INTRODUCTION of MS Word:-

The process of preparing and printing documents by using the computer and computer
programs is called Word Processing. The computer programs that are used for this
purpose are called the Word Processing Software or Packages.
Word Processing Software is used to create letters, memos, faxes and various other
types of documents. The Word Processing Software has the following important
features:

1. Creating new documents with different formatting.

2. Save the document on disk for future use.
3. Preview the document on the monitor before getting its hardcopy on paper.
4. Open the existing documents for editing.
5. Set the margins of document and line spacing.
6. Copying, moving, selecting, deleting, inserting etc. operations on text in the
document.
7. Underline text, bold face text, setting size of text etc.
8. Images can be inserted into the document.
9. Cut or copy the selected text from the document and paste it anywhere in the same
or another document.

Advantages of Word Processing

One of the main advantages of a word processor over a conventional typewriter is that a
word processor enables you to make changes to a document without retyping the entire
document.

Some Common Word Processing Packages

Some examples of popular word processing software are

> Open Office.

> WordStar.
> Word Perfect.
> Microsoft Word.
 WORD PROCESSING BASIC
OPENNING A WORD PROCESSING PACKAGE
Opening MS-WORD
You can open Microsoft Word by clicking Microsoft WORD shortcut from popup menu
under Programs menu. The steps are:
Start Button --> All Programs --> Microsoft WORD 2003 icon.

Understanding The Word For Windows Screen

When you start Word, the screen contains the Title Bar, Menu Bar, the Standard
Toolbar, the Formatting Toolbar, and the Ruler at the top of the screen.
The Title Bar will display the name of your document.
The Menu Bar displays the menus from which you select the commands to work with
your documents.
The Standard Toolbar contains buttons for performing common word processing
functions with a click of the mouse.

The Formatting Toolbar contains buttons/tools and drop down lists for formatting your
document.
The Ruler is used to set tabs, indent paragraphs, and change the page margins.
At the bottom of the screen is the Status Bar. The Status Bar is divided into several
sections.
The area between the Ruler and Status Bar is the Text Window. The text window is
where your document appears as you type.
The small horizontal line in the window is called the end mark. The end mark indicates
the end of your document. It moves down as you insert text and moves up as you delete
text.

The blinking vertical line is called the insertion point. The insertion point is the
Windows equivalent to a cursor, since it indicates the position of the next characters
typed or deleted. You can use either the mouse or the directional arrow keys to move
the insertion point to the place where you want to type, insert, or delete characters.

THE MENU BAR

Selecting a Menu Bar option with the mouse or keyboard displays a pull down menu. A
pull down menu lists specific operations that you can perform. The figure for instance,
shows the pull down menu for the File option.
In some pull down menus, certain options may appear gray, or dimmed. These options
are not currently available to be selected but must first be activated by performing some
other function. If the function has an alternate shortcut key, it will be listed next to the
command, such as Ctrl+S next to the menu option Save.

An ellipsis (...) next to the command means that selecting the option will display a
dialog box containing additional choices from which you must select. A checkmark
indicates that the option is turned on or selected.

To display other pull down menus, click on appropriate Menu Bar options, or press the
right arrow (-->) key to move to next menu or press the left arrow key to move to
previous menu.

To select a pull down menu option, click on the option with the mouse button, or press
the underlined letter, or press the up arrow key or down arrow key to highlight the
option and press Enter. To cancel a menu, click elsewhere on the Window or press the
Esc key.

The File menu shows New, Open, Close, Save, Save As, Print and other basic file
functions.

The Edit menu shows Cut, Copy, Paste, Paste Special, Find, Replace, etc. to edit text

The Insert menu is used to insert a Picture, Date, Time and much more.

The View menu is used to activate/deactivate Toolbars, to add/remove Header, Footer

etc.

The Format menu shows formatting options for the text.

The Tools menu shows options for checking the spellings & grammar of the document,
AutoCorrect etc.

The Help menu shows various options for help on MS-Word

USING THE HELP

Word has a powerful onscreen Help system. It includes information on menu
commands, dialog boxes, and other tools. There are even demonstrations that take you
step by step through complete word processing tasks.
Getting help from Word
When you have a question about a Microsoft Office program, you can ask the Office
Assistant. For example, to get Help about drawing objects or pictures, type picture in
the Assistant.

If the correct topic doesn't appear in the Assistant balloon, click None of the above, look
for more help on the Web at the bottom of the list of topics.

You will get suggestions on how to phrase a question to the Office Assistant or how to
narrow your search by using keywords. If you still can't find the information you want,
you can send feedback to improve future versions of Help and be automatically
connected to the Microsoft Office Update Web site to search for help there.

The Assistant automatically provides Help topics and tips on tasks you perform as you
work, before you even ask a question. For example, when you write a letter, the
Assistant automatically displays topics to help you create and format a letter.

