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OFFICE AUTOMATION – I WORD - BASICS 21. TOOLS AND PRINTING This lesson familiarizes you with the options available to customize the format and presentation of a document as per your requirements.

21.0 Objectives On completion of this lesson, you will be able to: • •

Understand the paragraph formatting and checking of Spellings.

You would also learn the options of printing a document and envelopes

21.1 Introduction The last lesson dealt with the formatting options available in MS Word that can be used to easily modify the presentation of any document as per requirements. This lesson will cover Tools/options you need for formatting your text and paragraph.

Paragraph Formatting, Spell Check and Printing are some of the words which will be used and discussed in detail in this lesson.

21.2 Paragraph Formatting 21.2.1 Text Formatting In Microsoft Word, you can format the text like changing font Size, font type, and Color etc. First highlight the text and then select “Font” option from “Format” Menu or press “Ctrl + D”.

“Font” Dialog box appears, with “Font” Tab activated.

Text Formatting- Font Type, Style and Size

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Select font type from the drop down menu, which contains many styles of font types. Select “Font Style” and “Size” from next list boxes.

Text Formatting Underline

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Font

Color

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Select font color from the drop down menu, which contains many colors as shown on the screen. You can also select styles for underline for the text as well as the different colors for the underline.

Text Formatting - Text Effects Select the effects that you wish to apply on the highlighted text. You will be able to see how the highlighted text will appear after applying an effect, in the “Preview” Pane.

Text formatting can also be applied by using “Format” tool bar on the screen.

Text Formatting - Highlight Text Highlight text by using arrow keys or mouse and from “Format” tool bar use the Highlight icon to highlight the text with the color. Click on the down arrow on the icon to open color palette to select the color to highlight the text.

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Text Formatting - Format Painter After you have formatted the text as per your requirements, select the text again and click on the “Format Painter” icon. Select other piece of text on which you want to apply the same format. The same format will be applied to the other text also.

You will have to click on the format painter icon every time you want to apply the format, else you double click on the format painter icon and then it will remain with the mouse pointer until you click again on the format painter icon.

21.2.2 Border and Shading Highlight text and from “Format” menu select “Border and Shading” option.

“Border and Shading” dialog box appears. Select “Setting:” for the border to be applied to the text. Select “Style:”, “Color:” and “Width:” for the line of the border.

Page Border Click on the “Page Border” tab of “Borders and Shading” dialog box. The options are same as borders for text. “Apply to whole document”, applies the page border formatting to the whole document

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Shading Click on the “Shading” tab of “Borders and Shading” dialog box. This option is used to fill color in the border applied to the text. Select color and apply.

“Pattern” helps to define the intensity for this color.

21.2.3 Page Background From the “Format” menu select “Background” option and select the color. The page will appear with the color filled on the page.

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21.2.4 Paragraph Settings Paragraph settings contain: • • • •

Alignment Indentation Line Spacing Tabs Click on “Paragraph” option from “Format” menu. “Paragraph” dialog box will appear.

Alignment Microsoft Word gives you a choice of several types of alignment for example Left, Right and Centered. Highlight text and then from “Format” Menu select “Paragraph” option and select “Left” from “Alignment” drop down box.

Left-justified text is aligned on the left side. It is the default setting. The text appears as shown in red color.

“This text is left aligned” Centered text is centered between the left and right margins. If you select “Center”, the text appears as shown in red color.

“This text is center aligned”

Right-justified text is aligned on the right side. If you select “Right”, the text appears as shown in red color.

“This text is right aligned”

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Do not change Outline level. It’s applied automatically.

Indentation Indentation allows you to indent your paragraph from the left or right margin.

You can adjust left and right indents here. Highlight text and click on up or down arrows to increase or decrease the number. The Special option caters to the First line indent or Hanging Indent.

First-Line Indent The first-line indent feature indents the first line of the paragraph. The amount of the indent is specified in the “By:” field.

The remainder of the paragraph is indented by the amount specified in the Indentation field.

Select the paragraph and in “By:” field using up or down arrow keys adjust first line indent.

Hanging Indent The hanging indent feature indents each line except the first line by the amount specified in the by field, as shown in the example.

Example: Hanging Indent The hanging indent feature indents the first line of the paragraph from the margin by the amount specified in the Left field. The amount in the Left field plus the amount specified in the by field indents all subsequent lines.

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Paragraph Spacing Paragraph spacing leaves blank space between two paragraphs either before the paragraph or/and after the paragraph.

You can adjust before and after spacing here. Click on up or down arrows to increase or decrease the number.

Line Spacing Line Spacing sets the amount of space between lines within a paragraph.

