Word2000Lessons_

Microsoft Word 2000

By Mesfin Tadesse Kotebe College of Teacher Education

Microsoft Word 2000

i

Acknowledgement

I offer my thanks to Ato Sebsibe Teferi and Ato Tadesse Berga for their help in

developing some of the course notes which are included with some modification in

this material. I am also indebted to Ato Abraham Hailu for kindly supplying the

front-cover design.

Microsoft Word 2000

ii

Introduction

This material is a result of a series of training courses I taught at Kotebe College of Teacher Education. It has been designed and developed as a self-teaching material for beginners and intermediate-level learners. It can also be used as a reference material for training courses given at schools and colleges. While developing the course notes on Microsoft Word 2000, I have been working with a computer system where the specific software was fully and properly installed so that I could perform on-the-spot testing. In fact, I tried my best to make the contents of this material error free. Whether you are a beginner or have some experience in using Microsoft Word 2000, this material serves you as the best source of learning and you will have no difficulty using it. You need only to follow the step-by-step instructions and do the activities right away. To make the instructions crystal clear and to help you keep on line, I have included plenty of illustrative diagrams. I hope each lesson of this material will appreciably increase your ability to use Microsoft Word 2000 and boost up your confidence.

Microsoft Word 2000 Contents

iii

Table of Contents

Acknowledgement ............................................................................................................... i

Introduction ......................................................................................................................... ii

Table of Contents ............................................................................................................... iii

Lesson 1 .......................................................................................................................... 1

Word Basics ....................................................................................................................... 1

Starting Word 2000 ......................................................................................................... 2

The Word 2000 Screen ................................................................................................... 3

Menus and Toolbars ........................................................................................................ 5

Keyboard Shortcuts ......................................................................................................... 8

Getting On-Line Help .................................................................................................... 9

Exit Word ...................................................................................................................... 11

Summary ....................................................................................................................... 12

Practice Exercises ......................................................................................................... 13

Lesson 2 ........................................................................................................................ 14

Document Basics ............................................................................................................. 14

Creating a New Document ............................................................................................ 15

Entering Text ................................................................................................................ 16

Saving a Document ....................................................................................................... 17

Closing a Document:..................................................................................................... 19

Opening an Existing Document .................................................................................... 20

Previewing a Document ................................................................................................ 22

Views ............................................................................................................................ 24

Printing .......................................................................................................................... 27

Summary ....................................................................................................................... 29


Lesson 3 ........................................................................................................................ 31

Editing Documents I ....................................................................................................... 31

Navigating a Document ................................................................................................ 32

Inserting and Deleting Text .......................................................................................... 35

Selecting Text ............................................................................................................... 36

Inserting and Typing Over Text .................................................................................... 38

Undo and Redo ............................................................................................................. 39

Drag and Drop............................................................................................................... 40

Search and Replace ....................................................................................................... 42

Changing Case .............................................................................................................. 46

Symbols and Special Characters ................................................................................... 47

Summary ....................................................................................................................... 49


Lesson 4 ........................................................................................................................ 51

Formatting Characters ................................................................................................... 51

Bold, Italic and Underline Styles .................................................................................. 52

Font Types and Sizes .................................................................................................... 54


iv

The Font Dialog Box .................................................................................................... 56

Cut, Copy and Paste ...................................................................................................... 59

Drop Cap ....................................................................................................................... 60

Summary ....................................................................................................................... 61


Lesson 5 ........................................................................................................................ 63

Formatting Paragraphs .................................................................................................. 63

Paragraph Indentation ................................................................................................... 64

Indenting Using the Ruler. ............................................................................................ 65

Horizontal Alignment ................................................................................................... 67

Start Alignment In a New Line ..................................................................................... 68

Bulleted Lists ................................................................................................................ 69

Numbered Lists ............................................................................................................. 70

Modifying Bullet / Numbering Formats ....................................................................... 71

Nested Lists ................................................................................................................... 73

Line and Paragraph Spacing ......................................................................................... 75

Setting and Clearing Tabs ............................................................................................. 77

Tab Stops with Leader Characters ................................................................................ 79

Summary ....................................................................................................................... 80


Lesson 6 ........................................................................................................................ 83

Editing Documents II ...................................................................................................... 83

Viewing Multiple Documents ....................................................................................... 84

Copy and Paste Multiple Items ..................................................................................... 86

Inserting One Document into Another .......................................................................... 88

Sorting Paragraphs ........................................................................................................ 90

Linked Text Boxes ........................................................................................................ 92

Bookmarks .................................................................................................................... 94

Create and Insert AutoText Entry ................................................................................. 96

Summary ....................................................................................................................... 99

Practice Exercises ....................................................................................................... 100

Lesson 7 ...................................................................................................................... 101

Changing the Look of a Document .............................................................................. 101

Headers and Footers .................................................................................................... 102

Page Numbering.......................................................................................................... 104

Numbering Lines ........................................................................................................ 106

Footnotes and Endnotes .............................................................................................. 108

Creating Borders ......................................................................................................... 110

Drawing Borders Around Text ................................................................................... 111

Page Borders ............................................................................................................... 113

Shading Paragraphs ..................................................................................................... 114

Columns and Headings ............................................................................................... 115

Breaking Columns ...................................................................................................... 117

Balancing Columns ..................................................................................................... 118

Summary ..................................................................................................................... 119



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Lesson 8 ...................................................................................................................... 122

Spelling and Grammar Checking ................................................................................ 122

Turning off Spell & Grammar Check ......................................................................... 123

Checking Spelling and Grammar ................................................................................ 124

Spelling and Grammar Options .................................................................................. 127

Thesaurus .................................................................................................................... 129

AutoCorrect................................................................................................................. 131

Creating Custom Dictionaries ..................................................................................... 133

Using Custom Dictionaries ......................................................................................... 135

Removing Custom Dictionaries .................................................................................. 137

Summary ..................................................................................................................... 138


Lesson 9 ...................................................................................................................... 140

Document Properties .................................................................................................... 140

Page Break .................................................................................................................. 141

Section Break .............................................................................................................. 142

Margins ....................................................................................................................... 145

Paper Size & Page Orientation ................................................................................... 147

Comments ................................................................................................................... 148

Track Changes ............................................................................................................ 150

Accept or Reject Tracked Changes ............................................................................. 151

Versioning ................................................................................................................... 152

Document Summaries ................................................................................................. 154

Document Statistics .................................................................................................... 155

AutoSummarize .......................................................................................................... 156

Using Passwords ......................................................................................................... 158

Summary ..................................................................................................................... 161


Lesson 10 .................................................................................................................... 163

Customizing Word ........................................................................................................ 163

Customizing Menus .................................................................................................... 164

Customizing Toolbars ................................................................................................. 166

Creating a Custom Toolbar ......................................................................................... 169

Word Options .............................................................................................................. 172

Save Options ............................................................................................................... 173

Print Options ............................................................................................................... 174

Summary ..................................................................................................................... 176


Lesson 11 .................................................................................................................... 178

Tables ............................................................................................................................. 178

Creating a Table .......................................................................................................... 179

Adding Information to a Table ................................................................................... 183

Moving and Selecting within a Table ......................................................................... 184

Selecting Cells Using the Mouse ................................................................................ 185

Creating Header Rows ................................................................................................ 186

Setting Margins ........................................................................................................... 187


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Adding and Deleting Rows ......................................................................................... 190

Adding and Deleting Columns.................................................................................... 191

Adjusting Column and Row Size ................................................................................ 193

Merging Cells.............................................................................................................. 195

Splitting Cells.............................................................................................................. 196

Using AutoFormat ...................................................................................................... 198

Borders and Shading ................................................................................................... 199

The Borders and Shading Dialog Box ........................................................................ 201

Sorting within a Table ................................................................................................. 204

Summary ..................................................................................................................... 206


Lesson 12 .................................................................................................................... 209

Calculations within Tables ........................................................................................... 209

Cell Referencing ......................................................................................................... 210

Formula Operators & Examples ................................................................................. 213

Inserting Formulas ...................................................................................................... 214

Recalculating Formulas .............................................................................................. 217

Show/Hide Field Codes .............................................................................................. 218

Functions used by the = (Formula) field ..................................................................... 219

The IF Function........................................................................................................... 222

Summary ..................................................................................................................... 224


Lesson 13 .................................................................................................................... 226

Graphics ......................................................................................................................... 226

Drawing Objects & Pictures ....................................................................................... 227

AutoShapes ................................................................................................................. 228

Lines and Curves......................................................................................................... 231

Formatting Drawing Objects ....................................................................................... 234

Aligning Drawing Objects .......................................................................................... 237

Grouping Drawing Objects ......................................................................................... 239

Rotating and Flipping Graphics .................................................................................. 240

Stacking Drawing Objects .......................................................................................... 241

Wrapping Text Around Graphics................................................................................ 243

Inserting Objects ......................................................................................................... 246

Inserting a WordArt .................................................................................................... 248

Inserting a Clip Art ..................................................................................................... 251

Inserting Charts ........................................................................................................... 253

Formatting Charts ....................................................................................................... 256

Inserting Microsoft Equation ...................................................................................... 260

Summary ..................................................................................................................... 262


Lesson 14 .................................................................................................................... 264

Styles............................................................................................................................... 264

Applying Styles ........................................................................................................... 265

Using the Style Dialog Box ........................................................................................ 267

Creating Styles ............................................................................................................ 269


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Assigning Keyboard Shortcuts ................................................................................... 273

Modifying Styles ......................................................................................................... 275

Removing and Deleting Styles.................................................................................... 278

Replacing Styles.......................................................................................................... 279

Viewing and Removing Style Names ......................................................................... 281

Following a Style with Another Style ......................................................................... 282

Copying Styles to Other Documents .......................................................................... 284

Printing Styles ............................................................................................................. 286

Themes and Style Gallery ........................................................................................... 287

Summary ..................................................................................................................... 289


Lesson 15 .................................................................................................................... 292

Templates and Wizards ................................................................................................ 292

Document Templates .................................................................................................. 293

Using a Document Template ...................................................................................... 294

Creating a New Template ........................................................................................... 297

Creating a Template Using Wizards ........................................................................... 298

Summary ..................................................................................................................... 302


Lesson 16 .................................................................................................................... 304

Mail Merge .................................................................................................................... 304

Mail Merge Feature..................................................................................................... 305

Setting View Options .................................................................................................. 306

Creating the Data Source Document........................................................................... 307

Using the Data Entry Form ......................................................................................... 310

Saving the data file...................................................................................................... 312

Editing the data file ..................................................................................................... 313

Viewing the Data Table .............................................................................................. 316

Sorting the Data Source File ....................................................................................... 318

Creating the Main Document ...................................................................................... 320

Checking for Errors..................................................................................................... 323

Performing the Merge ................................................................................................. 324

Creating Envelopes ..................................................................................................... 326

Summary ..................................................................................................................... 330


Lesson 17 .................................................................................................................... 332

Captions, Cross-References, Index and Table of Contents ....................................... 332

Inserting Captions ....................................................................................................... 333

Adding a Cross-Reference .......................................................................................... 336

Mark and Create Index Entries ................................................................................... 340

Create a Table of Contents .......................................................................................... 342

Update Entries and TOC ............................................................................................. 345

Summary ..................................................................................................................... 346


Index ........................................................................................................................... 348

Microsoft Word 2000 Word Basics

1

Lesson 1

Word Basics

Objectives:

By the end of this Lesson you should be able to:

Start Microsoft Word

Be familiar with the Screen Layout

Understand the Menus and Toolbars

Use the Office Assistant for Help

Exit Microsoft Word


2

Starting Word 2000

One way of starting Microsoft Word is through the Start button:

From the Windows Desktop, click the Start button, . You will see

something like this:

Place the mouse pointer over .

On the submenu that appears click .

You will see the Word screen after a few moments.

Note: Depending on the installation of Word and the Operating System on the computer, the above procedure may vary slightly.

Activities:

Start Microsoft Word following the steps above.

In the second step, click instead of and

then click . Do you see that this method also starts Microsoft Word?

Find other ways of opening Word.


3

The Word 2000 Screen

The following picture shows the main parts of the word screen:

The different components are described below:

Window Component Description

Title Bar Shows current document and application in use

Menu Bar Contains menu headings for accessing basic

commands

Standard Toolbar Contains buttons used for quick access to basic

features of Word

Formatting Toolbar Contains tools for changing the look of text

Standard Toolbar

Formatting Toolbar

Insertion Point

Document Window

Views

Status Bar

Title bar

Horizontal Ruler

Vertical Scroll Bar

Menu Bar

Browser

Office Assistant

Vertical Ruler

Horizontal

Scroll Bar


4

Window Component Description

Vertical/Horizontal

Ruler

Indicates Margin, Tab and Indentation settings

Scroll Bars Allow quick movement around document

Browser Allows quick selection of document parts

Insertion Point Position to insert text or graphics

Status Bar Shows status of the current document

Office Assistant On line Help facility

Activities:

Click the application icon on the title bar. You will see commands for controlling the application window. The Minimize, Restore/Maximize and Close buttons are also located on the far right of the title bar.

Click the menu on the menu bar to see the basic commands available under it. Repeat the same for each menu heading.

On the Standard toolbar, put the mouse pointer over the icon without clicking. The name of the icon appears in a moment.

Similarly, investigate the different icons on the Formatting toolbar.

See the status of the current document on the status bar.

Application Icon Minimize Maximize

Close


5

Menus and Toolbars

The Menu bar is displayed just below the Title bar at the top of the Word screen. Then

the Standard and Formatting Toolbars follow.

Opening a menu

Position the mouse pointer directly over the menu you want to open and click

once. A drop down menu with a list of commands appears.

Notice that some commands

o have pictures (icons) to the left (e.g., see the New… command)

o have keyboard shortcuts (e.g., Ctrl+N)

o are followed by three dots (ellipses)

o are followed by a right arrow (e.g., see the figure below)

o appear dim, pale, gray (ghosted). These commands are not available for

selection at the moment.

An arrow after command names indicates that another menu is available.


6

Three dots after the command indicate that dialog boxes are available for further

selections.

A picture to the left of a command is the button on the Toolbar, which will carry

out that command.

This dimmed command cannot be selected at the moment.

Click this arrow to see more commands

To select a command from the drop down menu, simply click on it.

Using Toolbars

Toolbars allow quick access to commands. When moving the mouse pointer over the

buttons on the Toolbar, Word displays the button name as a ScreenTip (also called a

ToolTip). When the button is selected it carries out a task.

Same commands


7

Examples of ScreenTips

Activities:

Move the pointer to the menu bar and click .

From the drop down menu, select . A fly out menu will be displayed.

Select Formatting and click on .

What happened? The formatting toolbar disappeared.

To show the formatting toolbar follow the same steps, i.e., click then

select and finally click .

Click the leftmost button on the Standard Toolbar. A new word document will be opened.

For the new word document, which commands are available on the standard toolbar, i.e., which commands are greyed? See, for example the

Copy command .

To close the new document, select the command from the menu.

Alternatively, you can close the new document by clicking on on the title bar.

Screen Tips


8

Keyboard Shortcuts

Shortcut keys are one or more keys you press on the keyboard to accomplish a task. They

provide quick methods to do frequently performed tasks such as opening and saving.

Opening a menu using the keyboard:

Press and release the Alt key on the keyboard. The File menu is now activated.

Notice that the letter F in is underlined.

To display the File menu, press the underlined letter F.

In the dropdown menu, choose a command by pressing the underlined letter in the

command name. To exit word, for example, press the letter x on the keyboard.

To close an open menu like the one shown above, press Esc on the keyboard.

Since the menu bar is still active, press Esc again to return to the document.

To execute a command without opening a menu, just press its shortcut key on the

keyboard. For example, to Print a document press Ctrl + P.

Activities:

On the keyboard press and hold the Ctrl key with your left index finger and at the same time press the letter N with your right index finger. That key combination is a keyboard shortcut for opening a new document!

Close the new document you just opened following the steps above, i.e., press the Alt key, then press the letter F and finally press the letter C on the keyboard.


9

Getting On-Line Help

Help helps you learn about Microsoft Word and find answers to questions you may have

as you progress. On-line tutorials that interact with the user are also available.

To get help:

Press F1 on the keyboard OR

Click from the menu bar and select OR

Click the Office Assistant button on the standard toolbar OR

Click the Office Assistant itself if it is on the screen.

If the topic you look for is in the list of options, click it. If not …

Type your question in the box below the list of options and click .

Select the topic of interest from the list displayed. Click to display

more options.

The Microsoft Word Help dialog box appears.

Search specific topics by selecting the tab or the tab or

the tab.


10

To close Help and return to the document, click the Close button .

For quick help select from the menu. Position the pointer

over an item and click it. A description of the item appears.

Activities:

Show or hide the Office assistant. [Hint: Click the Help menu]

Choose a different Office Assistant. [Hint: Right-click on the Assistant]

Open the Help dialog box shown above. On the Contents tab, click on the

plus sign of the book to expand it.

In the same way expand the book

Finally, click on and choose an option from the right

pane, say, and then read the steps.

Tip: Press Shift + F1 to use the 'What is this?' Pointer


11

Exit Word

Exiting Word is as simple as starting it:

Click the File menu once to display the drop down menu.

To completely close the application Word click Exit at the bottom.

Alternatively, click once on the upper Close button on the Title bar .

Note: If unsaved documents are still open, Word will ask if they require saving.

Tip: To exit word press Alt + F4 on the keyboard


12

Summary

To start Word, click the Word Icon .

To open a menu click once on the menu name.

To execute a command in a dropdown menu select the command and

click once.

To use Toolbars position the mouse over the correct button and click

once.

To get Help click the Office Assistant button .

To Exit Word click Exit from the File menu.


13

Practice Exercises

Exercise 1. What are the buttons on the standard toolbar you could use when creating

your first document?

Exercise 2. What is the difference between Save and Save As under the File menu?

Exercise 3. Move your mouse pointer to the File menu and click to see its dropdown

options. Close the dropdown menu by clicking away from it. Click on some

other menu items, like Edit or Format. Notice that some of the items in the

dropdown menu are faded, to let you know that the option cannot be used

right now.

Exercise 4. Click on Help, then Microsoft Word Help or click on the Office Assistant.

In the 'What would you like to do?' box enter "Creating Documents" and

click Search. Read through the documentation on this topic. Select various

items that interest you and read about them. In The same way search for the

topics: "Opening Documents", "Saving Documents" and "Closing

Documents".

Exercise 5. Check which items are true, if any.

__ The toolbars give you a way to perform a procedure.

__ The toolbars give you the only way to perform a procedure.

__ Menu items duplicate the toolbars.

Exercise 6. How can you find out what a button on a toolbar does?

Exercise 7. What is the menu-equivalent of the shortcut Ctrl + S?

Microsoft Word 2000 Document Basics

14

Lesson 2

Document Basics

Objectives


Create a New Document

Enter Text into a Document

Move the Cursor Around in a Document

Save and Close a Document

Open an Existing Document

Preview a Document

Understand the different ways to View Documents

Print a Document


15

Creating a New Document

When you start Microsoft Word, a new blank document is opened. It is also possible to

create a new document any time after word has been started.

To create a new document within Word:

Select from the File menu.

The New dialog box will appear on the screen.

The Blank Document template in the General tab is used by default. It is suitable

for most word processing tasks.

The other Tab options in this dialog box which provide useful templates are:

letters & faxes, Memos, Publications, Reports, etc.

Click to open a Blank Document.

Tip: A new document can be opened by clicking on the New button on the Standard Toolbar.

Templates


16

Entering Text

You enter text into a word document through the keyboard. At the end of each line the

computer automatically detects the end of the line and starts a new one. This is called

Word Wrap.

Open a new document following the steps in the previous section.

Start typing text in the document.

You may need to press the following keys while entering text:

Use the key To

Enter end a paragraph, to add a blank line or to start a new line

at any time.

Spacebar leave a space between words.

Shift enter a capital letter or one of the special characters above

the numbers.

Ctrl Home move the cursor to the beginning of a document.

Ctrl End move the cursor to the end of a document.

Caps Lock activate the Caps Lock feature, i.e. to enter text in capital

letters.

Tab advance the insertion point to the next tab stop.

Esc cancel the current command and return to the work

screen.

move the cursor up a line

move the cursor down a line

move the cursor to the left by one character

move the cursor to the right by one character.

Activities:

In the New dialog box, click each tab to see the different templates.

Which template is used to write a thesis? a resume?

Practice using the cursor movement keys displayed in the table above.


17

Saving a Document

To save a newly created document, i.e., a document that has not been

named:

From the File menu select . The Save As dialog box will appear.

Select the Drive and Folder in which you want to save the document.

Click here to select the drive/folder


18

Enter the name of the file in the File name box.

Select a type for the document to be saved in the Save as type box.

Click Save

To save/update a document that has already been named:

From the File menu select

Note: If a document is to be saved for the first time, selecting Save displays the same dialog box as Save As.

Tip: Click the Save button on the Standard Toolbar to save a document.

Activities:

Create a new blank document and enter text as described in the previous sections.

Save this new document following the steps above.

Observe that the name of your document appears on the title bar.

Create another new document.

Save this document using the Tip above.

Click Here


19

Closing a Document:

When you finish working with a document you must close it properly.

To close a document:


If the document has been saved already or no changes have been made, Word

clears the document from the active window.

If the document has not been named yet or if it is modified, Word displays a

message box asking if you need to save the changes.

Choose to the Save the document.

Choose to clear the document from the active window.

Choose to return to the document.

When the Office Assistant is not on the screen, Word displays a message box

prompting you to save any changes made before closing a document.

Tip: To close a document click on the Close button


20

Opening an Existing Document

To open an existing document:

Select the Open command from the File menu . You will see

the Open dialog box.

Click on the Look In: box. From the drop down list, select the drive and folder,

which contain the document you look for.

Click here to select the drive/folder


21

Click on the name of the file to be opened. It will be highlighted.

To open the file, double click the file name or click on .

To open recently used documents:

Near the bottom of the File menu, click once on the name of the file to be opened.

Be sure that the file is on one of the disks currently being used by the computer.

Tip: To display the Open dialog box, click on the Standard Toolbar.

Activities:

Open a new document and close it right away.

Open a new document, enter some text and close it.

Have you observed the difference between the two "close" actions? What is it?

Open the document you just closed using one of the three methods discussed above (That includes the Tip!)

A maximum of nine documents

that have been used by Word

recently are listed at the bottom

of the File menu.


22

Previewing a Document

Print Preview displays the document as it will look when printed.

To preview a document before printing:


Observe that this window contains the Print Preview toolbar:

Click to print the document.

Click on the Magnifier on the Toolbar to turn the magnifier on and off.


23

o Drag the pointer over the page. Click once to "zoom in" and get a close-up

view of your document.

o Click again to "zoom out" and see more of the page at a reduced size.

Click the One Page button to view a single page at a time.

o Press Page Down on the keyboard to see the next page.

o Press Page Up to see the previous page

o Or use the scroll bars.

Click the Multiple Page button to view as many pages as required.

Click the arrow next to the Zoom box and then select the zoom setting

you want to from the drop-down list.

Click the view ruler button to view or hide the ruler.

Click the Shrink to Fit button to condense the document by one page.

Click the Full Screen button to switch to Full Screen.

o In Full Screen you do not see the Toolbars and Menus.

o Click the button again to return all menus and toolbars.

Click to return to the Print Layout View of the document.

Tips: Click the button on the Standard Toolbar to go to Print Preview.

If you're using the Microsoft IntelliMouse pointing device, you can use it to zoom in or out. Just hold down CTRL as you rotate the wheel forward or backward.


24

Views

Microsoft Word provides many different ways to view a document. These are: Normal

view, Web Layout view, Print Layout view, Outline view, Web Page Preview and

Print Preview.

Normal View:

Work in normal view for typing, editing, and formatting text. Normal view shows

text formatting but simplifies the layout of the page so that you can type and edit

quickly.

To switch to normal view, click on the View menu or click the normal

view button shown in the figure.

Web Layout View:

Work in Web Layout View when you are creating a Web page or a document that

is viewed on the screen.

To switch to Web layout view, click on the View menu.

Normal View button


25

Print Layout View:

Work in print layout view to see how text, graphics, and other elements will be

positioned on the printed page.

To switch to print layout view, click on the View menu.

Outline View:

Work in outline view to look at the structure of a document and to move, copy,

and reorganize text by dragging headings.

To switch to outline view, click on the View menu.

Web Page Preview:

In Web Page Preview, you can see how your document will look in a Web

browser. You can return to your document in Word at any time.

Outline View button


26

To switch to Web page preview, click on the File menu.

Print Preview:

In print preview, you can display multiple pages of a document in a reduced size.

You can make editing or formatting changes before you print the document.

To switch to print preview, click the Print Preview button on the Standard

toolbar. See previous section.

Tip: You can switch between views by clicking the buttons , , , located at the right bottom corner of the word window.


27

Printing

To print the document that is displayed on the screen:

Select from the File menu to open the Print dialog box.

Changing the default settings:

Choose the Printer type you are going to use from the Name box by clicking on

the down arrow button at the right of the box.

To print the current page select .

Select to print a range of pages and/or specific

pages.

o Enter the page ranges and/or the specific page numbers separated by

commas. For example, you might enter: 1,5,10, 20–30


28

To print all pages select .

To print more than one copy select and increase

the number in the box.

o You can change the number of copies by clicking on the up arrow or down

arrow button to the right of the box

o Or type in the desired number of copies and then press Enter.

Click to start printing.

Activities:

If you have a printer connected to your computer, open a document and print a single copy of the first page.

Open up the Print dialog box again. Change the number of copies to 3, select pages to print, say, pages 1, 3 and 5 and click OK to send the pages to the printer.

Tip: Click on the Standard Toolbar to print the whole document.


29

Summary

To create a new document click

To save a new document select and then

To close a document click

To open an existing document click

To save document changes click

To switch to Print Preview click

To change the document view select from the view menu

To print a document click from the File menu

On the standard toolbar, click to print a document as a whole.


30

Practice Exercises

Exercise 8. If you create a new document and save it under the name of ANNUAL

LESSON PLAN 1994, what will the filename actually be?

Exercise 9. On a blank screen type in a short document that has at least three

paragraphs, with several sentences in each paragraph. As you type you

might see words selected with a red wavy underline. These are misspelled

words. To fix the problem right click on the underlined word; you will see a

list of possible correct spellings from which you can choose.

Exercise 10. Save the document you have created under the name of "practice

paragraphs" in your default folder. Notice what folder Word 2000 is using.

It is probably the "My Documents" folder on drive C. Use the Save As

option to save a copy with the same filename to an external disk. Close the

current document.

Exercise 11. Bring up the "Open" dialog box to open "practice paragraphs". You may

notice that Word 2000 goes back to look at the external disk, since that is

the last place you saved a file. Change it to look at your folder on the hard

drive where you are keeping your Word documents. Experiment with the

buttons at the top of the dialog box. Click once on a file in your folder and

then click on the Views button three times to see the file's contents.

Exercise 12. Type a couple of paragraphs about yourself and save the file to your hard

drive under the name of "personal description." Print this document. Now

add another sentence and select the option of Close under FILE. What

happens?

Exercise 13. Open the " personal description " file and then go back to the "Open" dialog

box and try to open the same file again. What happens? Close the files that

are open.

Exercise 14. In the "Open" dialog box click the down arrow beside the Open command,

select "Open read only," and then open the " practice paragraphs" file. Add

some words to the document and then click on FILE and Save. What

happens?

Exercise 15. Open a document. Use the different ways to view the document: Normal

View, Outline View etc. Observe the differences.

Microsoft Word 2000 Editing Documents I

31

Lesson 3

Editing Documents I

Objectives:


Move Around in a Document

Insert and Delete Text

Type over Text

Select Text

Undo and Redo

Drag and Drop Text

Find and Replace Text

Change Text Case

Insert Symbols and Special Characters


32

Navigating a Document

Moving around a document is possible either by using the mouse or by using the cursor

keys.

Using the mouse

Using the cursor keys

Some useful cursor movement keys are listed below:

Description Key Press

Beginning of a line Home

End of a line End

Beginning of a document Ctrl Home

End of a document Ctrl End

Up one window Page Up

Down one window Page Down

Beginning of the next paragraph Ctrl

Select Browse Object.

