

Open the new document dialog box from which you can select either a blank document, a new blog entry or a blank template.

STEP: - Microsoft office button – New

· Open: -

Open existing documents, regardless of the version in which they were created.

STEP: - Microsoft office button – open

· SAVE :-

Save a document in the .docs format by default.

STEP: - Microsoft office button – save

· SAVE AS:-

Save a document in formats other then the default file formats other then the default file formats other then the default file format and also in a different location.

STEP: - Microsoft office word – button – saves as

· Print: -

Allows you to preview and print documents.

STEP: - Microsoft office button – Print

· PREPARE:-

Provides sub Options to check if a document is ready to be shared.

· SEND:-

Allows you to send your document either through email or fax.

· PUBLISH:-

Allows you to share your documents with other people through the web.

2. QUICK ACCESS TOOLBAR

The Quick access toolbar contains the commands most commonly used. The default tools are saved, undo and Redo.

You can add additional commands to it if you want.

STEP:-

· Click the office button – Click word option – Click customize

[You will see the dialog box]

· Open the drop-down list box, and select the type of command you want from the available options.

· In the left most list box, find and click the command you want to add to toolbar then click Add then click ok.

NOTE: - Move the quick access toolbar

a) Click to the quick access toolbar Drop down arrow.

b) Click show quick access toolbar below the ribbon.

Or Click show quick access toolbar above the ribbon

3. TITLE BAR:-

At the top of each window you will see the title bar which displays the name of the application being run or document being used in the window.

a) Minimize

b) Maximize/Restore down

c) Close button

4. THE MICROSOFT OFFICE WINDOW FRAME:-

The Microsoft office window frame is located at the bottom of the application window.

It displays a number of options relating to document functionality in well-organized manner.

· PAGE NUMBER:-

Displays the current page number of the document that you are working on.

· LIVE WORD COUNT:-

Displays the word count in a document as you are typing in it.

· CONTEXTUAL SPELL CHECKER :-

Checks for proofing error in a document.

A red checked sign denotes the presence of errors that have to be corrected in the document.

· TRACKED CHANGES OFF/ON:-

Switches on or off the track changes mode while you are reviewing or editing documents.

· DOCUMENT VIEWS:-

Displays documents as they will appear when printed or displayed on a web page. You can are reviewing or editing documents.

· ZOOM CONTROLS :-

Enable you to zoom in specific portions of the document that you might want to view and work on.

It also enables you to view several pages at the same time to get an overall perspective of the layout.

5. THE RIBBON-

The Ribbon is the panel at the top portion of a Word Documents and It Contains Selections of easy-to-browse commands that you may need in order to work on a document. It Has Seven Tabs.

You can hide the Ribbon by Double-Clicking Any Active Tab.

v CHANGES IN THE SHAPE OF MOUSE POINTER:-

·
In the text area, the mouse pointer is used to indicate the point where text, graphics, tables and pictures are to be inserted. It also used to select text.

·
Outside the text area, the mouse pointer is used to select Menu commands, toolbar, and buttons and so on.

·
On the selection bar, the mouse pointer is used o select lines, paragraphs, and the entire documents.

·
On the links, the mouse pointer is used to display more information.

v SHOW OR HIDE SCREEN TIPS :-

When you hold your pointer over a command or tool. A screen tip is displayed. The tip may be just the name of the tool or command. It may be enhanced with a small description. You can hide the tips or change whether they are enhanced or not.

STEPS:-

· Click the office button → Click word options → Click popular option.

· Open the screen tip style drop-down list and choose the option you want.

CHANGING THE WINDOW COLOR OF MS WORD: -

You can change the background color of the Word window which is set to blue by default, to black or silver instead.

STEPS: -

v Click office button – Click word options – popular tab.

v Click the color Scheme down arrow – Click the color you want – ok

MS WORD MAINLY SEVEN TABS

1. HOME TAB: -

Home tab has five groups:-

i. CLIPBOARD: -

The clipboard is a location in the computer’s memory that is used to store information temporarily.

· CUT: -

To cut text so you can move text from one location to another location.

· COPY: -

To copy text so you can paste it in another place you have the same text in two places in your document.

· PASTE: -

To paste text you have cut or copied, click the location in the document where you want to paste the text.

· PASTE SPECIAL: -

Open the paste special dialog box, where you can specify the format in which the selected item should appear when pasted

· PASTE AS HYPERLINK: -

Paste the text as a hyperlink so that when you hold down ctrl and Click a pasted item, it takes you to the location from where the item has been copied or cut.

