Most word processors also let you change the font size and even the typeface. Graphics: Allows you to embed illustrations and graphs into a document. Some word processors let you create the illustrations within the word processor; others let you insert an illustration produced by a different program. Headers and Footers: Allows you to specify customized headers and footers that the word processor will put at the top and bottom of every page.
For example the word processor automatically keeps track of page numbers so that the correct number appears on each page. Layout: Allows you to specify different margins within a single document and to specify various methods for indenting paragraphs. Thesaurus: A built-in thesaurus that allows you to search for synonyms without leaving the word processor.
Windows: Allows you to edit two or more documents at the same time. Each document appears in a separate window. This is particularly valuable when working on a large project that consists of several different files.
Word Wrap: This is the ability of a word processor to start a new line while typing a paragraph. If the paragraph does not fit in one line, the word is wrapped automatically to the next line. This makes typing faster. In a word-processor the document can be scanned by a spelling checker and it draws the attention to possible spelling mistakes. Spell checkers can supply the correct spelling though the user decides whether to replace the 'spelling mistake' with e suggested word or not.
Spell checkers are not foolproof e. By default, word checks the spelling of all the text entered in a document. A wavy red zigzag line appears underneath those words that are not found in the dictionary. By clicking with the right mouse button on a marked word, you will get a pop-up menu listing any suggestions. Words such a Marika, Brincat and Zurrieq are not included in the dictionary.
You can ignore the spelling by clicking on Ignore. You can also add new words to the dictionary by clicking on Add. This is the ability to have the word processor search for a particular word or phrase in a document and replace it with something else.
Mail Merge This is the ability to merge together a word processed letter and a list of names and addresses from a data base so as to generate a multiple 'personalised' copies of the same letter. A letter can be prepared using a word processor. Fields like Name, Surname, Address can be inserted from a database. When mail merge is done, the fields are replaced by the data item brought up from the database.
Object Linking and Embedding. The object to be linked and embedded can be a clipart, picture and graph. The graph can be created using a spreadsheet and then copied and pasted in a word processor. The graph is pasted in a special way such that a link is created between the spreadsheet and the word processor such that if the data is changed from the spreadsheet, the graph in the word processor is changed immediately as soon as the data changes.
The word processor has built in styles that the user can use with ease. The text can be formatted as a Heading 1 style, or in Normal style. This means that the text is given a specific font, font size, and other formatting attributes depending on the style chosen.
For example, instead of taking three separate steps to format your title as 16 pt, Arial, and center-aligned, you can achieve the same result in one step by applying the Title style. Using predefined styles In order to apply a predefined style to a particular object:.
Note that the Style combo-box only contains a few commonly used styles. If you want to apply a style that is not available in the Style combo-box, go to the Format menu and select Style…. This will bring up the Style dialog box. From here one can apply an existing style, modify an existing style, delete a style or create a new style altogether. Changing predefined styles If you need to change the way a particular style looks, you need to:. From here you can change the format of the chosen style be clicking on the Format menu and selecting the attribute you want to change….
If you have formatted your document using header styles i. Header 1, Header 2, etc , you can view the structure of your document using the document map. The document map basically shows you an outline of the headers in your document.
To access the document map, click on the icon on the toolbar or select View Document Map. If you click on any item in the document map, the cursor position in the document also changes to reflect that choice. Table of Contents The word processor has a facility of creating a table of contents based on the styles given to headings and sub-headings. Pages are found and listed automatically in a table.
Position the cursor at the point where you want to put the table of contents 2. From the Insert menu choose Index and tables… 3. A dialog should pop up. Select the Table of Contents tab 4. From here you can set different options about the type of table you want to create 5. When ready, press OK and the table will be inserted into the document.
If your document changes, it is likely that the table of contents will become outdated. If this happens, you need to update it. To do this you have to:. Index Important words in a document can be marked and then the word processor can be used to generate an index, showing all marked words sorted in alphabetical order together with the pages where they can be found. Press Alt-Shift-X and this dialog box should appear. There are a number of options you can play around with.
Position the cursor at the point were you want the index inserted 2. Select the Index tab 4. Customise the options to your liking and press OK. If your document changes, it is likely that the index will become outdated. Multi-Columns With Microsoft Word, you can also format your document into newspaper-style columns.
Select the text 2. Click and hold on the icon from the toolbar. A graphic that allows you to select the number of columns should appear. Make your choice and release the mouse button. If the last column is much shorter than the previous ones, you need to balance out your columns. To do this:. In page layout view, click at the end of the columns you want to balance 2. On the Insert menu, click Break 3. Click continuous. It is also possible to draw vertical lines between the columns. This can be done as follows:.
Choose Format Columns 3. Make sure the Line between checkbox is checked. Open navigation menu. Close suggestions Search Search. User Settings. Skip carousel. Carousel Previous. Carousel Next. What is Scribd? Explore Ebooks. Bestsellers Editors' Picks All Ebooks. Explore Audiobooks. Starting Ms Word — Double click the Microsoft word shortcut icon from the desktop Or — Click on start button from the task bar on the desktop — Point at All Programs from the pull up menu — Point at Microsoft office from the sidekick menu, the click on Microsoft Word from the sidekick menu.