Scrollbar arrows move the document up/down.

Moving the Scroll Button up or down displays the page numbers. Release the mouse when see the desired page number.

Clicking an empty area on the Scrollbar moves the document by one screen up or down.

Click here to go to the Previous Page.

To move from left to right across a page use the horizontal scrollbar.

Click here to go to the Next Page.


33

Description Key Press

Up one paragraph Ctrl

Next word Ctrl

Previous word Ctrl

Up one page Ctrl Page Up

Down one page Ctrl Page Down

Tip: To move the cursor to a particular point on the screen, simply position the mouse and click the left button.

Using the Browser:

Click on the Select Browse Object button on the vertical scroll bar.

The list of all items that can be browsed appears.

When you move the mouse over a browse type such as , a description appears

at the bottom of the display.

Click on an item to select the type of browse you want, say, by table .

Note that Previous and Next buttons change color to blue.

Click on the Previous button to move to the previous occurrence of the selected

item (For example, to the previous table if there are two or more tables in your

document.)

A description appears here


34

Click on the Next button to move to the next occurrence of the selected item.

To reset the scroll bar, choose to Browse by Page .

Tip: To return to a previous editing location, press SHIFT F5 until you reach the location you want.

Activities:

Practice scrolling with the vertical scroll bar. Does the location of the insertion point on the status bar change?

Press Ctrl End. Where is the insertion point?

Press Ctrl Home. Where is the insertion point?

Press the other cursor movement keys and observe the status bar. [See the table that starts on page 2.]

Click on Select Browse Object and then browse by page. What changes do you observe on the status bar and on the document itself?

Observe the difference between Pressing the Home key and Pressing the Ctrl and Home keys together.

Observe the difference between Pressing the Page Up key and Pressing the Ctrl and Page up keys together.

You know where the insertion point is if you look here on the status bar


35

Inserting and Deleting Text

Deleting Text

Deleting a character using the Backspace key

o Position the cursor to the right of the character

o Press the Backspace key.

Deleting a character using the Delete key

o Position the cursor to the left of the character

o Press the Delete key.

Inserting Text

Position the cursor where the text is to be inserted.

Type in the text.

Note: The mouse pointer changes to the I-beam pointer when it is moved over a text.

Activities:

Open a new word document (Click on the Standard toolbar).

Type in the following text: If you prefer to learn new software by exploring it, start Microsoft Word and take

a look around. You can easily find most of the tools and commands that you need

on the Standard and Formatting toolbars and on the Word menus. If you need

help, type your question in the Office Assistant, and then click Search.

On the first line, click just to the right of the comma. Press the backspace key to delete the phrase "If you prefer to learn new software by exploring it,"

Now, bring the cursor at the beginning of the second sentence. Press the delete key until the second sentence is removed entirely.


36

Selecting Text

You can select text using the mouse or the keyboard. First, let us see the mouse option.

To select a word

Move the I-beam pointer over the word and double click the left mouse button OR

Drag the I-beam from the beginning to the end of the word.

To select a sentence

Hold down the Ctrl key and click once anywhere within the sentence OR

Drag the I-beam from the beginning to the end of the sentence.

To select a line

Move the mouse to the left of the line you want to select until the pointer changes

to . Click once to select the line.

To select multiple lines simply drag the mouse up or down while holding the left

mouse button.

To select a paragraph

Position the mouse on the left margin next to the paragraph to be selected then

double click.

While holding the left mouse button move the mouse up or down to select

multiple paragraphs.

To select an entire document

Position the mouse in the selection area then treble click.

To remove the selection (highlighting)

Click once anywhere within the active document.


37

Selecting text using the keyboard

Press F8 to enter the extended mode (EXT on the status bar becomes bold).

o Pressing F8 a second time will highlight the word within which the

insertion point currently lies.

o Pressing F8 again will select the sentence.

o Continue pressing F8 to select the entire document.

To invert text selection press Shift F8.

To leave extended mode, press Esc (EXT on the status bar becomes dimmed).

To select text using the cursor movement keys, move the cursor to the beginning

of the text to be selected. Press the cursor movement keys until the desired

amount of text is selected.

Tip: To select an entire document press Ctrl A.

Activities:

Open up an existing document having at least two pages.

Using the different methods you just learnt select and deselect

a word a phrase

a sentence multiple lines

multiple paragraphs entire document

Not in extended mode In extended mode


38

Inserting and Typing Over Text

When you type, word inserts text into your document without deleting existing text, i.e.,

the default is Insert mode. To replace existing text as you type, select the Overtype mode.

Look at the status bar now….

If OVR is dimmed, Insert mode is on:

If OVR is bold, Overtype mode is on:

To switch to overtype mode:

Double-click OVR on the status bar OR

Press the Insert key on the keyboard

To turn Overtype off and return the document to Insert mode:

Double clicking OVR on the status bar again OR

Press the Insert key on the keyboard


39

Undo and Redo

Undo reverses actions already performed and Redo allows reversal of the Undo.

To reverse an action just performed:

Select Undo from the Edit menu immediately after the action has been carried

out.

The exact name of the Undo command will depend on the last action performed.

Some Examples are given below:

If you were The undo command looks like

Typing

Deleting

Applying bold style

If the Undo action is to be reversed, select Redo from the Edit menu.

Alternatively:

Click the Undo button on the Standard toolbar to undo the last action.

Click the Redo button if you change your mind after using Undo.

Clicking the arrow next to the Undo/Redo buttons displays a list of the most

recent actions you can undo/redo.

Tip: To Undo press Ctrl Z, to Redo press Ctrl Y on the keyboard.


40

Drag and Drop

Drag and Drop is a feature of word that helps quickly move text within a document.

Moving text to a new location:

Select the text to be moved.

Hold down the left mouse button while the pointer is over the selected text. Note

that the pointer changes its form to and the Status Bar displays the message

Move to where?

While holding down the left mouse button drag the pointer to the position the text

is to appear.

Release the mouse button. The text appears at the new position and disappears

from its original position.

Copying a text:

Select the text to be copied.

Hold down the Ctrl key while the pointer is over the selected text.

Press the left mouse button. The pointer appears as and the Status bar reads

Copy to where?

Drag the text to the location you want and release the mouse button.

Note: Dragging a selected text while holding down the right mouse button displays a pop-up menu when the button is released at the insertion point. Choose the desired option from the pop-up menu.


41

Tip: To move text select the text and point to where the text is to be positioned. Hold down the Ctrl key and right-click the mouse.

To copy text, select it and point to where the text is to be positioned. Hold down both the Shift and Ctrl keys and right-click the mouse.

Activities:

Open up a word document you created in lesson 2 OR

Create a new document and type two or more paragraphs of text.

Select a sentence.

Move it to the end of the paragraph.

Now click on the Undo button on the standard toolbar. What happens?

Select another sentence and type over it.

Now click on the Undo button to see what happens.


42

Search and Replace

Microsoft Word has a facility to search and find a specific text in a document and replace

it if necessary.

To search for a word:

Select from the Edit menu.

The Find and Replace dialog box appears.

Enter the word or text to search for in the Find what box.

Click on to begin the search. If a match is found, it is highlighted.

Continue clicking the button to search for other occurrences of the

same string as before.

When you finish the search process, click on to close the Find and

Replace dialog box.

Note: The text entered in the Find what box is stored (and even saved when the file is closed) as the default search string so that the search can be repeated at a later time.

Advanced Search:

Click on to modify the search.


43

Select the options you want. For example, select Match case if you want the

search to be case sensitive.

Click on to search according to font, paragraph, style, etc.

Click on to find special characters such as tabs or section breaks.

Close the Find dialog box when you are done.

To replace each occurrence of a word or phrase with an alternative:

Select from the Edit menu OR

Click on the tab on the Find and Replace dialog box.


44

Enter the search string in the Find what box and the replacement word(s) in the

Replace with box.

Click on .

Click on to replace the text in the Find what box.

Click on to replace all occurrences.

Select for advanced search and replace.

Close the dialog box when complete.

To Go To a specific location within the current document:

Select from the Edit menu.

The Find and Replace dialog box appears.

From the Go to what list box make a selection.

Enter the page number.

Click on to move to the specified location.

Click on to finish.

Tip: To open the Find and Replace dialog box click on the button on the

vertical scroll bar and then click on or press F5 on the keyboard.


45

Activities:

Open a word document with several pages.

Go to the Edit menu and select Find.

Type the word to look for in the Find What box and click on Find Next.

Proceed until you get the message "Word has finished searching the document."

Close the dialog box.

Now put your insertion point at the start of the document.

Bring up the Replace dialog box.

The Find What box should have the search text you already entered.

In the Replace With box type the substitute text.

Click More for more options

Choose Sounds like

Using the Find Next and Replace buttons, work your way through the document, replacing the phrase where it is appropriate.

Now press the shortcut key Ctrl G on the keyboard. What happens?

In the Enter page number box enter +3 and click Go To. That will take you three pages forward from the current page.

Go to line number 55. First select Line from the Go to what list box and then enter the line number.


46

Changing Case

To change the case of a group of characters:

Select the characters.

Select from the Format menu.

You will see the Change Case dialog box.

Select the desired case type from the five options and click OK.

Tip: To change the case of a text, select it and press Shift F3.

Activities:

Open a word document.

Select a phrase or a sentence.

Open up the Change Case dialog box.

Change the case of the selected text to title case. What happens?

Continue practicing each time choosing a different case.

While the text is selected, press the key combination shift f3 three times. Observe how the case is changing.


47

Symbols and Special Characters

To use symbols not available directly from the keyboard:

Click where the character is to appear in your document.

Go to the Insert menu and choose . The Symbol dialog box appears.

If necessary, on the Symbols tab click the down arrow to change the Font (say, to

Tahoma) and view more symbols.

Click a symbol to get a better look.

To insert a symbol in the document either double-click it OR

Click once on the symbol and then click on .

Click here to see more fonts

Click to choose a different font


48

To use special characters not available directly from the keyboard:

Select the tab .

Select the special character you want from the list.

To insert it into your document, click or double click it.

Some of the characters have keyboard shortcut keys that can be used to insert

them. In the picture below, you can see that pressing keys Alt, Ctrl and C

together inserts the copy right symbol ©.

Select Close to exit the Symbol dialog box.


49

Summary

To move the cursor, click once at the desired position.

To delete characters, use the Backspace or the Delete key.

To select a word, double click on the word.

To select a sentence hold Ctrl and click on the sentence.

To select a line at a time, move the pointer to the left of the line, press

and hold the left mouse button and drag it up or down.

To select the entire document, press Ctrl A.

To overtype text, double click OVR on the Status Bar.

To Undo or Redo a command, click on or .

To change text case press Shift F3

To move text, select it and drag.

To copy text, select it, press Ctrl and drag.

To find and/or replace text, choose Find or Replace from the Edit

menu.

To Go To a different location in a document, press F5.

To insert symbols and special characters in a document, choose

Symbol from the Insert menu.

To browse select on the vertical scroll bar.


50

Practice Exercises

Exercise 16. What are the two ways to select a sentence using the mouse?

Exercise 17. What are the two ways to select a paragraph using the mouse?

Exercise 18. What menu item lets you select the entire document?

Exercise 19. If you want to select with arrow keys, what function key do you press to

turn on selection?

Exercise 20. What is a quick way to select from your current location to the end of the

document?

Exercise 21. If you perform some editing action you do not like, how can you reverse the

action?

Exercise 22. You will need some text to practice selecting. Create and save a file that is

about a page and a half long. Have multiple paragraphs in the document.

Make the first line in the document a title. Save it as "Text practice." Be

sure to keep a clean copy of this for later use.

Exercise 23. In the document "Text practice" you created in Exercise 7, how do you find

white spaces and replace them with hyphens?

Exercise 24. How do you insert the trademark symbol ™ using the keyboard?

Exercise 25. If you want to insert the fractions ¼, ½ and ¾ what must you do?

Microsoft Word 2000 Formatting Characters

51

Lesson 4

Formatting Characters

Objectives:


Apply Bold, Italic and Underline Formatting to Text

Turn Formatting Features On and off

Change the Font Type and Size of Text

Use the Font Dialog Box

Cut, Copy and Paste Text

Add and Remove Drop Caps


52

Bold, Italic and Underline Styles

Formatting means changing the look of text. Character formatting may be applied while

entering text or by selecting text already entered.

Formatting text using keyboard shortcuts:

Click where you want to enter text in your document.

Press Ctrl B and start typing. The text appears bold.

Press Ctrl I to italicize the text you type.

Press Ctrl U to underline the text.

To return to a normal format press Ctrl Spacebar, or repeat the key press.

Formatting text using the Formatting toolbar:

The formatting toolbar shown below is the easiest way to change many attributes of text.

First move the insertion point where you want to enter the new text.

Click once on one or more of the buttons on the Formatting toolbar.

Type in the text. Observe that the text appears with the formatting feature applied.

To turn off the selected style click once more on the depressed button.

Note: When a button is clicked with the mouse it looks depressed. For

example, Bold is selected here: . Click it again to deselect it


53

Normally, formatting is applied on text already entered.

To change the appearance of existing text:

Select the text to be changed.

Use the keyboard or the formatting toolbar to apply the desired format.

To turn off bold, italic and underline features:

Select the formatted text.

Apply the particular formatting feature for a second time or

Press Ctrl Spacebar.

Tip: To format a single word, click within the word and apply the required format.

Activity:

Open a new document or the document you created in Lesson 3.

Before you start typing text, apply bold, italic or underline format.

Now type in a few words. What do you observe?

Press Ctrl Spacebar and enter a few more words. What happens?

Place the pointer over a word and click it. Then click bold on the formatting toolbar. Click bold again. What do you learn from this action?

Select a sentence or paragraph using one of the selection methods you learnt in Lesson 3.

Apply bold, italic or underline formatting using the mouse and then the keyboard.


54

Font Types and Sizes

A font is a style of print. Look at the following examples and note the difference:

The font of this text is Times New Roman

The font of this one is Arial

And this one is Courier New

I am free style script

You choose font from the Font box located on the Formatting Toolbar.

Some fonts may not be available on your computer. The software and the particular

printer you use determine which fonts are available. Fonts may be changed either prior to

or after text entry.

To define a font before entering text:

Move to the point where you want to apply a different font.

Click on the arrow at the right of the font box as shown in the picture above.

Select a font to be used from the list. This font will be used from this point

onwards in the document until another font is selected.

To change the font of a text already entered:

Select the text whose font is to be changed.

Change the font using the font box.

To remove the highlight click once with the moth.

Font combobox Click here to see all available fonts


55

The size of text can be changed using the Size box, , located to the right of the font

box on the Formatting Toolbar.

To set text size before typing:

Click where the new size is to be applied.

From the Size box select the required size.

Type in the text.

To change the size of previously entered text:

Select the text by any selection method.

Choose the required size from the size box.

Tip: To change the font or size of a single word, click within the word and choose the required font or size from the appropriate box.

Activities:

Select a text and press Ctrl Shift F. Look at the font box; it is highlighted!

Type in the required font name, say, Arial black, and press Enter. What happens?

Select a text and press Ctrl Shift P. The size box is highlighted.

Type in the required font size, say 36, and press Enter. What happens?

Select a text, press and hold Ctrl Shift > and observe the changes.

Press and hold Ctrl Shift < and observe the changes.

Select a text, press Ctrl ] and see the changes.

Next press Ctrl [.

What is the difference between Ctrl Shift > and Ctrl ] ?

What is the difference between Ctrl Shift < and Ctrl [ ?


56

The Font Dialog Box

Using the Font dialog box is useful to change many features at once. It controls many

traits, such as the color, underlining options, and effects like strikethrough, shadow,

emboss superscript and subscript in addition to font type, style and size.

To use the Font dialog box:

Select the text to be formatted in your document.

Choose from the Format menu.

The Font dialog box is displayed.

At the top of the tab you can choose

o the font type,

o the font style and

o the font size from the list boxes.


57

Change the font color, underline style and underline color if necessary:

Adjust character spacing using the tab:

To animate selected text, click the tab.


58

In the Animations box, choose the effect to be applied.

Click OK.

Tip: To change the color of text use the Font Color button, , on the Formatting Toolbar.

Activities:

Open a word document and select text.

Apply double underline, emboss and engrave effects.

Preview the changes in the Preview box.

Select the title of your document or, if it doesn't have, add a title (say, Formatting Text) and select it.

Change the character spacing from normal to expanded (by 10 points)

Set the scale to 150%.

Preview the changes.

Look here


59

Cut, Copy and Paste

Cut, Copy and Paste are commonly used commands to move text from one location to

another in a document. They can be accessed through the Edit menu

Or the Standard toolbar:

To move text to another location:

Select the text you want to move.

Select from the Edit menu or click on the Standard toolbar.

Move the insertion point to the position where you want to paste the text.


To copy text:


Select from the Edit menu or click on the Standard toolbar

Move the insertion point to the position where you want to paste the text.


Note: The Cut command removes the selected text from the document and places it in a temporary storage area called the clipboard. The Copy, however, command does not remove text from the document but places a copy of it in the clipboard.


60

Drop Cap

The Drop Cap command enables you create a large dropped initial capital letter at the

beginning of a paragraph.

To create a dropped capital letter:

Click the paragraph that you want to begin with a "drop cap". The paragraph must

contain text.

On the Format menu, click .

Click Dropped or In Margin.

Select any other options you want.

Click OK.

To remove a Drop Cap:

Click in the paragraph where you have the Drop Cap

In the dialog box shown above select None

Click OK


61

Summary

To underline, bold or italicize text click on the buttons , , .

To change the font select from .

To change font size select from .

To open the Font dialog box click Format/Font on the menu bar.

To cut, copy and paste click on the buttons .

To create/remove a dropped initial capital letter choose Format/Drop

Cap from the menu bar.


62

Practice Exercises

Exercise 26. Type the following text exactly with formatting shown and save it as

FORMATTING TEXT in your floppy.

Printed newspapers, periodicals, and books often contain a variety of character

formatting. Words may appear in boldface, italic or underlined.

Some sentences may contain characters with combination of characters

formatting.

A SINGLE WORD or group of WORDS may appear in boldface italic, or italic or

underlining.

Besides you could prepare the text using the strikethrough, SMALL CAPS, ALL CAPS or

double underline feature. To write chemical formula like H2O, CO2, use the subscript

character. However, you should use the superscript

for writing the famous quadratic equation

ax2 + bx +c = 0.

Using text formatting, you could emphasis text with big, bigger, or biggest

character sizes. You could also change the font style along with the change in size. Some

of the font types are Script, Arial, Courier New, Comic Sans Ms.

Exercise 27. Use the font buttons on the Formatting toolbar and select Times New

Roman for the font type, and 12 pt as the size. Next you need to create a

document that is one and a half page long, and that has three titles for

sections of the document. For example,

My First Experiences with Computers, Things I Like

About Word, Thoughts About Computers in the Future

Exercise 28. After you create this document save it under the name of "Computer

Experiences." Be sure to keep a clean copy of this document for later work.

For now, do the following:

Select the titles and use the fonts buttons on the Formatting toolbar to

select Arial for the font type and make it a 20-point size.

Select a paragraph and create a drop cap.

Exercise 29. Using the "Computer Experiences" document, make one of the headings

bold, the other heading, italic and the remaining heading underlined. Add

the title "Computer Experiences" to the top of the document, and make it

bold, italic, and underlined. Do not save these changes.

Microsoft Word 2000 Formatting Paragraphs

63

Lesson 5

Formatting Paragraphs

Objectives:


Indent Paragraphs

Align Text

Create Bulleted Lists or Paragraphs

Create Numbered Lists or Paragraphs

Customize Bulleted or Numbered Lists

Apply Multilevel Numbering

Set and Change Line and Paragraph Spacing

Set and Clear Tabs

Align Tab Stops and Set Leaders


64

Paragraph Indentation

A paragraph has its own formatting features such as indentation, alignment, spacing, and

styles. The way you format paragraphs depends on your personal test and the type of

document you prepare. You can format different paragraphs differently within the same

document.

To increase the left indent of a whole paragraph:

Select the paragraph to be indented or click within it.

On the Formatting toolbar, click on the Increase Indent button , as many

times as necessary.

To decrease (remove) the left indent of a whole paragraph:

Select the paragraph.

Click on the Decrease Indent button, , as many times as necessary.

Alternatively:

Click at the beginning of any line within the paragraph (except the first)

Press the Tab key to increase the indent.

Press the Backspace key to remove (decrease) it.

Activities:

Open the document "Computer Experiences" from Lesson 4.

Select a paragraph and press Ctrl M. Observe the changes to the paragraph.

Select a paragraph and press Ctrl Shift M. What happens?

Click at the beginning of the first line of a paragraph, and press Tab; how is the paragraph changing this time?


65

Indenting Using the Ruler.

The picture below shows the different indent markers on the horizontal ruler. If you don't

see the horizontal ruler, click Ruler on the View menu.

To set a left indent:

Select the paragraph to be indented or click anywhere within the paragraph.

On the horizontal ruler, drag the Left Indent marker to the position you want.

Notice that the Hanging Indent and the First Line Indent markers are moved at the

same time.

To set a right indent:

Select (or click within) the paragraph to be indented.

On the horizontal ruler, drag the Right Indent marker to the position you want.

To set a first-line indent:

Select (or click within) the paragraph you want to indent.

Drag the First Line Indent marker on the horizontal ruler to the position you want.

To set a hanging indent:

Select (or click within) the paragraph in which you want to create a hanging

indent.

On the horizontal ruler, drag the Hanging Indent marker to the position where

the indent should start.

Notice that the first line of the paragraph does not move.

First Line Indent

Left Indent

Right Indent

Hanging Indent


66

To remove indentation:

Drag the appropriate mark on the horizontal ruler back to the default position.

Tip1: Press Ctrl T to create a hanging indent and press Ctrl Shift T to remove it.

Tip2: To set precise paragraph indentations use the Indents and Spacing tab from the Format menu, Paragraph command. In the Special list under Indentation, you can select First line or Hanging. In the By box, set the amount of space. A preview shows the results of your adjustments.

Activities:

Enter the following paragraph in a new document.

Human co-workers report that the robot is pleasant to work

with and "doesn't complain much". In fact, the robot doesn't

talk. Human co-workers report that the robot is pleasant to

work with and "doesn't complain much". In fact, the robot

doesn't talk.

Set the left indent at 1 cm.

Set the right indent at 13.5 cm.

Set the first line indent at 1.5 cm.

Set the hanging indent at 2 cm.

Remove all the indentations.

Now on the menu bar click FormatParagraph.

On the Indents and Spacing tab set all types of indents.


67

Horizontal Alignment

Horizontal alignment determines the appearance and orientation of the edges of selected

text in relation to the page margins. Word provides four choices to align text: left, right,

centred and justified. The alignment buttons are found on the Formatting toolbar.

To align text or paragraph:

Select the text or click within the paragraph.

Click on the appropriate alignment button on the formatting toolbar.

The effect of using the alignment buttons is summarized in the table below:

Alignment button Effect on text

Left Text will have straight left margin but ragged right margin.

Center Each line of text will be centered between the margins.

Right Text will have straight right margin but ragged left margin.

Justify Text will have straight left and right margins.

Tip: Alternatively, alignment options could be applied to a selected paragraph by choosing Alignment from Indents and Spacing tab (Format menu, Paragraph command)

Align Left

Center

Align Right

Justify


68

Start Alignment In a New Line

Start a new line of text and make sure you are in a print layout view or Web layout view.

On the new line, do one of the following:

To insert left-aligned text:

Move the I-beam pointer to the left margin until you see the Align Left icon .

Double-click, and then start typing your text.

To insert center-aligned text:

Move the I-beam pointer until you see the Center icon .


To insert right-aligned text:

Move the I-beam pointer until you see the Align Right icon .


Activities:

Select the paragraph you wrote in the previous section.

Press the following keyboard shortcuts one at a time and learn what they mean:

o Ctrl L

o Ctrl R

o Ctrl E

o Ctrl J

Open a new document. Using the Centre icon, write a centre-aligned text


69

Bulleted Lists

Microsoft word provides listing features to create a bulleted or numbered list. In this

section, you will learn how to add bullets to existing text and how to start automatically

bulleted lists as you type.

To apply bullets to a list or paragraphs:

Select the list or paragraphs to be bulleted.

Click the Bullets button on the Formatting toolbar.

Bullets will be automatically applied to the selected text.

To remove bullets select the text and click the button once again.

To create bulleted list or paragraphs automatically:

Press Enter to begin a new paragraph.

Click the Bullets button on the Formatting toolbar.

Type the first entry and press Enter. This creates a new bullet on the next line.

Continue to type entries and press Enter at the end of each entry.

To start a new line without adding another bullet, hold down the Shift key while

pressing Enter.

When you are finished, press Enter twice to end the list.

Tip: Begin a new paragraph, type a hyphen (-) or an asterisk (*) followed by a space or a tab, add some text, and press Enter to end the paragraph. Word automatically converts the paragraph to a bulleted item.


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Numbered Lists

Numbered list are created in exactly the same way as bulleted lists.

To apply Numbering to a list or paragraphs:

Select the list or paragraphs to be numbered.

Click the Numbering button on the Formatting toolbar. Numbering will be

automatically applied to the selected text.

To remove numbering select the text and click the button once again.

To create numbered list or paragraph:

Click the Numbering button on the Formatting toolbar.

Type the first entry and press Enter. This creates a new number on the next line.

Continue to type entries and press Enter at the end of each entry.

To start a new line without adding another number, hold down the Shift key while

pressing Enter.

When you are finished, press Enter twice to end the list.

Tip: Begin a new paragraph, type 1., press the spacebar or the tab key once, add some text, and press Enter to end the paragraph. Word automatically converts the paragraph to a bulleted item.

Activities:

Open a new document and type in a title like "These are things I do typically on the computer:" and press Enter

Click on the Bullets or Numbering button on the Formatting toolbar and create a list.

When finished, press Backspace to stop the listing.

Name the document "Listing Practice" and save it.


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Modifying Bullet / Numbering Formats

You can change the images of bullets in a list and numbering formats.

Select the bulleted or numbered list you want to change.

Select from the Format menu or right click within the list

and select from the shortcut menu.

The Bullets and Numbering dialog box pops up.

Click the tab ( or ) for the type of list to be modified.

Do one of the following:

o Select the list style from one of the seven choices given, OR

o Click to select an icon for the bullet OR

o Click and select the formatting options you want.


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Click OK (once or twice as the case may be) when you finish.

Activities:

Open the document "Listing Practice" you created in the previous section.

Go to the bottom of the list and add this sentence "There are things I want to learn next year:" and press Enter.

Click on FORMAT, and then select Bullets and Numbering.

Choose a numbered list style

Click Customize. You will see the Customize Numbered List box similar to the one shown above

Choose Arial font for your numbered list

Choose "centre" for the number position

In the "Aligned at:" box type in the desired number or use the small arrows at the right of the box.

Change the text position by typing in the "Indent at:" box or by using the small arrows at the right of this box.

View the changes in the Preview window

Click OK

Click OK again.


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Nested Lists

Nested lists are lists with multiple levels.

To create lists of multiple levels:

Type the list.

Highlight the items that will make up the nested list.

Increase the indentation by clicking on the Increase Indent button .

Here is an example:

Activities:

Create the list shown in the left box above.

Highlight the items 2, 3, 4, and 5.

Click on the increase indent button on the formatting toolbar.

Note that item number 6 (Lesson 2) becomes item number 2.

Now click on item number 3 (Creating a New Document)

Click on the increase indent button on the formatting toolbar.

That is it! You have something like the picture on the right above.


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Alternatively, you can create multilevel numbering as follows:

Select the text to be formatted. (You can also create a list from scratch.)

On the Format menu, click Bullets and Numbering, and then click the Outline

Numbered tab.

Double click the multilevel format you want.

Use the increase indent button to create the multilevel numbering.

Note: Click on to change the preset options of the selected numbering style.

Tip: To remove the numbering style from a text, select the text, click

FormatBullets and NumberingOutline Numbered, select None and click OK.


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Line and Paragraph Spacing

Word offers spacing capabilities by which you can adjust the vertical space between lines

of text or paragraphs. The default line spacing is single.