· FORMAT PAINTER: -

Copy formatting from one place and apply it to another text.

Step: -

· Select the text with formatting you want to copy.

ü Before: -Space of beginnings of the paragraph.

ü After: - Space of end of the paragraph.

· SHADING-Color the background behind the selected text or paragraph

· BORDERS- You can place a border on any or all of the four sides of selected text, paragraphs, and pages.

i. STYLES GROUP-

· STYLES: - A style is a set of formatting characteristics that you can apply to text, tables, and lists in your document to quickly change their appearance. Styles are used for creating a table of contents which is an overview of the topics discussed in a document.

· To apply a style - Click Home tab – Go to style group – click the style you want.

· To modify a style: -To quickly change all the text that is formatted with a particular style, you can redefine the style.

ü Right click on the style in the style group.

ü Clicks modify.

ü To display mare options, click format in the lower left area and then click the attribute.(For example, font, paragraph, tabs, etc)

ü Type a name for the style.

ü Click ok to close modify styles dialog box.

· Save a New quick styles: -

ü Click on the drop-down list in the styles group

ü Click save selection as a new quick styles

ü Type a name for the new style

· Delete a style from a document: -

To completely delete a style from a document.

ü Home tab – style group, click the styles dialog box launcher.

ü Right click style to be deleted and click delete style name.

ü Click yes to confirm to delete.

ii. EDITING GROUP-

· FIND-

ü Click Home tab – click find in the Editing group.

ü Type the word for which you want to search in find what box.

ü To find additional occurrences, continue to click find next (press shift +F4).

· REPLACE TEXT : -

ü Enter the word for which you want to search in find what text box.

ü Enter the word you want to replace the found item within the replace with text box.

ü Click Find next and then choose one of the following options;

§ Click Replace, word replaces this instance with the text you entered and automatically finds the next one.

§ Click Find next if you don’t want to replace the text that was found and want to find the next occurrence.

§ Click Replace all if you want to replace all occurrences of the word you found.

· SELECT : -

Select text or objects in the document. Use select Object to allow you to select objects that have been positioned behind the text.

· Home tab –Click Format painter button in clipboard group.

· Click and drag to select the text to which you want to apply the formatting.

“Shortcut key”

· Select text that you want to copy format.

· Press CTRL+SHIFT+C

· Select text to which you want to apply the formatting

· Press CTRL+SHIFT+V

Note Double - Click on the format Painter for copy text formatting to multiple text.

ii. FONT GROUP: -

· FONT - Change the font style.

· FONT SIZE - Change the font size.

· GROW FONT - Increase the font size.

· SHRINK FONT - Decrease font size.

· BOLD - Bold format the selected text

· ITALIC - Italicize the selected text.

· UNDERLINE - Underline the selected text.

· STRIKETHROUGH - Draw a line thorough the middle of the selected text.

· SUBSCRIPT - Create small letters below the text baseline.

· SUPERSCRIPT - Create small letters above the line of text.

· FONT COLOR - Change the text color.

· TEXT HIGHLIGHT COLOR- If you want to point out important information to readers, you will need to highlight that content in document.

SHORTCUT KEY – CTRL+ALT+H

· CLEAR FORMATTING- Clear all the formatting form the selection, leaving only the plain text.

SHORTCUT KEY – CTRL+SPACEBAR

· CHANGE CASE -

ü Sentence case – Capitalizes the first word of every selected sentence

ü Uppercase – Displays all selected word in all caps. All the characters of every selected word will be capitalized.

ü Lowercase – Displays all selected words in lowercase.

Toggle Case – Change all lowercase words to uppercase and all uppercase words to lowercase

SHORTCUT KEY – SHIFT+F3

i. PARAGRAPH GROUP: -

· BULLETS –A bulleted list is a list that is used to denote a group of equally significant items. They are grouped under the same heading. You can customize the list by choosing different bullet styles. Bulleted lists can be multi – level.

SHORTCUT KEY – CTRL+SHIFT+L

· NUMBERING –A numbered list is a list that is used to denote a ranking or sequence, you can customize the list by choosing different alphabets or number formats. Number lists can be multi – level.

· MULTILEVEL LIST – is a list with more than one level. For example, in the Picture is an example of a multilevel bullet list and a multilevel numbered list. In the multilevel numbered list, there is an “a” and “b” item under 2.

