Microsoft Word and Features

Microsoft Word is a word processor is used to type text, to style and lay-out the text (formatting) and check and print the resulting document. Word processors have many additional features to allow you, for instance, to easily check spelling, insert images and tables into the text, create footnotes and mass-produce personalized letters and labels from templates (mail-merge).

Some examples of what Word can do

PAGE HEADER AND FOOTER

Standard text that appears on every page (shown dimmed when displayed on the screen as this text cannot be edited from the document window). This option is available in View Menu

GRAPHIC

A picture. Simple line drawings graphics can be created in Word. More sophisticated images can be created in specialized graphics packages or obtained from other sources and then imported into Word. This option is available in Insert Picture or Insert  Object

TEXT ALIGNMENT

LEFT-ALIGNED

Text aligned at left margin of the page. This option is available in formatting toolbar & also available in Format Paragraph or use Ctrl+L to Align Left.

RIGHT-ALIGNED

Text aligned at right margin of the page. This option is available in formatting toolbar & also available in Format Paragraph or use Ctrl+R to Right Align.

JUSTIFIED

Full lines of text in each paragraph align at both left and right margins (Word achieves this by automatically adjusting the size of the spaces between words). This option is available in formatting toolbar & also available in Format Paragraph or use Ctrl+J to Justify Text.

CENTER ALIGN

Text aligned at center margin of the page. This option is available in formatting toolbar & also available in Format Paragraph or use Ctrl+E to Center Align.

TABLE

A table of aligned rows and columns. Word makes it easy to alter the size and layout of a table, the style of any table and cell borders, and any shading of table cells. This option is available in standard toolbar & also available in Tablet Draw Table/Insert Table.

NEWSPAPER-STYLE COLUMNS

It is possible to specify the number of columns on a page or section of a page. This option is available in formatting toolbar & also available in Format column.

BULLETED LIST

Each item in the list has is indented (starts to the right of the left-hand margin) and has a 'bullet' in the left margin. This option is available in formatting toolbar & also available in Format Bullets & Numbering

Spelling and Grammar

Checks the active document for possible spelling, grammar, and writing style errors, and displays suggestions for correcting them. To set spelling and grammar checking options, click Options on the Tools menu, and then click the Spelling and Grammar tab. Or use F7 Short cut. Option also available in standard toolbar.

Find (Microsoft Word)

Searches for specified text, formatting, symbols, comments, footnotes, or endnotes in the active document.

Replace (Microsoft Word)

Searches for and replaces specified text, formatting, footnotes, endnotes, or comment marks in the active document.

Create a header or footer (Microsoft Word)

  • On the View menu, click Header and Footer.

  • To create a header, enter text or graphics in the header area. Or click a button on

  • the Header and Footer toolbar.

To insert Click

Page numbers Page Numbers .

The current date Date .

The current time Time .

Common header or footer items, such as running total page numbers (Page 1 of 10),--> the file name, or the author's name Insert AutoText, point to Header, and then click the item you want.

  • 3 To create a footer, click Switch Between Header and Footer to move to the footer area. Then repeat step 2.

  • When you finish, click Close.

Tip. The text or graphics you enter in a header or footer is automatically left aligned. You may want to center the item instead or include multiple items (for example, a left-aligned date and a right-aligned page number). To center an item, press TAB; to right align an item, press TAB twice.

Add bullets or numbers (Microsoft Word)

  • Select the items to which you want to add bullets or numbers.

  • To add bullets, click Format --> Bullets & Numbering --> Bulleted.

  • To add numbers, click Format --> Bullets & Numbering --> Numbered.

  • To create a bulleted or numbered list automatically as you type, type 1. or * followed by a space or a tab and any text you want. When you press ENTER to add the next list item, Word automatically inserts the next number or bullet. To finish the list, press ENTER twice. You can also finish the list by pressing BACKSPACE to delete the last number in the list.

  • To change the bullet or number format or the spacing between the bullet or number and the text, select the items, and then click Bullets and Numbering on the Format menu. Click either the Bulleted or Numbered tab, and then click the format you want. To adjust the spacing, click Customize, and then change the distance from bullet or number position to text position. Word applies the changes you make the next time you click Bullets or Numbering.