To adjust line spacing:

Select the paragraphs in which you want to change line spacing or paragraph

spacing.

Choose the command from the Format menu.

Click on the tab.

Under Spacing, do one of the following:

o To change line spacing, select the options you want in the Line spacing

box.

Click here for more options


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o To add spacing before or after each paragraph, enter the spacing you want

in the Before or After box.

Preview the changes made in the Preview box and click Ok.

Notes: If you select Exactly all lines will be spaced evenly; if you select At least word adjusts the line spacing to accommodate larger fonts or graphics; If you select Multiple, the line spacing will be determined by the percentage you specify. In all cases enter the amount of space you want for each line in the At: box.

Activities:

Open the document "Computer Experiences".

Click within a paragraph.

Press Ctrl 1. Observe that single spacing is applied.

Press Ctrl 2. Now the spacing between the lines is doubled.

Press Ctrl 5. What happens?

Now choose "At least" 20 pt for the line spacing.

Choose "Multiple" and type in 1.5 in the "At:" box and press Enter. This will increase the line spacing by 50%. If you type 0.7 in the "At:" box the line spacing will decrease by 30%.

Select two or more paragraphs.

Practice increasing or decreasing the spaces between the paragraphs.

Tip: To increase the spacing before a paragraph by a line, press Ctrl 0 (zero). The same key press will remove line spacing from before a paragraph.


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Setting and Clearing Tabs

Tabs are a precise measurement for aligning text in a document. By default, tab stops are

set every 1.27cm.

To set tab stops using the ruler:

Select the paragraph(s) in which you want to set a tab stop or start a new line.

Click on at the far left of the horizontal ruler until it changes to the type of tab

you want:

Left Tab or Center Tab or

Right Tab or Decimal Tab or

Bar Tab

Click the horizontal ruler where you want to set a tab stop.

Note: if you do not see the horizontal ruler, select Ruler from the View menu.

Activities:

Open a new word document.

Choose the Center Tab, , at the far left of the horizontal ruler.

Click at 1cm, 6cm and 11cm on the horizontal ruler as shown below.

Press Tab on the keyboard. Type in "Student Name". Press Tab again. Type in "School". Press Tab. Type in "Training". Press Enter twice.

Press Tab. Type in "Misrak Alemu", press Tab, Type in "Misrak Goh", Press Tab, type in "Basket ball". Press Enter. Repeat this step for 5 - 10 students.

Tip: Unwanted Tabs could be removed by dragging the markers off the ruler.


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To set tab stops using the Tabs dialog box:

Select the paragraph(s) in which you want to set a tab stop OR

Start a new line where the tab setting is to start as text is entered.

On the Format menu, click on the command .

In the Tab stop position: box type a value (say 12cm.)

Change the alignment (Left, Center, Right, Decimal or Bar) if necessary.

Click on .

Continue creating as many tabs as needed.

When finished click OK to apply the new setting(s).

In the document press Tab to move to the Tab stop position.

To clear tab settings:

Bring up the Tabs dialog box shown above.

From the list of tabs, select the one to be cleared and click on .

If you want to clear all tab settings, click on .

Click OK to return to the document.


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Tab Stops with Leader Characters

A leader character is a solid, dotted or dashed line that fills the space used by a tab

character.

To set tab stops with leader characters:

Select the paragraph in which leader characters are to be inserted before a tab

stop.

On the Format menu, click on .

In the Tab stop position box, type the position for a new tab, OR

Select an existing tab stop to which you want to add leader characters.

Under Alignment, select the alignment for text typed at the tab stop.

Under Leader, click the leader option you want.

Click on .

Note: To change the type of an existing tab stop, remove it before replacing it with one of the required type.

Activities:

Create the following document exactly as it appears and save it under the name "Practicing Tabs".

Left Tab Right Tab

Dotted Leader


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Summary

To align text, click on one of the buttons .

To indent or remove indentation, click on the buttons .

To create numbered/bulleted lists click the buttons .

To change line spacing press Ctrl 1, Ctrl 2 or Ctrl 5.

To increase or remove the spacing before a paragraph press Ctrl 0.

To change tab alignment click at the far left of the ruler.

To set Tabs click on Ruler.

To change Tab stop drag the marker along Ruler

To remove Tabs drag the marker off the Ruler

To set Leaders choose Format | Tabs | Leader


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Practice Exercises

Exercise 30. Use the same "Computer Experiences" document you created in Lesson 4.

Move your insertion point to the top of the document. Pick each of the text

alignment settings, one at a time, and look at the results on the screen.

Exercise 31. Open a clean copy of the "Computer Experiences" document. Add a section

called

"Quotes from the Past."

Press the Tab key once before each quote to indent it.

"Computers in the future may weigh no more than 1.5

tons."

Popular Mechanics, forecasting the relentless

march of science, 1949

"I think there is a world market for maybe five

computers."

Thomas Watson, Chairman of IBM, 1943

"I have traveled the length and breadth of this country

and talked with the best people, and I can assure you that

data processing is a fad that won't last out the year."

The editor in charge of business books for

Prentice Hall, 1957

Exercise 32. Place your insertion point on the first line of the first quote. Set a first line

indent of 7.0 cm by dragging the top triangle on the left side to that location

on the ruler. The indentation on the first line of the quotation should now be

7.0 cm. Using the bottom triangle on the left side, change indentation on the

subsequent lines of the quotation to 5.0 cm. Do this for the remaining

quotes. This illustrates how you can use the Ruler to adjust indent settings

for the first line and subsequent lines in a paragraph. Save this version of

"Computer Experiences" for later exercises.

Exercise 33. Go to a new document window and make sure the Ruler is showing. Click

on the tab button on the left edge of the Ruler and select the center tab type.

By clicking on the Ruler, place a center tab at 6.0 cm, 10 cm and 12.5 cm.

Notice the shape of the tab marker.

Enter the following information. Press the Tab key once where you see Tab.


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Tab Class Name Tab Tab Location Tab Tab Attendance

Tab Managing Stress Tab Tab Phoenix Tab Tab 1000

Tab Chemical Free Gardens Tab Tab Tucson Tab Tab 600

Tab Safe Dieting Tab Tab Phoenix Tab Tab 1200

Place your insertion point at the front of the first line and move the tab

markers on the Ruler Bar to create better spacing. Save this document as

"practice tabbing."

Exercise 34. Create a short document of several paragraphs. Experiment with selecting

different font styles and font sizes in different places in your document.

Block a paragraph and use the buttons on the Formatting toolbar to change

the style of font to a TrueType font (with symbol TT in front of the font

name). Click on the button for font size. How many font sizes are in the

dropdown list of Font Size?

Select another paragraph and change the font to Courier with a printer

symbol in front of name. Then click on the Font Size button and notice the

number of font sizes for Courier.

Exercise 35. Yet another simple example of using (and changing tabs) is to create a

memo form. Get on a blank document. Type in this type of layout, using

one Tab where indicated:

Date: Tab February 21, 20001

To: Tab The Academic Dean

From: Tab The Computer Center

Subject: Tab Training on Microsoft Word 2000

Exercise 36. Create a numbered or bulleted list for your family tree.

Exercise 37. Create a nested list of your own.

Microsoft Word 2000 Editing Documents II

83

Lesson 6

Editing Documents II

Objectives:


View Multiple Documents

Switch Between Documents

Copy and Paste Multiple Items

Insert One Document into Another

Sort Paragraphs

Use Linked Text Boxes

Set a Bookmark

Create and Insert AutoText Entry


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Viewing Multiple Documents

Several open documents can be viewed simultaneously for typing or editing purposes.

However, only one document will be active at a given time, that is, you can work on only

one document at a time. The active document is identified by a highlighted (coloured)

title bar.

To display a list of currently open documents:

Open two or more documents. The document opened last will be the active

document and appears on top of the rest.

Select from the menu bar.

Notice that

o The documents are listed in the order that they were opened.

o The current (active) document has a checkmark beside the file name.

Click on another document name. It becomes active!

To see all open documents on the screen at once:

Click on from the menu bar

Click on You'll see all open documents on screen.

Active Document


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To make one of the open documents active:

Click anywhere within the document.

Observe that the inactive documents all have grayed title bars

To view only one document:

Click on that document’s Maximize button .

Tip: To make an open document active and to bring it to the front, click its button on the Windows taskbar at the bottom of the screen.

Activities:

Open three or four word documents.

Click on from the Window menu on the word screen.

Now open other documents such as Excel or Access documents.

Right click on the background of the taskbar and choose one of the windows commands:

Can you tell the difference between word and windows commands?


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Copy and Paste Multiple Items

Using the Office Clipboard you can collect and paste multiple items. For example, you

can copy drawing objects and text from different Microsoft Office documents (Excel,

PowerPoint, Access etc) and then paste this collection of copied items into Word.

To copy and paste between Office documents:

Click on the View menu, point to Toolbars and then click on Clipboard.

The Clipboard toolbar appears. It may be empty initially.

Switch to the source document that contains the item you want to copy.


On the Clipboard toolbar click Copy .

Switch to other documents, say, Excel, Access, one at a time, and select the items

you want (graphic or text) and copy them to the Clipboard.

When you finish collecting all the items you want, switch to the document where

you want to paste the items.

Click where you want to paste the items and do either of the following:

Word, Excel and Access items copied into the

Office Clipboard


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o If you want to paste all the items, click on the Clipboard

toolbar.

o If you want to paste specific items, click the icons for those items on the

Clipboard toolbar.

In the activities below you'll learn an alternative way of copying items into the Office

Clipboard.

Note: You can copy items while using any program that provides copy and cut functionality, but you can paste items only into Microsoft Word, Excel, Microsoft Access, Microsoft Outlook, or PowerPoint.

Activities:

Open the document "Computer Experiences" you saved in Lesson 4 or any other word document.

Select a paragraph and click on or on the Standard toolbar.

Select another paragraph and click Cut or Copy command again.

Observe that copying or cutting two different items consecutively in the same program automatically opens up the Office Clipboard toolbar. You can see that the two items are copied into the Clipboard.

Select a text or graphic from the document and click the Copy command twice. What happens?

Copy an item, paste it and copy a different item in the same program. What happens?


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Inserting One Document into Another

Microsoft word let's you merge two documents together.

To combine two documents:

Open up the first document.

Place the insertion point where the second document is to be placed.

Select from the Insert menu to open up the Insert File dialog box:

Select the file to be inserted and click . A copy of the file is placed

in the active document, thus merging the two documents.

To insert only part of the file:

Follow the steps above to open the Insert File dialog box.

Select the file that contains the desired text.

Click on the button .

Type the bookmark name in the Range box. (See the last section of this Lesson.)


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Click OK.

Click .

Save the document to include the inserted document.

Note: As many documents as needed can be joined in this way. Paragraphs can be created and inserted into any other document any number of times.

Activities:

Open the document "practice paragraphs" you created and saved in Lesson 2 and edited in Lesson 3.

Following the steps above insert the document "Text practice" you created in Lesson 3 into the document you just opened.

Now press Ctrl End to go to the end of "practice paragraphs".

In the same way, insert the file "Practice tabbing" created in Lesson 5.

You have now three files merged together. Save the combined file under the name "Practice merging".


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Sorting Paragraphs

Word has the facility to sort an entire document or paragraphs or selected text. The sort

type may be alphabetical, numerical or by dates.

To reorder text or paragraphs:

Select the text to be sorted.

Select from the Table menu to display the Sort Text dialog box.

In the Sort by list box:

o Click Paragraphs to reorder paragraphs based on the first word of each

paragraph.

o Click Field 1 to sort by the first field in each paragraph

Choose the sort type:

Choose the sort order: Ascending or Descending.

If you are sorting a list with a heading choose to exclude the first

row of the list from being sorted.

Click here to see the sort types


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If necessary, click on the button to view the Sort Options dialog box.

Select the options you want (say, case sensitive).

Click OK to close the Sort Options dialog box.

Click OK to close the main dialog box.

Note: If you sort by text Microsoft Word first sorts items that begin with punctuation marks or symbols (such as !, #, $, %, or &). Items that begin with numbers are sorted next; and items that begin with letters are sorted last. Keep in mind that Word treats dates and numbers as though they were text. For example, "Item 12" is listed before "Item 2."

Activities:

Open a word file from previous lessons or any word file in your computer.

Select two paragraphs in the document.

Sort them as described above. Are the paragraphs reordered?

Change the sort order. What happens?


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Linked Text Boxes

You can create and link text boxes if you want a story that begins on a certain page to

continue on a different page. When text boxes are linked, excess text in one box will

automatically flow into the next box. All linked text boxes must be contained in a single

document.

To crate text boxes:

On the Insert menu, click .

In your document, click or drag where you want to insert the first text box.

Repeat the two steps to insert additional text boxes where you want the text to

flow.

To link text boxes:

Click the first text box.

On the Text Box toolbar, click Create Text Box Link. If you don't see the

toolbar, click a text box in your document, point to Toolbars on the View menu,

and then click Text Box.

You'll see an upright pitcher. Move the pitcher over an empty text box that can

receive the link. The pitcher turns into a pouring pitcher.

Click in the empty text box to "pour" the text into it.

To link to additional text boxes, click the last linked text box and then repeat the

steps above.

Type or paste the text you want in the first text box. As the text box fills, the text

will overflow into the next linked text box.

Note: Instead of the rectangular or square text boxes, you can use circles, banners, callouts, and other AutoShapes as containers for your story.


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To move among linked text boxes:

Select a text box in the link.

On the Text Box toolbar,

o Click to go to the Next Text Box

o Click to go to the Previous Text Box.

To break a text box link:

Select the text box that you want the text to stop flowing from.

On the Text Box toolbar, click Break Forward Link .

Tip: To use the shortcut menu, move the pointer over the border of the text box

until the pointer changes to and then right-click the border.

Activities:


Create three small text boxes side by side on the same page.

Link the first and second text boxes and then the second and the third.

Click in the first text box and start typing. Observe that when the text becomes too much to fit in the first text box it overflows into the second text box. Continue typing to fill the second text box. The text will flow into the third text box.

Move from one linked text box to another using the text box toolbar.

Break the link between the second and third text boxes. What happens?

Link again the last text box. Now break the link between the first and second text boxes and observe what would happen?

Create linked text boxes in two or three different pages and repeat the activities above.


94

Bookmarks

You can identify a specific location or item in a document using a bookmark. If a place or

item in a document is bookmarked, it'll be easier to quickly locate it. A bookmark is

given a name for reference purposes.

To add a bookmark:

Select the item to which you want to assign a bookmark OR

Click where you want to insert a bookmark.

On the Insert menu, click Bookmark.

Under Bookmark name, type or select a name.

Click .

To go to a specific bookmark:


Select the name of the Bookmark you want to go to.

Click Go To.


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Note: If you have a large list of bookmark names, it is better to first sort the list by choosing the Name or Location option at Sort by. If you want to display hidden bookmarks, select the Hidden bookmarks check box.

Tip: To go to bookmarks use the menu EditGo To or the Select Browse Object feature or press the function key F5.

To delete a bookmark:


Select the name of the bookmark you want to delete.

Click .

Activities:

Open the document "Practice merging".

Select a paragraph that you want to give a bookmark to.

From the Insert menu select Bookmark.

Give the selected paragraph the name you want and click Add.

Bookmark a few more paragraphs in the same manner.

Practice moving among the bookmarks you just added.

Delete some of the bookmarks.


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Create and Insert AutoText Entry

You might often use the same large or complex item or you want to store text that

contains a particular style or format. You don't have to retype the item the next time you

need it. You just create an AutoText entry for your item. AutoText offers a way to store

and quickly insert text, graphics, bookmarks, and other items that you use frequently.

You can also use Microsoft Word's built-in AutoText entries such as salutations.

To create an AutoText entry:

Select the text or graphic that you want to create AutoText entry to.

On the Insert menu, point to AutoText and then click .

Type in the name for you AutoText entry in the Create AutoText dialog box.

Click on OK.

To insert an AutoText entry already created:

Click in the document where you want to insert the AutoText entry.

On the Insert menu, point to AutoText and then click AutoText….

The AutoCorrect dialog box appears.

From the AutoText tab, enter or click the name of the AutoText entry you want.


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In the Preview box, see whether you have selected the desired AutoText entry.

Click on .

Tip: To insert an AutoText entry without opening the dialog box shown above, type the AutoText entry name and then press the function key F3 on the keyboard

Activities:

In a new document, type in your address or the address of an organization.

Select the address you just typed using the mouse.

Move to the menu bar and select InsertAutoText New….


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In the dialog box that appears, enter a name for the address and click OK.

Open another document and click where you want to insert the address.

Move to the menu bar and select InsertAutoText AutoText….

Select the name of the address and insert it in your document.

Press Enter twice.

Now type in the name of the address

Press F3 on the keyboard.

Press Enter twice.

Move to the menu bar and select InsertAutoText

Point to Salutation on the list of AutoText entries.

Click on Dear Sir or Madam:

Press Enter twice and type the body of the letter.

Move to the menu bar and select InsertAutoText

Point to Closing on the list of AutoText entries.

Select Best Regards,

A list of AutoText entries


99

Summary

To view all open documents use the menu.

To insert documents click on the Insert menu.

To sort paragraphs choose from the Table menu.

To link text boxes click on the Text Box toolbar.

To add a Bookmark select from the Insert menu.

To create AutoText entries first select the desired item and then click

InsertAutoText New….


100

Practice Exercises

Exercise 38. How many items can the Office Clipboard hold? To find the answer, open

the Clipboard toolbar and copy a selected item. The title bar of the

Clipboard toolbar indicates the number of items copied and the maximum

number of items it can hold.

Exercise 39. What's the difference between the Office Clipboard and the Windows

Clipboard? (Learn the difference through the Office Assistant.)

Exercise 40. In a new word document, type in the following list exactly as it appears.

Student Name

Samson Debele

Etalemahu Abebe

Zuriash Amare

Abebe Teka

Abebe Sisay

Mekdes Akalu

Select TableSort. Accept the default settings (Sort by: Paragraphs and

Type: Text) and click OK. Can you see that the heading "Student Name"

is also sorted?

Exercise 41. In Exercise 3, sort the list by excluding the heading. Also make the sort

case sensitive and carefully observe the result.

Exercise 42. Create several linked text boxes. Fill them with text. If you delete one of the

text boxes, what would happen to the text in it?

Microsoft Word 2000 Changing the Look of a Document

101

Lesson 7

Changing the Look of a Document

Objectives:


Insert Headers and Footers

Insert Page Numbers

Insert Line Numbers

Insert and Edit Footnotes

Insert and Edit Endnotes

Create Borders and Shading

Insert Newspaper Columns

Create Newspaper Headings

Break Columns

Balance Columns


102

Headers and Footers

A header is text that is added to the top margin of every page such as a document title or

page number. The footer is text added to the bottom margin.

To add a header/footer, select from the View menu.

A Header box appears at the top of the page.

Together with the Header box there appears the Header and Footer toolbar.

Type the heading in the Header box. You may apply formatting options such as

font face, size, bold, italics, etc.

If necessary, click the Insert AutoText button to view a list of quick options

available.

Use the other options on the toolbar to add page numbers, the current date and

time. For example, to add the current date click on .

To edit the footer, click the button on the toolbar.

When finished, select to return to the document.

Note: Headers and Footers are not visible in Normal document view. To see them, use Print Layout View.

Insert Date/Time

Insert Page Numbers

Switch between Header and Footer

Click here for more buttons

Page setup


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Activities:

Open the file "Practice merging" you created in Lesson 6.

Click Header and Footer from the View menu.

In the Header, enter a title for the document, increase the font size and align it at the centre. Your header should look like the one below:

Switch to the Footer. Using the Header and Footer toolbar insert page number and then align it to the right. You should have something like this:

To leave the header and footer view click Header and Footer from the View menu once again or simply click the Close button on the toolbar.

Now the header and footer appear dim. Just double click the dimmed header or footer to display them.

Delete the header. Select from the toolbar.

From the list of options choose the desired one, say,

Change the footer in the same way.


104

Page Numbering

As discussed in the previous section, page numbers can be added as part of a header or

footer. This section discusses an alternative approach.

To inserting page numbers:

Select from the Insert menu.

The Page Numbers dialog box appears

Select the Position and Alignment for the page number.

If you do not want the page number to show on the first page (if it is a title page,

for example), uncheck the box .

If you want to change the number format, click .

Select the required style from Number Format:

Click here to select the style of numbering.


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Click OK.

Click OK again to insert the page numbering.

To Remove Page Numbers:

Select ViewHeader and Footer or double click the page number itself.

Select the page number. A crosshatched frame border appears around the page

number.

Press Delete on the keyboard. This will remove the numbers from the whole

document.

Activities:


Add page numbers following the steps above.

Now double click the page number to display the Header and Footer.

Click before the existing page number, type "Page" and then type a space. This creates a page number such as "Page 1".

If you want to add graphics along with the page number, click before the letter P in "page 1". From the Insert menu, select Symbols and from the Font box select Webdings. Select the symbol you want and click Insert and then click Close.

Select the frame around the page number and drag it to a new location on the page.

Change the font and size of the page number.

Undo the actions in the two steps above.

Close Header and Footer.


106

Numbering Lines

Lines in a document can be numbered as needed. Line numbers are printed in the margin

of the document and only appear in printed and previewed documents, never on the edit

screen.

To add line numbers:

Choose from the File menu.

The Page Setup dialog box appears. Select the Layout tab.

Select to display the Line Numbers dialog box.

Check the box .

Choose the desired options. (Start at:, Count by:, etc)

Click OK twice to add line numbers to the document.

Note: To see the line numbers just added you must be in the Print Layout View or select Print Preview from the standard toolbar.

Click here


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To remove line numbering:

Select the text that has line numbers.

Follow the first three steps above to view the Line Numbers dialog box.

Clear the Add line numbering check box.

Activities:

Open the file "Computer Experiences".

Enter line numbers for each line.

Enter line numbers in increments of 5.

Remove the line numbering.

Now select two or three paragraphs.

Open up the Page Setup dialog box and select the Layout tab.

From the Apply to: list box choose Selected text.

Now click Line Numbers to add line numbers to the paragraphs.


108

Footnotes and Endnotes

Footnotes are used to further explain or comment on some terms in a document. Endnotes

are usually used to provide references for text in a document. Footnotes appear at the end

of each page in a document while endnotes typically appear at the end of a document.

A footnote or an endnote consists of two linked parts — the note reference mark and the

corresponding note text

To insert a footnote or endnote:

Make sure your document is in Print Layout View.

Click where you want to insert the note reference mark.

On the Insert menu, click .

Choose Footnote or Endnote.

Under Numbering, click the option you want.

Click OK.

Word inserts the note number with the insertion point next to it.

Note: If you chose Footnote, the note number appears at the bottom of the current page. If you choose Endnote, it appears at the end of the document.

Type the note text.


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To view footnotes or endnotes:

Put the pointer over the note reference mark.

The note text appears in a ScreenTip.

To delete a footnote or an endnote:

In the document, select the note reference mark of the note to be deleted.

Press Delete on the keyboard.

Activities:


Click just after the word "Computer".

Follow the steps above to insert a Footnote. (InsertFootnote…OK)

At the bottom of the page you will see the note number. Write the note text "An electronic device".

Now go back to the word "Computer" in you document and place the cursor over it. You will see the following ScreenTip:

Delete the Footnote.

Click just after the word "Computer" again. This time insert an endnote.

Observe that the insertion point is now at the end of the document.

Write the note text.

Practice inserting and deleting more footnotes and endnotes.


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Creating Borders

Borders can be created around tables, paragraphs or graphics.

To create borders:

Select the item you want (text, table, cell or graphic.)


The Borders and shading dialog box opens up:

Choose a Setting: Box, Shadow, 3-D or Custom.

Choose Style, Color and Width.

On the Preview section, click the sides of the model or the border buttons to

modify the setting you selected.

Click OK to create the borders.

Tip: Select the item and click on , found on the Formatting Toolbar.


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Drawing Borders Around Text

To draw a border around text:

Select the text that is to have the border.

Click on the Standard toolbar to open the Tables and Borders toolbar.

Select the Line Style, Line Weight and Border Color.

Then click on the Outside Border button.

Use the indentation markers on the horizontal ruler to adjust the size of the ruler.

Align the text inside the border using the alignment buttons.

Note: When creating a centred bordered heading, centre the text before adjusting the indentation markers.

Tip: To apply a border to every separate line selected, in the Borders and Shading dialog box choose Text from the Apply to: dropdown box.

Activities:

Open the document "Computer Experiences"

Select the title.

Line Style Border Color

Line Weight Outside Border


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Open the Borders and Shading dialog box.

Choose the setting Shadow.

Choose the double line for border style.

Let the border Color be blue with a Width of 1½ pt.

From the Apply to: drop down list, select Text.

Click OK.

Now, select a paragraph.

Open the Borders and Shading dialog box.

Choose the setting Box.

From the Apply to: drop down list, select Text.

Click OK.

Observe that this method applies border to each line in the paragraph.

To remove the border, click the undo button on the Standard toolbar.

Select the same paragraph.

Click on the Tables and Borders button on the Standard toolbar.

Follow the steps in the previous page to apply a border.

Observe the difference between this method and the previous one.


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Page Borders

To create a Page Border:


Click on the tab.

Select the desired Setting: Box, Shadow, 3-D or Custom.

Select a Style, Color and Width. Or select Art to create a border with Clip Art.

Select an option from Apply to:

Click OK.

To remove a Page Border:

Choose None from Setting.

Click OK.

Page border


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Shading Paragraphs

To apply shading to a paragraph:

Select the paragraph.


Click the Shading tab to view the Shading options.

Select the appropriate Fill. For more colors click .

Click OK to view the shading.

To highlight selected text

Select the Highlight button, , from the Formatting toolbar and choose a

color.

Tip: Open up the Borders and Shading dialog box. Click the button

to view the Tables and Borders toolbar. Click to choose shading options.


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Columns and Headings

Columns can be used to improve the appearance of your document and to create many

different effects. Text in columns flows continuously from the bottom of one column to

the top of the next column.

To create columns:

Switch to Print Layout View.

Select the text to be formatted in columns

Click on the Format menu. The Columns dialog box appears.

Choose one of the Presets or enter the desired number of columns in the box:

If necessary, uncheck the box and change the column widths

under Width and spacing.

To draw a line between columns check the box .

In Apply to: choose Selected text.

Click OK.


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Alternative:

In Print Layout View, select the text to be formatted in columns.

Example: Entire document, part of a document or sections.

On the Standard toolbar, click Columns button .

Drag to select the number of columns you want and then click.

To adjust column widths and spacing, drag the column markers on the horizontal

ruler.

To create a heading for your columns:

Click at the beginning of the leftmost column.

Type the heading.

Press ENTER, and then select the heading text.

Click Columns , and then select a single column.


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Breaking Columns

To force the start of a new newspaper column

Click where you want to start the new column.

On the Insert menu, click Break.

Click Column break.

Word moves the text that follows the insertion point to the top of the next column.

Here is an example:

Insertion point before column break

Insertion point after column break


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Balancing Columns

You can balance columns to have the same length of text in each.

In print layout view, click at the end of the columns to be balanced.


Click Continuous.

Word inserts a continuous section break, which balances the text equally among the

columns.

Tip: to start a new page after the balanced columns, click after the continuous

section break, and then select InsertBreak…Page Break.

Activities:

Start a new document to create a document of three or more paragraphs.

Before you start typing, split the page into four columns.

Start typing the first paragraph. Note how word wraps the text.

Continue entering text until you fill all the columns.

When you finish, select the first paragraph and change it into a one-column text. Similarly, change the third paragraph into a one-column text. Your document should look like the one below:


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Summary

To insert Headers and Footers click on the View menu.

To insert page numbers choose from the Insert menu.

To insert line numbers click FilePage SetupLayoutLine

Numbers

To insert Footnotes and Endnotes choose from the Insert

menu.

To create borders click on the Formatting toolbar.

To create shading click on the Formatting toolbar.

To insert columns click on the Standard toolbar.

To start a new column click InsertBreak…Column Break.

To balance columns InsertBreak…Continuous.


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Practice Exercises

Exercise 43. Open an existing document with two or more pages. Go to the first page.

