OFFICE AUTOMATION – I WORD - BASICS 19. CREATING A BASIC DOCUMENT If you have worked with Notepad or WordPad, you will find MS Word to be more advanced software which helps you in making your documents, project reports and letters etc. in a faster and aesthetically better way.
19.0 Objectives On completion of this lesson, you will be able to: • • • •
Recognize the various commands available on a standard MS Word screen. Navigate through the screen and understand the best way to utilize the basic functions. Create a basic document. Save a basic document.
19.1 Introduction This lesson is a logical move forward from the previous unit Windows & Internet. Once you are familiar with the Windows environment and its Desktop items, you can use the features available in ‘MS Office’ viz., Word, Excel, PowerPoint, Access etc. to create and store documents and data. You will learn about Word Processing which is typing and setting up of a document to meet the requirements of the user in MS Word. MS word is one of the best tools available for creating, editing, storing and retrieving textual data.
19.2 Starting Word
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Microsoft word is the software which is used for any word processing requirement. There are many ways to start Microsoft Word: From “Start” Menu go to “Programs” and click on “Microsoft Word”. Click the “MS Word Icon” (shortcut) on the Desktop. From the “Start” Menu go to “Run” and Type WINWORD and press enter or click on ok.
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Once the program is loaded, you see a blank document screen, as shown below. The first document is called Document1. 19.2.1 Title Bar
Title Bar is located at the very top of the screen. On the Title bar, MS Word displays the name of the document you are currently using. At the top of your screen, you should see “Document1 - Microsoft Word" initially. 19.2.2 Menu Bar
The menu bar is directly below the title bar and it displays the menu. The menu begins with the “File” and continues with “Edit”, “View”, “Insert”, “Format”, “Tools”, “Table”, “Window”, and “Help”. You use the menu to give instructions to the software. Point with your mouse to the menu option and click the left mouse button to open a drop-down menu. You can also use the “Alt + left” and right arrow keys on your keyboard to move left and right across the Menu bar options. You can use the up and down arrow keys to move up and down the drop-down menu. To select an option, highlight the item on the drop-down menu and click mouse button or press “Enter”. 19.2.3 Toolbar
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Standard and Formatting Toolbar provide shortcuts to some important menu commands which are often used. Toolbars are generally located just below the Menu bar. Standard Toolbar consists of New Blank Document, Open Document, Save, E-mail, Search, Print, Print Preview, Spelling and Grammar, Cut, Copy, Paste, Format Painter, Undo Typing, Redo Typing, Insert Hyperlink, Tables and Borders, Insert Table, Insert Microsoft Excel, Column, Drawing, Document Map, Show Hide, Zoom, Microsoft Word Help etc. Formatting Toolbar consists of Styles, Font, Font Size, Bold, Italic, Underline, Left, Center, Right, Numbering, Bullets, Decrease indent, Increase Indent, Outside Border, Highlight, and Font Color etc. 19.2.4 Ruler
The ruler is found below the toolbar. The ruler is used to adjust/change the top margins and bottom margins on the vertical pane. It is also used to change first line indents, left indents and right indents on the horizontal pane. This gives an idea to the user about the appearance of text in the document page. 19.2.5 Text Area
Just below the ruler comes a large blank area called the "text area.� You type the document in the text area. The blinking vertical line in the upper left corner of the text area is called the cursor, it marks the beginning point. As you type, your work will show at the cursor location, which moves forward on typing the matter. 19.2.6 Status Bar
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• • • • • • • • • • •
The Status bar appears at the bottom of MS Word screen, which provides information regarding: Current page Current section Current Page / Total pages Inches from the top of the page Current line number Current column number Track changes or Turn on the Record mode Extension mode Insert and/or Overtype Mode Language Selection
19.2.7 Horizontal and Vertical Scroll Bars The Horizontal scroll bar is located at the bottom of the screen, just above the Status bar. The Vertical scroll bar is located along the right side of the screen. Scrollbar’s enable you to move up and down or across the window. The figure shown below has two arrows; they help the user in browsing through options mentioned below.
When you click on the circle shown above, a small box appears as shown below with 12 “browse by” options.
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“Browse by” options are as follows: 1. Field 2. Endnote 3. Footnote 4. Comments 5. Section 6. Page 7. Go To 8. Find 9. Edit 10. Heading 11. Graphics 12. Table If you select options like “Section” or “Page” then the up or down arrows turn into blue color. You can click on the blue up or down arrows to move forward or backward for section by section or page by page view. 19.2.8 Recently Used File List
If you want to enable the recently used file list, clicking on “File” would display the most recently opened files at the bottom of the drop-down menu. You could click on the filename to quickly open the file.