· DECREASE INDENT –Decrease the Indent level of the paragraph

SHORTCUT KEY – CTRL+SHIF+M

· INCREASE INDENT –Increase the Indent level of the paragraph

SHORTCUT KEY – CTRL+M

· SORT – In the sort text dialog box, under sort by, click paragraphs and text, and then click either ascending or descending.

· SHOW/HIDE (PILCROW) - The show / Hide button is located in paragraph group in the top right corner in ms word. It like a backwards letter “p” It was originally called pilcrow and was used to indicate where another begins.

· PARAGRAPH ALIGNMENT-

ü Align text left – The align text left button aligns the left edge of the paragraph along the left margin.

SHORTCUT KEY – CTRL+L

ü Center -The center button aligns both sides of the paragraph equidistant from left and right margins.

SHORTCUT KEY –CTRL + E

ü Align text right- The align text right button aligns the right edge of the paragraph along the right margin.

SHORTCUT KEY – CTRL+R

ü Justify -Justify button aligns both sides of the paragraph evenly along the left and right margins. Word adjusts the spacing between words so they stretch from the left margin to the right margin.

SHORTCUT KEY – CTRL+J

ü Line spacing- Change the spacing between lines of text.

You can also customize the amount of space added before and after paragraphs.

SHORTCUT KEY –

CTRL+1 - Single line spacing

CTRL +2 - Double line spacing

ü Before: -Space of beginnings of the paragraph.

ü After: - Space of end of the paragraph.

· SHADING-Color the background behind the selected text or paragraph

· BORDERS- You can place a border on any or all of the four sides of selected text, paragraphs, and pages.

i. STYLES GROUP-

· To apply a style - Click Home tab – Go to style group – click the style you want.

· To modify a style: -To quickly change all the text that is formatted with a particular style, you can redefine the style.

ü Right click on the style in the style group.

ü Clicks modify.

ü To display mare options, click format in the lower left area and then click the attribute.(For example, font, paragraph, tabs, etc)

ü Type a name for the style.

ü Click ok to close modify styles dialog box.

· Save a New quick styles: -

ü Click on the drop-down list in the styles group

ü Click save selection as a new quick styles

ü Type a name for the new style

· Delete a style from a document: -

To completely delete a style from a document.

ü Home tab – style group, click the styles dialog box launcher.

ü Right click style to be deleted and click delete style name.

ü Click yes to confirm to delete.

ii. EDITING GROUP-

· FIND-

ü Click Home tab – click find in the Editing group.

ü Type the word for which you want to search in find what box.

ü To find additional occurrences, continue to click find next (press shift +F4).

· REPLACE TEXT : -

ü Enter the word for which you want to search in find what text box.

ü Enter the word you want to replace the found item within the replace with text box.

ü Click Find next and then choose one of the following options;

§ Click Replace, word replaces this instance with the text you entered and automatically finds the next one.

§ Click Find next if you don’t want to replace the text that was found and want to find the next occurrence.

§ Click Replace all if you want to replace all occurrences of the word you found.

· SELECT : -

Select text or objects in the document. Use select Object to allow you to select objects that have been positioned behind the text.

1. INSERT TAB -

The Insert tab contains functional groups that enable quick access to different object types such as charts, tables and pictures that can be added to a document.

Insert tab has seven groups:-

i. PAGES GROUP -

A cover pages, a blank page or a page blank into a document.

· COVER PAGE- Insert a fully formatted cover page. You fill in the tattle, author, date and other information.

· BLANK PAGE- Insert a new blank page at the cursor position.

· PAGE BREAK -Start the next page at the current position.

ii. TABLES GROUP-

A table is a container used to organize text, data or pictures. Table consists of boxes called cell.

· A group of cells arranged vertically is called column.

· A group of cells arranged horizontally is called row.

· INSERT A TABLE QUICKLY

· INSERT A TABLE FROM A DIALOG BOX

· DRAW A TABLE

· CONVERT TEXT TO TABLE

In Word, use this feature to convert the selected text into a table, splitting the text into table columns at each comma, period, or other character you specify.

· EXCEL SPREADSHEET -

Microsoft Excel is an electronic spreadsheet. As with a paper spreadsheet, you can use Excel to organize your data into rows and columns and to perform mathematical calculations.