Select View, then Header and Footer. Follow the steps below to insert the

header text:

i. Type in your name

ii. Press Enter to go to the next line

iii. Type: My Thoughts on Computers

iv. Press Enter to go the next line

v. Click the Align Right button on the Formatting toolbar

vi. Type: Page

vii. Press the space bar once after the word 'Page'.

viii. On the Header and Footer toolbar, click on the Page Numbers.

ix. Click on the Close button to stop the header creation

Look at each page and make sure the header is appearing on all pages.

Exercise 44. Practice with columns. Open one of the documents you work on in this

lesson or earlier lessons and do the following:

i. Go to the beginning of the document.

ii. Click on the Column button on the Standard toolbar. Select three

columns by dragging across the display of columns that appear.

iii. To see the columns displayed on the screen you will need to adjust

your view to page view.

iv. Change the widths of the columns

v. Change the spacing between columns

vi. Insert a line between columns

vii. Break a column to start a new one

Do not save the changes.


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Exercise 45. Write a two-page paper. The first page will be a title page and the second

page will be the content of the paper. The content of your paper will be

based on the following question.

If you could change one thing in your culture what would it be?

Appearance of your paper:

Title page:

Contains your name and the date.

Has a page border

Has no page number

Outline of second page:

Header (containing the title of your paper)

Introduction (with borders and shading)

Paragraph one (with customized formatting)

Paragraph two (changed into three balanced columns with a heading)

Conclusion (with borders)

Endnote

Footer (containing page number)

Microsoft Word 2000 Spelling and Grammar Checking

122

Lesson 8

Spelling and Grammar Checking

Objectives:


Turn On/Off Spelling and Grammar Checking

Check Documents for Spelling and Grammatical Errors

Customize the Spelling and Grammar Options

Use the Thesaurus

Understand AutoCorrect

Create and Use Custom Dictionaries

Remove or Delete Custom Dictionaries


123

Turning off Spell & Grammar Check

In a word document, spelling errors are noted with a wavy red underline and grammar

errors are indicated by a wavy green underline. By default, Microsoft Word automatically

checks both spelling and grammar errors as you type unless you turn this feature off.

To disable this feature:

Select Options on the Tools menu. The following dialog box appears:

Click the tab on the dialog box.

Uncheck and .

Click OK.

If you want to check spelling only:

Clear the check box.

Click OK.


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Checking Spelling and Grammar

To check spelling:

Select from the Tools menu.

The Spelling and Grammar checker pops up with the first mistake in the file.

If the word is spelled correctly:

o Click Ignore OR

o Click Ignore All if the word appears more than once in the document.

If the word is spelled incorrectly:

o Choose the word you want from the Suggestions box

o Click the Change button OR

o Change All button to correct all occurrences of the word in the document.

If the correct spelling is not suggested:

o Enter the correct spelling in the Not In Dictionary box.

o Click the Change button.

Click the Add button if you want to add a correctly spelled word to the dictionary

so it will no longer appear as a misspelled word.

The mistake appears in red

Select the correct word from the list


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To check grammar:

Select from the Tools menu.

A grammar mistake will be shown in the box in green text.

Select the correction from the Suggestions box and click Change.

If no correction is needed, click the Ignore button (or Ignore Rule button).

Click Next Sentence to go to the next grammatically incorrect sentence.

Note: Make sure that the Check Grammar box is checked in the Spelling and Grammar dialog box.

Tip: To check Spelling and Grammar click the button on the Standard toolbar.

To check spelling and grammar automatically as you type:

Turn on automatic spelling and grammar checking. (ToolsOptionsSpelling &

Grammar.)

Just type in the document.

To choose the error you want to correct, right-click a word with a wavy underline.


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On the shortcut menu do one of the following:

o Select the spelling or grammatical correction you want.

o Click Spelling to use additional spelling options.

o Click Grammar to use additional grammar options.

o Click About this Sentence for a detailed explanation of the error.

Tip: Double clicking the icon at the right corner of the Status Bar also starts the Spell Check. You can also edit a spelling or grammatical error

directly in the document.

Activities:

Open a new word Document.

Enter a text of one long paragraph.

Click on the Standard toolbar.

Check the spelling and grammar of the document.

Observe the various buttons displayed on the dialog box. When do you use them?

On a new paragraph type in the following statement.

Note that the word grammar is misspelled. Right-click this word.

Choose the correct spelling.


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Spelling and Grammar Options

To customize the options for Spelling and Grammar:

On the Tools menu, select Options….

Select the Spelling & Grammar tab.

Check or uncheck the various options in the Options dialog box. For instance,

o If you check , spelling errors won't be

shown until the document is complete.

o If you check , grammatical errors won't

be shown until the document is complete.

Activities:

See the different options that are checked in the dialog box above.

Uncheck, for example, .


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Now type in the following: Track1, Street25, Apartment56. What do you observe?

Under Grammar select a Writing style.

For example, if you are preparing a scientific document, click Technical.

Now, click .

See what options are checked for the writing style selected (in this case

Technical). Check the box

Type in the sentence: "Books are read by people."

Do you see the green wavy underline? Right click on this sentence to see what word suggests.

To create your own custom writing style, click custom and then check or uncheck the options.

To see the list, click on this arrow.


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Thesaurus

The thesaurus is used to replace some words in a document with more

appropriate words having stronger and precise meanings.

To find a synonym for a word:

Select the word to be replaced.

On the menu bar, click Tools, then Language… and then Thesaurus.

A list of meanings and synonyms are given in the dialog box:

From the Meanings: box choose the meaning of the word OR

Click the button to view similar words.

Select one of the suggested words in Replace with synonym:

Click .

Alternatively:

Right-click on the word to be replaced.

On the shortcut menu that appeasers, highlight Synonyms.

From the list of suggested words, select the word you would like to use.


130

Activities:

In a new document enter the statement "Place the cursor over the word."

Right click the word "cursor" to display the shortcut menu.

Go to Synonyms

Select "pointer".

Observe that the word "cursor" in the document is replaced by the word "pointer".

In your document type in the word " Clear".

Right click the word and go to Synonyms

This time click Thesaurus.

Click . The word "obvious" appears in the Looked up: box:

Choose "evident" from the list on the right.

Click .


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AutoCorrect

You can let Word automatically detect and correct typos, misspelled words, grammatical

errors, and incorrect capitalization through its AutoCorrect feature. For example, if you

type teh plus a space, it will be replaced with "the ".

You can also use AutoCorrect to quickly insert text, graphics, or symbols: type (c) to

insert © or type (tm) to insert ™.

To correct errors automatically:

Select AutoCorrect… from the Tools menu.

Check the options you want or remove the check to turn off an option.

To add an AutoCorrect entry to correct a typing error

o In the Replace box, type a word or phrase that you often mistype or

misspell — for example, type recieve.

o In the With box, type the correct spelling of the word — for example, type

receive.

Select the options you want


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o Click .

Click OK.

Tip: To store frequently used text or graphic give the text or graphic initials in the Replace box. When the initials are typed into any document and the Spacebar is pressed, they will automatically change to the corresponding text or graphic.

Activities:


Open up the AutoCorrect dialog box. (ToolsAutoCorrect)

Make sure the Replace text as you type box is checked.

In the Replace box type the initials KCTE as shown below:

In the With box type the full text: Kotebe College of Teacher Education

Click the Add button.

Click OK.

In your document type the initials KCTE and then press the spacebar.

What do you observe?


133

Creating Custom Dictionaries

The spelling checker compares the words in a document with those in its main dictionary.

The main dictionary, however, does not include all sorts of words. You can add words

not in the main dictionary to a built-in custom dictionary or create your own custom

dictionaries. For example, create a dictionary for legal or medical terms.

To create a new custom dictionary:

On the Tools menu, click Options.

Click the Spelling & Grammar tab.

Click . The Custom Dictionaries window will popup.

Click . The Create Custom Dictionary dialog box appears.

In the File name box, type a name for the custom dictionary.

Click Save.


134

To add an existing custom dictionary:

Select ToolsOptionsSpelling & Grammar.

Click Dictionaries.

If the required dictionary is not in the list of Custom dictionaries, click Add.

In the File name box, enter the name of the custom dictionary you want to add,

and then click OK.

Activities:

Follow the steps above to create your own custom dictionary.

Give it your name, say, AbebeDic and save it.

Your dictionary appears in the list of custom dictionaries:

If your dictionary is not in the list, click the button

From the dialog box that appears, select your dictionary or type its name in the File name box.

Click OK.


135

Using Custom Dictionaries

Before you can use a custom dictionary to check spelling, you must activate it. You can

activate up to 10 custom dictionaries at a time.

To activate and use a custom dictionary:


Click Dictionaries to open up the Custom Dictionaries dialog box.

Select the check box next to each dictionary you want to activate.

Click OK.

Clear the check box on the Spelling & Grammar

tab.

To add, delete, or edit words in a custom dictionary:


Click Dictionaries and select the dictionary you want to edit.

Click Edit. You will see the following message:


136

Read the message and click .

Add, delete, or edit the words in the custom dictionary.

If you're typing words, press Enter after each word to put it on a separate line.

When you finish editing, click Save on the Standard toolbar.

On the File menu, click Close.

Note When you edit a custom dictionary, Microsoft Word turns off automatic spell checking. After you close the dictionary file, you can turn on automatic spell checking again.

To add words to a custom dictionary during a spelling check:


Select the dictionary you want to add words to and then click OK.

Click Spelling and Grammar on the Standard toolbar.

In the Not in Dictionary box, make sure you see the word you want to add to a

custom dictionary.

Click Add.

Click here to see the list


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Removing Custom Dictionaries

To remove a custom dictionary:


Click Dictionaries.

Select the dictionary you want to remove.

Click Remove.

Note Word removes the dictionary from the Custom dictionaries box but does not remove the dictionary file from your computer.

To delete a custom dictionary from the computer:

Open windows explorer.

Open the folder in which you saved your custom dictionary. By default word

saves custom dictionaries in C:\Windows\Application Data\Microsoft\Proof.

Select the dictionary you no longer need and delete it.

Activities:

Activate the custom dictionary you created in the previous Activities.

Add some words to your custom dictionary.

Remove your custom dictionary.

Delete your custom dictionary from the system.


138

Summary

To check spelling and grammar in a document click .

To customize the spelling or grammar checker choose

from the Tools menu.

To replace words with synonyms select Language and then

Thesaurus from the Tools menu.

To Use AutoCorrect click on the Tools menu.

To create and work with a custom dictionary click Options on the

Tools menu and then click the Spelling & Grammar tab.


139

Practice Exercises

Exercise 46. What are the various ways of opening the Spelling and Grammar checker?

Exercise 47. Open an existing word document. Check the document for spelling and

grammar errors. Is the spell checker always effective? What about the

grammar suggestions?

Exercise 48. Highlight seminar in the above text and find a synonym for it in the

thesaurus.

Exercise 49. Write a one-page text full of technical terms based on a concept in your

profession. When you finish writing, create your own custom dictionary,

give it a name and save it.

Exercise 50. Activate the custom dictionary you created in exercise 4. Now check the

text you have written for spelling errors. Add the technical terms in this

dictionary.

Microsoft Word 2000 Document Properties

140

Lesson 9

Document Properties

Objectives:


Start a New Page and a New Section

Change Document Margins and Paper Size

Select Page Orientation

Add and Print Comments

Track Changes while Editing

Accept or Reject Changes

Create and View Versions of a Document

Add Document Summaries and View Statistics

Protect a Document


141

Page Break

Word automatically inserts a page break at the end of every page, called automatic page

break. Sometimes, however, it is necessary to start a new page by choice. This is known

as a manual page break. Automatic and manual page break will only appear in Normal

View as:

To start a new page:

Click where you want to start the new page.

On the Insert menu, click Break. A dialog box appears.

Click Page break.

To see the page break select Normal View from the View menu

To remove the page break place the cursor on the line and press Del.

Tip: To insert a Page Break, position the cursor where you want to start a new page and press Ctrl Enter.


142

Section Break

A section is a portion of a document in which you set certain page formatting options.

Create a new section when you want to change such properties as line numbering,

number of columns, or headers and footers. Until you insert section breaks, Microsoft

word treats a document as a single section.

To insert a section break:

Click where you want to insert a section break.


Under Section break types click an option:

o Choose Next page to start a new section on the next page.

o Choose Continuous to start a new section on the same page.

o Choose Even page to start a new section on the next even-numbered page.

o Choose Odd page to start a new section on the next odd-numbered page.

If you want to see the section break, click the Show/Hide button on the

Standard toolbar.

To delete a section break

If the section break is not visible, click on the Standard toolbar.

Select the section break you want to delete.

Press the Delete key on the keyboard.

Note: When you delete a section break, you also delete the section formatting for the text above it. That text becomes part of the following section, and it assumes the formatting of that section.


143

Activities:

Open a new word document by clicking on the button .

Type in the statement: "This is section 1. It has 3 Pages."

Insert a page break by pressing Ctrl Enter or by clicking

InsertBreakPage Break.

Insert a new section by clicking InsertBreakNext Page.


Press Ctrl Enter 4 times to add 4 more pages.

Insert another section by clicking InsertBreakContinuous.


Press Ctrl Enter 3 times.

Go to the first page in section 1 and click there.

From the View menu choose Header and Footer.

In the header type "Table of contents". Make it bold, 14 points.

Go to the Footer. Select InsertPage NumbersFormat. Choose the options as shown in the diagram.

Click OK and Click OK again.

Choose roman numerals

Choose Start at:


144

Go to section 2. The header looks like this:

Observe that at the top right it says "Same as Previous" section. Since we need to have a different header click Same as Previous button on the Header and Footer toolbar.

Now delete "Table of Contents" from the header and type in "PART ONE SOFTWARE". Make the size 14 points.

Go to the footer by clicking the button on the Header and Footer

toolbar. Click and if you see a page number, delete it.

Select InsertPage NumbersFormat. Select the format 1, 2, 3 … and choose Start at: for the page numbering.

Go to section 3. The header looks like this:

To create a different header, click on the Header and Footer toolbar. Delete the text in the header and type in "PART TWO HARDWARE".

Leave the footer unchanged.

Scroll the document to see the headers and footers in the different sections.

To see the page and section breaks click the button on the Standard toolbar.

Delete the section breaks, one at a time, and observe the changes.


145

Margins

Word reserves the top and bottom margins for features such as headers, footers and page

numbering. It is also possible to define a large top margin when working with headed

notepaper. The side margins may be changed to allow space for binding, to change the

length of the document and to improve its readability.

To change page margins:

Click on the File menu. The Page Setup dialog box appears.

Select the Margins tab.

Enter the size of margin required in the Top, Bottom, Left and Right boxes.

In the Apply To box, choose Whole document or This point forward.

Click OK to apply the changes.


146

To change the margins for part of a document:

Select the text first

Open up the Page Setup dialog box (FilePage Setup).

Set the margins you want.

In the Apply to box, click Selected text.

Alternative:

Switch to Print Layout View.

Point to a margin boundary on the horizontal ruler or vertical ruler. When the

pointer changes to a double-headed arrow, drag the margin boundary.

Tip: To specify exact margin measurements, hold down Alt as you drag the margin boundary; the ruler displays the measurements of the margins

To adjust Mirror and Gutter margins:

On the File menu, click Page Setup, and then click the Margins tab.

Select the Mirror margins check box.

In the Inside and Outside boxes, enter values for the mirror margins.

In the Gutter box, enter a value for the gutter margin.

Under Gutter position, click Left or Top.

Activities:

Open a word document from previous lessons.

Practice adjusting the page, mirror and gutter margins.


147

Paper Size & Page Orientation

The size of paper used will depend upon both the printer and the particular application.

To change the paper size:

On the File menu, click Page Setup, and then click the Paper Size tab.

Choose a paper size from the list box. If the size you want is not on the list change

the width and/or height by clicking in the appropriate box.

Under Orientation, choose Portrait or Landscape.

Activities:

Write a short note in a new document.

Double click on the grey area of the ruler. What will happen?

Change the page size.

Change the orientation.

Print the document.

Choose paper size from here.


148

Comments

To insert a comment:

Select the text or item you want to comment on or click at the end of the text.

On the insert menu click .

A Comment Mark is inserted next to the text (usually with the initials of the

user).

Type the comment text in the comment pane at the bottom of the screen.

Click the Close button to close the Comments Pane.

To view a comment:

On the View menu, click to display the comment pane

Double click on the initials to display the comment pane or

Hold the mouse pointer over the Comment Mark for a second or two. You'll see

the comment:

Tip: To see all Comment Marks within a document, click the button on the Standard Toolbar.


149

To delete a comment (Word automatically renumbers any remaining comments.)

Select the initials next to the Comment Mark within the document.

Press Delete.

Using the Reviewing toolbar to insert comments

On the View menu highlight Toolbars

From the list select Reviewing. The following toolbar will appear:

Click the first icon on this toolbar to insert a comment.

To print a comment:

Open the required document.


From the Print what box, choose Comments.

Click OK.

Tip: To always print the Comments within a document, check Print Comments from Tools | Options | Print | Include with document | Comments.


150

Track Changes

Track Changes show what, where, when and who made changes to copies of a document

distributed for electronic review and markup.

To track changes while editing:

Select Track Changes on the Tools menu

Click Highlight Changes to view the Highlight Changes dialog box.

Check the box .

If you want to see the changes on the screen, check the middle box.

If you want to see the change marks in printed document, check the last box.

Click OK.

Make the changes you want by inserting, deleting, or moving text or graphics.

You can also change any formatting. Microsoft Word uses revision marks to show

the tracked changes.

Note: You can change the color and other formatting that Word uses to mark changed text and graphics. To turn Track Changes off, uncheck Track Changes While Editing.

Tip: On the Reviewing toolbar, click Track Changes .


151

Accept or Reject Tracked Changes

You can review tracked changes in two ways:

Use the Accept or Reject Changes dialog box

From the Tools menu highlight Track Changes.

Click Accept or Reject Changes. The following dialog box appears:

Select the View type.

Click either of the Find buttons. When a change is found Accept or Reject it.

Click the Close button when finished.

Use the Reviewing toolbar.

First make sure revision marks are visible on the screen. (See previous page)

On the reviewing toolbar, use the appropriate buttons to find and accept/reject

tracked changes. (See Tip on previous page)

Activities:

Create a word document in two copies.

Add comments to one of the documents.

Send the other copy to a friend for a review.

See the changes made to your document by your friend.

Accept or reject the changes.


152

Versioning

Versions indicate the developmental stages of a document. Word enables us to create a

new version and to retrieve an earlier version of a document. We can also view, print or

edit a version. All versions are stored in a single file.

To creating a version:

Select Save As from the File menu.

On the Save As dialog box click

From the dropdown menu select Save Version. A comment box appears.

Type in a comment for this version and click OK.

Alternative:

From the File menu select Versions to view the Versions dialog box.

Click on to open the comments box.

Type in a comment for this version.

Check to create a version each time the document

is closed.


153

To open an earlier version of a document:

On the File menu, click Versions. You will see a list of existing versions.

Click the version of the document you want to open.

Click Open. The screen will be split into two displaying the original document

and the version at the same time.

Click Delete to delete a version. To select more than one version, hold down Ctrl

as you click each version.

Click View Comments to see the comments on that version.

When finished close the documents.

Activities:

Open one of your word documents.

Make some changes; say Formatting or Page Setup changes.

Save the changed document as a new version of the document you opened.

Open the original document and its version and compare them.


154

Document Summaries

Document Properties contain useful information about the document. When a document

is saved word keeps summaries and statistics with the document.

To add or edit document summary manually:

Click Properties on the File menu to open the Properties dialog box.

Click on the Summary tab. Type in the appropriate information.

Click OK

Tip: To see Properties information, click on the standard toolbar. Select the file you want and click Views and then Properties.

Click on the arrow


155

Document Statistics

To view document statistics:

From the File menu select Properties. From the Properties dialog box click the

Statistics tab.

Observe that the statistics includes creation date, person who last saved the

document, number of pages, lines etc.

Click Cancel or OK to return to the document.

Tip: To view the active document statistics select Word Count… from the Tools menu.


156

AutoSummarize

To create an automatic summary of key points:

On the Tools menu, click AutoSummarize. The AutoSummarize dialog box

appears. (To cancel a summary in progress, press Esc on the keyboard.)

Under Type of summary, click the way you want to display the summary.

Type or select the level of detail of the summary in .

If you don't want AutoSummarize to replace existing keywords and comments,

clear the check box .

Click OK.

AutoSummarize toolbar may be visible.

Highlight/Show

Only Summary

Percent of Original


157

Click to view the text that has been summarized. Click it again to view the

document.

Click Close to close the toolbar and remove the highlight from the document.

Open the Properties dialog box to view the information, which has been added.

Tip: Review the summary created to make sure it covers the document's key points. If it doesn't, click Undo and then repeat the previous procedure and choose a higher percentage of the original document. Or modify the summary yourself. Keep in mind that the summary text is a "rough draft" and you'll probably need to fine-tune it.

Activities:

Create or open a word document.

Open up the AutoSummarize dialog box.

Choose the summary type: "Insert an executive summary or abstract at the top of the document."

Let the length of summary be 15%

Go through the summary. Does it cover the important points of the document?

Increase the length of summary to 30%.

Is the summary satisfactory?

If not, you can refine it manually by adding or deleting some points.

Exercise with the other types of summary. For example, create a summary of the active document in a new document.


158

Using Passwords

If you share a computer, you need to protect your files using passwords. When you create

a password, write it down and keep it in a secure place. If you lose the password, you

cannot open or gain access to the password-protected document.

To create a password:

Open the document to be protected from unauthorized use.

On the File menu, click Save As.

On the Tools menu in the Save As dialog box click General Options.

Type your password in either or both of the boxes (asterisks appear in the boxes):

Click OK to open up the Confirm Password box.


159

Enter the password again in the box

Click OK.

Click Save.

To remove or change a password

(In order to remove or change a password, you must know the password.)

Open the document.

On the File menu, click Save As.

In the Save As dialog box, click Tools and then click General Options.

In the Password to open or Password to modify box, select the placeholder

symbols (usually asterisks) that represent the existing password.


o To remove the password, press DELETE, and then click OK.

o To change the password, type the new password, click OK, reenter the

new password, and click OK.

Click Save.

Preparing copies of a document to be reviewed:

Open the document you want to prepare for review.

If multiple versions exist, save the current version as a separate document with a

different name, and use this copy as the review copy. This will prevent reviewers

from opening and viewing previous versions of the document


160

On the Tools menu, click Protect Document. The dialog box below appears:


o To let others change the document by inserting comments and tracked

changes, make sure Tracked Changes is selected.

o To let others insert only comments, click Comments.

o To let only authorized reviewers add comments and changes, type a

password.

o To allow Form Fields to be created and used select Forms

Click Ok

To remove document protection:

Select Unprotect Document from the Tools menu.

If a password has been set, type in the correct password, and then click OK.


161

Summary

To start a new page press Ctrl Enter

To start a new section select Insert and then Break…

To change margins select File then Page Setup then Margins

To change paper size select File then Page Setup then Paper Size

To insert comments click Insert Comment on the Reviewing toolbar

To view comments click Comments on the View menu

To view changes click Track Changes on the Reviewing toolbar

To accept/reject changes click Accept or Reject Changes on the

Reviewing toolbar

To create a version, select Versions from the File menu

To view information about a document click Properties on the File

menu

To protect a document with a password select Options from the Tools

menu and then click the Save tab

To protect a document click Protect Document on the Tools menu

To unprotect a document click Unprotect Document on the Tools

menu


162

Practice Exercises

Exercise 51. Open a word document; position the insertion point midway down one

paragraph. Click on File, then Page Setup. Make the left and right margins

4 cm, the top margin 3 cm, and the bottom margin 2 cm. The Preview box

should reflect these changes. Save this file as "Page Setup Practice."

Exercise 52. Open the document "Page Setup Practice" in Exercise 1. If this file is not at

least one and a half page in length, add more text. Move the insertion point

to the beginning of the document and force a page break by selecting

Insert, Break, and then clicking OK to accept Page Break. Go to the first

page and type in a title page. Use a center alignment and a larger size font.

Exercise 53. Split the document into two sections by selecting Insert, Break, and then

Next Page for the section break type. Click OK to accept the Section

Break.

Exercise 54. Click any where in the first section. Click on Insert, Page Numbers. Use

the default position and alignment settings, but remove the check from the

"Show Number on First Page" box to suppress a page number on the title

page. Click the Format button and choose roman numerals from the

Number Format box then click on the OK button. Click OK again.

Exercise 55. Click any where in the second section. As in Exercise 4 insert page

numbers but this time use the format 1, 2, 3, …

Exercise 56. Change your view to Page Layout, and use the Zoom Control button to

select Whole Page. Scroll from page to page. You should be able to see that

the pagination on the two sections is not the same. Save this document.

Exercise 57. Using the same document, bring up the Paper Size tab by clicking on File,

Page Setup. Select the Letter paper size, and Landscape orientation, and

then click on the OK button. Change to Page Layout view and then use the

Zoom Control button to select Whole Page to see what the document

looks like.

Exercise 58. Protect this document by assigning passwords.

Microsoft Word 2000 Customizing Word

163

Lesson 10

Customizing Word

Objectives:


Customise Menus

Customise Built-in Toolbars

Create a Custom Toolbar

Add Commands to a Custom Toolbar

Delete a Custom Toolbar

Change Word Options


164

Customizing Menus

Menus and toolbars are used to "tell" Microsoft Word about what you want to do. You

can customise the menus and toolbars to suite your preferences.

To add a command or other item to a menu:

On the Tools menu, click Customize. The following dialog box appears.

Click the Commands tab.

In the Categories box, click a category for the command.

Drag the command you want from the Commands box over the menu. The menu

opens, showing a list of commands.

Drop the command you still hold to the desired location on the menu.

To delete a command from a menu:

On the Tools menu, click Customize.

Leave the Customize dialog box open and drag the command you want to delete

off the menu.

Categories Box

Scroll down to see more commands


165

To reset a built-in menu (like the menu):


Leave the Customize dialog box open.

On the menu bar, right-click the menu you want to restore.

Click Reset on the shortcut menu.

Activities:

Open the Customize dialog box. (ToolsCustomize)

In the Categories box, click Edit.

In the Commands box, click and hold Paste Table.

Drag this command over the Edit menu. You will see the dropdown menu:

Drop the command between Paste and Paste Special…

Close the Customize dialog box.

Open the Customize dialog box again.

Click the Edit menu.

Remove Paste Table by dragging it off the menu.

Right-click the Edit menu and then click Reset.

Insert the command here


166

Customizing Toolbars

By default, word displays the Standard and Formatting toolbars next to the menu bar.

You can add more toolbars or hide displayed ones.

To view more toolbars or remove displayed toolbars:

Select Toolbars from the View menu. The Toolbar drop down list appears.

To view a toolbar click on its name.

To remove the toolbar click its name again.

Tip: To see the list of toolbars, right-click the menu bar or a toolbar.

To add a button to a toolbar:

Show the toolbar you want to add a button to if it is not displayed.


Click the Commands tab.

Choose a category from the Categories box.

Drag the command you want from the Commands box to the displayed toolbar.

Add more commands to the toolbar if you want.

Once the buttons have been added, click Close to close the dialog box.

List of toolbars


167

Activities:

Open up the Customize dialog box.

From Commands tab choose the File category.

Select the command .

See the Description for your choice.

Place the button on the Standard Toolbar.


To delete a button from a toolbar:

Show the toolbar you want to change.

Hold down the ALT key and drag the button off the toolbar.

Click here to see a description


168

To quickly add or delete a built-in button to a built-in toolbar:

Click More Buttons on a docked toolbar.

Or click the arrow in the upper-left corner of a floating toolbar.

Click Add or Remove Buttons.

Finally, select the check box next to the button you want to add or clear the check

box to remove the button.


169

Creating a Custom Toolbar

You can create a new toolbar that contains buttons of your preference. Buttons can be

created to run Macros, AutoText, etc. You can put the buttons that are often used on the

toolbar you have created.

To create your own toolbar:


Click the Toolbars tab.

Click New button .

In the Toolbar name box, type the name you want for the new toolbar.


170

In the Make toolbar available to box, click the template or document you want

to save the toolbar in.

