Saturday

Microsoft Word 2003

It is word processing application software program within windows environment. It is a member of MS-Office Package. It is developed by Microsoft Corp. USA. It can be used to create a letter, book let, thesis, pamphlet, inserting clip art, picture etc. for printing.

 What is Word Processing ?

Word processor refers to the use of computer to create, view, edit, format, store and print document for future retrieval and make further revisions later. The main advantage of a word processor over a conventional typewriter is that a word processor offer many editing and formatting features. Word processing permits better quality document preparation with increased speed and reduced wastage both in terms of time and material. There are many word processing software packages available for use with personal computers. Some of the popular word processing software packages are Word Star, Word Perfect, MS-Word etc

Note: The file extension or format of the word is  .doc.  The internal or executable name of the MS-Word is winword.exe.
Starting MS-Word
Steps:
1.          Click on Start button
2.          Click Run ...
3.          Type the winword and click on Ok button.
Then a MS-Word window will appear.
  1. Title Bar : - The bar top of the application window which contains the title of the application, minimize  ( - ), Maximize or restore(      ) and close( X ) button. 
  2. Menu Bar  : - The bar after title bar, which contains the name of the menu(file, edit, view, insert, format, table, window and help). The menu bar contains the all commands of the ms-word.
  3. Standard Tool bar : - The bar below the menu bar, which contains the short commands of the menu.(E.g new, open, save, print, print preview, cut, copy, paste, format painter, undo, redo etc
  4. Formatting Tool bar : - The bar below of the standard tool bar and above of the ruler bar.    It  also contains the short commands of the menu. It can be used to format the text. (eg. Heading, change font, font size, bold, italic, underline, alignment, bullet and number, color etc.
  5. Ruler Bar  : - The bar above of the work space (document). It can be used for measurement of your document.
  6. Scroll Bar : - There are two types of scroll bar. One is horizontal and other is vertical. The scroll bar lets you to move left, right or up, down the document.
  7. Drawing Tool Bar : - It lets you to draw any thing on the document. It is below of the document and above of the status bar. which contains the (Draw menu, AutoShapes menu, line, arrow, rectangle, circle, Word Art etc.
  8. Status Bar : - The bar bottom of the application window which contains the information of the document. Such page, section, line, column etc.
Saving Files
The save command can be used to store the document on the disk by giving any name.
Steps:
1.         Click on File menu
2.         Click on Save
Or, Press Ctrl + S
3.         Select your drive, folder from look in drop down list box.
4.         Type the file name
5.         Click on Save

Open An Existing File

The Open command can be used to open an existing file.

Steps:

          Click on File menu
  1. Click on Open
Or,   press  Ctrl + O
  1. Select your drive and folder which contains the file form the look in drop down list
  2. Select your file and click on Open

Or, You can Open icon from the Standard tool bar.

Open a New Blank Document
Steps:
1.        Click on File menu  à New
2.        Click on New blank document from the dialog box
Or,  press Ctrl + N
Or, click on new icon from the standard tool bar.
Close a file
To close your file, use close command.
Steps:
1.        Click on File menu
2.        Click on Close
Or  Press Ctrl + W
 Preview The Document
The preview command can be used to preview your document before printing.
Steps:
1.        Click on File menu
2.        Click on  Print Preview
Or,   press Ctrl + F2
Or,  Click on Print Preview Icon from the standard tool bar.
Undoing Text
The undo command can be used to recover or undoing the recently deleted text
Steps:
1.          Click on Edit Menu
2.          Click on Undo
Or, Press Ctrl + Z
Redoing Text
Again remove the undoing text, use redo command
Steps:
1.          Click on Edit menu
2.          Click on Redo
Or,press Ctrl + Y
Copying the Text
Steps:
1.          Select required text
2.          Click on Edit menu
3.          Click on Copy
Or,   Press  Ctrl + C
4.          Place the cursor at required place
5.          Click on Edit à Paste Or,  Press Ctrl + V
Moving Text
The cut command can be used to move the text from one place to another place
Steps:
1.                  First Select the required text.
2.                  Click on Edità Cut or Ctrl + X
3.                  Place the cursor at the required place
4.                  Click on Edit à Paste Or Ctrl + V
electing All text
Steps
1.                  Click on Edit à Select All  or  Ctrl + A
Or Drag and drop method by the mouse.
Finding the Text
The Find command can be used to find or search the required text or word on the document.
Steps:
1.                  Position the cursor at the top of the document.
2.                  Click on Edit menu àFind  or  Ctrl + F
3.                  Then type the required text at find what box.
4.                  Then Click on Find Next
Replacing the Text
The replace command can be used to replace the old text into new text. First find that word or text and then replace.
Steps:
1.                  Click on Edit à Replace or Ctrl + H
2.                  Type the old text at find what box
3.                  Type the new text at the replace with box
4.                  Click on Find Next and  Replace

