OFFICE AUTOMATION – I WORD - BASICS 20. MICROSOFT WORD BASIC FEATURES This lesson familiarizes you with the basic features available in MS Word that will help you in typing and editing a document. These features make the process of creating and editing a document much easier and faster.
20.0 Objectives On completion of this lesson, you will be able to: • •
Get familiar with the various options while typing and editing a document. Understand the basic in-built features like Bold, Underline and Italics, Cut Copy and Paste, Undo and Redo in MS Word.
20.1 Introduction Once you are comfortable with MS Word screen, you should be able to create a document. This lesson deals with tools that will help you in creating a document. Bold, Underline, Italics, Cut, Copy, Paste, Undo and Redo are some word which you may find new and will be discussed in detail in this lesson. When you start MS Word, a new file automatically opens which is called Document 1.doc
In the upper-left corner of the document, or page, a blinking vertical line appears and this is the insertion point for text. If you want to start further down the page, just press ENTER until the insertion point reaches where you want the first line to begin. 1
There are a lot of features in MS Word that allow you to edit, align and present your text in different ways. We would look at a few of those in this lesson. • • • • • • • •
Typing Using Backspace Delete Key Inserting text Insert/Overtype Mode Bold, Underline and Italics Cut, Copy and Paste Undo and Redo
20.2 Editing in MS Word 20.2.1 Typing, Using the Backspace Key & Delete Key Typing To enter text, simply type just as you would type on a typewriter. To capitalize, hold down the Shift key while typing the letter. You can also press Caps Lock key once, while typing and the letters would start appearing as CAPITAL letters, Press Caps Lock key again to type small letters. You don’t need to press Enter to start a new line. MS Word automatically wraps the text at the end of the line and brings it to next line without breaking the paragraph. Using Backspace Key Use the Backspace key to delete the text in the left hand side direction. For Example: If you type ABC, using backspace key to delete the letters would delete “C” and then “B” and so on… Using Delete Key You can also delete text by using the Delete key. Delete key always deletes the text at the right hand side direction. First, highlight the text you wish to delete; then press the Delete key or backspace key. In this process of deleting the text both the keys plays same role.
2
20.2.2 Inserting Text & Insert / Overtype Mode To insert text, you must be in the Insert mode, which is by default. To check whether you are in the Insert mode, look at the Status bar, located at the very bottom of the screen. Looking at the right side of the Status bar, if the letters "OVR" are gray, you are in the Insert mode or if the letters "OVR" are black, you are in the Overtype/Overwrite mode.
Insert adds the text where as Overtype overwrites the existing text. 20.2.3 Bold, Underline, and Italics This feature is basically used to highlight either a part of a sentence or complete sentence or even a paragraph. You can bold, italicize, or underline when using MS Word. These features can be utilized in three different ways: Using Menu Using Icon Using Keys
Bold Using Menu 1 First highlight the text by using Shift key and arrow keys or F8 key and arrow keys until the entire text is highlighted. 2 Click on Format menu. 3 Click on Font option. Font dialog box appears or press Ctrl + D to open Font dialog box 4 Click on Bold in the Font Style box. 5 Click on OK to close the dialog box. 6 You will see the selected text as bold as you wished to apply. 7 Click anywhere in the text area to remove the highlighting. Note: You can see the effect of your selection in the Preview window of the Font dialog box. To turn off the bold, highlight the text and click on Regular.
3
Italicize Using Menu 1 2 3 4
Follow steps 1, 2 and 3 of Bold - Using menu. Click on Italic in the Font Style box. Click on OK to close the dialog box. You will see the selected text as italic as you wished to apply. Note: You can see the effect of your selection in the Preview window. To turn off the italics, highlight the text and click on Regular. Underline Using Menu
1. Follow steps 1, 2 and 3 of Bold – Using menu. 2. Click on Underline Style drop down arrow in the Font dialog box as shown below. A menu with many patterns of line appears on the screen with a vertical scroll bar as shown in the figure. Click on the style for the underline. 3. You will see the selected text with underline as you wished to apply. 4. Click anywhere in the Text area to remove the highlighting. Note: You can see the effect of your selection in the Preview window of the Font dialog box. To turn off the Underline, highlight the text and click on none.
Bold Using Icon
1. First highlight the text by using Shift key and arrow keys or F8 key and arrow keys until the entire text is highlighted. 2. Click on the “B” icon on the toolbar. 3. Click anywhere in the Text area to remove the highlighting. Note: To turn off bold, highlight the text and press the “B” icon.
