L-24

OFFICE AUTOMATION – I UNIT IV: WORD - BASICS 24. ADDITIONAL FEATURES IN MICROSOFT WORD This lesson familiarizes you with the additional features available in MS Word. This will help you to understand the additional features MS Word has to offer.

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

Get familiar with the various options like Header and Footer.

Use powerful options like References, Clip Arts, and Text Box etc.

24.1 Introduction In the previous lessons you have learnt the tools and formatting options available for text and tables in MS Word. This lesson will cover additional features available in MS Word.

24.2 Headers and Footers Headers and footers are those little identifiers that run through the top and bottom of your document, providing important background information about the document. Header and Footer include: • • • • • •

Page numbering Title Author name Chapter number Date and Time Document Name

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To apply header and footer to a document, from the “View” menu select “Header and Footer” option.

The page looks like as shown in the figure below.

If you just want to add text to a header or footer, you can simply type it into the header or footer area.

24.2.1 Header and Footer: Page Numbering You can add page numbers and other information, such as the date and time, to a document's header and footer at the top or bottom of the page.

Information stored in headers and footers appears dimmed and cannot be modified at the same time as the body of the document.

• • • •

To add basic page numbers or Page X of Y page numbers On the “View” menu, click on the option “Header and Footer”. “Header and Footer” toolbar appears.

On the “Header and Footer” toolbar, do one of the following: To add basic page numbers, click on “Insert Page Number”. .

To add Page X of Y page numbers, click on “Insert AutoText”, and then click on “Page X of Y” in the list.

Note: The page number is automatically inserted and aligned on the left margin of the header or footer. To move the page number to the center or to the right margin, click in front of the page number, and then align the text or press the “Tab” key.

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Click on “Close” on the “Header and Footer” toolbar to return to the body of your document.

24.2.2 Header and Footer: Date and Time To add date and time either in header or in footer, Click on the date or time icons on header and footer toolbar.

You can switch between header and footer by using this icon.

Click on “Close” on the Header and Footer toolbar to return to the body of your document.

24.3 Footnotes and Endnotes Footnotes and endnotes are both separated from the body text by a short horizontal line. Both have note text, either at the bottom of the page or the end of the document. The note text in both is in a smaller font size as compared to the body text.

• •

Press “CTRL+ALT+F” to insert a footnote.

Press “CTRL+ALT+D” to insert an endnote.

To insert a Footnote or an Endnote:

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Point to Reference on the “Insert” menu, and click “Footnote”.

In the “Footnote and Endnote” dialog box, click on “Footnotes” or “Endnotes”,

and then click on the “Insert” button at the bottom of the dialog box.

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To view the footnotes click on “View” option on menu bar and click on “Footnotes”.

24.3.1 Clip arts Clip arts are pictures available in the Clip art gallery in MS Word. You can find and insert clip arts into your document according to your requirements. To insert a Clip art follow these steps: Find the media clip you want to insert.

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On the “Insert” menu, point to “Picture”, and then click “Clip Art”.

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In the “Search for” box, type a word or phrase that describes the clip you want.

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Click on the clip you want to insert, from the “Results” list.

24.4 Line Diagrams This is a type of object which MS Word allows you to insert into your document. This can be used to draw a line anywhere in the document.

To Draw a Line On the “Drawing/Object” toolbar, click on “Line” , position the mouse pointer where you want the line to begin, drag the mouse and then release the mouse button.

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24.5 Reference You can add a reference to any of the following in your document by clicking on “Reference” option in the “Insert” menu.

• • • •

Footnote Caption Cross-reference Index and table

24.6 Objects You can insert an object by clicking on “Object” in the “Insert” menu. The following window opens from which you can choose the object. You can also use “Browse” option to copy an object from an existing file.

24.7 Textbox Another object you can insert into the document is textbox. You can add a single text box or add multiple text boxes to a document.

Creating a Textbox •

On the “Objects” toolbar, click “Text Box”

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In your document, click where you want one corner of the text to appear, and then drag diagonally until you have the box size you want.

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For multiple text boxes repeat this action multiple times and then press “Esc” key after you have finished.

Self Check Questions Answer True or False 1. With the help of Header and footer option both header and footer can be inserted in a document. (T/F) 2. You can not insert date and time in the header. (T/F) 3. You can not put multiple text boxes in a document. (T/F) 4. Clip arts can not be resized once inserted in the document. (T/F) Fill in the blanks 5.

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Icon is known as …………………….

Icon is known as …………………….

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Icon is known as …………………….

8. …………………………………….. is the shortcut command for inserting a footnote?

9. Alt + …………+………….. is the shortcut command for inserting header and footer?

10. …………………………………….. Menu has the option to insert clip art in the document.

11. ………………………………………….. is the option available in Insert menu for references?

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

Header and Footer Footnotes and Endnotes Pictures (Clip arts) Line Diagrams References Objects Text Boxes.

24.9 Answers to Self Check Questions 1. T 2. F 3. F 4. F 5. Line icon 6. Text Box icon 7. Switch between header and footer icon 8. Ctrl + Shift + F 9. Alt +V+H 10. Insert menu 11. Reference

24.10 Terminal Questions 1. What is the use of Header and Footer?

2. How do you draw a line diagram?

3. How do you insert a Text Box?

24.11 Glossary •

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Headers & Footers: These are little identifiers that run through the top and bottom of your document, providing important background information. You can see these in action on the top and bottom of this page providing you with the lesson and the page no.

Clipart: Clip arts are pictures available in the Clip Gallery in MS Word. You can find and insert clip arts into your document according to your requirements

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