MS WORD- Overview of Menus File Menu

MS WORD- Overview of menus File menu  New: creates a new blank file.  Open: opens or finds an existing file.  Close: closes the active file without exiting the application. If the file contains any unsaved changes, you will be prompted to save the file before closing.  Save: saves the active file with its current file name, location and file format. In case a new file is saved for the first time, the user has to specify the file name, location and file format.  Save as: saves the active file with a different file name, location or file format.  Save as HTML: lets you save the document as a separate file to be used for internet.  Versions: saves and manages multiple versions of document in a single file.  Page setup: sets margins, paper source, paper size, page orientation and other layout options for the active file.  Print preview: shows a preview of how exactly a file will look when you print it.  Print: prints the active file or selected items, to the selected printer or fax.  Send to: sends the document to a mail recipient as an e-mail.  Properties: displays the property sheet for the active file.  Exit: closes MS word after prompting you to save any unsaved files. Edit menu  Undo last command: reverses the last command i.e., undoes the effect of the last command you executed.  Repeat last command: reverses the undo command i.e., restores the last command.  Cut: removes the selection from the active document and places it on the clipboard a special place in computer’s memory from where it can be retrieved again.  Copy: copies the selection to the clipboard.  Paste: inserts the content of the clipboard at the insertion point and replaces any current selection.  Paste special: pastes links or embeds the clipboard content in the current file in the format you specify.  Paste as hyperlink: inserts the content of clipboard as a hyperlink at the insertion point, replacing any selection.  Clear: deletes the selected object or text without putting it on the clipboard.  Select all: selects all text and graphics in the active window.  Find: searches for specified text, formatting, footnotes, endnotes or comment mark in the active document.  Replace: Searches for and replaces specific text, formatting, footnotes, endnotes or comment mark in the active document.  Goto: Locates cells that don’t match the value in the active cell in a row or column.  Links: Reconnects a linked object when the source file moves or is renamed.  Objects: Formats the line, color, fill and pattern, size position and other properties of the selected object. View menu  Normal: Switches to normal view, which is default document view for most word processing tasks.  Online layout: When you select online layout view, word wraps text to fit the window rather than the printed page.  Page layout: It tries to achieve “ what you see is what you get” by showing how elements such as graphics will be positioned on the printed page.  Outline: Switches to outline view, where you can examine and work with the structure of your file in classic outline form.  Toolbar: It allows you organize the commands in word, the way you want to so that you can find and use them quickly.  Ruler: Displays or hides the horizontal ruler, which you can use to position objects, changes paragraph indents, page margins and other space settings.  Document map: Turns the document map on or off, which is a vertical pane along the left edge of the document window that outlines the document structure.  Header and footer: Adds or changes the text that appears at the top and bottom of every page.  Foot notes: Footnotes explain, comment on, or provide reference for text in a document.  Comments: Displays all comments made by all reviewers in the comment pane.  Full screen: Hides most screen elements so that you can view more of your document.  Zoom: Enter a magnification between 10 and 200 percent to reduce or enlarge the display of the active document. Insert menu  Break: Insert a column, section or page break.  Page number: Inserts page numbers in your document pages, that automatically update when you add or delete pages.  Date and time: Inserts current date and/or current time field that is updated every time you open or print the document.  Auto text: You can use Auto text to store text or graphics you plan to reuse, such as product names, a company logo or a formatted table.  Field: Inserts a field at the insertion point.  Symbol: Inserts symbol and special characters from the fonts that are installed on your computer.  Comment: Inserts a comment at the insertion point.  Footnote: Inserts a cross reference to an item in a document.  Index and tables: Creates indexes, tables of contents, table of figures, table authorities and other similar tables.                           Picture: Inserts pictures from clipart and other libraries. Text box: Draws a text box where you click and drag in the active window. File: Inserts all or part of the file you select, into the active file at the insertion point. Object: Inserts an object such as drawing, word art text effect etc., at the insertion point. Book mark: Creates bookmark which you use to mark selected points in your document. Hyperlink: Inserts a hyperlink through which you can jump to location in the current document or web page or to a different word document or web page or to a file that was created in a different program. Format menu Font: Changes the font and character spacing formats of the selected text. Paragraph: Changes paragraph indents, text alignment, spacing, pagination and other paragraph formats in the selected paragraph. Bullets and numbering: Adds and modifies bullets or numbers in selected paragraphs. Borders and shading: Applies shading effect and creates borders around selected area. Columns: Changes the number of columns in a document or a section of document. Tabs: Sets the position and alignment of tabs. Drop cap: Formats a letter, word or selected text with a large initial dropped capital letter. Text direction: Rotates selected text in table cells so that you can read from bottom to top or from top to bottom. Change case: Changes the capitalization of selected text. Auto format: Analyses the content to the active file and then automatically formats the file. Style gallery: Provides a variety to styles which can be applied to the word document. Style: Defines or applies to the selection a combination of formats called a style. Background: Helps to chose the color of the document background. Object: Formats the line, color, fill and pattern, size, position and other properties of the selected object. Tools menu Spelling and grammar: Checks the active document for possible spelling, grammar and writing style errors and displays suggestions for correcting them. Language: Designates the language of selected text in a file that contains more one language. Word count: Counts the number of pages, words, character, paragraphs and lines in active document. Auto summarize: Automatically summarizes the key points in the active document. Auto correct: Sets the options used to correct text automatically as you type or to store and reuse text and other items you use frequently. Look up reference: To insert lookup references and cross references.  Track changes: Marks changes in the current document and keeps track of each change by reviewer name.  Merge documents: Merges the tracked changes from the active document into the specified document, which word opens if it is not open already.  Protect document: Prevents changes to all or part of an online form or document except as specified.  Mail merge: Use this option to create form letter, mailing labels or envelops with same or different addresses.  Envelops and labels: Creates an envelope or a single mailing label, or inserts the same name and address on an entire sheet of mailing labels.  Letter wizard: Runs the letter wizard, which helps you quickly create letters.  Macro: Opens the macro dialog box, where you can run, edit or delete macro.  Customize: Customizes toolbar buttons, menu commands and shortcut key assignments.  Options: Modifies settings for Microsoft office programs such as screen appearance, printing, editing, spelling and other options. Table menu:  Draw table: Inserts a table with the specified rows and columns, in the current document.  Insert: Inserts rows, columns and cells in the selected table.  Delete: Deletes the entire table (deletes the selected rows, columns or cells or the cell that contain the insertion point).  Merge cells: Combines the contents of selected adjacent cells into a single cell.  Split cells: Splits the selected cells into the number of rows and columns, you enter.  Select: Selects the table, column, rows or cells that contains the insertion point.  Table auto format: Automatically applies formats including predefined borders or shading to a table.  Distribute rows evenly: Changes the selected columns or cells to equal column width.  Distribute columns evenly: Changes the selected rows or cells to equal row width.  Heading row repeat: Designates the selected rows to be a table heading that is repeated on subsequent pages if the table spans more than one page.  Convert: Text to table converts a range of text entries in to table and vice versa.  Sort: Sorts a range of cells in ascending or descending order based upon selected criteria i.e. the column based upon which you want to sort.  Formula: Performs mathematical calculations on numbers.  Split table: Divides a table into two separate tables and inserts a paragraph mark above the row that contains the insertion point.  Hide gridlines: In a table, the gridlines commands displays or hides dotted gridlines to help you see which cell you are working in. Window menu:  New window: Opens a new window with the same contents as the active window so that you can view different parts of file at the same time.  Arrange all: Displays all open files in separate windows on the screen. The arrange command makes it easier to cut, copy and paste between files.  Split: Splits the active window into panes. The user can specify the size of two windows. Help menu:  Microsoft word help: To launch the MS Office assistant, which provides help and tips to you to execute many tasks.  Contents and index: Gets help for you without using the office assistant.  What’s this? : Provides help on the topic which is clicked on.  Microsoft on the web: Provides a link to Microsoft’s home site containing free stuff, feedback, answers to frequently asked questions, technical help etc.  Word perfect help: Helps you learn the word equivalents for DOS commands and key combinations.  About Microsoft word: Shows you the Word’s versions details and copyright message along with detailed information about your computer system. Open a file To continue working a file you previously saved. Choose File→ open from the menu Or Click File →look for the file name near the bottom of the drop down menu→ click on file. Create a document (new document) Choose File from menu→ New option with a dialog box. To save a file Choose file menu→ click save→ in drop down save in menu select the location where you want to save the file→ in file name box type the name of the file you would like to give → click save button. Cut, Copy and Paste Cut and Paste In Microsoft word, you can cut text from one area of a document and place that text so it can be pasted elsewhere in the document. Technique 1- Cutting and Pasting with the menu bar 1. Highlight the text you want to cut and paste. 2. From the menu bar, click Edit→ Cut. 3. Move the cursor to the place where you want to paste your text. 4. From the menu bar, click Edit→ Paste. 5. Your text is pasted to the new position. Technique 2- right click 1. 