Click the Office Button to see the available commands. Select a command by clicking on it. The Quick access toolbar provides a set of frequently used commands. The default options are to save a file, to undo the last action, and to repeat your most recent action.
The Ribbon tabs provide you with a set of tools t hat are relevant to what you are currently doing. In the example above, the Home tab contains formatting and editing options. The Title bar displays the name of the program and the name of the current document. Window controls are used to change the size of a window, or to close it. The Vertical scrollbar is used to scroll up and down the page.
You can also click on the little down arrow below the scrollbar to move down the page. If your page is wider than the screen display, then you will also see a Horizontal scrollbar across the bottom of the window. The Status and information bar displays useful information about your document, such as the page count and number of words.
Menus When you begin to explore Word you will notice a new look to the menu bar. These three features contain many of the functions that were in the menu of previous versions of Word. This button allows you to create a new document, open an existing document, save or save as, print, send through email or fax , publish or close.
The Ribbon The Ribbon is the panel at the top portion of the document. Each tab is divided into groups. The groups are logical collections of features designed to perform functions that you will utilize in developing or editing your Word document. You can place the quick access toolbar above or below the ribbon.
To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click on Show Below the Ribbon. You can also add items to the quick access toolbar. Status bar - The status bar is the communication point between the user and the application program.
View buttons - Used to switch between different document views e. Folders are used to organize information. Folders are the best way to organize and store your data. They provide a hierarchy of storage bins that hold all your data. You may also make new folders on the desktop. Right Click: Click the right mouse button or left if you are left handed in a white space within the parent folder's window The window that you brought up in step 1. This is referred to as word wrap.
NB: One can also shortcut commands from the standard toolbar and the menu bar. Working on Multiple Documents Several documents can be opened simultaneously if you are typing or editing multiple documents at once. The current document has a checkmark beside the file name. Select another open document to view it. Document Views There are many ways to view a document in Word. It includes all tables, text, graphics, and images.
Good for viewing two pages at a time. To view a document in different forms, click the document views shortcuts at the bottom of the screen or: Click the View Tab on the Ribbon Click on the appropriate document view. Text Basics It is important to know how to perform basic tasks with text when working in a word processing application. In this lesson you will learn the basics of working with text including how to insert, delete, select, copy, paste, drag and drop text.
The insertion point appears. Select the text by dragging the mouse over the desired text while keeping the left mouse button depressed, or hold down the SHIFT key on the keyboard while using the arrow buttons to highlight the text. The meeting will be on 2nd December and the program will start at 9. Please observe time. Selecting highlighting text or block of text Highlighting of text is to be done every time text or group of text has to be formatted or edited.
Highlighted text is usually shaded black, or any other preset colour. Backspace will delete text to the left of the cursor and Delete will erase text to the right. Editing a document ….. To find and replace a word or phrase: 1. Proofing a Document Proofreading refers to the checking whether a document has typographical or grammar errors There are many features to help you proofread your document.
You can customize the dictionary to recognize these words. Formatting a document Formatting refers to utilising various features or styles to improve the appearance of a document. Formatting is done to make the document attractive and appealing to the eye.
The formatting features are categorized into three: text, paragraph and page formatting. For any formatting to be effected, the text or the document must be highlighted first. They include changing the font style, size and type , bold, italicise, underline, superscript, subscript, changing text colour, changing case, and adding text effects among others. They include: i. Sentence case: changes all the first characters in a sentence to capital letters ii.
Title case: all the first characters of each word are typed in initial capital letters iv. Lower case: all the characters are typed in small letters v. The change case dialog box appears.
Subscripts are common in scientific equations. Superscripts are sometimes used when setting dates. To apply superscript and subscript: a Highlight the character s b From the ribbon, click font c From the font dialog box check superscript or subscript d Click Ok to close the font dialog box.
Font size on the other hand refers to how small or large the characters are set. To change the font attributes, use the formatting toolbar or use the format menu then the font to display a dialog box to select the desired font type, size or style. Paragraph Formatting A paragraph is a separate block of text dealing with a single theme and starting on a new line or indent. Some of the formatting features you can apply onto a paragraph include: a Alignment - Alignment is the arrangement of text relative to the left margin, centre of page or the right margin.
The five major alignment options available are the left, centre, right and justified or force justified. Left alignment: lines of text are lined up evenly along the left margin but unevenly at the right margin. This the default alignment ii. Right alignment: lines of text are lined up evenly along the right margin but unevenly at the left margin.
Centre alignment: the lines are centred unevenly between the left and right margins iv. Justification alignment: lines of text are arranged evenly along the left margin and right margin v. Highlight the text 2.
From the ribbon, click Paragraph.
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