STEPS TO GET HELP:

1. Click at help option from the menu bar.

2. Office Assistant will appear with a dialog box.

3. Type the specific question or the topic name.

4. Then click on search button.

5. Other options relating to the topic will be displayed in the Office Assistant box.

6. Choose the appropriate option for which you want the detailed help.

7. Then the help topics related to the options will appear in a separate window.

8. Select the specific topic from the list.

9. Detailed help regarding the topic will be displayed.

 USING THE I-CON BELOW THE MENU BAR
New Blank Document: You can use this icon to open a blank new document.

Open: Open an existing document stored in the hard disk or from the specific source.

Save: Save the document in the hard disk.

E-Mail: You can directly open the Microsoft Outlook and E-mail the document.

Printer: You can directly print the complete document by pressing this icon.

Print Preview: Before giving the printing of the document you can have a peep into the
final appearance of the document on the paper.

Copy: By pressing this button you can copy any text object or shape or picture that you
want to be put somewhere else.

Paste: By pressing this button you can paste any text object or shape or picture that
you want to be put on the document.

Undo: By pressing this button you can undo the immediate previous action that you
have performed.

Insert Table: You can insert a table in your document to present tabulated information
in the shape of rows and columns.

Zoom: You can use this button for increasing or decreasing the size of your document
as it is displayed in the window.

Microsoft Word Help: Use this icon to activate the inbuilt Microsoft Help System.

Add hyperlink: For adding a Hyperlink in your existing Document.

Style: You can select the style of the document that you are typing.
Font type Button: For changing the font of the typed text you can use this button. On
pressing this button a dropdown list opens and you can select the specific font for the
typed text.

Font Size: You can change the font size of the text by pressing this button and selecting
the specific font size value.

Bold: You can darken a part of the text so as to make it more prominent/bolder in the
document by pressing this button.

Italic: You can provide an italic effect to your text when you press this button.

Align Left: This button provides the alignment feature to the text and you can use this
to set alignment of your text to the left hand side.

Align Center: This button provides the alignment feature to the text and you can use
this to set alignment of your text in the center of the page.

Align Right: This button provides the alignment feature to the text and you can use this
to set alignment of your text to the right hand side.

Justify: On pressing this button your text document will automatically be aligned to
both the left and the right sides. MS-Word automatically pads in soft spaces to bring
about text justification.

Numbering of text: If numbering is required that must appear along with the text then
on pressing this button you can make that happen.

Bullets: If bullets are required of specific shape and size to identify a specific text you
can press this button to achieve the desired result.

Decrease Indent: The Decrease indent button can be used to decrease the indent of
selected items to the left by one tab-stop.

Increase Indent: This button can be used to increase the indent of selected items to the
right by one tab-stop.

Outside Border: You can add, remove border around the selected text, paragraphs,
cells, pictures or other objects.
Font Color: By clicking this button you can provide a specific color to the text in the
document that you want to color.

More Buttons: By pressing this button another dialog box opens that is titled add or
remove Buttons. Further pressing this button would provide you with the number of
buttons that already have been selected and are appearing in the menu bar and there
would be some unselected buttons that are not appearing in the menu bar you can make
requisite changes as per your need.

OPENNING DOCUMENTS
A. Opening a document on your hard disk

To open a document, follow the given steps:-

1. Click Open option available in the File menu.

2. If you want to open a document that was saved in a different folder, locate and open
the folder.
3. Double-click the document you want to open.

B. Opening a document created in another program

To open a document of a different type, follow the given steps:-

1. Click Open option available in the File menu.

2. Click the file format you want in the Files Type box.
3. You can also type the extension in the File name box for example, type *.doc to find
MS-WORD files.
4. If you want to open a document that was saved in a different folder, locate and open
the folder.
5. Click the document you want to open in Word.
6. Click Open option in the open dialog box

C. Opening a Recently Used Document

You can edit new documents as you type them or existing documents you've already
saved. To edit an existing document, you must first open it, or recall it from the disk.
Word makes it easy to open the last four documents you opened or created and saved.
To open a recently used document, follow the given steps :-
1. Select File Menu. At the bottom of the File menu, Word lists the last four documents
you worked on as shown in Figure. If the document is not in the current directory, the
complete path will be shown with the file name.
2. Click on the name of the file you want to open, or press the number next to the
filename.

D. Closing a Document

To close a document follow the given steps:-

1. Click on the File menu from menu bar.

2. Then click on the Close option in the file menu to close the document.
It will remove the document from the document window. If the document was changed
after last save, it will prompt to save the changes.

E. Quitting Word

When you have finished using Word, you will like to exit the MS-Word application and
return to the Desktop. You can save a document and exit Word using a single dialog
box.
To exit Word

1. Select the File Menu.

2. Then click on the Exit option (present as the last option) in the file menu.
 SAVE AND SAVE-AS OPTION
A. Save a document with Save Button

To quickly save a document, click save button on the Standard toolbar. To save a
document in a different location or with a different name use the Save As option
instead.