· QUICK TABLES -

Quick tables in word are simply pre-created tables that have been saved into one of the building block galleries. It’s give you easy access to many of the most commonly used table layout.

i. ILLUSTRATIONS GROUP -

The Illustrations group includes five commands that will allow you to use images in your documents to help you communicate information that must be represented visually.

· PICTURE-

Allows you to insert pictures in your document. You can make a variety of formatting changes to the picture, including changing the shape, adding a border, modifying effects, and applying a predefined style.

· CLIP ART-

Insert Clip Art into the document, including drawings, movies, sounds, or stock photography to illustrate a specific concept.

· SHAPES -

The Word 2007 Shapes menu is packed with lines, arrows, callouts, squares, and much more. You can also add shadows and change the shape style, fill color, outline color, gradient, and depth, among other things.

· SMART ART -

Insert a Smart Art graphic to visually communicate information. Smart Art graphics range from graphical lists and process diagrams to more complex graphics, such as Venn diagrams and organization charts.

· CHART -

Insert a chart to illustrate and compare data. There are many types of charts, including line, pie, column, and surface. It is easy to see how your information will appear—and even easier to switch to a different chart option if needed.

ii. LINKS GROUP-

Also known as links, to text can provide access to websites and email addresses directly from your document. You can use Word's automatic link formatting or convert text into a link.

· HYPERLINK -

Hyperlinks, is a reference to data that the reader can directly follow either by clicking, tapping. To create text or a picture within a file on your computer that can be clicked on to give access to another document or image.

SHORTCUT KEY – CTRL + K

· BOOKMARK -

Create a bookmark to assign a specific word, section or location in your document that you want to name and identify for future reference.

You can make hyperlinks that jump directly to a bookmarked location.

· CROSS REFERENCE–

A cross reference allows you to link to an item that appears in another location in a document. Cross references are automatically updated if the content is moved to another location.Cross references are inserted as hyperlinks.

iii. HEADER & FOOTER GROUP –

· HEADER & FOOTER –

The header is a section of the document that appears in the top margin, while the footer is a section of the document that appears in the bottom margin. Headers and footers generally contain information such as the page number, date, and document name.

· PAGE NUMBER –

You can add page numbers, which are associated with headers and footers, to the top, the bottom, or the margins of a document.

iv. TEXT GROUP –

· TEXT BOX–

A text box is a rectangular area on the screen where you can enter text.

· QUICK PARTS –

Quick Parts are reusable text elements in Microsoft Office applications. You can use them to add frequently-used blocks of text to your documents.

Types of Quick Parts

ü Document Property - Document Properties are available in Microsoft Word only. They allow you to reuse the settings from one Word document in another, like a template.

ü Fields - Fields are dynamic blocks of text, available in Word only, which display information specific to the current document or page. Information includes author name, page number, document title, and document date.

· WORDART –

WordArt is a text modifying feature in Microsoft Word, a popular word processing program. It includes effects such as shadows, outlines, colors, gradients, and 3D effects that can be added to a word or phrase.

· DROP CAP –

A drop cap (dropped capital) is a large capital letter used as a decorative element at the beginning of a paragraph or section. The size of a drop cap is usually two or more lines.

· SIGNATURE LINE –

Insert a signature line that specifies the individual, who must sign,

Inserting a digital signature requires that you obtain digital ID.

Step: -

1. Go to the Insert tab.

2. Select Signature Line in the Text group and select Microsoft Office Signature Line.

3. In the dialog box, type the relevant information, including the signer’s full name, title, email address, and instructions.

4. Select Allow the Signer to Add Comments in the Sign Dialog to allow the signer to insert his or her purpose for signing.

5. Select Show Sign Date in Signature Line if you want the date the document was signed to appear.

6. Click OK and the signature is inserted into your document where you placed the cursor.

· DATE AND TIME –

You can insert the current date, or the date and time, into a Word document as plain text or as a field that updates automatically.

Step:-

1. Go to the Insert tab.

2. Select in the Text group, click Date & Time.

3. In the Date and time dialog box, select the format you want and click OK.

· OBJECT –

You can insert embed objects in or link them to documents created with a different application.

· EQUATION –

Insert common mathematical equations or build up your own equations using a library of math symbols.

· SYMBOL –

Insert symbols that are not on your keyboard, such as copyright symbols, trademark symbols, paragraph marks, and Unicode characters.

1. PAGE LAYOUT TAB –

This tab is used to make changes to the layout of a page within a Word document such as orientation, margins, page breaks, page background and page borders.