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Self Check Questions Fill in the Blanks 1. When you start a new document, the name of document appears at the ……………………………bar. 2. The …………………………. Scroll bar is located at the bottom of the screen and just above the ……………………….. Bar. 3. On ……………………… you can see the current page number on the MS Word Window. 4. The Menu bar is directly below the ………………..... bar. 5. Title Bar is located at the …………………… of the screen. 6. Toolbars are generally located just below the ……………………...
19.3 Highlighting Text Throughout these lessons you will be asked to highlight text. You can use either of the following methods. 19.3.1 Highlighting by Using the Mouse • • •
Place the cursor before or after the text you wish to highlight. Hold down the left mouse button. Move the mouse left, right, up, or down until the desired text is highlighted.
19.3.2 Highlighting by Using the Shift and Arrow Keys or F8 and Arrow Key Place the cursor from where you want to highlight the text and Press “Shift” key, or press “F8” key to anchor the position of highlight and press the appropriate arrow key (left arrow to move to the left, or right arrow to move to the right) until the text is highlighted. Note: Press “Esc” key to remove anchor. You can use the up or down arrow key to highlight one line at a time. Press “Ctrl + Shift + Arrow” keys to highlight one word or paragraph. Keys used to highlight text: • • • •
Ctrl + Shift + Left Arrow Ctrl + Shift + Right Arrow Ctrl + Shift + Down Arrow Ctrl + Shift + Up Arrow
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Highlights one word at the left side of pointer Highlights one word at the right side of pointer Highlights one paragraph below the pointer Highlights one paragraph above the pointer
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Ctrl + Shift + Home Ctrl + Shift + End Shift + Left Arrow Shift + Right Arrow
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Shift + Up Arrow Shift + Down Arrow Shift + Home Shift + End
Highlights all text above the pointer Highlights all text below the pointer Highlights one character at the left side of pointer Highlights one character at the right side of pointer Highlights one line above the pointer Highlights one line below the pointer Highlights all text to the left of the pointer Highlights all text to the right of the pointer.
19.3.3 Highlighting Menu Items
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To select a Menu bar item: Click on the Menu bar item. A drop-down menu will appear. To select other option on the menu bar move the mouse pointer across the Menu bar. Note: After you highlight an item on the Menu bar, you can also use the left and right arrow keys to move across the Menu bar.
19.3.4 Drop-Down Menu Items When you click on any option on the Menu bar, a drop-down menu will appear. To highlight a drop-down menu item: • •
Move up or down on the drop-down menu by using mouse. Click or Press Enter to activate the selected drop-down menu item. Note: You can also use the arrow keys to move up and down the drop-down menu.
19.3.5 Placing the Cursor During the lesson, you will often be asked to place the cursor at a specific location on the screen. You could place the cursor by pointing to the location specified and pressing the left mouse button or, by using the arrow keys to move to the specified location. 19.3.6 Choosing Menu Commands by Using the Alt Key Every Menu Item or every option of Windows (a Graphical User Interface {GUI}) has one character underlined. This underlined character plays a vital role while you use keyboard for giving commands to your computer. With the help of “Alt” key (Alternate key) and the underlined character you can give commands not only in MS Word but also to all the programs that are installed on your computer that work on Windows environment.
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Press the Alt key Press the underlined letter on the Menu bar like F for File menu, E for Edit menu and so on... On pressing the letter the selected menu drops down and appears on the screen Again press the underlined letter like N for New, O for Open and C for Close in File menu option.
19.3.7 Shortcut Key Notations To save time in selecting the options from menu items, the command can be given directly by using the combination of keys from the keyboard and are called shortcut keys. Different alphabet keys are used along with the Alt, Ctrl and Shift keys to give the commands. For Example- To open a file from File menu use Alt + F + O
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Ctrl + O
Note: All “Ctrl + …….” commands appear at the right hand side of the option in the menu. As shown below.
Self Check Questions Match the following 7. Ctrl + Shift + Left Arrow a. 8. Shift + Up Arrow b. 9. Ctrl + Shift + Down Arrow 10. Ctrl + Shift + Home d.
Highlights all text above the pointer Highlights one word at the left side of pointer c. Highlights one line above the pointer Highlights one paragraph below the pointer
Select the right answer 11. To highlight a line, command used is: a. Shift + Arrow Key b. Ctrl + Shift + Down Arrow Key c. Ctrl + Spacebar d. Ctrl + Shift
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Answer True or False 12. Shift + Arrow Keys are used to highlight the text. (T/F)
19.4 Create a New File To start a new document
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Click on “File” menu. Click on “New” or Press “Alt + F + N” or “Ctrl + N” to start a New Document. A New blank document appears on the screen.