Click OK to show the new toolbar. You will see the new toolbar floating next to

the dialog box

Leave the Customize dialog box open.

Now, click the Commands tab and do one or both of the following:

o To add a button to the toolbar, click a category for the command and then

drag the command you want from the Commands box to the toolbar.

o To add a built-in menu to the toolbar, click Built-in Menus in the

Categories box and then drag the menu you want from the Commands

box to the toolbar.

When finished, click Close.

Activities:


Hide the Standard and Formatting toolbars if they are visible.

Open the Customize dialog box and create a new toolbar following the steps above.

Give it the name My Files and click OK

Dock the toolbar you just created under the menu bar. (To dock the new toolbar, click and hold its title bar and drag it under the menu bar of you document.)

The top of your document should now look like the one shown below:

New toolbar


171

Click the Commands tab on the Customize dialog box and add the following command buttons to the new toolbar:

o From the File category

o From the Edit category

o From the Format Category

To add a separator bar, right-click a button, and then click Begin a Group. A separator bar is added to the left of the button


The top of your document should now look like:

Using the commands of the new toolbar you created:

o Open a file

o Edit the file and change the formatting

o Save the changes and close the file

Note that the new toolbar behaves exactly as the built-in toolbars behave.

Now, delete the toolbar My Files.

Close the document without saving it.

Menu bar

New empty toolbar

Separators


172

Word Options

A number of different options are available in Microsoft Word. You can change these

options to make Word more suitable to your needs. The changed options will become the

default options for all Word documents created after the change.

To change Word options:

Select Options from the Tools menu. The Options dialog box appears:

Choose an option by clicking on a tab, say the View tab as shown above.

Make the necessary changes in the selected option.

Click OK.

You can see that the Options dialog box has ten tabs. As an example, we will see the

Save and Print options.


173

Save Options

You can save the document you are working on by clicking on the save button. However,

you can make Word do the saving on regular basis. This minimizes data loss due to

power or system failure.

To set save options:

From the Tools menu select Options

Click on the Save tab

Check the box to create a backup copy every time you

save a document. Each new backup copy replaces the previous backup copy.

Check the box to allow Word save documents in the

background while you are working in Word.

Check the box to make a

document recovery file at the interval you enter in the minutes box. When you

open word after a power or system failure, you will see the AutoRecover file

containing information you did not save before the failure.

Click OK when you are done.

Note: AutoRecover does not substitute the Save command and you must save your document when you finish working on it.


174

Print Options

To set print options:

From the Tools menu select Options.

Click on the Print tab.

If you want to print a document with minimal formatting and not print graphics

check the box . This option depends on the type of printer used.

. Check this box to print documents in the background while

you are working in Word.

Checking the box prints pages in reverse order, beginning with

the last page.

Options under Include with Document print the selected items with the

document. For example, if you want to see hidden text in a printed document,

check the box .

You can also specify the default tray your printer uses by selecting from the

Default tray box.


175

The 10 tabs in the Options dialog box are described in the table below:

Sets the options to change the appearance of the

word screen by showing or hiding some parts.

Changes settings such as measurement units and e-

mail options.

Changes editing options such as drag and drop, cut

and paste, click and type.

Provides printing options like reverse print order,

updating fields, etc.

Sets up save options such as AutoRecover, Password

Background saves etc.

Specifies dictionaries and language for spell

checking and grammar checking.

Changes how revision marks are viewed.

Shows user information: Name, Initials and Mailing

Address.

Allows the user to change Word to act like previous

versions of word.

Shows default saving directories for documents,

Templates, etc. These can be modified.


176

Summary

To customise menus and toolbars choose ToolsCustomize.

To create custom toolbars choose New from ToolsCustomize.

To set up Word options choose Options from the Tools menu.


177

Practice Exercises

Exercise 59. What are the steps you would follow to make the Web toolbar visible and

then add the command to this toolbar?

Exercise 60. Create the following Toolbar, give it a name, drag it to the right side of the

word screen, use the spelling and grammar command on this toolbar to spell

check a word document. When the toolbar is no longer needed, delete it.

Exercise 61. What do you do to store your personal information for future use by your

computer? Store your Name, Initials and Mailing Address.

Exercise 62. Suppose you document is written in VG2000 Amharic Font and you want to

print the document using a computer on which VG2000 is not installed.

How do you save your document? (Hint: see the Save Option).

Exercise 63. Open a word document in which there are drawings or charts. Insert

comments and format some of the paragraphs by changing the font type,

color, etc. Now, print the document. Do you have all the formatting and the

drawings in the print out? If they are missing, what option is set in the

Options dialog box? If the comments are not printed, what can you do to

print them?

Microsoft Word 2000 Tables

178

Lesson 11

Tables

Objectives:


Create a Table in Several Ways

Add Information to a Table

Move Around within a Table Using the Keyboard

Select Cells, Rows and Columns

Create Header Rows

Set Margins

Insert/Delete Rows and Columns

Adjust Column and Row Sizes

Merge and Split Cells

AutoFormat tables

Add Boarders and Shading to a Table

Sort Items in a Table


179

Creating a Table

A table is composed of columns and rows. Where a column and a row meet, a cell is

formed. The graphic below is an example of a table with 3 columns and 4 rows. The

highlighted cell is the intersection of the 2nd column and the 3rd row. You can insert a

text or a graphic in a cell.

Word provides several ways of building a table: using the Table menu, the toolbar,

existing text, or the drawing button.

To create a table using the menu:

Click in your document where you want the table to appear.

Click the Table menu and point to Insert:

Select Table.... The Insert Table dialog box appears.

Type or select the number of columns and rows you want for the table

To create the table, click . An empty table appears on the screen.


180

To create a table using the toolbar:

Click in your document where you want the table to appear.

From the Standard toolbar, click and hold the Insert Table button .

Drag the pointer to select the appropriate dimensions.

Release the mouse button. An empty table appears on the screen.

To create a table from existing text:

Select the text that you want to convert to a table

From the Table menu, select Convert and then Text to Table...

The Convert Text to Table dialog box appears.

In the Number of columns box enter number of columns you want.


181

Choose Fixed column width or AutoFit options for the column width.

Under Separate text at, choose how to separate the text into cells (e.g., by tabs).

Click OK. The text is converted to a table.

To create a table using the drawing button:

From the Table menu, select OR

Click the button on the standard toolbar.

The Tables and Borders toolbar appears and the cursor turns into a pencil.

Click and drag the pencil until the outline of the table is the size you want.

Release the mouse. The outside frame of a table appears.

Click and drag the pencil within the table to make columns and rows.

To correct a mistake, click the eraser and drag it over the mistake.

Tip: You can display the Tables and Borders toolbar from Toolbars submenu of the View menu. To turn on the Draw Table command, click the button

. To turn it off, click it again.


182

Activities:

Open a new document.

Type in the caption "Table 1". Press Enter and using the menu method create a table with 3 columns and 2 rows. You must have something like this:

Double click below Table 1, type "Table 2" and then press Enter. Using the toolbar method create a table with 3 columns and 2 rows.

Double click below Table 2, type "Table 3" and press Enter. Using the

drawing button, , create a table with 3 columns and 2 rows.

Now you are going to create a table from text. Double click below Table 3, type "Table 4" and press Enter. Now type in the following text using the hyphen as a separator: Supervisor - School Assigned - Student Teacher

Select the text, click the Table menu, point to Convert and then click Text to Table. Click OK on the dialog box that appears. You'll see this table:

This table has only one raw. To add a second raw, click within the cell containing the text "Student Teacher" and press the Tab key.

Save this document under the name "Teaching Practice" for later use.


183

Adding Information to a Table

You can enter information into the cells in your table by typing, just like you add text to

your documents. To move from one cell to another cell in a table, you will need to use

one of the following methods:

Press the Tab key

Press an arrow key

Use the mouse to click in the appropriate cell

Activities:

Open the document "Teaching Practice" you created in the previous section.

Click in the first cell of Table 1. Type in the word "Supervisor".

To go to the next cell to the right press Tab on the keyboard. Type in the text "School Assigned".

Press the Tab key again and enter the text "Student Teacher".

Press Tab to go to the second row. Enter appropriate data in the second row. When you reach the end of the second row press Tab to go to the third row and continue entering data until you finish. Your table should be similar to the one below:

Insert the same or different data in the remaining tables.

Save the document (FileSave).


184

Moving and Selecting within a Table

Keyboard shortcuts for moving around and selecting within a table are listed below.

TO MOVE TO . . . PRESS . . .

Next cell Tab or right arrow until you are in the cell

Previous cell Shift Tab or the left arrow until you are in the cell

Next row Down arrow

Previous row Up arrow

End of cell End or [1] (on the keypad with the Num Lock off)

Tab stop within a cell Ctrl Tab (after setting the tab stop)

First cell in a row Alt Home or Alt [7] (on the keypad with the Num Lock off)

Last cell in a row Alt End or Alt [1] (on the keypad with the Num Lock off)

First cell in a column Alt Page Up or Alt [9] (on the keypad with the Num Lock off)

Last cell in a column Alt Page Down or Alt [3] (on the keypad with Num Lock off)

TO SELECT . . . PRESS . . .

Next cell Tab

Previous cell Shift Tab

Entire row Drag I-beam across the rows or place the pointer to the left of

the row and click

Entire column Alt click or place the pointer at the top of the column and click

when down arrow appears

Entire table Alt+[5] (on the keypad with the num lock off)

Multiple cells,

rows or columns

Drag across the cells


185

Selecting Cells Using the Mouse

You can use the mouse to select a single cell, an entire row, an entire column or any

group of cells.

To select a single cell or a group of cells:

Bring the mouse pointer near the left edge of the cell.

When you see a black selection arrow do one of the following

Click and release the left mouse button to select a single cell.

Click and drag the left mouse button to select as many cells as needed.

To select a row:

Bring the mouse pointer near the left edge of the row.

When you see a white selection arrow click the left mouse button.

To select multiple rows click and drag the pointer up or down.

To select a column:

Bring the mouse pointer near the top edge of the column.

When you see a black selection down arrow click the left mouse button.

To select multiple columns click and drag the pointer to the left or right.

Select Cell

Select Row

Select Column


186

Creating Header Rows

If your table spans more than one page, you may want to repeat the header rows (column

identification) on each page of the table. This makes columns easier to identify. To create

the header rows on the first page of your table simply type and format the appropriate

column descriptions in each cell of the rows. Then you repeat the header rows on

subsequent pages.

To repeat heading row(s) on subsequent pages:

Select the header row(s) that you want to repeat

From the Table menu, select .

Tip: Rows repeating on subsequent pages will not be seen in the Normal View. You need to switch to the Print Layout View to see them.

Activities:

Open the document "Teaching Practice"

Select the row containing the headings in Table 4. Increase the text size to 14 points and choose the bold font style.

Now, click in the last cell of Table 4.

Press and hold down the Tab key until the table extends into the next page. Observe that the headings do not appear in the subsequent page.

Select the header row again.

Click Heading Rows Repeat from the Table menu. What happened?

Close the document without saving the changes.

Headings


187

Setting Margins

Here, margins mean two things: the table placement relative to the page margins or the

position of the text within each cell of a table. Margins for text within a cell are set with

the same process as regular paragraphs (using the ruler line or the Paragraph dialog box).

A table created for the first time is aligned with the left margin of the page. You can

change the position of your table using either the Table menu or the Formatting toolbar.

To change table position (menu option):

Click within the table you want to change the position of.

From the Table menu, select . The dialog box appears.

Select the Table tab.

In the Alignment section, select the desired alignment (Left, Center or Right).

To indent table from the left margin, enter a number in the Indent from left box.

If necessary, in the Text wrapping section, select a text wrap option

Click OK.

Alignment section

Text wrapping section


188

To change table position (toolbar option):

Click within the table you want to change the position of.

From the Table menu, click Select and then Table

On the Formatting toolbar, click the alignment buttons , or .

Tip: If you have chosen a left alignment, you can use the Increase Indent

and/or Decrease Indent buttons to further position the table.

To align text within a cell:

Select the cell or cells which contain the text you want to align.

Choose Format then Paragraph from the menu.

On the Indents and Spacing tab, make the necessary changes in the Alignment

and Indentation boxes.

Alternatively

Select the cell or cells which contain the text you want to align.

Place the mouse pointer over the selected cell(s) and click the right mouse button.

Click on one of the buttons to choose the type of alignment


189

On the short-cut menu that appears, go to Cell Alignment.

Place the mouse pointer over the alignment buttons that appear for about 2

seconds. You will see a short description such as .

Finally, click the button of you choice for the alignment.

Activities:


Using the Table Resize Handle resize Table 1, Table 2 and Table 3.

To resize the table follow the these steps:

To see the resize handle place the mouse pointer over the table.

When the handle appears, put the mouse pointer over. The pointer changes to .

Drag to resize the table.

Position Table 1 to the left, Table 2 at the centre, Table 3 to the right.

Practice changing the positions using the indent buttons

Also practice moving the tables using the Table Move Handle

Align Top Left the text in the heading rows of Table 1

Align Center the text in the heading rows of Table 2

Align Bottom Right the text in the heading rows of Table 3

To see text positions clearly increase the heights of the heading rows

Do not save the changes made to the document.

Table Resize Handle

Table Move Handle


190

Adding and Deleting Rows

It is common to add or delete rows and columns to your table until you know exactly

what information you need.

To add a row at the end of a table:

Place your insertion point in the last cell (last row, last column)

Press Tab

To add a row within the table:

Place your insertion point in a cell above or below where you want to add a row

From the Table menu, select Insert.

Click Rows Above or Rows Below

To delete rows:

Place your insertion point in the row to be deleted.

From the Table menu, select Delete.

Select Rows. The row and all of its contents are deleted.


191

Adding and Deleting Columns

To add a column at the end of the table:

Place your insertion point in the last column

From the Table menu, select Insert and then Columns to the Right

To add a column within the table:

Place your insertion point to either side of where you want to insert a column

From the Table menu, select Insert.

Select Columns to the Left or Columns to the Right

To delete columns:

Place your insertion point in the column to be deleted

From the Table menu, select Delete

Select Columns. The column and all of its contents are deleted.

Note: You can follow the same steps to add or delete cells in your table. See the activities below.


192

Activities:


Add a column to the right of the last column in each table

Insert the heading "Lesson Plan" for the new column

Insert a column between School Assigned and Student Teacher

Delete the empty column you just added.

Insert rows between existing rows

Delete the rows you just added.

Crate a 4 4 table and type in the numbers as shown in figure (a):

Select the cells labelled 6,7,10 and 11 to insert 4 cells at that position

Select TableInsertCells. The Insert Cells dialog box appears:

Select an option, say, Shift Cells Right.

Delete the cells you just added.

Newly added columns

(a) To add 4 cells select 4 cells. (b) Adding cells shifts existing cells.


193

Adjusting Column and Row Size

When a table is created, all columns have equal column widths. To adjust column widths

you may use the ruler or the Table Properties dialog box from the Table menu.

To adjust column width (Ruler Option):

If necessary display the ruler (From the View menu, select Ruler)

Click and hold the table border that is between the columns you want to adjust. A

vertical dotted line appears and the pointer changes to in the table or to on

the horizontal ruler.

Drag the table border to the desired location (to the left or to the right).

Release the mouse button

To adjust row height (Ruler Option):

Click and hold the table border that is between the appropriate rows. A horizontal

dotted line appears and the pointer changes to or to on the vertical ruler.

Drag the table border to the desired location (up or down)

Release the mouse button

Note: Make sure you are in Print Layout view to adjust the row height from the ruler line. To access this view, from the View menu select Print Layout

Drag one of these to change column width


194

To adjust column width (Menu Option):

Click within the column you want to adjust

From the Table menu, select Table Properties....

Select the Column tab from the dialog box shown

Check the Preferred width box and type the desired column width

Click OK

To adjust row height (Menu Option):

Click within the row that you want to change

From the Table menu, select Table Properties...

Select the Row tab from the dialog box that appears.

Check the Specify height box and type the desired row height

Click OK

Activities:


Adjust row and column sizes using the ruler and menu options

AutoFit column sizes to contents (TableAutoFitAutoFit to Contents)

Do not save the changes


195

Merging Cells

Depending on the setup of your information, you may want to combine two cells. The

most common use of combining cells is for column headings. You can merge cells

horizontally or vertically.

To merge cells (Menu Option):

Select the cells that you want to combine

From the Table menu, select Merge Cells

The selected cells are merged into a single large cell as illustrated below:

Alternatively:

Display the Tables and Borders toolbar.

Select the cells that you want to combine

On the Tables and Borders toolbar, click the Merge Cells button

In this diagram, all cells in the first row are selected.

Merged cells


196

Splitting Cells

To split cells (Menu option):

Select the cell(s) that you want to split

From the Table menu, select Split Cells... The Split Cells dialog box appears.

Enter the number of rows and/or columns that you want to divide the cell into

Click OK. The table above now looks like:

Tip: As in the case of merging cells you can use the toolbar option - display the

Tables and Borders toolbar and then click the Split Cells button.

Notes: If there is text in more than one of the cells being merged, the text from each cell will be separated by paragraphs in the resulting cell.

To avoid having to redo your table headings, use the merge and split features as the final step in formatting your table.

In this diagram, three cells are selected.


197

Activities:


Select the cell containing the text "Lesson Plan" in Table 1

Split it into two rows. Observe where the initial text is placed

Split the new row into two columns

Type in "100%" in the left column and "30%" in the right

Add two more columns with headings "Lesson Presentation" and "Total"

Insert a column between "Lesson Presentation" and "Total". Give it the heading "Test Preparation"

Split each of the cells "Lesson Presentation" and "Test Preparation" into two rows and two columns

Insert the texts "100%", "50%" and 20% exactly as shown below:

Continue working on the cells until your table looks exactly like the one shown above.

At this point save the document.

Merge the cells "Lesson Presentation" and "Test Preparation". You will have something like this:

Practice merging other cells.

Close the document but do not save the changes this time.


198

Using AutoFormat

AutoFormat is a great timesaving feature that automatically applies predesigned

combinations of borders, shading, fonts, colors, and AutoFit column widths.

To change the style of the table you created:

Click inside the table

From the Table menu, select Table AutoFormat... to view dialog box below.

From the Formats list, select a predefined format

Watch the Preview box to see an example of the format you select.

In the Formats to apply section, select the formats that meet your needs

To apply formats to only portions of your table, select the appropriate part in the

Apply special formats to section.

When you finish click OK. The formatting is applied to your table.

Tip: If you do not want to change existing formats in the table, deselect those formats. For example, to keep the font and color of the text in you table uncheck Font and Color on the Table AutoFormat dialog box.


199

Borders and Shading

Borders (lines) are one way that you can enhance the appearance of your table. Shading a

cell(s) can help to emphasize the information contained in it or differentiate headings

from content. Borders and shading can be added to tables using the Tables and Borders

toolbar or the Borders and Shading dialog box.

To add Borders and Shading using the toolbar:

Display the Tables and Borders toolbar: (ViewToolbarsTables and

Borders).

On the toolbar, click the down arrow next to the Line Style box:

From the pull-down list, select a line style. The pointer changes to a pencil .

Next click the down arrow beside the Line Weight box: .

From the Line Weight pull-down list, select a line weight.

In your table, click individual cell borders or drag along borders to apply the new

style. The border will be applied.

Click here

Line Style box


200

To add a border using the BORDER button:

Click within or select the cells that you want to apply the border to.

Display the Tables and Borders toolbar as indicated above.

From the Line Style pull-down list, select a line style.

From the Line Weight pull-down list, select a line weight.

Click the down arrow next to the Border button, .

From the choices that appear, select the appropriate border placement. The border

will be applied.

To add shading:

Select the cell(s) in your table to which you want to apply the shading.

On the Tables and Borders toolbar, click the down arrow next to the Shading

Color button, .

From the shading choices that appear, make your selection. The shading will be

applied to your table.

Click here

Click here


201

The Borders and Shading Dialog Box

The Borders and Shading dialog box allows you to add borders and shading to an

individual cell or the whole table. You can also apply page borders using this dialog box.

To add borders:

Select the cell(s) that you want to apply the border to.

From the Format menu, select Borders and Shading... The dialog box appears.

Select the Borders tab

In the Setting, Style, Color and Width sections, select the desired options.

For a Custom border, click the line buttons in the Preview diagram.

In the Apply to box select the option you want.

Click OK.


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To add shading:

Select the cell(s) to which you want to apply the shading.

From the Format menu, select Borders and Shading....

On the Borders and Shading dialog box, select the Shading tab.

In the Fill section, select the fill color you want for the shading.

If necessary, select a pattern from the Style pull-down list.

Click OK

Activities:


Apply borders and shading to the header row of Table 1 using the toolbar or the dialog box.

Choose a line weight of 2¼ pt.

Choose a shading color, say, Gray - 25%.

Apply shading to the last column of Table 1. Now, your table should look like the one below:

Apply AutoFormat to Table 3.

Practice applying borders and shading to tables 2 and 3.

Outside and inside borders

Shading

Shading


203

Save the document.


204

Sorting within a Table

Sorting tables is a feature designed for sequencing lists such as number grades and a

bibliography. You can sort a table by up to three columns, in either ascending or

descending order. You can also sort numbers or dates.

To sort a table:

Select all the rows you want to include in the sort.

From the Table menu, select Sort... The Sort dialog box appears.

From the Sort by list box, select the first column you want to sort by.

From the Type list box, select Text, Number, or Date.

Select either Ascending or Descending order.

To sort by additional columns, choose from the Then by list boxes.

To make the sort case-sensitive, click Options, select Case Sensitive, click OK

Click OK

Note: You cannot sort a table, which contains merged cells.

Tip: If your table has headings you do not want to include in the sort, select

in the My list has section.


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Activities:

Create the following table:

Note that this table is sorted by "ID No.". Now, sort the table by "Sex" then by "Grade" and then by "Name". Do not forget to click within the table before you sort it.

Here is the table sorted in Ascending order:

First sorted by Sex … then sorted by Grade


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Summary

To insert a table, select TableInsertTable... from the menu bar OR

click on the Standard toolbar.

To draw a table, select from Table menu OR click

on the Standard toolbar.

To convert text into a table select TableConvertText to Table...

To create header rows select from the Table menu.

To move around within a table use the Tab key and arrow keys.

To set margins select from the Table menu.

To adjust row and column sizes drag the table borders on the vertical

and horizontal rulers.

To insert or delete cells select TableInsert or DeleteCells…

To insert or delete rows TableInsert or DeleteRows

To insert or delete columns TableInsert or DeleteColumns

To merge cells select from the Table menu.

To split cells select from the Table menu.

To AutoFormat a table select from the Table menu.

To add borders and shading click the button on the Standard

toolbar.

To sort text within a table select from the Table menu.


207

Practice Exercises

Exercise 64. Create the following table (for exercises 2 - 6):

Fruit Sold Price Price to Consumers

Apples 10.5 0.85

Bananas 100 0.55

Grape 45 0.95

Exercise 65. Select the first row. Make the headings Bold with a Font Size of 14 points

and then make this row a "Header row". Now insert rows at the bottom of

the table until it extends over to the next page. Go to the next page to see

the result.

Exercise 66. Delete the rows added in Exercise 2 keeping only 7 more empty rows.

Enter data for other fruits in the empty rows.

Exercise 67. Insert a new column between "Fruit" and "Sold Price" columns and label it

"Supplier". Add supplier names for each fruit; for example, the supplier

name for orange might be "EtFruit". To go to the next or a new row press

the Tab key.

Exercise 68. Select the whole table and apply outside border. Choose Line Style =

double solid line, Line Weight = 2¼ pt and Border Color = Blue-Gray.

Select the header row and shade it with sky-blue color. Select all the

remaining rows and apply a shading color of Gray - 10%.

Exercise 69. Sort the table by the first column (by "Fruit") and then by the second

column (by "Supplier"). Select and drag the second column to move it to

the first column.

Exercise 70. Create a 2-row by 6-column table. Merge some of the cells so that the table

looks like the sample below:

News Letter AABBCC CCOOMMPPUUTTEERR TTRRAAIINNIINNGG

15 17 78

Message from the Director

Dear students; Thank you for your interest in the new ….

New Training Program Launched

ABC Computer Training has started

a Microsoft Certification program …


208

Exercise 71. Merge the two cells in the second row of the table in Exercise 7. Note

carefully how the texts appear in the new cell. Try to split this cell into two

cells. Do you have the look of the original table, i.e., how is the text

distributed in the two cells?

Exercise 72. Select the table in Exercise 7. Delete the contents first and then delete the

table itself.

Exercise 73. Create a table with exactly the following layout:

STUDENT COPY

Student Name: _____________________

ID Number: _______________

Department: ______________________

Semester/Year: ____________________

Course Title Course Number Grade

1.

2.

3.

4.

Microsoft Word 2000 Calculations within Tables

209

Lesson 12

Calculations within Tables

Objectives


Understand Cell Referencing

Identify Basic Formula Operators

Insert Formulas Using the Formula Dialog Box

Recalculate Formulas

Show or Hide Field Codes

Apply Functions used by the = (Formula) Field


210

Cell Referencing

You can do basic calculations within a Word table by referencing the cells that contain

the values needed for the calculation. You reference table cells as A1, A2, B1, B2, and so

on. In this cell reference form, the letter represents a column and the number represents a

row as shown in the diagram below:

In the diagram, Cell B3 is the intersection of Column B and Row 3.

To reference individual cells in formulas:

Use a comma to separate references to individual cells

Example a1, c1, b3, d3

Use a colon to separate the first and last cells in a range of cells

Example b2:c3 to reference the block of cells b2, b3, c2 and c3.

To reference an entire row in a calculation:

Use a range that includes only the number that represents it

Example 1:1 to reference the first row in the table.


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Use a range that includes the specific cells

Example A1:C1 to reference a row with three columns

To reference an entire column in a calculation:

Use a range that includes only the letter that represents it

Example b:b to reference the second column in a table.

Use a range that includes the specific cells

Example A1:A3 to reference a column with three rows

To reference cells in another table or to reference a cell from outside a

table:

Identify the table with a bookmark. (See Lesson 6)

Example

The following field averages column B in the table marked by the bookmark

Table2.

Note: Cell references refer to cells in the table that contains the = (Formula) field. If the field isn't in the referenced table, mark the table with a bookmark and specify the bookmark, followed by the cell references.

Field code

Bookmark Cell reference

Function name


212

Here are examples of cell references in a formula:

To add these cells Enter the formula

=SUM(a1, a3, c2)

=SUM(b:b) or

=SUM(b1:b3)

=SUM(a1:b2)

=SUM(a1:c2) or

=SUM(1:1, 2:2)

=SUM(a:a, c:c)

Activities:

Following the examples above, how do you reference the shaded cells in the AVERAGE formula below?


213

Formula Operators & Examples

The following are basic formula operators:

The following table is an example of a travel budget proposed for attending a conference.

Here is a description of the formulas used to perform the calculations within the table.

Formula For Actual Formula About the Formula

Hotel Cost =3*69.95 Computes the total cost for the hotel stay by multiplying 3 and 69.95

Meals =4*50 Computes the total cost of the meals by multiplying 4 and 50

Total =Sum (above) Calculates the total of the costs by calculating the values above the formula (B2 through B6)

Department Contribution

=B6-B7 Calculates the department contribution by subtracting the grant request from the total conference budget

Operator Description Operator Description

+ Addition = Equal to

– Subtraction < Less than

* Multiplication < = Less than or equal to

/ Division > Greater than

% Percentage > = Greater than or equal to

^ Powers and roots < > Not equal to

Gray shadings indicate formula results


214

Inserting Formulas

To insert a formula:

Determine the values or cell references that will be required for the formula

Click on the cell in which you want to place the formula

From the Table menu, select Formula... The Formula dialog box appears.

In the Formula box, type the desired formula, for example, =B6-B7.

From the Number format list box, select the appropriate format for the result

Click OK

Activities:

Create a 15 table and type in some numbers as shown:

The cells required for the formula are A1, B1, C1 and D1. Now click on cell E1 where the formula is to be inserted.

Display the Formula dialog box as outlined above (TableFormula...):

In the formula box type the formula =a1+b1+c1+d1:

Click OK to see the sum in Cell E1.