· THEMES–

· THEMES – Change the overall design of the entire document, including colors, fonts, and effects.

· COLORS –Change the colors for the current theme.

· FONTS –Change the fonts for the current theme.

· EFFECTS –Change the effects for the current theme.

i. PAGE SETUP -

· MARGINS –

This button is used to change the margins for a document. A list of possible margins will display. Click the Custom Margins link to apply custom settings for the margins.

· ORIENTATION –

To change the orientation of a document from portrait to landscape.

· SIZE –

Change the size of the paper that will be used for the document. A list of different paper sizes will appear

· COLUMNS –

To apply column formatting to a document. A gallery of different column formats will appear. Select from one of the options in the list. Click the More Columns link to open the Columns dialog box.

· BREAKS –

This button is used to insert page, column, and section breaks into a document. A gallery of different types of breaks will display.

· LINE NUMBERS–

To number lines in a document. Line numbering can be continuous throughout the document or can be re-started with each page or each section of thedocument.

· HYPHENATION–

Turn on hyphenation, which allows Word to break lines between the syllables or words. This is used to specify how hyphenation in a document should be applied. The options are None, Automatic, or Manual.

ii. PAGE BACKGROUND -

· WATERMARK–

Insert ghosted text behind the content on the page. This is often used to indicate that a document is to be treated specially, such as confidential or Urgent.

· PAGE COLOR–

Choose a color for the background of the page.

· PAGE BORDERS–

Add or change the border around the page

iii. PARAGRAPH -

· INDENT–

This feature is used to apply a temporary right or left margin to a document.

ü LEFT–

To change the indent for the left margin, click the spinning arrows for this option. The indent will be applied to the whole paragraph, not parts of the paragraph.

ü RIGHT–

The spinner arrows for this button are used to apply a temporary right margin to a paragraph.

· SPACING–

To change the spacing before and after a paragraph.

ü BEFORE–

Click the spinning arrow to change the amount of spacing before a paragraph of text. The spacing will change in increments of six.

ü AFTER–

To change the spacing in increments of 6 after each paragraph in a document, click the spinning arrows for this option. The number six is equal to one-half of a blank line between paragraphs.

iv. ARRANGE: -

· POSITION–

When a graphic image, WordArt, or a text box has been inserted into a document, this button is used to select the position of the object on the page.

· BRING TO FRONT–

Bring the selected object in front of all other objects so that no part of it is hidden behind another object. Click the arrow for this button to select from Bring Forward, Bring to Front, or Bring to Front of Text.

· SEND TO BACK–

Send the selected object behind all others objects. Click the arrow for this button to select from Send Backward, Send to Back, or Send to Back of Text.

· TEXT WRAPPING–

This button is used to specify how text will wrap around an object. Several options are available in the list that appears.

· ALIGN–Click this button to align a group of selected objects to the left, right, top, or bottom.

· GROUP–This button is used to group objects together so that they can be treated as a single object.

· ROTATE–To rotate or flip an object, click this button.

1. REFERENCES TAB –

This tab is used to insert reference elements, such as a table of contents, into a document. On the References tab you will find things like Footnotes, Citations & Bibliography, Table of Figures, Captions, Indexes and Table of Authorities.

i. TABLE OF CONTENTS:-

· TABLE OF CONTENTS:-

A table of contents usually headed simply Contents informally as TOC, is a list, usually found on a page before the start of a written work, of its chapter or section titles or brief descriptions with their page numbers.

· ADD TEXT: - Add the current paragraph as an entry in the Table of Content.

· UPDATE TABLE: - This button is used to update the page numbers or the entire table of contents.

ii. FOOTNOTES:-

· INSERT FOOTNOTE:-

A footnote is additional information found at the bottom of the current page in a document. Superscript numbers are used in both the document.

· INSERT ENDNOTE:-

This button is used to insert an endnote into the document. An endnote is similar of footnote, but they are only found at the end of a document

· NEXT FOOTNOTE:-

This button is used to move through the footnote in the document. Click the arrow to move to the previous footnote or endnote.

· SHOW NOTES:-

This button is used to scroll through a document to find the location for the footnotes and endnotes.

iii. CITATIONS & BIBLIOGRAPHY:-

· INSERT CITATION:-

To cite a book, journal article, or other article as a source for information used in a document. The citation can be created from selected text or can be typed into the document. The citation will be formatted according to the style selected.