19.5 Starting a New Paragraph When you type in MS Word, you do not need to press a key to move to a new line, as you do while typing on a typewriter. To start a new paragraph, just start typing in the text area, press the Enter key when you want to start the next paragraph. When you type a paragraph, press “Enter” to change the line and to leave a blank line between two paragraphs. Press “Enter” again and start typing a new paragraph.
19.6 Save File You must save your file if you want to use it later. While you save, you must name your file. To save your file, follow the instructions below: •
Click on “File” menu. Select “Save” or press “Alt + F + S” or press “Ctrl + S”
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“Save As” dialog box appears.
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Select the correct folder in the “Save In:” field. Type the Name for your file by typing lesson19 in the “File name:” field. Click on “Save”. The file will be saved as Lesson19.doc. (.doc is the default extension assigned to all documents saved in Microsoft Word)
19.7 Open File To continue working on a file you previously saved, you must open the file. To open the pre-existing file: •
Click on “File” menu. Click on “Open” or press “Alt + F + O” or press “Ctrl + O” to open an existing document. “Open” Dialog Box appears.
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• • •
Make sure you define the correct folder in which the file is saved in “Look in:” Drop down menu. Double click on the file name to open, or click on the file name and click on “Open”. You can also open an existing file by looking for the already existing files in recently used documents, which is available at the bottom of the “File” menu. Click on the document and the document will appear on the screen.
19.8 Online Help Solutions to every problem, which you can encounter in MS Word, are available in the “Microsoft Office Word Help” option of the “Help” menu. Press “F1” key to activate the help option on your computer. This key is always meant for help in Graphical User Interface of Windows, not only for MS Word but also for MS Excel, MS PowerPoint and other programs which can be installed and used on Windows platform. In the “Search for” box type the topic on which help is required and press “Enter” key. The links related to the required help will appear on the screen.
19.9 Exiting Word Once you have completed this lesson. Typically you would save your work before exiting.
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To Exit Microsoft Word: Click on File and click on Exit. If you have entered text a dialog box will appear in which you will find a question: “Do you want to
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save changes to Document 1?” To save your changes, click on “Yes” otherwise click on “No”. Specify the correct folder in which you want to save your file, in the “Save in” box. Name your file by typing “lesson 19” in the File Name field and click on “Save”.
Self Check Questions True or False 13. Alt + F + O command is used to open a new file. (T/F) 14. The Ctrl + S command is given by keyboard to save a document. (T/F) 15. Alt + F + S command is used to exit MS Word. (T/F) Select the right answer 16. To start a new Document the command used is: a. Alt + F + X b. Ctrl + O c. Alt + F + N d. Ctrl + X Fill in the blank 17. Press ……….. Key to activate the help option in MS Word.
19.10 Summing Up •
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In this lesson, you have familiarized yourself with the following: Starting MS Word o Title Bar o Menu Bar o Tool Bar o Ruler o Status bar o Horizontal and Vertical Scroll Bars o Recently Used File List Highlighting Text o Highlighting Menu Items o Drop-Down Menu Items o Placing the Cursor o Choosing Menu Commands by Using the Alt Key o Shortcut Notations
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• • • • • •
Start a New Document Starting a New Paragraph Save a File Open a File Online Help Exiting MS Word
19.11 Answers to Self Check Questions 1. Title 2. Horizontal Scroll Bar and Task Bar 3. Status Bar 4. Title Bar 5. Top 6. Menu Bar 7. B 8. C 9. D 10. A 11. 2 12. T 13. T 14. T 15. F 16. 3 17. F1
19.12 Terminal Questions 1. 2. 3. 4.
What are the components of MS Word window? What is the use of the Ruler? What do you mean by Text Area? How do you save a file and how do you open an existing file?
19.13 Glossary •
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Microsoft Office – Collections of Application Programs (refer Unit 2 – Lesson 11) developed by Microsoft Corporation. The components of MS Office are Word, Excel, PowerPoint, Access and Publisher etc. Word Processing – It is the typing and formatting of the document in which every word, line, paragraph and page is setup to complete the document to meet requirements of the user. Word Processing Software – WordStar and MS Word. Document – Any file created and saved in MS Word is called a document. Cursor – A pointer (usually blinking) indicates that you can start adding text to your document from this point onwards. 13
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Status Bar – Always available at the bottom of Microsoft Word screen and shows the details of current word document like page number, section number, line number, column number etc.
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