Document Views

There are four types of document views in winword or MS-Word. These are given below:
1.       Normal : - It is a default view of the MS-Word. It does not contains the drawing objects, pictures etc. The header and footer cannot be seen. The horizontal scale or ruler bar only be seen. Vertical ruler bar cannot be seen. Separate page can be seen as doted line.

2.       Web Page : - This view  does not contains the header and footer, different pages. It can be used to down load or open the internet documents. It contains long document.
3.       Print Layout : - This view contains the vertical and horizontal rulers. Header and footer, Drawing objects page breaks all are can be seen. It show the document as you print on the paper. You need not to preview the document. We can use this view to create a document.
4.       Outline View :- This view lets you to view the document in tree view structure. You can read the document heading by heading. You can move the heading in different indents. It cannot be used to create a document.
Show/Hide Ruler
1. Click on View menu
2. Click on Ruler
Zooming the Document
Steps:
1. Click on View menu
2. Click on Zoom
3. Select required zoom percentage from the dialog box
4. At last click on Ok button
Full Screen
The full screen command lets you to view your document in full screen. It hides all tool bars and shows the only document
Steps:
1. Click on View menu
2. Click on Full Screen
To close the full screen Press Esc key.
Document Map
The document map divides the document in two parts. The first part contains the heading and second part contains the normal text.
Steps:
1. Click on View menu
2. Click on Document view.
To close, again go to view and document view.
Inserting Page Number
Steps:
1. Click on Insert menu
2. Click on Page Number
3. Select Position (Header and Footer), Alignment (left, right, center) and format of the number.
4. Click on Ok button.
Inserting Date / Time
Steps:
1. Position the cursor at required place
2. Click on Insert menu
3. Click on Date/ time
4. Select required date or time from the dialog box.
5.         Click on Ok button.
Inserting Symbols
The symbol command can be used to insert the special symbols which can not be typed from the keyboard.
Steps:
1.         Click on Insert menu
2.         Click on Symbol
3.         Select the required symbols from the dialog box
4.         Click on Insert à Close
Inserting File
The file command lets you to insert the contents of the file into document.
Steps:
1.         Click on Insert menu
2.         Click on File
3.         Then a file dialog box will appear
4.         Select required file and  Click on Insert
Inserting Book marks
The Book marks inserts the marks of the text at line or place of the document. If you have long document with many pages, then you can use the book mark for search or go to the required line or the page.
Steps:
1.         Select required line or the text
2.         Click on Insert
3.         Click on Book Mark
4.         Then type the book mark and click on Add
5.         Click on OK button.
Hyper Link
The hyper link command lets you to link the document into another document, Program and  web pages.
Steps:
1.         Select the required text for link
2.         Click on Inert menu
3.         Click on Hyper Link
4.         Then a hyper link dialog box will appear
5.         Click on File and select required file and click on Open button.
6.         If you want to link with book mark then click on book mark and select book mark name
7.         At last click on Ok button.
Caption
The caption command can be used to give the name of the table, graph, picture etc.
Steps:
1.        Insert  Picture , Table etc.
2.        Position the cursor at required place
3.        Click on Insert menu
4.        Click on Caption
5.        Type the caption name form the dialog box
6.        Click on Ok button
Inserting Picture