215

Create the following table in a new document:

To calculate Etalem's total score click on Cell E2. Open the Formula dialog box. Guessing what you want word inserts the formula:

This formula gives the sum of all numbers to the left of E2. You can accept it or modify it. To modify the formula, delete the word LEFT in parentheses and type in B2:D2 instead (See the diagram below).

Select the number format as shown below and click OK.

In the same way, calculate the total score for the rest of the students.

Cell E2. Click here to calculate the total for Etalem.

Click here to select number format

Cell E12


216

Click on Cell E12 to find the minimum score. Open the Formula dialog box. In the formula box you will see the formula =SUM(ABOVE). Delete this formula leaving only the equality sign =. Select the number format as before. To get the MIN function, click the down arrow on the Paste function box. From the drop-down list select MIN and type the range of cells in parentheses: =MIN(E2:E11). Click OK to finish.

Following the same strategy, calculate the maximum score and the average score. Check your table against this one:

Save your document under the name "Calculations".

First click on this arrow

Then click to select MIN

Th

e s

ha

de

d c

ell

s c

on

tain

fo

rm

ula

s


217

Recalculating Formulas

Recalculating formulas enables you to update values in a table.

To recalculate the value of an individual cell:

Click in the cell, before the numerals

Press ALT Shift [U] on the keyboard.

Alternatively:

Right click the cell containing the formula. A shortcut menu appears:

From the menu, select Update Field

To recalculate all the cells in the table:

Click within the table

From the Table menu, choose Select Table

Press ALT Shift [U]. The results of the formulas are updated in the table.

Activities:

Open the file "Calculations" you already created.

Change some of the scores and recalculate all the cells with formulas.

Pointer should appear before numerals


218

Show/Hide Field Codes

Normally, word displays the results of formulas, also called field results, in a table or

document. You can, however, display the field codes and edit them.

To show or hide the field code for a specific field:

Click the field or the field results

Press SHIFT [F9].

To show or hide field codes for all fields in a document:

Click anywhere within the document that contains the formulas

Press ALT [F9].

Tip: To show or hide a specific field code right click on the field. From the

shortcut menu that appears select

Activities:

Open the document "Calculations".

Click on the cell containing the formula MIN.

Now press SHIFT [F9] to view the field code:

Next, press Alt [F9]. You will see all the field codes:

Field code Field result


219

Functions used by the = (Formula) field

The = (Formula) field can use values returned by the following functions. Functions with

empty parentheses can accept any number of arguments separated by commas (,) or

semicolons (;). Arguments can be numbers, formulas, or bookmark names.

Note The following functions can accept references to table cells as arguments:

AVERAGE(), COUNT(), MAX(), MIN(), PRODUCT(), and SUM().

Function Returns

ABS(x) The positive value of a number or formula, regardless of its actual positive or negative value.

AND(x,y) The value 1 if the logical expressions x and y are both true; or the value 0 (zero) if either expression is false.

AVERAGE() The average of a list of values.

COUNT() The number of items in a list.

DEFINED(x) The value 1 (true) if the expression x is valid, or the value 0 (false) if the expression cannot be computed.

FALSE 0 (zero).

INT(x) The numbers to the left of the decimal place in the value or formula x.

MIN() The smallest value in a list.

MAX() The largest value in a list.

MOD(x,y) The remainder that results from dividing the value x by the value y a whole number of times.

NOT(x) The value 0 (zero) (false) if the logical expression x is true, or the value 1 (true) if the expression is false.

OR(x,y) The value 1 (true) if either or both logical expressions x and y are true, or the value 0 (zero) (false) if both expressions are false.

PRODUCT() The result of multiplying a list of values. For example, the function {= PRODUCT (1,3,7,9)} returns the value 189.

ROUND(x,y) The value of x rounded to the specified number of decimal places y; x can be either a number or the result of a formula.

SIGN(x) The value 1 if x is a positive value, or the value –1 if x is a negative value.

SUM() The sum of a list of values or formulas.

TRUE 1.


220

Activities:


Click below the table.

Click Formula… from the Table menu to open the Formula dialog box.

In the Formula box, type the formula =AVERAGE(b2:b11) to calculate the average of the test results.

In the number format box, choose the decimal format 0.00 and click OK. You will see the message:

Now delete the message and type in the text:

Click InsertField… from the menu bar. The Field dialog box appears:

Type the formula exactly as shown in the diagram: = average(Score b1:b11) \# "0.00". When you click OK you see the message:

Select (All) from Categories and =(Formula) from

Field names

Type the formula in this box


221

"Score" is supposed to be the bookmark name for the table which is not yet bookmarked. Now click within the table to give it a bookmark name.

Select InsertBookmark…from the menu to view the Bookmark dialog box:

Type "Score" in the bookmark name box and click the button

Right click on the message . A shortcut menu pops up.

Choose Update Field to get the correct result.

In the same way calculate the averages for the mid and final scores.


222

The IF Function

The IF function compares two values and returns a value depending on a condition you

specify. For example, consider the statement "If the score is 60 or above, the student

passes; if not, the student fails ". The condition that must be met is that a student's score

should be 60 or above. If this condition is met, the function returns a value (say, it inserts

the remark "PASS" against the score. If the condition is not met, it returns an alternative

value (say, it inserts the remark "FAIL" against the score).

The general form of the IF function is

IF (Expression1 Operator Expression2, True-value, False-value)

Instruction Explanation

Expression1 Expression2

Values you want to compare.

Operator Comparison operator. Insert a space before and after the operator.

True-value False-value

Value that results when the comparison is true (True-value) or false (False-value). Strings (text) must be enclosed in quotation marks.

Example: Write an IF function that returns the value 1 if a student's score is greater than

59 or the value 0 (zero) if the score is less than or equal to 59.

In this example, the IF function compares the value in Cell E2 to the number 59. If the

value in Cell E2 is above 59 the condition E2 > 59 becomes true and the IF function

inserts the true-value 1 for PASS; if the value in Cell E2 is exactly 59 or less, the

condition E2 > 59 becomes false and the IF function inserts the false-vale 0 for FAIL.

Activities:



223

Insert a column to the right of the table. Type REM in the first row of this column.

We are going to mark students whose total score is above or equal to 60 with "1" and those whose total score is below 60 with "0".

The REM column is column F. Now click within Cell F2.

Select TableFormula. In the Formula box type the correct if function as shown below and click OK.

Continue doing so down to Cell F11 where the formula is:

Part of the table is displayed here. Compare it to your table.

Field result Field code


224

Summary

To insert a formula in a cell choose TableFormula...

To recalculate the value of a cell press ALT Shift [U]

To recalculate all cells in a table, first select the able and then press

ALT Shift [U]

To show or hide a specific field code press SHIFT [F9].

To show or hide all fields in a document press ALT [F9].

To insert a field code select InsertField…


225

Practice Exercises

Exercise 74. Create the following table. Determine the total number of T-Shirts sold.

What percent of each color is sold?

T-Shirts Sold Percent Sold Unit Price Total Price

Green 48 12 Birr

Yellow 35 10 Birr

Red 57 15 Birr

Total

Exercise 75. Change values in the table above and update the changes in the calculated

fields.

Exercise 76. In Exercise 1, use the PRODUCT() function to obtain the total price for

each color of T-Shirts. Also, find the total price for all shirts.

Exercise 77. Create the following table. What functions are used to calculate the total

weight, the average weight and the total number of items? Carry out the

calculations.

Item Weight (kg)

Item 1 15

Item 2 20

Item 3 35

Item 4 10

Item 5 30

Item 6 25

Item 7 15

Item 8 30

Total weight

Average weight

Total # of items

Exercise 78. In Exercise 3, mark all the weights with a weight of 20Kg or above with the

number 1 and those weighing below 20Kg with the number 0. You need to

add one more column to the right of the Weight column.

Exercise 79. Open the file "Calculations" you created in this lesson. Use the IF function

to insert the number 1 for students whose score is above the average.

Microsoft Word 2000 Graphics

226

Lesson 13

Graphics

Objectives:


Understand Drawing Objects and Pictures

Insert AutoShapes

Draw Pictures Using Lines and Curves

Format Drawing Objects

Align and Group Drawing Objects

Rotate and Flip Graphics

Change the Order of Objects in a Stack

Wrap Text Around Graphics

Insert WordArt and ClipArt

Create and Format Charts

Insert Microsoft Equation


227

Drawing Objects & Pictures

Microsoft Word provides two basic types of graphics for enhancing a document. These

are: Drawing Objects and Pictures.

Drawing objects include AutoShapes, curves, lines, and WordArt. These objects are part

of your Word document. To create and enhance drawing objects with colors, patterns,

borders, and other effects use the Drawing toolbar shown below.

To view the Drawing toolbar:

Select ViewToolbarsDrawing. The drawing toolbar will be displayed at the

bottom of the word screen.

Pictures include bitmaps, scanned pictures and photographs, and clip art. You can

change and enhance pictures by using the options on the Picture toolbar shown below

and a limited number of options on the Drawing toolbar.

To view the Picture toolbar:

Select ViewToolbarsPicture.

Note: you can ungroup some pictures and convert them to a drawing object.

Rectangle

Select Objects Text Box Line Color

Free Rotate

Dash Style

Insert WordArt Font Color Shadow

Line


228

AutoShapes

To add an AutoShape: Toolbar Option

On the Drawing toolbar, click .

Point to a category, and then click the shape you want. The pointer's shape

changes into

In your document, scroll to the position where you want to insert the shape and do

one of the following:

o Click the document to insert the shape with its predefined size.

o Click and drag the shape to the size you want. To maintain the width-to-

height ratio, hold down SHIFT while you drag the shape.

Use the yellow handle, where possible, to reshape the AutoShape.

Drag a sizing handle to resize the AutoShape.

If necessary, move the shape to a new position

o Position the mouse over the shape until the mouse pointer becomes a four-

headed arrow, .

o Click and drag to the required position.

Yellow handle to reshape the object

Sizing handles


229

To insert an AutoShape: Menu Option

Select InsertPictureAutoShapes. The AutoShapes toolbar appears.

Point to an AutoShape button and choose a shape from the list.

Click in the document where the shape is required and drag to draw the shape.

Resize, reshape and move the object as discussed above.

Activities:


You are now going to insert the Smiley Face. On the AutoShapes toolbar click on Basic Shapes:

Find Smiley Face from the pop-up menu and click on it.

Now click at the top of the new document to insert Smiley Face.

In the same way insert the following basic shapes: Sun, Heart and Cross.


230

This time you use the drawing toolbar to insert stars and banners. Click on AutoShapes on the Drawing toolbar at the bottom of the screen.

From Stars and Banners select Horizontal Scroll.

In your document click next to Smiley Face to insert Horizontal Scroll. By now your document has two drawing objects

Now you learn how to reshape and resize the drawing object you just inserted. Click on the horizontal scroll in your document. The yellow handle and the resize handles appear.

Bring the mouse pointer on top of the yellow handle. Click and drag to the left or right, up or down. This action changes the shape of the scroll.

To change the size of the scroll, bring the pointer over one of the 8 resize handles. When the pointer changes to a double-headed arrow, click and drag.

Now, put the pointer over Smiley Face. When you see a four-headed arrow click and drag to change the position of Smiley Face.

Find and insert the following stars and banners: Explosion 1, 8-Point Star, Down Ribbon, Vertical Scroll.

Find and insert the following callouts: Cloud callout, Line callout 1.

Reshape handle

Resize handles


231

Lines and Curves

When you want to draw lines and curves select the Lines category on the AutoShapes

toolbar or the Drawing toolbar. You can draw shapes that combine both lines and curves

using Curve , Freeform , and Scribble .

To draw a curve with greater control and accuracy:

Click AutoShapes, point to Lines, and then click Curve .

In your document click and move the mouse to draw the curve.

While dragging click wherever you want to bend the curve.

To end the shape and leave it open, double-click it at any point.

To close the shape, click near its starting point.

To draw a more refined shape use Freeform:

Click AutoShapes, point to Lines and then click Freeform .

To draw freehand shapes

o Click and hold down the left mouse button

o Drag the pen to draw the shape you want

o Release the mouse button

To draw straight lines

o Click, move the mouse and click again.

Double click to finish the drawing


232

To draw an object more like you drawn with a pen.

Select AutoShapesLinesScribble .

Click and hold down the left mouse button and drag the pen to draw a shape.

When you finish, release the mouse button.

To draw a line, arrow, rectangle or oval:

On the Drawing toolbar, click the drawing object you want: Line, Arrow,

Rectangle or Oval.

Point to a category, and then click the shape you want. The pointer changes into a

cross:

In your document, drag the pointer to draw the shape.

To delete a drawing object:

Click on the object to select it. The resize handles appear when a drawing object

is selected as shown below:

Press Delete on the keyboard OR click the Cut button .

Tip: To View or hide the Drawing toolbar click on the Drawing button on the Standard Toolbar.

Line Arrow Rectangle Oval

Not selected Selected


233

Activities:

Try to draw the following pictures using Curve

Try to draw a bottle and a pot using Freeform

Try to draw a leaf and a flower using Scribble

How can you draw a perfect square or a perfect circle? Simple! Select a rectangle or an oval from the drawing toolbar. Hold the Shift key while drawing the object. If you selected the Rectangle it becomes a square; if you selected the Oval it becomes a circle.

Draw a rectangle or an oval. Hold the Shift key and resize the object. Observe that the shape grows or shrinks in proportion.

See what happens to a drawing object if you hold the Ctrl key while resizing the object?

Draw a line holding the Shift key. Observe that the line is forced to rotate

through 15, 30, 45, 60 and 75.

Draw a line holding the Ctrl key.


234

Formatting Drawing Objects

You can format a drawing object by adjusting the color, style and thickness of the lines

and the color and pattern that fill the object.

Using the Format AutoShape dialog box:

Click on the object to be formatted.

From the Format menu, select AutoShape. The dialog box appears:

Select the appropriate tab and choose the required options. (See Activities below)

Using the drawing toolbar:

Select the object to be formatted.

Choose a formatting button on the drawing toolbar. (See Activities below)


235

Activities:

Open a new document and draw an oval.

Open up the Format AutoShape dialog box.

Choose a dark blue line color with a style and weight shown below:

Fill the oval with a sky blue color and close the dialog box.

From AutoShapesBasic Shapes, select a cube and draw a box on top of the oval.

Fill the box with light yellow using the Fill Color button on the Drawing toolbar.

Draw two diagonal lines on the top face of the box.

Click on arrows to choose from a list.

Click here to select color


236

Draw Red Crescent and Red Cross on the front face of the box. (Select Cross and Moon from Basic Shapes and fill them with red color.)

Write the text "GIFT" on the front face as shown.

Save the document in your diskette and give it the name "Gift"

Try to create the following picture (Hint: use Basic Shapes and Callouts)

Tip: To select more than one object at a time, click the Select Objects button

on the Drawing toolbar and then drag the mouse around the objects to be selected.

Alternatively, hold Shift and click on several objects for multiple selections.

GIFT

I am comfortable with word


237

Aligning Drawing Objects

Objects created in word can be aligned relative to each other or relative to the page.

Before you align drawing objects, you must select them.

To select two or more drawing objects:

Hold down the Shift key and click on the objects

Release the shift key

Alternatively:

Click the Select Objects button on the Drawing toolbar

Click and hold the left mouse button.

Drag the mouse over the objects to surround them with an imaginary box.

Release the mouse button.

To align objects relative to one another:

Select the objects as described above.

Click the Draw button on the Drawing toolbar.


238

Choose to view the alignment options.

Choose the required option.

Activities:

Draw two or more pictures in a word document as shown below:

Select all the objects

On the Drawing toolbar, select DrawAlign or DistributeAlign Bottom following the steps above. The result is

Similarly, choose Align Left, Align Middle and the other alignment options and see what happens.

Save this document as "Aligned Objects" and close the document.


239

Grouping Drawing Objects

Grouping objects makes it easier to manage them as a single object.

To group two or more drawing objects:


Select Group . The selected objects are now grouped together.

Resizing, moving or changing the format will affect all the objects in the group.

To ungroup the objects:

Select the grouped object

Click the Draw button and select Ungroup.

Activities:

Open the document "Aligned Objects", then select the objects:

Group the objects. Press the arrow keys to move the group

Open the document named "GIFT"

Practice grouping and ungrouping the objects

Save and close both documents.

Tip: Holding Ctrl and using the cursor keys will nudge (move) the objects in small increments.


240

Rotating and Flipping Graphics

You can rotate a drawing object or group of drawing objects to any degree clockwise or

counter clockwise. You can also flip a drawing object or group of drawing objects

horizontally or vertically.

Note: You can rotate or flip drawing objects only; you cannot rotate or flip a picture.

To rotate or flip a drawing object:

Select the drawing object(s).


Select the Rotate or Flip command.

Choose the option you want

Activities:

Open the document "Aligned Objects"

Make sure that the objects are grouped.

Practice rotating and flipping this object.


241

Stacking Drawing Objects

By default an object drawn in word appears to be on top of the object drawn before it.

You can rearrange the objects in a stack by bringing a drawing object to the front or send

it to the back of the stack, move it forward or backward one level in the stack, or move it

in front of or behind text. You can also stack groups and then change their stacking order.

To stack drawing objects:


Select the Order command.

Choose the option you want

Activities:

Open a new document

Draw a small circle. Using the Fill Color button fill it with green color.

Choose No Line for Line Color

Draw another circle, which is a little larger than the first, and paint it yellow. Choose No Line for Line Color

Finally draw a third circle (largest) and paint it red. For the Line Style, ,

choose the heavy line with 2½pt. Compare your drawing with the diagram below.

Now click on the yellow circle to select it.


242

To move it little by little over the green circle, hold the control key with your left index finger and press the left arrow key with your right index finger.

The yellow circle is on top of the green one. To send it to the back, choose

DrawOrderSend to Back.

Similarly, send the red circle behind the yellow one as in diagram 2.

Now draw an arrow on top of the circles with a line weight of 4½pt.

To create a copy of the arrow, put the mouse pointer over it while pressing

the Ctrl key with your left index finger. The pointer changes from to . Drag the copy to the right.

While the copy arrow is still selected, choose DrawRotate or FlipFlip Horizontal.

Select the two arrows and send them to the back of the circles.

Now select all the 3 circles and 2 arrows as in diagram 1 below. To align

the five objects, choose from DrawAlign or Distribute. Group the objects. The final result is shown in diagram 2.


243

Wrapping Text Around Graphics

You can apply a variety of text-wrapping styles to graphics of any size and shape. For

example, you can wrap text around particular sides of a graphic and specify the distance

between that wrapped text and the graphic. Here is a sample of a square wrapping style:

To wrap text around a picture or drawing object:

Select the picture or drawing object.


Point to Text Wrapping

Choose the wrapping style you want to apply.

Alternatively, using the menu option:

Select the picture or drawing object.

On the Format menu, click AutoShape or Picture


244

Click the Layout tab.

Choose the wrapping style you want to apply.

For more options select the Advanced… button

Activities:

Open a Word document with at least a half page of text.

Insert a drawing object you want and keep it selected.

Open the Format Object dialog box shown above and click Advanced.

On the Text Wrapping tab select Tight

From the Wrap text section, select Largest only.

Click Layout

For additional text wrapping options click here


245

From the Distance from text section click the down arrow buttons in the Left and Right boxes to decrease the distance between the text and the object.

When you are done, click OK twice to close the dialog boxes.

Move the object the left or right using the arrow keys. Observe that text wraps only on the largest side of the drawing object or picture.

The diagrams below demonstrate the effect of text wrapping. The left diagram shows the situation before text wrapping is applied. The diagram at the right shows a tight wrapping applied to the largest side of the drawing.


246

Inserting Objects

Using the Insert Object command, objects from other applications on the computer such

as Microsoft Excel can be created and inserted into a Word document.

To insert an object into a word document:

Click the correct position in the document where the object is required.

Select Object.... from the Insert menu to view the Object dialog box.

To insert an existing object

o Click the Create from File tab.

o Select the correct drive and folder.

o Click on the file name, and then OK.

To insert a new object

o Click the Create New tab

o Choose the type from the Object Type list

o Click OK.

To return to Word, click outside of an object.


247

Double click on the object to edit it.

Resize the Object, if necessary, in the usual manner.

To remove an inserted object click it once and then press Delete.

Activities:

You are now going to create a new Microsoft Excel Worksheet.

Open a word document and click where you want to insert the object.

Select InsertObject… from the menu bar.

From the object dialog box that appears, click the Create New tab

Select Microsoft Excel Worksheet from the Object Type list

Click OK. You will see the worksheet:

Click outside the worksheet to return to word with this table-like object:

To enter data or edit the excel worksheet double click on it.

To delete the worksheet select it with a single click and press Delete on the keyboard.


248

Inserting a WordArt

WordArt is a facility within Word that allows you to create special text effects such as

shadowed, skewed, rotated, and stretched text, as well as text with predefined shapes.

To Insert a WordArt drawing object:

On the Drawing toolbar, click the Insert WordArt button .

Choose the WordArt style you want, and then click OK.

In the Edit WordArt Text dialog box, type the text you want, format it and then

click OK.

Choose a WordArt style


249

To add or change effects to the text, use the buttons on the WordArt toolbar.

Click on the background to return to Word and view the WordArt.

Click and drag the yellow handle to change the slant of the text.

To edit WordArt text already created, double click on it.

Tip: To insert a WordArt drawing object using the menu select

insertPictureWordArt.

To view the WordArt toolbar select View | Toolbars | WordArt… or click the WordArt special text.

Activities:

Open a word document select insertPictureWordArt from the menu.

From the WordArt Gallery box choose a style and click OK

Type in "My Word!" as shown below:


250

Format the text by setting Font to Century Schoolbook; Bold, Italic and 60Pt as shown in the dialog box above.

Click OK to insert the WordArt:

To change the shape of the special text hold and drag the yellow handle.

Click on the WordArt special text to select it, if not selected.

On the WordArt toolbar, select the button WordArt Shape,

Select the shape you want, say Inflate. Rotate it a little and apply additional formatting if you like. You will have something like this:

These handles appear when the special text is selected by clicking on it.


251

Inserting a Clip Art

The Clip Gallery provides you with a wide variety of pictures, photographs, sounds, and

video clips that you can insert in your documents.

To insert a picture from the Clip Gallery

Click the area in the document where you want to insert a picture or clip art.

Click Insert Clip Art on the Drawing toolbar. The Insert ClipArt dialog

box appears:

Click the Pictures tab and select a category, say Animals.

Click once on the clip you want. A small menu appears.

Insert Clip

Preview Clip


252

Click Insert Clip to insert the picture in your document.

Click Preview Clip to preview it.

Close the dialog box when you finish.

Tip: An alternative option to insert a clip art is use the menu: InsertPictures Clip Art…

Activities:

On the menu of a word document select InsertPicturesClip Art…

From the Pictures category search and insert the ClipArt shown below:

Resize, move and adjust the layout of the picture.

Now click on the Sounds category. Select the following clip and play it.

Finally, select the Motion Clips category. Play the clip to watch the running dog. Hope you enjoyed the sound and motion clips!


253

Inserting Charts

Microsoft Graph 2000 Chart displays a chart and its associated data in a table called a

datasheet. You can also create a chart from a table in Word or insert a chart from

Microsoft Excel into your Word document.

To create a chart into your document:

Click where the chart is required in your word document.

Click Object on the Insert menu.

Click the Create New tab.

In the Object type box, select Microsoft Graph 2000 Chart.

Click OK to display a sample chart along with a datasheet on the screen.

Data series Sample Chart

Datasheet

Selected Cell


254

Note that the menu bar and the toolbars change to show the Microsoft Graph

menus and buttons.

Click a cell on the datasheet and enter your own data to replace the sample data.

The chart will change to correspond with the data.

Having entered you data, click on the View Datasheet button to remove the

Datasheet.

To return to Word, click outside the Chart and the Datasheet.

Double click on the chart to add more data or to update existing data.

To create a chart from a Word table:

Create a table in Word.

Type text labels in the top row and left column, and numbers in other cells.

Select the table

On the Insert menu, click Object, and then click the Create New tab.

In the Object type box, click Microsoft Graph 2000 Chart.

Tip: You can also create a chart by selecting Insert | Picture | Chart from the menu.

Activities:

Open a word document and Insert a chart following the steps above.

Make the following changes in the Datasheet and observe the Chart at the same time.

Replace With Replace With

1st Qtr Physics East Girls 2nd Qtr Biology West Boys 3rd Qtr Amharic North Both 4th Qtr Math

Also, change the data in the datasheet as shown below:


255

Save the chart with the name "Stud Distribution".

Now create the following table:

To create a chart from this table follow the steps outlined above. The chart looks like:

Save this chart with the name "Company Sales".

Create more Charts of your own from scratch or from a table.


256

Formatting Charts

To change the chart type:

Double-click the chart you want to change.

Select a data series or the entire chart.

On the Chart menu, click Chart Type to view this dialog box:

On the Standard Types or Custom Types tab, click the Chart type you want.

Select the Chart sub-type

If you selected a data series, click in the Apply to selection check box.

To return to Word, click the document outside the chart area.

Note If you clear the Apply to selection check box, the chart type for the entire chart is changed even if a single data series is selected.


257

Alternatively:

Double click the chart you want to change the type of.

On the Standard toolbar, click the down arrow on the Chart Type button .

From the drop down list, select a picture to change the graph.

Resize the graph by positioning the mouse over the handles and dragging.

To return to Word, click outside the Chart area.

Chart Options

Click the chart you want to format

On the Chart menu select Chart Options...

Click on this arrow

En

ter

title

s h

ere


258

To see the settings you want to change, click on a tab at the top of the dialog box

Change the settings as you want and at the same time check the preview chart to

make sure you get the look you want.

Tip: By double clicking on any part of the chart, a Formatting dialog box will appear from which the formatting can be altered for that part of the chart.

Activities:

Open the document "Stud Distribution". Double click the chart to format it.

Click on the data series "Girls" as shown to select it.

Change the chart type of the "Girls" data series to 3-D Cone Chart by

selecting ChartChart Type… from the menu bar or by clicking on the

Chart Type button on the Standard toolbar:

To select the "Boys" series click the red column

Use This Or

This


259

In the same way change the chart type of the "Boys" series to 3-D Cylinder Chart

Type in titles to the Chart, the Category (x) axis and Value (z) axis:

Double click any part of the chart. Use the Formatting dialog box that appears to format that part of the Chart as you want. Here is a sample:

For example, double click on the value axis title "No of Students" to display the Format Axis Title dialog box. Select the Alignment tab. To change the text orientation hold the red handle and rotate it through the desired angle.

Hold and rotate the red handle


260

Inserting Microsoft Equation

To insert Microsoft Equation:

Click where you want to insert the equation in the document.

On the Insert menu, click Object….

Click the Create New tab.

In the Object type box, click Microsoft Equation 3.0.

Click OK. The Equation Editor Window appears together with the Equation

toolbar and a small box:

Build the equation by selecting symbols and templates from the Equation toolbar

and by typing variables and numbers.

To return to Word, click the Word document.

Toolbar

Build your equation in this box


261

Tip: To open the Equation Editor in a single click, add the Equation Editor

button on the Standard toolbar. (See Lesson 10: Customizing word)

Activities:

Suppose you want to build an equation for the average of three numbers a, b and c.

Open up the equation editor following the steps above.

Type "Avg" for Average and press the equal sign = on the keyboard.

On the Equation toolbar click on the Fraction and radical templates

button

Click on the full-size vertical fraction shown below:

In the upper slot type the sum of the numbers. Just press the keys a, +, b, + and c in that order. By now your equation looks like:

Press the Tab key to go to the lower slot or click within it.

Type the number 3 and click outside the box to return to word.

3

cbaAvg

To edit your equation double click it.

Lower Slot


262

Summary

To insert AutoShapes select Insert | Picture | AutoShapes or select

AutoShapes on the Drawing toolbar.

To delete a drawing object select it and press Delete on the keyboard.

To format a drawing object select FormatAutoShape

To align, group, order, rotate or flip a drawing object click the button

on the drawing toolbar and select the option you want.

To wrap text around a drawing object click the button and

select Text Wrapping.