2. 3. 4. 5. 6. Highlight the text you want to cut and paste. Click on the highlighted text with the right mouse button. From the pop up menu, click ‘cut’. Your highlighted text is cut. Move the cursor to the place where you want to paste your text. Click the new place with your right mouse button. 7. From the pop up menu, click ‘paste’. 8. Thetext is pasted to the new position. Technique 3- keyboard 1. 2. 3. 4. 5. 6. 7. 8. Highlight the text you want to cut and paste. Hold down Ctrl key on your keyboard. Press the latter “X” on your keyboard. The text is cut. Move the cursor to the place where you want to paste your text. Hold down Ctrl key on your keyboard. Press the latter “V” on your keyboard. The text is pasted to the new position. Copy and Paste In Microsoft word, you can copy text from one area of a document and place that text so it can be pasted elsewhere in the document. Technique 1- Copy and Paste with the menu bar 1. Highlight the text you want to cut and paste. 2. From the menu bar, click Edit→ Copy. 3. Move the cursor to the place where you want to paste your text. 4. From the menu bar, click Edit→ Paste. 5. Your text is copied to the new position. Technique 2- right click 1. 2. 3. 4. 5. 6. 7. Highlight the text you want to copy and paste. Click on the highlighted text with the right mouse button. From the pop up menu, click ‘copy’. Move the cursor to the place where you want to paste your text. Click the new place with your right mouse button. From the pop up menu, click ‘paste’. The text is pasted to the new location. Technique 3- keyboard 1. 2. 3. 4. 5. 6. 7. 8. Highlight the text you want to copy and paste. Hold down Ctrl key on your keyboard. Press the latter “C” on your keyboard. The text is copied. Move the cursor to the place where you want to paste your text. Hold down Ctrl key on your keyboard. Press the latter “V” on your keyboard. The text is pasted to the new position. Formatting a Document Formatting a document is the way of changing the outlook of a document in way, as you desire. There are two major options: 1. Formatting Font. 2. Formatting a paragraph. 1. Formatting font Applies or removes character formats from selected text or from the insertion point forward as you type. A. Fonts: Word allows us to change the font used to display text. There are several fonts available like Arial, Courier New, Times new Roman etc. different font sizes also available. To change the font or the size of block of text:  Select the block of text.  Select the font from the font drop down list box.  Select the font size from the font size drop down box. B. Attributes The main attributes are bold, underline and italics. The three most commonly used attributes are available as buttons on the formatting tool bar. To apply attributes:  Select the text.  Click B button for Bold or Ctrl-B  Click U button for Underline or Ctrl-U  Click I button for Italics or Ctrl-I C. Other font effects: The other effects available are Strikethrough Superscript, subscript to small caps and all caps. We can also use different types of underlining like: Double underline, dotted underline and underline only the words by making the appropriate selection in the underline dropdown list box. Other effects like shadow, outline, emboss and engrave could also be applied. D. Changing text color and highlighting text: The color of the text could be changed in font dialog box. Text could be marked by using the highlighter tool on the formatting tool bar. E. Changing case: text case refers to either capital case or small case. The case of a text can be changed through the change case. 2. Formatting a paragraph A. Alignment of text: It means titled towards something. Aligning the text means that moving the text to some part of the page. I. Horizontal alignment: I determines the appearance and orientation of the text edges of the paragraph. Following are the types of horizontal alignment.  Left alignment: all the texts, which are left aligned, are written from the left of the page.  Right alignment:all the texts, which are right aligned, are written from the right of the page.  Center alignment:all the texts, which are center aligned, are written from the middle of the page.  Justification: It is the combination of left and right alignment. The text appears to be balanced between left and right of a page. II. Vertical alignment: It determines the paragraph’s position relative to the top and bottom margins. B. Line spacing: It sets the amount of space between lines within a paragraph. Following are types of spacing.  Single line spacing.  1.5 line spacing.  Double line spacing.  At least line spacing.  Exactly line spacing.  Multiple line spacing. Selecting line spacing a. Highlight the paragraphs you wish to change to a new line spacing. b. Click Format, paragraph. c. In the paragraph dialog box, click Indents and Spacing tab. d. Select the line spacing you desire and click. C. When you type a letter or circular, you would like to draw the attention of the reader to a particular paragraph. For this, you wish to keep some space to the left or right of the paragraph. These extra spaces are called indents. D. Space before and space after: Space before sets the amount of space before the paragraph. Space after sets the amount of space after the paragraph. Spelling and grammar check Spell checker or spelling checker is a design feature or a software program designed to verify the spelling of words in a document, helping a user to ensure correct spelling. MS Word provides several ways to check spelling and grammar   Using automatic spelling and grammar checking Using autocorrect feature Find and replace text in MS Word Carry out the following steps to find the required words or phrases in a word document.     