To insert image or photo on your document  flow the following Steps:

  1. Click on Insert menu
  2. Click on Picture
  3. Click on Picture form file
  4. Then The dialog box will appear  select the picture
  5. Click on Insert.
Insert Object
The Object command lets you to insert the different application on the word document. You can use these applications because  we can use different features which can not be done in word document.
Steps:
  1. Click on Insert menu
  2. Click on Object
  3. Then select required application from the dialog box
  4. Click on Ok button
  5. Use these application after finish click on outside the document.

Microsoft Equation 3. 0

 It is an application which can be used to create the different drawings and shapes. It can be mainly be used to create the mathematics papers.
Steps:
1.        Click on Insert menu
2.        Click on Object
3.        Select Microsoft Equation 3.0  from the dialog box
4.        Click on Ok button
5.        Use required symbols and type the text.
6.        When finish click on out side of the document
Page Break
The break command can be used to insert new page.
Steps:
1. Click on Insert à Break à Tick on at Page Break  àOk button.
Alternate Shortcut  Keys
File
New
Ctrl + N
Open
Ctrl + O, Ctrl + F12
Save
Ctrl + S, Shift + F12, Alt + Shift + F2
Save As
F12
Print Preview
Ctrl + F2
Print
Ctrl + P, Ctrl + Shift + F12
Exit
Alt + F4
Edit
Copy Format
Ctrl + Shift + C
Create Auto text
Alt + F3
Book Mark
Ctrl + Shift + F5
Copy
Ctrl + C
Find
Ctrl + F
Cut
Ctrl + X,  Shift + Delete
Goto
Ctrl + G, F5
Redo/Repeat
Ctrl + Y, F4
Replace
Ctrl + H
Select All
Ctrl + A
Undo
Ctrl + Z, Alt + Backspace
Go Back
Shift + F5, Alt + Ctrl + Z
Insert Auto Text
F3, Alt + Ctrl + V
Paste Format
Ctrl + Shift + V
Insert Spike
Ctrl + Shift + F3
View
Normal
Alt + Ctrl + N
Outline
Alt + Ctrl + O
Page Laout
Alt + Ctrl + P
Insert
Insert Annotation
Alt + Ctrl + M
Column Break
Ctrl + Shift + Enter
Date Field
Alt + Shift + D
Endnote
Alt + Ctrl+E
Page Break
Ctrl + Enter
Page Field
Alt + Shift + P
Footnote
Alt + Ctrl + F
Time Field
Alt + Shift + T
Update Field
F9, Alt + Shift + U
Drop Cap
The Drop Cap command lets you to make the decorative or enlarge text of the first letter of paragraph.
Steps:
1.                  Select the first letter
2.                  Click on Format menu
3.                  Click on Drop Cap…
4.                  Then click on Dropped and select the dropped line and font
5.                  At last Click on Ok button.
Change Case
The change case command can be used to convert the small case letter into capital, Title Case, Sentence case, toggle case and also convert into small case letter
Steps:
1.                  Click on Format menu
2.                  Click on Change Case…
Then Case dialog box will appear
3.                  Tick on at required option
4.                  Click on Ok button
Or, press   Shift + F3
Macro
The Macro command creates the command for the tool bar or keybord  short cut where text can be records. Later we can use this command to play that  recording text or things.
Steps:
1.         Click on Tools menu
2.         Click on Macro button
3.         Click on Record new Macro
4.         Select the Tool bar or keyboard
5.         If you want select tool bar then  drop the new macro command at tool bar and type the macro name and change the button.
6.         If you want to select keyboard then type the command for short key any letter with Ctrl key or Alt key
7.         Click on Assign
8.         And at last click on Close
9.         Then type the text for recording after finishing click on stop recording.
10.     To play the  macro use your command.
Customization the Tools
The customize command lets you to add or remove the command form tool bar, menu bar and keyboard short key.
Steps:
1.         Click on Tools menu
2.         Click on Customize
3.         Then a customize dialog box will appear.
4.         Select the command from the dialog box and put the tool bar. Or type the new command for keyboard for short key.
5.         If you want to remove the command from the menu bar or tool bar, then select the tools and drag and drop on the dialog box.
6.         At last click on OK button
Thesaurus