· MANAGE SOURCES:-

View a list of all the citations in the document.

· STYLE:-

This button is used to select the style for the citation. Several styles are listed such as APA, MLA, and Turabian.

· BIBLIOGRAPHY:-

Add a bibliography which lists all the sources cited in the document.

iv. CAPTIONS:-

· INSERT CAPTION:-

Insert a caption for a picture or other image, a shape, or a table. The Caption Dialog Box will display where several options for creating the caption are provided.

· INSERT TABLE OF FIGURES:-

Insert a table of figures in the document. The Table of Figures includes a list of all of the figure, tables, or equations in the document.

· UPDATE TABLE:-

Update the table of figures to include all of the entries in the document.

· CROSS-REFERENCE:-

Used to insert a cross-reference to headings, a figure, or a table within a document. By default, cross- references are inserted as hyperlinks.

v. INDEX:-

· MARK ENTRY:-

Use this button to mark an entry for the selected text so that it will appear in the index for the document.

· INSERT INDEX:-

Insert the index into the document. The index is a list of keywords within a document. The page numbers are inserted along with the keywords.

· UPDATE INDEX:-

To update the index so that the page numbers for each entry are accurate.

vi. TABLE OF AUTHORITIES:-

· MARK CITATION:-

Add the selected text as an entry in the table of authorities.

· INSERT TABLE OF AUTHORITIES:-

Insert a table of authorities into the document. A table of authorities lists the cases, statutes, and other authorities cited in the document.

· UPDATE TABLE:-

Update the table of authorities so that the entries and page numbers are all included.

MAILINGS TAB –

i. CREATE:-

Within the Create group, it is possible to create individual envelopes or to create single sheets of labels.

· ENVELOPES:-

To create a single envelope. The Envelopes and Labels dialog box will appear. If a recipient address has been included in the letter, it will appear in the delivery address area. That address can be used or another address can be input.

· LABELS:-

Use this button to create a sheet of labels or individual labels. Input the address information into the Address area. Specify whether the label is to be a full page of the same label or if the label should print in a particular area on the label sheet.

ii. START MAIL MERGE:-

This group is used to start the Mail Merge process.

· START MAIL MERGE:-

Start a mail merge to create a form letter which you intend to print or e-mail multiple times, sending each copy to a different recipient. You can insert fields, such as name or address, which word will replace automatically with information from a database or contact list for each copy of the form letter.

· SELECT RECIPIENTS:-

This button is used to select a list of recipients that was created earlier either in Excel or Access. It is also used when a new list of recipients needs to be created. The new list will be created using an Access database.

· EDIT RECIPIENTS LIST:-

Use this button to make changes to the list of recipients or to decide which recipients are to receive the letter. Sorting and filtering options are available in this area.

iii. WRITE & INSERT FIELDS:-

Use this group to insert the information from the recipient lists into the body of the letter.

· HIGHLIGHT MERGE FIELDS:-

This button is used to highlight the fields in the document that have Mail Merge information.

· ADDRESS BLOCK:-

Insert the address into a Mail Merge document. For information on how to do this, see the Mail Merge documents on the Word Training Web Page.

· GREETING LINE:-

This button is used to insert the Salutation (Greeting Line) into a document. For information on how to do this, see the Mail Merge documents on the Word Training Web Page.

· INSERT MERGE FIELD:-

To display a list of merge fields that can be inserted into a document. The Merge Fields come directly from the data source that is attached to the document. Click on the field name to insert it into the document.

· RULES:-

This button is used to specify criteria for inserting special fields into the document, such as IF statements.

· MATCH FIELDS:-

Match fields allows you to tell Word the meaning of different fields in the Mail Merge. For instance, your Home field might be equal to Words Home Phone field.

· UPDATE LABELS:-

When fields or other items are added to the first label in the Mail Merge document, this field will populate the rest of the labels with the same information.

iv. PREVIEW RESULTS:-

This group is used to preview the letters as they will appear when printed.

· PREVIEW RESULTS:-

To preview each of the letters as they will appear when the Mail Merge is complete, use this button. This option can be used to check for input errors in the data source.

· FIRST RECORD:-

This arrow button allows you to view the first record in the recipient list when you have moved through the records.

· PREVIOUS RECORD:-

To go to a record that you have already previewed, click this arrow button.

· GO TO RECORD:-

Use this box to specify a specific record that you would like to access. You must know the number of the record that you want to access.