To insert WordArt select Insert | Picture | WordArt… or click on

the button on the Drawing toolbar

To insert a Clip Art select Insert | Picture | Clip Art…or click on the

button on the Drawing toolbar

To show or hide the Drawing Toolbar click on

To insert Objects select Insert | Object...

To insert a Chart select Insert | Picture | Chart

To insert Microsoft Equation select InsertObject…Create

NewMicrosoft Equation 3


263

Practice Exercises

Exercise 80. Practice drawing as many Autoshapes as possible. Resize, rotate, move and

align the Autoshapes the way you like.

Exercise 81. Suppose you want to design a new-year card. At the top of the card draw an

oval and write the words "To my dearest friend" in it. At the middle, draw a

heart and a flower on top of the heart. At the bottom write "Happy New Year"

within a rectangle.

Exercise 82. Open an existing word document and insert a drawing object. Practice

wrapping text around the object you just inserted.

Exercise 83. Suppose a friend of yours is to celebrate a graduation party. Prepare a

banner with the word "Congratulations!" Draw the banner using WordArt

and Clip Art.

Exercise 84. Open a new word document and prepare the table below and then create a

chart from the table.

Exercise 85. Change the chart you created in exercise 84 into a Pie Chart. Practice

formatting the chart as you like.

Exercise 86. Using Microsoft Equation build the following equations:

n

aaaaA

b

y

a

x

baxy

n

...

1

321

2

2

2

2

Yea

r

Books

Sold

Natural

Science

Health

Science

Social

Science

Information

Technology

1994 20000 15000 45000 10000

1995 25000 20000 45000 20000

1996 15000 30000 50000 40000

Microsoft Word 2000 Styles

264

Lesson 14

Styles

Objectives:


Apply, Create and Modify Styles

Remove Styles From a Document

Delete Styles

Display Styles Within a Document

Copy Styles Into Another Document

Print Styles

Use Themes and The Style Gallery


265

Applying Styles

Styles are the architecture upon which Word is based. They are pre-created formats

consisting of paragraph and font formats. Styles ensure that formatting is consistent

throughout a document.

To apply a style:

Place the cursor in the paragraph where the style is to be applied.

Make a selection from the Style box, , on the Formatting Toolbar

To apply the same style to more paragraphs, click or double-click the Format

Painter button on the Standard toolbar and then click on the paragraphs you

want apply the style to.

Note: In addition to user-defined styles there are 125 styles to choose from. If you wish to see the list of all the available Styles hold SHIFT and click the style drop-down arrow.

Click here to choose from the Style list


266

Activities:

Create a new blank document

Type in the following text exactly as it appears.

Training Course On Windows me/98

4: The Control Panel

4.1: Customizing the Desktop

4.2: Adding and Removing Printer Drivers

5: Printing

5.1: Choosing the Default Printer

5.2: Pausing or Canceling Print Job

5.3: Page Setup

5.4: Printing a Document

Click anywhere in the paragraph: "Training Course On Windows me/98"

From the style drop-down list select Heading 1

Apply Heading 2 style to the second line, "4: The Control Panel"

Select the two paragraphs 4.1 and 4.2 and apply Heading 3 to them.

Select the paragraph "5: Printing" and apply Heading 2 to it.

Apply Heading 3 to the remaining four paragraphs: 5.1 – 5.4.

Here is the effect of applying the three Heading styles:


267

Using the Style Dialog Box

Alternatively, you can use the Style dialog box to apply new styles or modify existing

ones. To do so:

Click in the paragraph you want to add a style to.

Select Style... from the Format menu to view the Style dialog box

Select All styles to view all the styles available.

In the Styles list box highlight the style you want to apply.

Click Apply.

Note: Different types of documents need different styles. What works in a legal document may not be useful in a letter/fax. Styles can also share the same name in various templates but have different attributes.

Tip: When using the Keyboard, press CTRL+SHIFT+S and then press F4 to activate the dropdown list. You can then traverse the list with arrow keys.


268

The following table lists several keyboard shortcuts that are useful in applying styles:

Keyboard Shortcut Style Name

CTRL+ALT+1 Heading 1



CTRL+SHIFT+L List Bullet

CTRL+SHIFT+N Normal

Activities:


Click in a new line.

On the key board, press Ctrl + Alt + 1

Type in the text: "Here is a few style names"

Now press Ctrl + Shift + L. A bullet appears.

Type in the word "Normal" and press Enter

Type in the word "Heading 1" and press Enter

Add a few more style names to the list. You will have something like this:

Tip: The above shortcut keys are standard in Word documents. You can also assign a shortcut key combination to any other styles that you use regularly.


269

Creating Styles

You may use the built in styles already available for use. But you can modify a style

which is already in use or create a new one:

Select Style... from the Format menu.

Click on .

The New Style dialog box appears:

In the Name box type in the name of the style.

Select a base style from Based on list box.

Click . Choose a formatting option and set the required choices.

Click OK to return to the New Style dialog box.

You can go back to until all formatting has been set.

When you are done with the formatting do one of the following:

o To make this style available to the current document only, leave the Add

to template box unchecked.


270

o To make this style available to the current template click the Add to

template box.

Click OK.

Select Apply to apply the new style to selected text or select Close to return to the

document.

Note: Two styles cannot have the same name. Style names can be up to 253 characters long but cannot include \ { } or ;

Activities:

In a new word document type the following text and then select it: I like this style…. I plan to use it in the rest of the document.

Open up the New Style dialog box by choosing FormatStyle...New...

In the Name box, type a name, for example: MyStyle.

Click and choose Font... to make the following changes: Font Type: Vladimir Script Font Style: Regular Font Size: 20 Font Color: Dark Teal


Click once again and choose Paragraph.... Change the paragraph settings as follows: Indentation: Left ------- 0.5cm Right ----- 0.5cm Spacing: Before --- 6pt After ------ 6pt Line Spacing: Single


Click OK, and then click Apply. The text now looks like:


271

To apply the style you just created to other paragraphs, select the

paragraphs first and click on MyStyle from the style box:

Save your document under the name "Practicing Styles".

Tip: To create a Style using text already formatted, select the text and type in the

name of the style into the Style box on the Formatting Toolbar . Press Enter.

Activities:

Open the document "Practicing Styles".

Type "Kotebe College of Teacher Education" at the top of the document.

Select this text and change the font to Blackadder ITC or any other.

Choose Blue for the font color and 24 points for the font size.

Apply Bold and Underline formatting to the text.

Apply center alignment.

On the Formatting toolbar, click in the Style box and type KCTE.

Press Enter. If you do not press Enter your style wont be created.

This is the style you just created!


272

Click the Style drop-down list. You should see your newly created style.

Test this by typing, "This is a test" and applying the new style.


273

Assigning Keyboard Shortcuts

If you create your own styles, it is especially helpful to assign a keyboard shortcut to

them to make them easier to apply. You can also apply shortcuts to commonly used

styles.

Activities:

In a blank line in your document, change the left indent to 1", and the right indent to 5"

Enter some text

Click somewhere within the indented paragraph. You are going to create a quote style

Choose Style... from the Format menu.

Click New…

In the Name box, type Quote (see the diagram)

Select Paragraph as Style Type

From the Based on box choose Normal (your default style)

Type in or select from the boxes


274

Click Shortcut key…

In the Press new shortcut key box, press the keyboard combination, say, Alt+Q. (Always make sure that the shortcut key you have chosen is not in use somewhere else.)

Click Assign

Click OK, and then Close

Click anywhere within your document and press Alt+Q. The Quote paragraph style is applied.

Note: To add a shortcut key to a style that already exists, choose Style from the Format menu, select the style to which you want to add a shortcut key and click Modify. Click Shortcut key… and follow the steps in the activity above.


275

Modifying Styles

Once styles have been created and applied they can be changed at any time.

To modify an existing style:

Select Style… from the Format menu

Select the style to be changed from the Styles list.

Click the button to view the Modify Style dialog box.

Click the Format button and choose an option to be modified.

Make the necessary changes and click OK.

If necessary, check the Add to template checkbox.

Click OK.

Select Apply to apply the modified Style or select Close to return to the

document.


276

Activities:

Open the document "Practicing Styles" and add several paragraphs.

Apply one of the styles that you created to the new text.

Select the text "I like this style…"

From the Format menu choose Style…

Click .

Click , and then select Font...

Change the font color to Blue and the font size to 20 points.

Click OK, click OK again.

Click to apply the changes and close the dialog box.

Notice that all text formatted with MyStyle updates to show the recent

change.

Change size

Change color


277

An easier method, called modifying by example, is to change the formatting of the

selected text using the Style box on the Formatting toolbar. This method is useful if

paragraph-formatting changes have already been manually made in the style to be

changed. If this is not the case, styles can be changed using the Style dialog box.

Activities:

Select the text: "I like this style…". You will see the current style name in

the style box -- in this case, MyStyle.

Change the font size to 36.

Click on the style name (not the drop-down arrow) to make it active and then press Enter. You will see the Modify Style dialog box.

Choose Update the style to reflect recent changes to modify the style OR

Choose Reapply the formatting of the style to the selection to go back to the original style format.

Click OK

Note: A change to a style will change all the text in a document that has that style applied - extremely useful for continuity within a document.

Tip: A keyboard shortcut to bring up the dialog box shown above is to press Ctrl+Shift+S first (to put you in the Style drop-down box), and then press Enter.


278

Removing and Deleting Styles

To change or remove a style from a text:

Select the text for which the style is to be changed/removed.

Select Style... from Format menu

To apply another format, choose another style from the Styles list.

To remove all formatting from text choose the Normal style and click Apply.

To delete Styles from a template once they are no longer required:

Select Style... from the Format menu.

Click on the Style to be deleted from the Styles list.

Click the button .

Click Yes at the confirm deletion box to delete the style.

Repeat the above process until all the required styles are deleted.

Click Close to return to the document.

Tip: To remove a style from selected text press Ctrl+Shift +N.

Activities:

Remove or delete the styles you created in the previous activities.


279

Replacing Styles

Using Word's Find and Replace feature, it is possible to search text formatted in one

style and replace its style by another one.

To replace styles:

Choose Replace from the Edit menu to view the Find and Replace dialog box.

Click to display additional options, if necessary.

Delete any text, if necessary, that may appear in the Find what: and Replace

with: boxes.

Click in the Find what: box and click Format and then select Style...

Select the style to be replaced in the Find what: style list and click OK

Click the Replace with: box and click Format and then select Style...

Select the substitute style and click OK

Click Replace All, then click OK, and finally, click Close


280

Activities:

Open the document "Practicing Styles"

Select EditReplace…

Click in the Find what: box to place the cursor inside the box

Click More and then select FormatStyle…

Select MyStyle from the list and click OK.

Next click in the Replace with: box

Select MoreFormatStyle…

Select the style Message Header from the list and click OK

Replace the style of the selected text by clicking on Replace.

To replace the next occurrence of the same style click on Find Next and then click Replace.

Note: If you try to use the Find and replace feature again, make sure to click

within each box (Find and replace) and Click to reset what Word is to search for.

This style is replaced by this


281

Viewing and Removing Style Names

To view style names:

Open the required document in Normal View. (Select ViewNormal)

Select Options... from the Tools menu to open up the Options dialog box.

At the bottom of the View tab, you will see the Style area width box

Increase the number to the space required.

Click OK. The style names should now be in view to the left of the text.

To remove style names from view:

Select Options... from the Tools menu

Select the View tab. Set Style area width to 0.

Click OK.

Tip: To change the style area width, click and drag the line that separates the style name from the text of the document. If you drag the line to the left end, the Style Names will be removed

St

yl

e

Na

me

s


282

Following a Style with Another Style

If a style is applied to a paragraph, Word keeps that style until another one is chosen.

Sometimes the style is needed for one paragraph at a time (for example a heading style).

To cut down the number of times you need to use the Style menu, you can choose which

style should be used in the paragraph that follows the new style.

To set the style of the next paragraph:

If necessary, select a paragraph with a style in your document.

Choose Style… from the Format menu

Click .

Choose the style you want from the Style for the following paragraph: list.

Click OK

Click Close

Activities:

Open the document "Practicing Styles"

In a new paragraph type the text "Student Name:" and select it.

From the menu choose FormatStyle…

From the Styles list select the style name, say, Heading 2.

Click Modify… and select the style for the next paragraph, say List Number 2:

Click here to view the list


283

Click OK

Click Close.

Now you can see that the style Heading 2 is applied to the selected text.

Press Enter. The number "1. " appears starting the list.

Type the name of a student and press Enter

Type the second name and press Enter

Continue to build the list by adding more names:

To stop the list press Enter twice or choose a different style.


284

Copying Styles to Other Documents

If you have already created styles you can call the organizer to access them in new or

existing documents.

To copy styles:

Open the document containing the styles to be copied.

Select Style... from Format menu.

Click the button to view the Organizer dialog box.

On the left, you see a list of the styles in the current document.

On the right, you see all the styles in the default template, the Normal template.

To copy a style from the current document on the left to the Normal template:

o Click on the style name on the left to select it

o Click

If you want to copy a style from the Normal template instead, click on a style

name on the right list and then click on the Copy button. Note how the double

arrow on the copy button changes direction. See the diagram below.


285

To copy styles from another document to the current document:

o Click the button on the right. It will be replaced by the

button.

o Click to display the Open dialog box.

o From the Templates folder or any other folder, choose the document that

contains the styles to be copied.

o Click on the style to be copied. To copy more styles, press Ctrl while

clicking all the required styles

o Click the button.

o If the style or styles you want to copy already exist, the following dialog

box appears:

o Choose No if you do not want to overwrite the existing style.

Click Close.

Open a document that uses the chosen template.

Apply the styles in the usual manner.

In Box becomes To Box To Box becomes In Box Selected Style


286

Printing Styles

To print a list of styles and the formatting features:

Open the required document.

From the File menu select Print... to open up the Print dialog box.

Choose Styles from the Print what: box.

Click OK.


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Themes and Style Gallery

A theme is a set of unified design elements and color schemes for background images,

bullets, fonts, horizontal lines, and other document elements. A theme helps you easily

create professional and well-designed documents for viewing in Word, in e-mail, or on

the Web.

To apply a theme to an existing document

Open the document you want to apply a theme to.

On the Format menu, click Theme.

In the Choose a Theme list, click the theme you want.

Select the options you want: Vivid Colors, Active Graphics or Background

Image.

Click OK.


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The Style Gallery is useful to preview a document using other styles available.

To view or apply the styles from another template by using the Style

Gallery

On the Format menu, click Theme.

Click Style Gallery…to display the Style Gallery dialog box.

In the Template box, select the template that contains styles you want to use.

From Preview select

o Example to see a sample of how a document can be formatted using the

selected Template.

o Style Samples to view a list of all the styles available in the chosen

Template.

Click OK to format the document using the selected Template or Cancel to return

to the document.

If you click OK, styles from the template you select are copied to your document.


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Summary

To apply a style select a style from the style list box on

the Formatting toolbar or Select FormatStyle... from the menu.

To create a new style, select FormatStyleNew.

To modify a style, select FormatStyleModify.

To remove a style from text press Ctrl Shift N

To delete a style select FormatStyleDelete.

To display styles in a document choose ToolsOptions View. Then

increase the Style area width. You must be in Normal View.

To copy styles to a document select Organizer from the Styles dialog

box.

To print styles choose Styles in the Print What box of the Print

dialog box.

To apply themes select Theme… from the Format menu.

To view styles select Style Gallery from the Format menu.


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Practice Exercises

Exercise 87. The text on the next page is copied from a project paper. Type it in Normal

style exactly as it appears.

Exercise 88. Select the title 'Introduction' and change the style to Heading 1.

Exercise 89. Select the sub titles (The DISP Project, The Pilot Sites, NTC and DISP,

Report Structure). Change their style to Heading 2.

Exercise 90. Modify the Normal style by changing the line style of the paragraphs to

double line spacing. To do so, first click within a paragraph then select

FormatStyle…ModifyFormat Paragraph…. In the paragraph

dialog box that appears choose double from the line spacing box. The entire

document will change to double line spacing.

Exercise 91. Change Heading 1 style to center. Do this by centering the title

"Introduction" then select Heading 1 from the Style box by just clicking the

box and then by pressing Enter. A dialog box should appear asking you to

update the style; click OK.

Exercise 92. By the same method modify the Heading 2 style by changing the font size

to 16pt and increasing the left indent.

Exercise 93. Add a header to the document. Choose ViewHeader and Footer and type

the header The DISP Project. Also, add page numbers to the document.

Exercise 94. Now select the title "Introduction". Make the font size 24pt, change the font

to Algerian. To create your own style that contains these settings, click the

style box and type "Title1", press Enter.

Exercise 95. Select one of the paragraph headings, say, The DISP Project. Underline it,

click the style box, type "Title 2" and press Enter. Select the other

paragraph headings one at a time and apply the style "Title 2" you just

created by selecting it from the list of styles in the style box.

Exercise 96. Print the document and then save it with the name DISP.

The text is on the next page.


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Introduction

The DISP Project

The National Management Executive has sponsored a programme of work since the

publication of the paper Working for Patients to address the information requirements of

purchasing organisations.

Detailed descriptions of the background to Developing Information Systems for

Purchasers (DISP) and Regional Information Support Systems (RISS) are contained in

the DISP report.

The Pilot Sites

Four regional sites participated in the national DISP project. Each pilot site had its own

approach to DISP and to the resolution of the organization and training issues arising.

NTC and DISP

As part of the process of developing information systems, each site is sponsored by the

National Training Council's IT program to examine a particular aspect of organization

development and training.

Report Structure

Whilst the report has been produced as a complementary publication to 'The DISP

Report', it has been designed to be freestanding and includes sufficient information to be

read on its own.

Microsoft Word 2000 Templates

292

Lesson 15

Templates and Wizards

Objectives:


Understand Templates and Wizards

Use Existing Templates

Create Your Own Template

Create a Template Using Wizards


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Document Templates

Every Microsoft Word document is based on a template. A template contains default

settings for a certain document style and, therefore, it enables us to create similar

documents such as faxes, memos, letters, etc.

Templates contain document settings such as

o AutoText entries - Headers, footers, titles, any text that may be common

o Macros - Can be assigned for a template and can be run at any time.

o Toolbar, Menus, Key assignments - customized toolbar, menu and key presses

assigned to macros.

o Special formatting, Styles - A collection of pre-created text and paragraph

formatting options.

There are two basic types of templates: global templates and document templates.

Global templates contain settings that are available to all documents. Example, the

Normal template

Document templates contain settings that are available only to documents based on that

template. Example, memo or fax templates

If you create a memo using the memo template, the memo can use the settings from both

the memo template as well as the settings in any global template.

To choose a template:

Click on the File menu.

Choose the New command

From the New dialog box select the document style you would like to create.


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Using a Document Template

To select and use a template:

Select New… from the File menu. The New dialog box appears:

Select the tab for the type of document you want to create, e.g. Letters & Faxes.

Select the template type you want, e.g., Professional Letter.

Click OK to open the new document.

Some predefined templates have suitable headings, with the subject matter to be

included in square brackets.

Select these brackets and their contents and then insert the relevant data.

Activities:

Suppose you are the General Manager of a company which imports and distributes computing products. You are one of the companies invited to participate in a current tender. You are now going to write a covering letter in response to this invitation.

The Preview window shows the Style of the selected document


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Choose from the File menu.

Click the tab and choose Elegant Letter.

From the Create New options select Template

Click OK to open the template.

Click on the first square bracket at the top labelled and type the company name as shown below:

If the date, labelled , is not correct, enter the correct one.


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For the recipient address type the following:

Type your letter by deleting the text labelled :

Finally type your name and job title in the square brackets labelled

and .

When you are done, choose Save As from the File.

Choose Document Template for the Save as type.

Save the file under a new name to protect the original version, or use the same template name to replace the existing version.


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Creating a New Template

If the templates in word do not suite your purpose you can make a template of your own.

To create a new template:

Select New… from the File menu.

Select Blank Document from the General tab

From the Create New option select Template and click OK.

Create your own template by entering text and pictures. Format the document as

you would like it to appear.

Select Save As from the File menu.

Change the Save as type option to Document Template.

Type in the File name for the template.

Click on Save to save your template.

Tip: Instead of starting from scratch select New…. From the File menu and modify the Template that is the nearest to the one required. Then Click OK. Make the changes and follow the above steps to save it as a new template.


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Creating a Template Using Wizards

A wizard is a step-by-step instruction which helps you create the type of document you

want. It also takes you through more options about the format of your document. Once

the document is set up information can be added to it.

Activities:

Select New… from the File menu.

Click the Letters & Faxes tab and then select the Envelope Wizard.

Check the option and then click OK. A dialog box or the office assistant appears asking if you want to create one or more envelopes.


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Choose Create one envelope. You will have this dialog box:

Simply type in the delivery and return addresses.

Click on the Options button to open up the Envelop Options dialog box.


300

Select the envelope size you are using and, if necessary, specify the fonts and horizontal positions for both addresses.

Next click on the Printing Options tab to set options for feeding the envelope into your printer.

When you are done click OK to go back to the Envelopes and Labels dialog box.


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Click on the button to insert the envelop to the beginning of your document or

Click on the button to print your envelope.

Tip: You can also create an envelope by selecting from the Tools menu.


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Summary

To select a template or a wizard click the New… command from the

File menu.

To save a template, choose Save As from the File menu. Then choose

Document Template

From Save As Type: in the Save As dialog box:

To create an envelope, select ToolsEnvelopes and Labels…


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Practice Exercises

Exercise 97. If you use a template and do not like the resulting document's appearance,

can you change something about it, like the size of the font?

Exercise 98. Go to File and click on the New… command. Pick the Agenda Wizard

under Other Documents. Select Modern style, then press Next >. After

filling in some data for a meeting to be held, change the magnification to

75%. Change the time of the meeting. Delete the fields Resource Persons:,

Observers:, and Special Notes:. You do not need to save this document.

Exercise 99. Create a couple of Memos, picking different styles for the memo. Can you

add, or change the To:, From:, or CC: on the memo quickly?

Exercise 100. Experiment with the Calendar Wizard located on Other Documents

template page. After you walk through the prompts for the layout you like,

click on the Finish button.

Exercise 101. Explore options under the wizards for letters, faxes and memos. Make a

note of any styles you like for future use. Modify them with personal

information, and save as a new template. Use FileSave As and change the

document type to Template file. Notice the new template shows up under

the category where you started.

Exercise 102. Depending on your personal work interests and responsibilities,

experiment with some of these templates:

Thesis under Publications

Pleading Wizard under Legal Pleadings

Professional, Contemporary, and Elegant Report under Reports

Exercise 103. Create Labels by selecting the Mailing Label Wizard

Exercise 104. Create a letterhead for your organization.

Microsoft Word 2000 Mail Merge

304

Lesson 16

Mail Merge

Objectives:

By the end of this Lesson you should be able to

Understand the Principles of Mail Merge

Create a Data Source Document

Use the Data Entry Form

Edit and Save the Data File

View the Data in a Table Format

Use the Data Source Table

Search the Data Source to Edit and Delete Records

Sort the Data Source File

Create the Main Document: Form Letters, Envelopes etc

Check for Merge Errors

Perform a Merge

Print the Merged Document and the Source Document


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Mail Merge Feature

If you need to prepare identical letters to be sent to a group of people or need to create a

list of people who will receive a newsletter, you will probably want to use the mail merge

feature.

The mail merge process has three steps:

1. Creating the Data Source Document

2. Creating the Mail Merge Main Document

3. Merging these two documents

The data source is a list that contains the individual information to be printed on each

copy of the main document. The data source is made up of records and each record, in

turn, is made up of fields. For example, a person's name, age, address, phone number,

profession are fields; all the fields together make up the record the information about

the person. All records must have exactly the same number of fields.

The first row in a data source is called the header row. The header row is made up of a

list of field names.

------ ------- ------

------ ------- ------

------ ------- ------

------ ------- ------

------ ------- ------

------ ------- ------

------ ------- ------

------ ------- ------

------ ------- ------

------ ------- ------

------ ------- ------

------ ------- ------

------

------

------

--- ------

-------------------------------

----------------------------------

----------------------------------

----------------------------------

------------

-------------------------------------------

--------

-------

------

------

------

--- ------

--------------------------------

-----------------------------------

-----------------------------------

-----------------------------------

--------

-------------------------------------------

--------

-------

Data Source

Merged

Main Document


306

Setting View Options

It is a good idea to first set view options that control what type of information you will

view within you main document.

To open and set view options:

Select Options… from the Tools menu. The Options dialog box appears.

Select the View Tab.

If the Field Code box is checked, click on it to uncheck the selection.

Leaving this box unchecked will not display the field codes in your document and

therefore you cannot inadvertently change a field name. You can also view the

merged data properly if the field code is hidden.

Set the Field Shading option to Always as shown. This shades the merge fields in

gray and makes them easily recognizable.


307

Creating the Data Source Document

A Data Source is a document that provides information for each copy of a merged

document. For example, if the main document is an invitation letter to be sent for ten

persons, then the data source document will be a list of the names and addresses of these

persons. When the two documents are merged, ten copies of the invitation letter appear

each containing the name and address of an invitee.

To create the data source:


Select Mail Merge… on the Tools menu to bring up the Mail Merge Helper

dialog box appears:

To create the data source click on the Create button. A drop-down list appears:


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Select the type of main document you want to create.

Select Active Window to use the current document.

Click on the Get Data button and choose Create Data Source…. If you already

have a data source, you can open it.

The Create Data Source dialog box shown below pops up. In the Field Names

in Header Row window you will see a list of commonly used field names. To

remove a field from the list, highlight the field name and click on the Remove

Field Name button.

To add a field not in the list, type the new field name in the Field Name box and

click on the Add Field Name button.

Click on the OK button. The Save As dialog box appears immediately. Give your

file a name and click Save. You can save the document in any folder you like.


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Activities:

Click the New… command on the File menu.

Choose Blank Document to get a new document window.

Select ToolsMail Merge and click once on the Create button.

Choose Form Letters from the dropdown list and click on Active Window to work with the blank screen you just opened.

Click on the Get Data button and choose Create Data Source….

The first field in the list is Title. Select this field by clicking once on it and then click on the button Remove Field to delete it from the list.

Now in the Field Name box type "Name" and click on Add Field Name to add the new field in the list.

Continue deleting fields you don't need and adding fields you want until you have this listing:

Name

FatherName

JobTitle

Address1

Address2

HomePhone

WorkPhone

When you are done click on the OK button. Give the document the name "Invitation" and save it in the My Document folder.

Click on Edit Data Source so that you can view the Data Form dialog box

To enter the data read the next section.

Note: Field names must be less than 40 characters and cannot contain spaces or begin with a number.


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Using the Data Entry Form

Immediately after you save the header list you prepared in the Create Data Source

dialog box you may choose Edit Data Source to enter data. The Data Form opens:

You will see the field names at the left.

Type in every piece of data in its appropriate field

To go to the next field press Enter or Tab

To correct mistakes use the backspace or delete keys or highlight the field and

type over the incorrect data.

After typing the information in the last field of the current record, press Enter to

go to a blank data entry form. You can also click the Add New button.

Activities:

Enter the following records using the Data Form dialog box.

o Record 1

Name Bitew

FatherName Bekele

JobTitle Programmer

Address1 CSE Box: 33456 A.A.

Address2 [email protected]

HomePhone 18 22 10

WorkPhone 55 97 69


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o Record 2

Name Getahun

FatherName Hailu

JobTitle Systems Specialist

Address1 ILRI Box: 5689 A.A.


HomePhone 18 20 10

WorkPhone 61 32 16

o Record 3

Name Ephrem

FatherName Kebede

JobTitle Network Administrator

Address1 ILRI Box: 5689 A.A.


HomePhone 15 22 19

WorkPhone 50 90 69

o Record 4

Name Begashaw

FatherName Zelalem

JobTitle Electronics Engineer

Address1

Address2

HomePhone XX 10 22 (You forgot the 1st two digits)

WorkPhone 60 12 22

o Record 5

Name Frehiwot

FatherName Bekele

JobTitle Manager

Address1 WSC 2400 N Street, NW


HomePhone

WorkPhone 202 969 6001

o Record 6

Name Yonas

FatherName Mekonnen

JobTitle General Manager

Address1

Address2 Box: 8551 A.A. Eth.