The Thesaurus command can be used to view the synonyms words of the related  word. It is a old dictionary.
Steps:
1.         Select required text or word
2.         Click on Tools menu
3.         Click on Language
4.         Click on Thesaurus
Creating A Table
A combination of rows and columns is called table. The Entire room of the table is called cell.
The table can be used to insert the records or list of records.
Creating a Table by using Draw Table tool bar
Steps:
1.        Click on Table menu
2.        Click on Draw Table
3.        Then select a draw table tool from the tool bar and draw on the document.
4.        Use other tools or buttons for the format the table.
Creating a table by Insert command
Steps:
1.        Click on Table menu
2.        Click on Insert
3.        Click on Table
4.        Type the number of rows or columns on the dialog box
5.        Click on Ok button.
 Insert the Rows
Steps:
1.        Position the cursor at required cell.
2.        Click on Table menu
3.        Click on Insert
4.        Click on Row Above or Row Down
Insert Column
Steps:
1.         Position the cursor at required cell
2.         Click on Table menu
3.         Click on Insert
4.         Click on Column Left or Column Right
Selecting Rows:
Steps:
1.        Position the cursor at require cell
2.        Click on Table menu
3.        Click on Select
4.        Select the Row
Selecting Columns
Steps:
1.         Position the cursor at required cell
2.         Click on Table menu
3.         Click on Select
4.         Click on Column
Selecting Table
Steps:
1.        Position the cursor at any cell on the table
2.        Click on Table
3.        Click on Select
4.        Click on Table
Deleting Table, Rows or Columns
Steps:
1.        Select Table, Required Rows, or Columns
2.        Click on Table menu
3.        Click on Delete
4.        Select table, or required Rows or Columns
Merge Cell
The Merge cell command can be used to merge  two or more than two select cell into one.
Steps:
1.         Select required cells
2.         Click on Table
3.         Click on Merge
Split Cell
The Split cell command divides the one cell into two or more  cells.
Steps
1.         Select or position the cursor at required cell
2.         Click on Table menu
3.         Click on Split cell
4.         Type the value for number of rows and columns.
5.         Click on Ok button
Convert Text to Table
When you have typed the text by giving tab or space on the document, you can change these text into table.
Steps:
1.        Type the text.
2.        Select the text
3.        Click on Table
4.        Click on Convert--> Text to Table
5.        Type the number or rows and columns
6.        Select the Separate text check box
7.        At last click on Ok button.
Formula
 The formula command lets you to calculate the data on the table. It contains the mathematical functions or formula. Such as =Sum( ), =Average( ), =Count( ) etc.
Steps:
1.         Position the Cursor at required cell
2.         Click on Table menu
3.         Click on Formula
4.         Select the Required function or formula
5.         Type the value (Left or above) for example, = sum(above)
6.         At last click on Ok button
Table Auto Format
The Auto format command format the table in different styles.
Steps:
1.         Select the Table
2.         Click on Table menu
3.         Click Table Auto Format
4.         Select the required format
5.         Click on Ok button
Distribute the Columns or Rows
The distribute the Columns or rows command makes the rows or column in  equal size.
Steps:
1.         Select Table
2.         Click on  Auto fit
3.         Select the Distribute the Column or Rows
Sort the data on the table
Steps:
1.         Select the required data or table
2.         Click on Table
3.         Click on Sort
4.         Select the column to which you want to sort.
5.         Click On Ok button
Table Properties
You can align the table, cell text, row height and column height from the table properties dialog box.
Steps:
1.         Select the required table or required cell
2.         Click on Table menu
3.         Click on Table Properties.
4.         Then table properties dialog box will appear
5.         Specify the required option form the dialog box and click on ok button