Single spacing is the default. The spacing for each line is set to accommodate the largest font on that line. At 1.5 lines, the Line Spacing is set to one-and-ahalf times the single-space amount. For double-spaced lines, the line spacing is set to two times the single-space amount.

Tabs The Tab Key: The default tab setting for Microsoft Word is 0.5 inches. If you press the Tab key, the cursor will move 1/2 inch across the page.

Illustration Press the “Tab” key a few times. Note how you move across the page.

Tabs are used to format the data in the form of a table without actually using the “Table” option from the menu bar.

From Format menu select ‘Tabs”… option. Tabs dialog box appears Tab stop position: Here you type the number of inches where you want your tab to stop.

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It appears on the screen as shown in the figure .

Left tab setting aligns the text to left of tab position by default.

First Click changes this option to center tab, which aligns the text to center of the tab position.

Second Click changes this option to right tab, which aligns the text to right of the tab position.

Third Click changes this option to decimal tab, which aligns all decimal points as center of the tab position.

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Fourth Click changes this option to bar tab, which places a bar on the screen at its position.

Fifth Click changes this option to First Line Indent tab, which indents first line at its position.

Sixth Click changes this option to Hanging Indent tab, which places hanging indent at its position.

Short way of placing tabs for a document is Select the tab by clicking on the L (Left Tab Button). Then click on the ruler, now start typing the text and press Tab key every time, to shift from first tab position to second tab position.

Leader denotes the blank space between two tab positions in the form of option selected here.

You can select either a straight line or dots.

Self-Check Questions Answer True or False 1. Line Spacing is used to insert space between two lines. (T/F) 2. Font Size of the text can be changed by selecting the size from the Formatting toolbar. (T/F) 3. The icon for Left Alignment of the text is available on Standard Toolbar. (T/F)

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Fill in the blanks 4. …………………….. Command is used to activate the Font dialog box.

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Icon is used for ………………………………..

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Icon is known as ………………………………….

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Icon is used for ……………………………………

8.

Icon is know as ………………………………

9. ……………………… denotes the blank space between two tab positions.

21.3 Using AutoText Auto Text is used for typing a long word or sentence. This acts as a storage location for text or graphics which you want to use again and again. For example instead of typing Microsoft Word every time, you can save a short form such as MW to type the complete name. Each selection of text or graphics is recorded as an AutoText entry and is assigned a unique name. If you wish to store text permanently to use it repeatedly, use AutoText.

To create an Auto Text entry: • • •

First type the word or sentence in Microsoft Word document Then highlight the text.

Click on Auto Text from Insert menu and then click on “New” from the sub menu or press “Alt + F3”

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Create Auto Text dialog box appears with the whole word or sentence appearing as the name for Auto text entry. Start typing “MW” and click on OK.

To insert the Auto Text into the document: • •

Place the cursor where you want to insert the Auto Text.

Click on the “Auto text” option from the “Insert” menu.

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From sub menu click on “Normal”. Again from sub menu click on MW.

21.4 Spell Check Word checks your spelling and grammar as you type.

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Spelling errors are highlighted with a red line under the word.

Grammar errors are highlighted with a green line under the line or paragraph.

You can find the spell check option in the “Tools” menu, click on “Spelling and Grammar” or press “F7”. Clicking on this option, would check the spelling and the grammar of the whole document. Alternatively you can use icon for checking spelling and grammar.

21.5 Printing Once you have created your document, you would want to print it. While preparing to print, you can specify the number of copies you want, the pages you want to print and the layout etc. Either you can print using the icon on the Menu Bar or you can invoke print command using pull down menu as given below.

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21.6 Printing Envelopes To print the envelope, insert an envelope in the printer as shown in the Feed box, and then click “Print”.

Change the Document type and paper type to envelope in the paper tab in the printer properties before printing.

Self-Check Questions Fill in the blanks 10. ………………………is the shortcut key for Spell Check.

11. ………………………option is used from File menu to print a document.

12. ………………….. is the short cut command used to add an Auto Text entry.

21.7 Summing Up In this lesson you have familiarized yourself with the following concepts in MS Word: • • • • • •

Paragraph Settings Auto Text Line Spacing Spell Check Printing Documents Printing Envelopes

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21.8 Answers to Self-Check Questions 1. T 2. T 3. F 4. Ctrl + D 5. Highlighting the text 6. Format Painter 7. Aligning text to the left 8. Left Indent 9. Leaders 10. F7 11. Print‌ 12. Alt + F3

21.9 Terminal Questions 1. What is the use of Indent?

2. What is the use of Decimal Tab? 3. What is the benefit of Auto Text?

21.9 Glossary Alignment: The way text is aligned. The common options in MS Word are Left Aligned, Right Aligned, Centred or Justified Indentation: The space by which each paragraph is indented inside the margin

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