OFFICE AUTOMATION – I WORD - BASICS 22. ADVANCED FORMATTING AND EDITING This lesson familiarizes you, with the advanced formatting options available in MS Word.
22.0 Objectives On completion of this lesson you will be familiar with the various options like bullets and numbering, Page Break and Page Settings.
22.1 Introduction The last lesson dealt with the formatting options that are available in MS Word. This lesson will teach you some more advanced formatting and editing options available in MS Word.
22.2 Bullets & Numbering 22.2.1 Bullets In MS Word, you can easily create bulleted lists of items. Several bulleted styles are available, as shown in the examples. You can select the one you wish to use.
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22.2.2 Numbering In MS Word, you can easily create numbering lists of items. Several numbering styles are available, as shown in the examples. You can select the one you wish to use.
22.3 Insert Page Break To insert a Page break click on “Insert” menu and click on “Break” option. “Break” dialog box appears. Select “Page break” from Break types and click on “OK”. Page break can also be inserted by pressing “Enter” while holding down the “Ctrl key”. (Ctrl + Enter)
22.4 Sectioning You can use sections to vary the layout of a document within a page or between pages. Just insert section breaks to divide the document into sections, and then format each section the way you want. A Section
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break can be inserted by clicking on “Break” option from “Insert” menu.
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There are 4 types of Section Breaks as shown in the picture. Next Page Continuous Even Page Odd Page
22.5 Page Settings Click on the “Page Setup” option from the File Menu displays the “Page Setup” Dialog Box. •
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You can change margin size, orientation, and choose the form of display, in the margins tab. You can change the Paper size and source, in the paper tab. You can change the size of header and footer and the vertical alignment, in the layout tab. An option makes these changes applied to whole or part of the document.
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22.6 Reveal Formatting (Views) After all settings are over with the document. It is now necessary to view the document to see how it appears on the screen and how will it look when printed. There are 4 views in Microsoft Word. • • • •
Normal View Web Layout View Print Layout View Outline View To select the options for different views with the help of menu, click on “View” menu and then select the type of view you want to see. You can see the icons are also available at left side of the horizontal scroll bar. By a click on these icons the view of MS Word document changes.
22.6.1 Normal View In Normal View, page boundaries, headers and footers, backgrounds, drawing objects, and pictures do not appear. 22.6.2 Web Layout View In Web Layout View, you can see how your document will look in a Web browser. 22.6.3 Print Layout View This Print Layout View is useful for editing headers and footers, for adjusting margins, and for working with columns and drawing objects. If you'd like to type and edit text in this view, you can save screen space. 22.6.4 Outline View Work in Outline View to look at the structure of a document and to move, copy, and reorganize text by dragging headings.
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22.7 Find and Replace
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If you need to find a particular word or piece of text, you can use the “Find” command. If you want to search the entire document, simply execute the Find command. If you want to limit your search to a selected area, highlight that area and then execute the Find command.
After you have found the word or piece of text you are searching for, you can replace it with new text by executing the Replace command.
Self Check Questions Answer True or False 1. Portrait is a horizontal orientation of the paper. (T/F) 2. The size of a letter size paper is 8.5” X 11”. (T/F) 3. Ctrl + H is the shortcut command for Replace. (T/F) Fill in the blanks 4. ………………………………………….. Icon is used for applying bullets to the text. 5. …………………………………….. is the shortcut command for Find option? 6. ………………………………………… dialog box is used for setting up pages of the document. 7. From Insert menu ……………………………………… option is used to insert break in a document. 8.
Icon indicates ………………… view of the document.
Objective Type Group 1 9. Ctrl + F 10. Ctrl + H 11. Ctrl + Enter
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Group 2 a. Replace Text b. Insert Break c. Find Text
22.8 Summing Up In this lesson you have familiarized yourself with the following: • • • • • •
Bullets and Numbering Page Setting Insert Page Break Sectioning Reveal Formatting (views) Find and Replace
22.9 Answers to Self Check Questions 1. F 2. F 3. T 4. Bullets 5. Ctrl + F 6. Page Setup 7. Break… 8. Print Layout view 9. C 10. A 11. B
22.10 Terminal Questions 1. 2. 3. 4.
What do you do after choosing the Page Setup option? What is sectioning and how does it help? What is a page break and how do you insert a page break? What is the use of Find and Replace?
22.11 Glossary • •
Sections: Parts of the same document which can have different layouts, different margins, different headers and footers etc. Web Layout View: This shows how the document will look when viewed in a web browser
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