Mail Merge

The mail merge command lets you to  send the same letter in different person and address. The letter is same but addresses are different. To create a mail merge three document will be created.
  1. Main Document : - It contains the Letter. You can type a letter in this document.
  2. Data Document :- It contains the address of the persons(name, address, Phone etc.
  3. Merge Document : - It contains the different pages with same letter but different addresses.
Steps:
  1. Type the letter first and save it.
  2. Click on Tools menu
  3. Click on Letters and Mailings
  4. 3. Click on Mail Merge Wizard
  5.  The tick on letter and click on Next
  6.  Tick on Use the Current Document
  7. Click on Next
  8. Select or tick on Type a new List
  9. Click on Create…
  10. Click on Customize from the dialog box
  11. Then select field and click on Delete 
if you want to rename that field Click on Rename
and type the new field.
  1. After  Removing all fields Click  On Add
and type the new fields and again click on ADD.
  1. Then Click on Ok button.
  2. Type the record of the person and  Click 
On New Entry  To enter another record.
  1. After finishing the entry record then click on Close button
  2. Then a save as dialog box will appear
  3. Type the file name and click on save to save the data document. à Ok
  4. Then you will see the mail merge Tool bar.
  5. Position the cursor at required place and insert the fields ( from insert merge field button)
  6. To view the record from the field  click on View Merge Data <<ABC>>
  7. At last Click on Merge to New Document to merge the document in different page.
  8. Save that merged document and print the letter.

Envelops and Labels

The envelops and Label command lets you to create a envelops and labels (to print the address over the envelops).
Steps:
1.        Select the address from the document if you
have
2.        Click on Tools menu
3.        Click on Letters and Mailings
4.        Click on Envelops and Labels
5.        Then a dialog box will appear
6.        If you have selected the text then it will appear at delivery address other wise type the delivery address.
7.        Type the return Address
8.        Set the size of the envelop
9.        If you want to print the envelop then click on Print if you want to merge the envelop on the document then click on merge to document.
Spelling Grammar
The Spelling and Grammar command lets you to check the spelling and grammar on the document.  If there is spelling mistake then red underline will appear. If grammar is mistake then green  underline will appear.
Steps:
  1. Right button click at  required spelling or word.
  2. Then select required option (Ignore, Ignore all, add etc)
Or,
  1. Click on Tools menu
  2. Click on Spelling and Grammar or press F7 key
Then a spelling and grammar dialog box will appear.
  1. Select required spelling or word  from suggestions box.
  2. Click on Change if you want to change , Click on Ignore to ignore the spelling
  3. At last click on OK button
Word Count
The word count command counts the number characters with spaces, number of characters without spaces, number of words, number of lines, number of paragraphs and pages.
Steps:
  1. Click on Tools menu
  2. Click on Word Count
Auto Text
The auto text command lets you to enter any text which occurs when typing on the document. It will appear above of the typing text. When user press the Enter key then it will automatically inserts on the document.
Steps:
  1. Click on Insert menu
  2. Click on  Auto text --> Again Click on Auto Text
  3. Type the Auto Text (any text to insert).
  4. Click on Add--> OK
Auto Correct
The Auto Correct command lets you to automatically correction the word which you are recently typed on the document. It can be stored first, when user types on the document it will automatically occurs on the document.
Steps:
  1. Click on Tools menu
  2. Click on  Auto Correct
Then a Auto correct Dialog box will appear
Type the mistaken text at left side at replace text box and type the correct word at with text box.
  1. Click on Add  -- > Ok button
Drawing Tool bar
The drawing tool bar can be used to draw line, circle, rectangle, different types of shapes, word art, insert clip arts, and change the different shapes into 3D and giving the shadows.
To open Drawing tool bar
Steps:
  1. Click on  View menu
  2. Click on Tool bars
  3. Select the Drawing
Then you will see the drawing tool below of the scroll bar and  above of the status bar.
Drawing Line
Steps:
  1. Pick the Line tool and drag and drop on the document.
Drawing rectangle and circle
Steps:
1.      Pick the circle or rectangle and drag and drop on the document.
Grouping Objects
He group command can be used to group or join two or more than objects into one.
Steps:
  1. Select two or more then shapes  by using shift key
  2. Click  Draw menu on the draw tool bar.
  3. Click on Grouping
Ungrouping
The ungrouping command can be used to split one object in to main parts.
Steps:
  1. Select that objects
  2. Click on Draw
  3. Click on Ungroup
  4. Click on Out side of the object then click required part and drag.
 Adding text on the circle, rectangle or different shapes
Instead of text box,  you can add  or type the text on the different shapes.
Steps:
  1. Right button click at required shapes or object
  2. Click on Add text
  3. Type the text
Text Box
The text box can be used to type the text on the box. This text can be change the direction.
Steps:
  1. Pick the text box from the drawing tool bar  or select  text box from insert menu
  2. Then drag on the document and type the text.
Creating Work Art
The Word Art creates the different types of Arts of the word, such as Banners, or different styles of text.
Steps:
  1. Click on Word Art Icon from the drawing tool bar.
  2. Select Word Style from the dialog box.
  3. Click on Ok button
  4. type the text for the Art.
  5. At last click on Ok button.
  6. Use the mouse to increase, decrease and change the style of the Word Art.
Apply or change the shapes, arts, lines in to 3D box
Steps:
  1. Select the required shapes.
  2. Click on 3D icon
  3. Select required 3D style from the dialog box.
  4. If you can change color or setting then click on 3D settings and change the settings.
  5. If you want to change the shading then select the required shadow from shadow dialog box.
  6. In this way you can fill color, line color, font color, line weight, dash line, arrow line etc.
Ordering Objects or shapes 