Press Ctrl-F, which is a short cut for the Edit→ Find menu option. The find and replace dialog box opens with the find tab selected. Enter the text in the Find what text box. Choose the Find Next command button to search for the required text. Find and replacing text Word has an excellent features that Finds words and phrases and replaces them with other text. In order to do so carry out the following steps.      Press Ctrl-H, which is a shortcut for the Edit→ Replace menu option. The Find and Replace dialog box opens with the Replace tab selected. Enter the required text in the Find what text box. Enter the replacement text in the replace with dialog box. Choose the Find Next command button. Header and Footer Lines of text displayed below the top margin or above the bottom margin of each page are called headers and footers. Steps to insert Headers and Footers  Select View→ Header and Footer from the menu bar. The Header and Footer tool bar will appear and the top of the page.  Type of heading in the header box. You may use many of the standard text formatting options such as font fact size.  Click the insert auto text button to view a list of quick options available.  Use the other options on the tool bar to add page number the current date and time.  To edit the footer, click the switch between header and footer button on the tool bar.  When you are finished adding header and footer, click the close button on the tool bar. Mail Merge In general sense, mail means letter sent through post offices and merge means combining two or more things together. So mail merge is the process of combining two documents together to form a single and meaningful document. It is used to quickly create five different types documents, which are following.  Letters – Send letters to a group of people. You can personalize the letter that each person receives.  E-mail message – Send e-mail messages to a group of people. You can personalize the e-mail message that each person receives.  Envelopes –Print addressed envelopes for a group mailing.  Labels – Print address labels for a group mailing.  Directory – Create a single document containing a catalog or printed list of addresses. Steps in the Mail-Merge process Step 1: Choose Document type and file name: Choose the type of document you want to merge information into the Mail Merge task pane. After choose, click ‘Next’ at the bottom of the text pane. Choose the main document you want to use. If your main document is already open, or you are starting with blank document, you can click Use the current document. Step 2: Connect to a data file and select records: In this step in Mail Merge process, you connect to the data file where the unique information that you want to merge into your documents is stored. Choose the records in the data file that you want use. After you connect to the data file that you want to use or create a new data file, the Mail Merge Recipients dialog box opens. You can select a subset of records for your Mail Merge by sorting or filtering the list. Step 3: Add fields to the main document: If your main document is still blank, type the information that will appear in each copy. Then, add fields by clicking the hyperlinks in the task pane. Match fields: Fields are placeholders that you insert into the main document at locations where you want unique information to appear. Step 4: Preview the merge and then complete it: Preview the merge: You can preview your merged documents and make changes before you actually complete the merge. Complete the merge:Now what you it depends on what type of document you are creating. Table A table is made up of rows and columns of cells that you can fill with text and graphics. To create a table- using insert table icon Place the cursor at the location you wish to place the table. Click on Insert Table icon on the standard toolbar and drag the mouse over the grid to select the number of rows and columns you are required. Steps of editing MS-Word table a) To enter text into a MS-Word table: Click on any cell and start typing text or number to the table. To move from cell to cell use the Tab key or mouse click. b) To resize column widths and row heights: Change the column widths and row heights by clicking the cell dividers and dragging them with the mouse. c) Aligning data/text in a cell: Click on the formatting palette or the formatting toolbar to align text. You can click on ‘align left’, ‘align right’, or ‘justify’. d) To select a column or multiple columns: Move the mouse pointer to the top of the column and the cursor will change from an I-bean to a small, thick downward pointing arrow. Click to select the column. If you wish to select multiple columns, just drag the mouse across the columns. e) To select a row or multiple rows:Move the mouse pointer to the left of the outside table row you wish to select, and the cursor will change from an I-bean to a small, thick pointing arrow left to right. Click to select the row. If you wish to select multiple rows, just drag the mouse across the rows. To select the whole table: Click anywhere inside the table. From the table menu, point toselect and click on table. g) To insert a column or row into the table: From the existing table, select the column or row where you want the new one to appear. From the table menu point to insert and select the appropriate options: columns to the left or columns to the right or row above or row below. h) To delete a column or row from the table: select the column(s) or row(s) you want to delete.From the table menu, point to delete and select either columns or rows. i) To merge cells: Select the cells you wish to combine to make a single cell. From the tablemenu, click merge cells. To split cells in a table: To split cells into two or more cells, select the cells you want to split.From the table menu click split cells. From the split cells dialog box displayed enter the number of columns or rows you wish to split the cell into and then f)