Add a border (Microsoft Word)

In a Word document, you can add a border to any or all sides of a table, a paragraph, or selected text in a document. You can add a border, including a picture border (such as a row of trees), to any or all sides of each page in a document.

You can also add a border or line to a drawing object  including a text box, an AutoShape, a picture, or imported art.

  • In Word documents, all tables by default have a -pt black, single solid-line border that prints. On Web pages, tables do not have a printable border by default.

  • In Word documents, you can use the Table AutoFormat command to add borders and shading to a table automatically.

Add a border to a table, a paragraph, or selected text (Microsoft Word)

  • To add a border to a table, click anywhere in the table. To add borders to specific cells, select only those cells, including the end-of-cell mark. To surround a paragraph with a border, click anywhere in the paragraph. To surround only specific text, such as a word, with a border, select the text.

  • On the Format menu, click Borders and Shading, and then click the Borders tab.

  • Select the options you want, and make sure the correct option is selected under Apply to.

  • To specify that only particular sides get borders, click Custom under Setting. Under Preview, click the diagram's sides, or use the buttons to apply and remove borders.

  • To specify the exact position of the border relative to the text, click Options, and then select the options you want.

Add a border to a page in a document (Microsoft Word)

  • On the Format menu, click Borders and Shading, and then click the Page Border tab.

  • Select the options you want.

  • To specify that the border appears on a particular side of a page, such as only at the top, click Custom under Setting. Under Preview, click where you want the border to appear.

  • To specify a particular page or section

  • for the border to appear in, click the option you want under Apply to.

  • To specify the exact position of the border on the page, click Options, and then select the options you want..

Add a border or a line to a drawing object (Microsoft Word)

  • Select the drawing object you want to change.

  • 2 Click Drawing to display the Drawing toolbar.

  • To add a color to the line or border, click the arrow next to Line Color , and then click the color you want. If you don't see the color you want, click More Line Colors. Click a color on the Standard tab, or click the Custom tab to mix your own color, and then click OK.

Columns (Microsoft Word)

Changes the number of columns in a document or a section of a document.

  • To Add multiple column in a document Select your document.

  • choose Format --> Columns select the numbered of columns and press Enter Key. This option also available in standard toolbar.

Insert a second document into an open document (Microsoft Word)

  • Click where you want to insert the second document.

  • On the Insert menu, click File.

  • In the File name box, enter the name of the file you want to insert.

Insert the current date and time in a document (Microsoft Word)

  • Click where you want to insert the date or time.

  • On the Insert menu, click Date and Time.

  • To specify the format of the date or time, click a format in the Available formats box.

To automatically update the date or time when you print the document, select the Update automatically check box. Otherwise, the document will always print with the original date or time. You can also use a shortcut to insert the current date. First turn on AutoComplete by clicking AutoText on the AutoText toolbar and then selecting the Show AutoComplete tip for AutoText and dates check box. In your document, type the first few characters of the date  for example, type jun for today's date. When Word suggests the entire date  such as "June 2, 1997"  press ENTER or F3 to accept it. To reject the date, press ESC or just keep typing.

Insert symbols not on the keyboard (Microsoft Word)

  • Click where you want to insert the symbol.

  • On the Insert menu, click Symbol, and then click the Symbols tab.

  • Double-click the symbol or character you want to insert.

If you select a different font, you will see a different set of symbols. If you have Multilingual Support installed and are using an expanded font, such as Arial or Times New Roman, the Subset list appears. Use this list to choose from an extended list of language characters, including Greek and Russian (Cyrillic). For more information, click

Add an AutoCorrect entry to correct a typing error (Microsoft Word)

  • On the Tools menu, click AutoCorrect.

  • Make sure the Replace texts as you type check box is selected.

  • In the Replace box, type a word or phrase that you 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.

Note: Whenever you type an AutoCorrect name (for example, usually) followed by a space or other punctuation, Word will replace it with the correction (for example, usually).