· NEXT RECORD:-

To move to the next record in the recipient list, click this arrow button.

· LAST RECORD:-

Click this arrow button to move to the last record in the recipient list.

· FIND RECIPIENT:-

This button is used to access the search feature. Once in the dialog box you can search for a record in the recipient list.

· AUTO CHECK FOR ERRORS:-

Use this button to check the Mail Merge main document for any field name errors.

v. FINISH:-

· FINISH & MERGE:-

To complete the merge, use this group. Within this group, it is possible to select to edit individual documents, to send the documents directly to the printer, or to send the document as an e-mail message.

1. REVIEW TAB –

This ribbon contains groups that can be used to check the spelling and grammar in a document, add comments to a document, track the changes in a document, compare two or more versions of a document, or to protect a document. The table below describes each of the buttons in the groups for this ribbon.

i. PROOFING:-

· SPELLING & GRAMMAR:-

To check the spelling or grammar in a document. The checker will scroll through the document, making suggestions for changes.

· RESEARCH:-

Open the Research task pane to search through reference materials, such as dictionaries, encyclopedias, and translation services.

· THESAURUS:-

This feature is used to suggest other words that are similar to the word that has been selected.

· TRANSLATE:-

Translate the selected text into a different language.

· TRANSLATION SCREENTIP:-

Enable screen tip that translates words you pause your cursor over into another language.

· SET LANGUAGE:-

Set the language used to check the spelling and grammar of the selected text.

· WORD COUNT:-

To find the number of words, characters, paragraphs, and lines in a document. The word count can also be found in the status bar at the bottom of the window.

ii. COMMENTS:-

· NEW COMMENT:-

To add a new comment to a document. The comment will appear along the right side of the document window.

· DELETE:-

To remove the comment from the document.

· PREVIOUS:-

To display a previous comment in a document.

· NEXT: - To display the next comment in a document.

iii. TRACKING:-

· TRACK CHANGES:-

Track all changes that are made to a document, including insertions, deletions, and formatting changes.

· BALLOONS:-

You can show revisions as balloons in the margins of the document or show them directly within the document itself.

· DISPLAY FOR REVIEW:-

View the proposed changes to the document. All Markup shows the document with all proposed changes included. Original shows the document before any changes were made.

· SHOW MARKUP:-

Choose what kind of markup to show in the document. It is possible to hide or display formatting changes, comments, insertions, deletions, and other kinds of markups.

· REVIEWING PANE:-

To show the changes in a document in a list. Decide whether to display the changes below or next to the document.

iv. CHANGES:-

· ACCEPT:-

To accept a change in a document and move on to the next change. Click the arrow at the bottom of the button to accept several changes at one time.

· REJECT:-

Reject changes that have been made to a document. Choose from other options for making changes.

· PREVIOUS:-

To navigate to a previous revision in a document so that changes can be accepted or rejected.

· NEXT:-

Navigate to the next revision in a document so that changes can be accepted or rejected.

v. COMPARE:-To compare or combine two or more versions of a document.

· SHOW SOURCE DOCUMENT:-

Choose which source documents to show. You can show the original document, the revised document, or both.

vi. PROTECT:-

· PROTECT DOCUMENT:-

Restrict how people edit or format specific parts of a document. It is possible to prevent formatting changes, force all changes to be tracked, or only enable commenting.

1. VIEW TAB:-

This tab is used to display a document in different ways within the Microsoft Word window. The illustrations below show the Views Tab groups and buttons. The table describes what each of the buttons on this tab can be used for.

i) DOCUMENT VIEWS:-

· PRINT LAYOUT:-

To see how the document will look when it is printed. This view will show the Headers and Footers, Images, Word Art, or other formatting applied to the document.

· FULL SCREEN READING:-

Full screen reading mode. This mode will show the document in pages side by side. Images and other document objects will display. Tools designed for reading instead of writing are available in this mode.

· WEB LAYOUT:-

This View will display the page as it will look if saved as a Web Page. Not all of the images will display the same as they do in Print Layout View. It may be necessary to make adjustments to the image locations.

· OUTLINE:-

To see an outline of the pages in the document. Word Art, Clip Art, and other special features may not display. Just the text of the document will display.

· DRAFT:-

View the document as a draft to quickly edit the document. Items such as Headers and Footers will not display when in this view.

ii) SHOW/HIDE:-

· RULER:-

The ruler is used to change tabs and margins and to determine the length of the document. This option to display the ruler in the Word window.