4
Italicize Using Icon 1. First highlight the text by using Shift key and arrow keys or F8 key and arrow keys until the entire text is highlighted. 2. Click on the “I” icon on the toolbar. 3. Click anywhere in the Text area to remove the highlighting. Note: To turn off italics, highlight the text and press the “I” icon. Underline Using Icon 1. First highlight the text by using Shift key and arrow keys or F8 key and arrow keys until the entire text is highlighted. 2. Click on the “U” icon on the toolbar. You will get a single underline. 3. Click anywhere in the Text area to remove the highlighting. Note: To turn off underlining, highlight the text and press the “U” icon. Bold Using Keys 1. First highlight the text by using Shift key and arrow keys or F8 key and arrow keys until the entire text is highlighted. 2. Press Ctrl-B (hold down the Ctrl key while pressing B). 3. Click anywhere in the Text area to remove the highlighting. Note: To turn off Bold, highlight the text and press Ctrl-B again. You can also remove the formatting by highlighting the text and pressing Ctrl + Spacebar. Italicize Using Keys 1. First highlight the text by using Shift key and arrow keys or F8 key and arrow keys until the entire text is highlighted. 2. Press Ctrl-I (hold down the Ctrl key while pressing I). 3. Click anywhere in the Text area to remove the highlighting. Note: To turn off Italic, highlight the text and press Ctrl-I again. You can also remove formatting by highlighting the text and pressing Ctrl + Spacebar. Underline Using Keys 1. First highlight the text by using Shift key and arrow keys or F8 key and arrow keys until the entire text is highlighted. 2. Press Ctrl-U (hold down the Ctrl key while pressing U). You will get a single underline. 3. Click anywhere in the Text area to remove the highlighting. Note: To turn off underlining, highlight the text and press Ctrl + U again. You can also remove formatting by highlighting the text and pressing Ctrl + Spacebar.
5
20.2.4 Using Clipboard All actions of Cut, Copy and Paste are possible with the help of Clipboard. It is an inbuilt feature of MS Windows. It is like a pool in which you can store the information and use it whenever required. You can also view the information stored on clipboard. Click on “Edit” menu and click on “Office Clipboard…” The picture shown here displays the clipboard with all the items of cut and copied. 20.2.5 Cut and Paste In MS Word, you can cut (delete) text from one area of the document and save the text so that it can be pasted elsewhere in the document or in other application / software for example MS Excel and MS PowerPoint etc. When you cut text, it is stored on the Clipboard. Information stored on the Clipboard stays there until you clear the information from the clipboard.
Each time you execute Cut or Copy, you add new information on the Clipboard. You can paste any information from Clipboard as often as you like. You will have to click on the information you want to paste. 20.2.6 Copy and Paste In MS Word, you can copy text from one area of the document and place it elsewhere in the document. When you copy text, it is stored on the Clipboard. You can paste any information from Clipboard as often as you like. The commands used for cut, copy and paste are as follows Cut Ctrl + X Alt + E + T Copy Ctrl + C Alt + E + C Paste Ctrl + V Alt + E + P
6
20.2.7 Undo This is basically used to undo any action executed by you .You can quickly undo most commands by using “Undo” option from “Edit” menu. You can also press “Alt + E + U” or “Ctrl + Z” on your keyboard to undo any action. 20.2.8 Redo This is basically used to redo any action executed by you. If you change your mind after undo, you can use Redo. You can also press “Alt + E + R” or press “Ctrl + Y” on your keyboard to redo any action.
Self-Check Questions Answer True or False 1. 2. 3. 4.
Backspace key is used to delete the characters to the left of the pointer. (T/F) The command used to undo any action is Ctrl + Y. (T/F) Insert key is used to activate the overtype mode. (T/F) Ctrl + X command is used to perform CUT operation. (T/F)
Fill in the blanks 5. ………………………… is the command used to make text underline. 6. To COPY a text/file/folder the command used is ………………………….. 7. To delete a character to the right of pointer on the screen, you use ………………………………… key. 8. Ctrl + I is the command used for making text ……………………… 9. You can view the information stored on clipboard by clicking on Office Clipboard option from the ……………. Menu.
7
20.3 Summing Up In this lesson you have familiarized yourself with the following: • • • • • •
Typing, Using Backspace and Delete Key Inserting text and Insert/Overtype Mode Bold, Underline and Italicizing Using the Clipboard Cut, Copy and Paste Undo and Redo
20.4 Answers to Self-Check Questions 1. 2. 3. 4. 5. 6. 7. 8. 9.
T F T T Ctrl + U Ctrl + C Delete Key Italic Edit menu
20.5 Terminal Questions 1. What is the use of Cut and Paste? 2. What are the methods to make a text BOLD? 3. What is the use of a clipboard?
20.6 Glossary • • •
• •
Backspace Key: This deletes the text to the left hand side of the cursor Delete Key: This deletes the text to the right hand side of the cursor Clipboard: It is like a pool in which you can store the information and use it whenever required. Whenever you use the ‘Copy’ or ‘Cut’ command the matter is transferred to the clipboard and can then be pasted later from there Undo: Command used to reverse any actions performed by you Redo: Command used to repeat any actions done by you which had previously been reversed
8