HomePhone 50 85 80

WorkPhone 09-23 10 50

Continue adding more names to your data source file until you have at least 10 records.


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Saving the data file

To save the data you entered:

Click on the OK button in the Data Form dialog box.

Hold down the Shift key and click on the Save All command on the File menu.

This action saves both the main document and the data source.

Click Yes on the message that appears.

In the save as dialog box, click Save if you have already created the main

document, otherwise click Cancel.

Activities:

Having entered all data in the activities above, click OK on the Data Form.

Hold the Shift key and click FileSave All

Click Yes when Word asks you if you want to save "InvitedGuests"

Next, click Cancel to avoid saving the empty mail merge main document


313

Editing the data file

After you saved the data, you would have a blinking cursor and the mail merge toolbar on

the blank mail merge main document screen. You can edit the data source document

using the Edit Data Source button on this toolbar.

To open the Data Form and do editing:

Click on the Edit Data Source button at the far right of the toolbar.

Alternatively, you can open the Data Form from a new or existing document:

Click TollsMail Merge…

Select the type of main document to create and choose Get Data

Choose Open Data Source and select the data source file from the displayed list

To edit the data right away click Cancel to avoid editing the main document

Click Edit in the Data Source section to open the Data Form.

Activities:

Click on the button on the Mail Merge toolbar to open the Data Form. You will see the first record as in the diagram above.


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To scroll through the Data Source file:

Use the 4 buttons at the bottom of the Data Form to bring up the record you want

To delete a record:

Display the record you want to delete from the Data Source

Click on the Delete button on the Data Form

To add a record:

Click on the Add New button

To search for a record in a large Data Source:

Click on the Find Record button on the Mail Merge toolbar or on the Find

button on the Data Form itself. The Find in Field dialog box

appears:

Type in a word or a series of characters to search for in the Find what box

Select the field to search in the In field box

Click on the Find First button.

First Record Last Record

Previous Record Next Record


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Activities:

Scroll through the data to find one of the records you added

Use the Delete button to remove the record from the data file. Click OK to close the Data Form window

Save the changes to the data source by holding down the Shift key and

choosing FileSave All from the menu bar. Click Yes to save "InvitedGuests" and click Cancel to avoid naming the empty main document.

Open up the Data Form window. Click the First Record button to go to the entry for Bitew Teka. Click on the Find… button and look for the father name Bekele. What record is found? Click on Find Next until Word sends you a finished message.

Click on to return to the first record. Click Find and this time look for XX in the HomePhone field to find the incomplete phone number.

Close the Find in Field window and replace the XX in the data record with the area code 11.


316

Viewing the Data Table

You can view all the data in the data source in a table format. You can add, delete or edit

the data directly in the table.

To open the data source in a table view:

Click on the View Source button on the Data Form window.

Or, alternatively,

Use the Open command from the File menu.

Activities:

If the Data Form window is still on the screen, click on the View Source

button . The Data Source displays in a table format.

The table column widths are based on the widths of the field names. As a result the data might be wrapped within the cells and thus difficult to read as you can see in the diagram above. (See the column Address1). To

adjust the column width and row height, select TableTable Properties.

Click the Add New Record button on the database toolbar.

Note that the insertion point moves to the end of the table. Now, enter information for another person. Delete unwanted record in the same way as you delete rows of a table.

To add a field while viewing the Data Source, click on the Manage Fields

button (Second button from the left on the database toolbar).


317

Add one or more fields, say, Country, City etc. and click OK when you are finished.

The manage fields dialog box allows you to delete or rename fields. To do so you have to first select the field you want to delete or rename then press the Remove button or the Rename… button as the case may be. When you press the Rename… button the Rename Field dialog box appears. Type in the new name and press OK.

You can use the FileSave command or click on the Save button to save changes when you are working in the table view of the data source document.

You can return from the table view to the data form window by clicking on

the Data Form button in the database toolbar.


318

Sorting the Data Source File

Records in the data source file are initially stored in the order they were entered.

However, you might want to sort the file by rearrange the records depending on how you

want to use the data. The data source file will print form letters or mailing labels in the

order that the records appear in the data file.

To quickly sort the data file by a single field:

Display the Data Source in a table view

Click within the column that contains the field by which you want to sort the file

Click on the Sort Ascending button or the Sort Descending button .

To sort by more than one field:

Open the Data Source file if you do not have the mail merge main document and

the data source file open.

If you are already in a mail merge document, select ToolsMail Merge…or click

on the Mail Merge Helper button on the Mail Merge toolbar

In the Mail Merge Helper dialog box click on the Query Options button.

Select the Sort Records tab


319

Click on the "Sort by" box and choose the field to sort by. Check the ascending

or descending button on the right.

If you want to sort by a second field within the first field, click on the first "Then

by" box and pick the second field to sort by. Choose ascending or descending

order on the right.

Here you can click OK to perform the sort or click the second "Then by" box to

add a third field.

When you want to start over with a completely new sort, click the Clear All

button

Activities:

Now you are going to sort the file first by father name and then by name.

If the mail merge main document (still blank) is open click on the Mail

Merge Helper button . If it is not, open a blank document and choose

ToolsMail Merge. Click Create and select a main document type. Then

click Get DataOpen Data Source and open "InvitedGuests".

Display the Mail Merge Helper dialog box and click on the Query Options button.

Click on the Sort Records tab

Click in the Sort by box and select FatherName. Select Ascending order

Now click in the "Then by" box and select Name. Select Ascending order

Click on OK to sort the file

To see the results, click on Edit in the Data Source section of the mail merge helper dialog box and open "invitation". Scroll through the records to see the result of the sort

Now add another person's data to the list using Data Form. Close the Data Form by clicking OK and then reopen it by clicking the Data Form

button . Check that the new name is inserted in its proper location.

Save the file and close it.

If you open the data source file again and add more entries to the list, they will not be added in the correct order. You must sort the file again.


320

Creating the Main Document

Having created and edited the data source, you can now create the other document for a

merge the main document. In this section, you will create a letter because it is the

common type of merge and it uses a normal paper size for printing.

To create a letter for a merge:

Go to ToolsMail Merge on the menu bar to open up the Mail Merge Helper

Click on the Create button and choose Form Letters…

Select Active Window if you want to associate the current document with the

data source; if you want to start afresh, select New Main Document

Next click on Get Data. Create or open the data source you wish to associate with

the main document you are about to create.

If you selected a data source, click on Edit Main Document.

Move the blinking cursor where you want to place the first field.

On the Mail Merge toolbar, click on Insert Merge Field. You will see a list of

all the fields in the associated data source.


321

Click on the fields needed for the inside address in your letter. The activities

below show you how to place a field in its proper location in the letter.

Once you have the inside address completed, continue typing the main body of

the letter.

If you also use information from the data source for the salutation line, insert the

corresponding field.

Save the main document just as you save any document.

Activities:

Open a new blank document.

Select ToolsMail Merge… on the menu bar

Click on Create and choose Form Letters for the main document type

Since you already opened a blank document, click on Active Window.

Click on Get Data, choose Open Data Source and select "invitedGuests"

Click on Edit Main Document

Position the insertion point where you want the inside address to appear.

On the Mail Merge toolbar, select Insert Merge Field.

Click on the field Name, press the space bar to insert a space. Note that a field name appears in the main document in double brackets.

Select again Insert Merge Field, click on FatherName and press Enter

Continue placing all the fields necessary for the inside address following the layout below:


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Continue the letter as you want. Here is a sample:

Now click before the inside address at the top of you letter and press

Enter twice. Select InsertDate and Time.

Select the date format you prefer, check the Update Automatically box and click OK.

Save this form under the name "invitationLetter".


323

Checking for Errors

Before merging the main document and the source document you can check the

documents for any merge errors.

To check for merge errors:

Click the Check for Errors button on the Mail Merge Toolbar. The

Checking and Reporting Errors window appears:

Select one of the three options and click OK

To preview the merged document:

Click the View Merged Data button on the mail merge toolbar

Use the red navigation buttons to preview all the merged documents.

Check the documents to make sure that the merge fields, punctuation and spacing

all appear in the preview as you want them to appear in the final merge.

Click again on the View Merged Data button to return to the main document

Activities:

If the main document "invitationLetter" is still on your screen, click the

Check for Errors button on the Mail Merge Toolbar

Select Stimulate the merge and report errors in a new document. Correct the errors if there are any.


324

Performing the Merge

Once the main document is created and saved, you can complete the merge process.

To perform the merge:

If the main document is still open, click on the Mail Merge Helper button on

the mail merge toolbar.

Select Merge… to bring up the Merge dialog box

From the Merge to: box choose New document or Printer or Electronic mail

From Records to be merged section, select From: if you want to merge only a

selected range of records

In the When merging records section, specify the handling of blank lines caused

by missing fields.

If necessary, set up filter and sort options by clicking on

If you have doubts, check for errors before you click on Merge.


325

Activities:

With the form letter still displayed as the active document, click on the

Mail Merge Helper button . Verify the settings in each section of this dialog box:

o The main document should be using the merge type, Form Letters, and it should be referencing the current document, "invitationLetter.doc"

o The data source should be referencing "invitedguests.doc"

o The merged document will be a new document with suppressed blank lines in the address

If the above settings are correct, click on Merge. When no additional changes are necessary, click on Merge again in the Merge dialog box

The insertion point will be positioned on the first page of the new document. Scroll through the merged output to move from one page to the next. What order are the letters in?

Tip: To perform the merge immediately, click on the merge to new document

button on the mail merge toolbar.


326

Creating Envelopes

If you have printed letters ready to be mailed, your next task might be either to create and

print envelopes for the letters or to create and print mailing labels.

To set up the envelope and delivery address:

If you have a main document open, click on the Mail Merge Helper button on

the merge toolbar.

If you are at a blank document screen, go to ToolsMail Merge… on the main

menu.

On the Mail Merge Helper dialog box, click on the Create button and then

choose Envelopes….

Select Active Window if you are at a blank screen or select New Main Window

if you started from a main document.

Click on Get Data now and open the data source you want.

Click Setup Main Document to open the envelop options dialog box.

Choose the appropriate envelope size and set additional options on the Envelope

Options tab.

Click on the Printer Options tab and make changes to he envelope feed settings,

if needed.

Click OK when you are satisfied with the settings. The Envelope Address dialog

box will open.


327

To enter the delivery address, place references to the fields by clicking on the

Insert Merge Field button above the sample window.

When you finish, click OK to go to the Mail Merge Helper dialog box.

Click on Merge and then Merge again in the merge options dialog box.

Save the main document.

Activities:

Open the document "invitationLetter" and click on the button .

Click on Create and then choose Envelopes….

Click on New Main Document, chose Get Data and open "invitedGuests".

Click on Setup Main Document.

The Envelope Options dialog box will open.


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Set appropriate envelope and printer options and click OK. The Envelope Address dialog box appears.

Click on Insert Merge Field to bring up the listing. Now create the delivery address by choosing the fields: Name, FatherName, JobTitle, Address1 and City

Click OK when you are done.

Check the information in the Merge section of the Mail Merge Helper to make sure that the lines with missing fields are removed.

Close the dialog box and see if the main document you just created is fine.

Save the document as "invitEnvelopes" and leave it open on your screen.

You can see that Word automatically added the return address at the top left corner of the envelope. If the return address is not correct, you can edit it by choosing Options… from the Tools menu. Click on the User Information tab. Information in the Mailing address window will be used for the return address when you create envelopes. Change the wrong address and click OK.


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This information will be used the next time you create an envelope. For now, edit the return address on the "invitEnvelopes" main document itself.

To merge this main document and the data source file "invitedGuests", click on the Merge to New Document button on the Mail Merge toolbar.

In the new document, you will see one envelope for each person listed in the data source. The return address should reflect the changes you have made.

If you want, feed the correct envelopes into your printer and print this file.

Close the new merged document without saving and then close "invitenvelopes.doc".


330

Summary

To create a data source document or mail merge, main document

select ToolsMail Merge…

To save the data entered into the data source document hold the Shift

key and select FileSave All.

To view the data table click the button on the Data

Form window.

To edit the data source click on the button on the Mail Merge

toolbar

To sort the data source file click on the Query Options button in the

Mail Merge Helper dialog box.

To check for errors before performing a merge click the button on

the Mail Merge Toolbar

To preview the merged document click the button on the Mail

Merge toolbar

To perform the merge immediately, click on the button on the

mail merge toolbar.

To create envelope, select Envelopes… on the mail merge helper

dialog box.


331

Practice Exercises

Exercise 105. Use the Open command on the File menu to open the document source

file "invitedGuests" you created in this lesson as a table and save it as

"PracticeMerge". Close this file and open a new blank document. Go to

ToolsMail Merge, choose any type of main document, click Get Data

and open the "PracticeMerge" data source file. Go to the Query Options

and sort the data source records by City and then by FatherName and

finally by Name. Then go to the Data Form dialog box and scroll through

the records to see if they are in the correct order. Don't you think this type

of sort would be useful if you were working on a multi-city project?

Exercise 106. Click on View Source to display the "PracticeMerge" data source in a

table format. Your file should still be sorted by city, then by father name

and finally by name. With the cursor anywhere in the name column, click

on Sort Ascending button on the database toolbar.

Exercise 107. While viewing the "PracticeMerge" data source as a table, try adding a

new field for published articles and while still in the table, add the titles of

the published articles to each record.

Exercise 108. Try creating a different letter to be used with "invitedGuests" data file.

This time, in the body of the letter, include the person's phone number for

verification.

Exercise 109. Open a blank document and select Mail Merge from the Tools menu.

Click on Create and choose Mailing Labels. Click on Active Window.

Next, click on Get Data and open the "invitedGuests" data source and then

click on Setup Main Document.

Select the label size that you use and click OK. The Create Label window

appears. Use the Insert Merge Field button to place the fields for Name,

FatherName, JobTitle, Address1 and City. Click OK. Check the

information in the Merge section of the Mail Merge Helper to make sure

that the lines with missing fields are removed. Close the dialog box and

view the main document you have just created. Save this document under

the name "invitLables". Click the Merge To New Document button to

perform the merge.

Examine the resulting document to make sure no address is using more than

one label. Finally print to label forms inserted in your printer. You don't

need to save this document as you already have the label form and the data

source and can create it if you need to.

Microsoft Word 2000 Table of Contents

332

Lesson 17

Captions, Cross-References, Index and

Table of Contents

Objectives:

By the end of this lesson you should be able to:

Add Captions to Tables, Figures, Equations, etc.

Add Cross-References

Mark and Create Index Entries

Create a Table of Contents

Update Entries and Tables


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Inserting Captions

A caption is a numbered label that you can add to a table, figure, equation, or other item.

For example, you can add the caption ―Figure 1,‖ to the first figure in your document or

―Table 3-II‖ to the second table in section 3 of your document. If you later add, delete, or

move captions, you can easily update the caption numbers all at once.

To insert a caption:

Select the item to be captioned.

Click on Insert on the menu bar and then choose Caption…. The Caption dialog

box appears.

From the Label: box, chose the item (Figure, Table or Equation) or create a new

name by clicking on .

From the Position: box, choose the position of the label relative to the item.

If you want, click on to change the numbering style.

If you click on , word automatically adds caption each time you

insert the selected item.

When you are done click OK. The caption will be inserted.

Activities:

Open a new word document, create a table and then select it


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Select InsertCaption… to insert a caption for your table

Normally, Word displays the correct label for you. If this is not the case, choose the correct label from the Label: box.

Enter the caption for the table, say "Olympic Records" in the Caption box

Accept the default position "Above selected item" and click OK.

To insert captions automatically, click on .


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Check the item to be captioned automatically when inserted


336

Adding a Cross-Reference

A cross-reference is used to refer the reader to an item that appears in another location in

a document. For example, "See Figure 1 on page 3." is a cross-reference. You can use a

cross-reference to headings, footnotes, bookmarks, captions, equations, etc. If changes

are made in a document, it is easy to update the cross-references all at once.

To create a cross-reference:

Click in your document where the cross-reference is to be inserted.

Type optional text such as "See" or "See Page".

From the Insert menu select Cross-reference….

Select the type of item to be referred to from the Reference Type: box

In the Insert reference to: box, click the information you want inserted in the

document — for example, the footnote number.

In the For which box, click the heading to be referred to (if possible). For

example, the heading for Chapter 6.

To go immediately to the referenced item, check the Insert as hyperlink box.

Check the Include above/below check box (if available) to specify position of the

referenced item relative the cross-reference.

Click Insert.


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To insert additional cross-reference information, click in the document and then

repeat the above steps.

When you are done click on the Close button to return to the document

If you now position the mouse over the cross-reference, a hand appears. Click

once to move to the cross-referenced item.

Here is an example:

See Lesson 17 on page 332

Activities:

Open a new Word document and type the following. Apply the styles indicated at the left.

Optional text you type in the document

Items you select from the cross-reference dialog box


338

Insert a table and add a caption to it as shown

Table 1 Population Growth

Now hold the Ctrl key and press Enter to go to a new page.

Type the following in the new page and apply Heading 1 style to the first line and Heading 2 style to the rest.

Lesson 18 Word Objects

WordArt

Clip Art

AutoShapes

Chart

Equation

Insert page numbers to your document and save it under the name "Practice Cross-Referencing".

Now, go to the top of the second page and click at the end of the first line (Lesson 18 Word Objects). You are going to insert a cross-reference here.

Type something like "For details, see "

From the insert menu, choose cross-reference.

Suppose you want refer the reader to the table on page 1. So, select "Table" from the Reference type drop-down list.

In the Insert reference to: list box, click "Entire caption".

Click Insert. The dialog box remains open for other cross-references to be added.

Click out side the dialog box to return to the document and type in the text "on page " where the cursor is.

Click on the Insert reference to: list box and choose "Page number". This will be inserted in the document.


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Check the Insert as hyperlink box.

Click the Cancel button to close the dialog box. The cross-reference you just inserted looks like

(For details see Table 1 Population Growth on page 338)

Put the cursor over the cross-reference and click. Word takes you to the cross-referenced table.

Now press Ctrl End to go to the end of your document.

Once again, click cross-reference from the insert menu.

Select "Heading" from the Reference type drop-down list, then select "Inserting a Cross-reference" and finally click on the Insert button.

Click Cancel to go back to your document.

Click "Inserting a Cross-reference" to go to the heading.


340

Mark and Create Index Entries

To create an index, you must first mark the index entries in a document.

To mark an index entry:

Open the document you want to index

Find and select the first instance of text for the index

From the Insert menu, choose Index and Tables…. A dialog box appears.

Select the Index tab and click on . The selected text appears in the

Main entry field. You can edit this text if required.

Click Mark to mark the entry, or Mark All to mark all instances of this entry.

In the same way, mark all index entries in your document.

When you are done click Close.

Note: Word is case sensitive with index entries. Your main entry text must match exactly what the document contains.

Tip: To create an index entry, select the text and press Alt Shift X


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To create an index:

Place the cursor where you want the index is to be generated

From the Insert menu choose Index and Tables…. A dialog box appears.

Select the Index tab

Select a type for your index: Indented or Run-in, set the number of columns and

choose a language.

Select Right align page numbers if desired and then choose a Tab leader or use

(none) if none is desired.

In the formats box choose the format you want and look at it in the preview pane

if it suits your needs

When you are done click OK to insert the index.


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Create a Table of Contents

It is a simple task to generate tables of contents (TOC) if you first apply built-in or

custom styles to your document. Word will do all the work for you by inserting the

different levels of headings into a table of contents.

To create a table of contents:

Place the cursor where the table is to be inserted.

From the Insert menu, select Index and Tables…. The Index and Tables dialog

box pops up.

Select the Table of Contents tab

Select a design in the Formats box if you want to use a built-in design. Look at

the Preview panes to see if you have the design you need.

If you want to customize the Table of Contents click on the Options… button.

Click OK to insert the Table of Contents into your document.


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Activities:

Open a new document and type the following text:

Lesson 1 Word Basics

Start Microsoft Word

The Word Screen

Menus And Toolbars

The Office Assistant

Exit Microsoft Word

Lesson 2 document basics

Creating a new document

Entering text

Moving the cursor

Saving and closing a document

Printing a document

Lesson 3 editing a document

Insert and delete text

Type over text

Select text

Undo and redo

Drag and drop

Find and replace

Save this document under the name "Practicing TOC".

Click anywhere within the first line, Lesson 1 Word Basics

Click the style drop-down arrow and apply Heading 1

Apply the same heading for the other two lesson titles

Now select the topics under "Lesson 1 Word Basics" and then apply Heading 2.

Click here


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Apply the same heading to the remaining text.

Go to the top of the document by pressing the key combination Ctrl Home

Press Enter and press Ctrl Home again

From the Insert menu choose Index and Tables. Select the Table of Contents tab

Accept the default Format and just click on the OK button. Word inserts the table of contents:


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Update Entries and TOC

To update your Table of Contents (TOC):

Right-click anywhere in the table of contents. The popup menu appears:

Select Update Field

Or, alternatively, click anywhere in the TOC and press F9 on the keyboard

In both ways, the Update Table of Contents dialog box appears:

If you have manually changed any text in the TOC and only want the page

numbers to be updated, select that option

If you have not made any manual changes to the entries, but have added or

removed headings within the document, select the entire table option

Note: If you have made manual changes and choose to update the entire table, all your changes will be lost.


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Summary

To insert a caption click InsertCaption... on the menu bar.

To add across-reference click InsertCross-reference... on the menu

bar.

To mark index entries click InsertIndex and Tables... on the menu

bar. Then select the Index tab and click on .

To create index entries click InsertIndex and Tables... on the menu

bar. Then select the Index tab.

To create a Table Of Contents (TOC) click InsertIndex and

Tables... on the menu bar and then select the Table of Contents tab.

To update TOC right-click anywhere in the table of contents and

choose from the popup menu.


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Practice Exercises

Exercise 110. Make a copy of a large word document which has no TOC and Index and

save it wit a new name such as "Practicing TOC". Insert a TOC at the

beginning of the document and an index at the end.

Exercise 111. Insert captions for the figures and tables in the document if there are any.

You can also add your own tables and figures and insert captions.

Exercise 112. Insert or delete some text (1 or 2 pages long) at the middle of the

document so that the subsequent pages of the document are shifted

forward or backward. Update both the index and the TOC to have the

correct page numbers.

Index

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Index

Active document, 85

Alignment

Center, 68

Left, 68

Paragraph, 67

right, 68

Text, 67

Animation, Text effects, 57, 58

AutoCorrect, 131

AutoFormat, 198

AutoShapes, 227

inserting

Menu option, 227

Toolbar option, 227

Autosummarize, 156

AutoText entry

create, 96

insert, 96

Bookmarks

add, 94

delete, 95

go to a specific bookmark, 94

Borders

around text, 111

create, 110

page borders

create, 113

remove, 113

Borders and Shading

add using border button, 199

add using toolbar, 199

dialog box, 201

Bullets and Numbering Dialog box, 71

Captions

insert, 330

Cells

moving from cell to cell, 184

selecting, 184, 185

Change case, 46

Character spacing, 57

Charts, 252

create from a table, 253

create new, 252

formatting, 255

options, 256

ClipArt, 250

Clipboard, 86

Closing a menu, 8

Column

add, 191

delete, 191

Column and row size, 193

Columns

balancing, 118

breaking, 117

create, 115

heading, 116

Comments

delete, 149

insert, 148

print, 149

reviewing toolbar, 149

view, 148

Control buttons

Close, 4

Maximize, 4

Minimize, 4

Restore, 4

Copying text, 40

Create a custom toolbar, 169

Cross-references, 332

Custom dictionaries

activate and use, 135

add, 134

add,delete,edit words, 135

create, 133

remove, 137

Customise menus, 164

reset built-in menu, 165

Customise toolbars, 166

Cut, Copy and Paste, 59

Data entry form, 307

saving the data file, 309, 310

Data source

add record, 311

create, 304

Index

349

delete record, 311

scroll through, 311

search for a record, 311

sorting, 315

Data table, 313

Dimmed command, 6

Document Properties

statistics, 155

summaries, 154

Drag and Drop, 40

Drawing object

rotating and flipping, 239

Drawing objects, 226

aligning, 236

delete, 231

drawing toolbar, 226

formatting, 233

grouping, 238

picture toolbar, 226

stacking, 240

Drop Cap

Create, 60

Remove, 60

Dropdown menu, 5

Envelopes, 323

Equation

inserting, 259

Exiting Word, 11

Font

Dialog box, 56

Size, 55

Type, 54

Font color, 57

Footnotes and Endnotes

delete, 109

insert, 108

view, 109

Formatting

Text

Bold, 52

Italic, 52

Underline, 52

Formatting Paragraphs, 63

Formula

example, 212

field codes, 217

inserting, 213

operators, 212

recalculating, 216

Functions, 218

IF function, 221

Getting Help

help dialogbox, 9

Office Assistant, 9

using keyboard, 9

using menubar, 9

Go To, 44

Header rows

create, 186

repeat, 186

Headers and Footers, 102

Icons, 5

Index

create, 337

mark entries, 336

Insert mode, 38

Inserting objects, 245

Keyboard shortcuts, 5, 8

Line numbers

add, 106

remove, 107

Lines and curves, 230

Lists

Bulleted, 69

Nested, 73

Numbered, 70

Mail merge, 302

check for errors, 320

create main document, 317

merge data, 321

preview merged data, 320

set view options, 303

Margins, 145

Gutter margins, 146

Mirror margins, 146

Table position, 187

Text position within table, 187

Menu bar, 4

Merge documents, 88

Merging cells, 195

Moving around a document

using cursor keys, 32

Index

350

using the browser, 33

using the mouse, 32

Moving text, 40

New Office Document, 2

Opening a menu, 5

using the keyboard, 8

Overtype mode, 38

Page break, 141

Page numbers

insert, 104

remove, 105

Page orientation, 147

Paper size, 147

Paragraph

decrease left indent, 64

increse left indent, 64

indenting using the ruler

first-line indent, 65

hanging indent, 65

left indent, 65

remove indentation, 65

right indent, 65

Passwords

create, 158

remove, 159

Print options, 174

Printing, 27

Protect/Unprotect document, 160

Redo, 39

Referencing

cell, 209

cells in other tables, 210

column, 210

examples, 211

row, 209

Rows

add, 190

delete, 190

Save options, 173

ScreenTip, 6

Search and replace, 42

Section break

delete, 142

insert, 142

Shading paragraphs, 114

Sorting paragraphs, 90

Sorting tables, 203

Spacing

Line, 75

Paragraph, 75

Spelling abd Grammar

turning off, 123

Spelling and Grammar

check automatically, 125

check grammar, 125

check spelling, 124

options, 127

Splitting cells, 196

Start

Button, 2

Word, 2

Style gallery, 285, 286

Style names

remove, 279

view, 279

Style of next paragraph, 280

Styles, 264

apply, 264

copy, 282

create, 268

dialog box, 266

keyboard shortcuts, 267

assigning, 271

modify, 273

by example, 275

print, 284

remove and delete, 276

replace, 277

Symbols, 47

Table of contents, 338

update, 341

Tables

adding information, 183

create

using drawing button, 181

using existing text, 180

using menu, 179

using toolbar, 180

Tabs

Clearing, 78

Setting

using dialog box, 78

Index

351

using ruler, 77

with leaders, 79

Templates, 291

choosing, 291

create new, 295

using Wizards. See Wizards

select and use, 292

Text

deleting, 35

inserting, 35

remove selection, 36

selecting

entire document, 36

line, 36

paragraph, 36

sentence, 36

word, 36

selecting using the keyboard, 37

Text boxes

break link, 93

Create, 92

Linked, 92

move among, 93

Theme. See Style gallery

Thesaurus, 129

Title bar, 4

Toolbar

Formatting, 4

Standard, 4

Track Changes, 150

accept or reject, 151

Undo, 39

Using toolbars, 6

Versions, 152

View multiple documents, 84

Views

normal, 24

outline, 25

print layout, 24

print preview, 26

web layout, 24

web page preview, 25

Wizards, 296

Word document

closing, 19

creating, 15

entering text, 16

opening, 20

previewing, 22

recently used, 21

saving, 17

Word options, 172

Word screen, 3

WordArt

insert, 247

Wrapping styles, 242

Word2000Lessons_

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