· GRIDLINES:-

Gridlines are used to align objects within a document. This feature on and off.

· MESSAGE BAR:-

Open the message bar to complete any required action on the document.

· DOCUMENT MAP:-

Open the document map, which allows you to navigate through a structural view of the document.

· THUMBNAILS:-

Open the thumbnails pane, which you can use to navigate a long document through small pictures of each page.

iii) ZOOM:-

· ZOOM:-

Open the Zoom dialog box. This dialog box can be used to set the zoom level for the document.

· 100%:-

To view the document at 100% of the normal size. This is the default view for documents.

· ONE PAGE:-

One page of the document. This will reduce the view of the document to approximately 49% of the normal size.

· TWO PAGE:-

Zoom the document so that two pages fit in the window.

· PAGE WIDTH:-

The document so that the width of the page matches the width of the window.

iv) WINDOW:-

· NEW WINDOW:-

To create a new window with a view of the current document. This means that an additional view of the document will be displayed.

· ARRANGE ALL:-

When more than one document has been opened in Word, this view will show all the open documents in a tile format. This makes it possible to view all the documents at one time

· SPLIT:-

Split the current document into two windows so that material from other parts of the document can be displayed at the same time.

· VIEW SIDE BY SIDE:-

To view open documents side by side. This makes it easier to compare two documents.

· SYNCHRONOUS SCROLLING:-

Synchronous the scrolling of two documents so that they scroll together.

· RESET WINDOW POSITION:-

Reset the position of two documents that are displayed side by side so that they share the window equally.

· SWITCH WINDOW:-

To switch to another window that is currently open.

v) MACROS:-

· MACROS:-

Click here to record a macro or to view other macros. Macros are small programs that record the steps taken in a document to perform a specific task, such as sending a document to print.

ALL MS WORD SHORTCUT KEY :-

Ctrl + A – Select all contents of the page
Ctrl + B – Bold the highlighted selection
Ctrl + C – Copy selected text
Ctrl + X – Cut selected text
Ctrl + N – Open a new or blank document
Ctrl + O – Open options
Ctrl + P – Open the print window
Ctrl + F – Open find box to search text within the document
Ctrl + I – Italicise the highlighted selection
Ctrl + K – Insert a link
Ctrl + U – Underline the highlighted selection
Ctrl + V – Paste the copied data
Ctrl + Y – Redo the last action performed
Ctrl + Z – Undo the last action
Ctrl + G – Find and replace options
Ctrl + H – Find and replace options
Ctrl + J – Justify paragraph alignment
Ctrl + L – Align selected text or line to the left
Ctrl + Q – Align selected paragraph to the left
Ctrl + E – Align selected text or line to the centre
Ctrl + R – Align selected text or line to the right
Ctrl + M – Indent the paragraph
Ctrl + T – Hanging indent
Ctrl + D – Font options
Ctrl + Shift + F – Change the font
Ctrl + Shift + > – Increase selected font +1
Ctrl + ] – Increase selected font +1
Ctrl + [ – Decrease selected font -1
Ctrl + Shift + * – View or hide non printing characters.
Ctrl + (Left arrow) – Move one word to the left
Ctrl + (Right arrow) – Move one word to the right
Ctrl + (Up arrow) – Move to the beginning of the line or paragraph
Ctrl + (Down arrow) – Move to the end of the paragraph
Ctrl + Del – Delete the word to the right of the cursor
Ctrl + Backspace – Delete the word to the left of the cursor
Ctrl + End – Move cursor to end of the document
Ctrl + Home – Move the cursor to the beginning of the document
Ctrl + Space – Reset highlighted text to the default font
Ctrl + 1 – Add single-space lines
Ctrl + 2 – Add double-space lines
Ctrl + 5 – Add a 1.5-line spacing
Ctrl + Alt + 1 – Change text to heading 1
Ctrl + Alt + 2 – Change text to heading 2
Ctrl + Alt + 3 – Change text to heading 3
F1 – Open the help function
Shift + F3 – Change case of selected text
Shift + Insert – Paste
F4 – Repeat the last action performed (Word 2000+)
F7 – Spell check selected text and/or document
Shift + F7 – Activate the thesaurus
F12 – Save as
Ctrl + S – Save
Shift + F12 – Save
Alt + Shift + D – Insert the current date
Alt + Shift + T – Insert the current time
Ctrl + W – Close document

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