B. Save a document with save option in File Menu.

When you save a document for the first time, you must give it a name. Document names
can be up to 255 characters long. It can contain uppercase and lowercase Letters spaces
but cannot contain punctuation other than underscores. Filenames are not case sensitive.

C. To save your document for the first time

1. Select File --> Save As or File --> Save (Ctrl+S) to display the Save As dialog box as
shown in Figure .
2. Type a document name. When Word saves a document, it automatically adds the
extension .DOC. If you want to
Save the file in another directory or another drive type the complete path
along with filename yourself or open the desired drive and/or folder by double
clicking it.
3. Select OK. The document's name will appear in the Title Bar.

D. Save a copy of a document with Save as Option

1. Open the document you want to make a copy of.

2. On the File menu, click Save As.
3. If you want to save the document in a different folder, locate and open the folder.
4. In the File name box, type a new name for the document.
5. Click Save.
 PAGE SETUP
The margins and the printed text’s position on the page can make or spoil the looks of
your entire document.
That’s why you should pay a considerable amount of attention to these things.
Microsoft Word places all the page setup controls in one convenient place in the Page
Setup dialog box, where you can make all your changes.

Steps to open Page Setup Option:

From the File menu select Page Set up and then double click with your mouse on
options like Margins, Paper Size, and Paper Layout etc. to open relevant options and
make changes to them.

Orientation Setting
Paper orientation can be set to Horizontal or Landscape. The option for the same is
available under Paper Size tab of the Page Set up Dialog Box.

The default page orientation in Word is Portrait mode. Portrait mode means the page is
longer than it is wide.
When you are working with charts, you may want to turn the page so the horizontal
edge is longer than the vertical edge. Then for this you can use the Landscape mode.

Changing the Margins in Word

When the Page Setup dialog box appears, click on the Margins Tab to change the
margins. Word presents you with numerous options for the same.

In the Top, Bottom, Left, and Right selection boxes under the Margins section, highlight
the entry you would like to change.

Enter a new number (you do not need to include the") for the distance in inches you
want the text to be, from the
Respective edges of the document page. You can also use the arrows to increase or
decrease the margins in increments predefined by Word.

The Page Setup box also gives you the option of changing the gutter (Binding Space left
on the Left Hand Side of a document in addition to Left Margin).

Note: When setting your margins, please note that most printers require about a half
inch margin all the way around the page to print correctly; if you specify margins
outside the printable area of the page, you will receive a warning message when you
attempt to print the document.
 PRINT PREVIEW
Previewing a Document before Printing
Print Preview displays one or more entire pages at one time. You can adjust the left and
right margins, and move text ups or down on the page. Use print preview to make minor
changes to the overall page layout.
To Print Preview:

1. Select File option from the file Menu --> then click the Print Preview option. The
figure shows a document in
Print Preview display.

2. The mouse pointer will appear as a small magnifying lens. To quickly enlarge a
portion of the page, click on the
Text you want to enlarge.

3. Select Close to return to the previous view.

PRINT OF DOCUMENT
Word has many powerful printing features. You can print just the page you are working
on, a bit of selected text, a series of selected pages, or the whole document. You can
print just the odd or even pages, or print the document to a file on disk, or you can print
multiple copies. To print a document you can use Standard Toolbar or the File Menu.

Method 1 : Standard Toolbar

If you want a quick copy of your document, the process is easy. Just click the Print
Button on the Standard Toolbar; it will print the current page.

Method 2 : File Menu

1. Make sure your printer is turned on and is ready for use.
2. Select File --> Print (or press Ctrl+P) to display the Print dialog box.
3. Select OK.
By default when we give print command, it prints current page. We can make any page
as current by clicking on it.
Print Selected Page or a selected range of pages
In order to print a range of pages you can follow the steps given below:

1. On the File menu, click Print.

2. Under Page range, specify the range of the document you want to print.
If you click Pages, you must also enter the page numbers or page ranges you want to
include, or both.

Print a portion of the document

1. Select the portion of the document you want to print.

2. Click Print on the File menu, and then click Selection.

Print more than one copy at a time

For printing more than one copy at a time you can follow the steps given below:
1. On the File menu, click-->Print.

2. In the Number of copies box, enter the number of copies you want to print.

DOCUMENT CREATION
Having learnt about the Word interface in the previous sections, it's time to get to work.
In this chapter, you'll learn how to create a document first. As you've already seen,
Word opens with a blank document already displayed, ready for editing. At this point,
you have several choices:

You can start working in the blank document that's already open, entering text and other
elements. When you have finished entering and editing the text, you can save the file.

You can start with one of Word's built-in templates, which may already contain some of
the text and much of the formatting you need.

Any time you want to create a new blank document, the quickest ways to do it are to
click the New button on the Standard toolbar or to use the keyboard shortcut Ctrl+N.
These commands create a blank document based on Word's default Normal template. If
you use File, New instead, you can choose to create a document based on a different
template.

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