Wrapping the text

  1. Insert the picture, clip art, or drawing object.
  2. Click on Draw menu
  3. Click on Text Wrapping
  4. Select required wrapping style. 

Picture Format

The picture format command can be used to format the picture. You can format the size, Layout and Color and Line of the picture.
Steps:
  1. Right button click at required picture
  2. Click on Format Picture
  3. Specify the required option from the dialog box
  4. At last click on Ok button

Rotate or Flip the objects

Steps

  1. Select required objects
  2. Click on Draw menu  from the drawing tool bar.
  3. Click on Rotate or Flip
  4. Select required Rotate or Flip
Index  And Table
The index and table command lets you to create an index which is ending or last of the book and table of contents which is front of the page containing the headings or chapters.
Steps to create Table of contents
1.         Define each heading of the document
2.         Then insert the blank page on the beginning of the document.
3.         Click on Insert menu
4.         Click on Index and table
5.         Click on Table of Contents
6.         Select the tab leader and heading level
7.         At last click on Ok button
Creating Index 
Steps:
1.         Select required text
2.         Click on Insert menu
3.         Click on Index and Table
4.         Click on Index
5.         Click on Mark Entry
6.         Click on Mark
7.         Click on Close
8.         In this way repeat the steps 1 to 7 for all document's index entry.
9.         When index entry is finish then insert the blank page and click on Insert menu
10.     Click on Index and table
11.     Click on Index
12.     Select the tab leader and format style of the index
13.     At last click on Ok button.
Tab Setting
The tabs command lets you to set the tab position, tab alignment(left, right, center, bar, decimal) and tab leader.
Steps:
1.         Click on Format menu
2.         Click on Tabs…
      3.         Type the value for the tab stop position.
4.         Select the alignment.
5.         Select the leader and click on Set
6.         If you want to reset then click on clear or clear All
7.         At last click on Ok button