 Add, change, or remove the 3-D effect of a drawing object (Microsoft Word)

You can add a 3-D effect to lines, AutoShapes, and freeform objects. With 3-D options, you can change the depth (the extrusion) of the object and its color, rotation, angle, direction of lighting, and surface texture. When you change the color of a 3-D effect, the change affects only the 3-D effect of the object, not the object itself. An object can have either a shadow or a 3-D effect, but not both  if you apply a 3-D effect to an object that has a shadow, the shadow disappears.

Add or change the 3-D effect of a drawing object (Microsoft Word)

  • Select the drawing object you want to change.

  • On the Drawing toolbar, click 3-D .

To add a 3-D effect, click the option you want. (Microsoft Word)

To change a 3-D effect  for example, its color, rotation, depth, lighting, or surface texture  click 3-D again, click 3-D Settings, and then click the options you want on the 3-D Settings toolbar.

For Help on an option, press SHIFT+F1, and then click the option.

Tip To add the same 3-D effect to several objects at one time  the same color, for example  select or group the objects before you add the effect.

Remove a 3-D effect from a drawing object(Microsoft Word)

  • Click the drawing object you want to change.

  • On the Drawing toolbar, click 3-D , and then click No 3-D.

Change the color of the 3-D effect of a drawing object(Microsoft Word)

  • Select the drawing object you want to change.

  • On the Drawing toolbar, click 3-D , and then click 3-D Settings.

  • On the 3-D Settings toolbar, click the arrow next to 3-D Color .

  • Click the color you want.

If you don't see the color you want, click More 3-D Colors. Click a color on the Standard tab, or click the Custom tab to mix your own color, and then click OK.

Mail Merge (Microsoft Word)

Produces form letters, mailing labels, envelopes, catalogs, and other types of merged documents.

Data Field

A category of information in a data source. A data field corresponds to one column of information in the data source. The name of each data field is listed in the first row (header row) of the data source. "PostalCode" and "LastName" are examples of data field names.

Data Record

A complete set of related information in a data source. A data record corresponds to one row of information in the data source. All information about one client in a client mailing list is an example of a data record.

TIPS ON PLANNING A DATA SOURCE

  • Allow enough data fields for the data records with the most information.

  • Some clients on a mailing list might have more address information than others  for example, a business name, a department title, and up to three lines for the address. In a data source, however, all the data records must have the same number of data fields. If a data record doesn't have a particular category of information, leave the field blank for that record.

  • Information you want to sort by  for example, city, state, postal code, or addressee's last name  must be in a separate data field.

  • To speed mail delivery in the United States, set up addresses to display postal bar codes.

  • The addressee's ZIP Code and delivery address  such as a street name and number or a post office box  must be in separate data fields.

  • Organize data so that you can use it in different ways.

  • For example, when you set up a data source to print form letters, plan the address information so that you can use the same data source to print either mailing labels or envelopes. By placing the title, first name, and last name in separate fields, you can use the same field to print the last name in both the address (Mr. Gerard LaSalle) and the salutation (Dear Mr. LaSalle).

I WANT TO CREATE A DATA SOURCE FIRST, BEFORE I START A MAIL-MERGE DOCUMENT.

The easiest way to create a data source in Word is to use the Mail Merge command to start a main document. After you've created the data source, you can delete the blank main document. In a new document window, click Mail Merge (Tools menu), click Create, and then click Form Letters. When Word displays a message, click Active Window. Then click Get Data and create a data source.

Create new styles

The quickest way to create a new paragraph style is to format a paragraph, select it, and then base the new style on the formatting and other properties applied to the selected text.

  • Select the text that contains the formatting you want to include in your style.

  • Click in the Style box .

  • Type over the existing style name to create the name for the new style.

  • Press ENTER.

To create new character styles, click Style on the Format menu, and then click New. In the Name box, type a name for the style. In the Style type box, click Character. Select the other options you want, and then click Format to set attributes for the style.

To set additional attributes for paragraph styles  such as the style for the next paragraph or whether the style is saved in the template  click Style on the Format menu, click the style whose settings you want to change, click Modify, and then select the options you want.
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