computer skill office

 

Step 3) Now select right tab using Tab Button on and click the ruler at right side where you want to align text at right side. A right will appear at the ruler where you just clicked and selected text will be right aligned.

MOVING A TAB

You can move an already set tab at a particular location by following the simple steps

Step1) Click just before the line for which you want to change the tab setting. Drag the tab  available at the ruler to the left or right.

Step 2) A vertical line marks its positions as you drag when you click and drag the text moves with the tab.

X) COPY AND APPLY FORMATTING IN WORD

If you already have a small well formatted text and you want to apply similar formatting top another text then Microsoft word provide   to copy and apply a format from one text to another text. This is very useful and time saving operation.

Copy and Apply of text formatting work for various text attributes for example text  fonts, text colors, margins, heading etc.

COPY AND APPLY TEXT FORMATTNG

Following are sim0ple steps to copy and apply text formatting from one portion of your document to another portion of your document in  ward document.

STEP 1)Select the text containing the formatting that you want to copy. Have selected text which has bold and underlined font as shown below,

Step 2)Click the Home tab and click the Format painter button to copy the format painter button the mouse pointer button changes to a paint brush when you move the mouse over your document.

Step 3)Now you are ready to apply the copied text format to any of the selected text. So select text using more use where you want apply copied text format while selecting a text you have to make sure that your mouse pointier is still in paint brush shape. After selecting the text just release right click button of the mouse and you will see that newly selected text is changed to the format used for the original selection. You can click anywhere outside the selection to continue working on your document for further editing.

 

 

 

COPY AND APLLY TEXT FORMATTNG MULTIPLE TIMES

Step 1) If you are intended to apply formatting at multiple places then you would have to double click format painter button while copying text format. Later on you just keep selecting text where you want to apply the text formatting.

Step 2) When you are done with applying formatting at all the places again click once at format painter to come out of format applying operation.

FORMAT PAGES

a) ADJUST PAGE MARGINS

Margins are the space between the edge of the paper and the text. You can adjust the right, the left, top and button margin of your document. By default word sets all charging left,right,top and bottom to 1 inch.

Below  I have shown top left and right margins if you will type complete page word will leave 1 inch bottom margin as well.

ADJUST MARGINS

Following  are the simple steps which will be used to set margins for an opened document.

Step 1)Open the document whose margins you want to set. If you want the margins to apply only selected part5 of document select part now.

Step 2)Click the page layout tab, and click margins button in the page sweet up group. This will display a list of options to be selected but you have to  click custom margins option available at the bottom.

You can  also select any of the pre defined margins from the list but using custom margins options you will have more control on all settings.

Ste 3)You will have to display page dialog box as shown below where you can set top,left,right  and bottom margins under the margins tab, select apply to option to apply the margin on selected text or complete document.

Step 4)If you are going to bind the document and want to add an extra amount of space on one edge of binding, enter that amount in Gutter text box, and select the side of the gutter is on with the Gutter position values for all the margins, click OK button to apply the margins.

ii)HEADER AND FOOTER

Headers and footers are parts of the document that contain special information such as page number and the total number pages document title company logo, any photo etc. The header appers at the top of every page and the footer appears of the bottom of every page.

ADD HEADER AND FOOTER

Following are the simple steps to add header and footer in  word document

Step 1) Click the insert tab and click either header button or footer button whatever you want to add first. assume you are going to add header so when you click header button it will  display a list of built in headers from where you click header button it will display a list of built in Headers from where you can choose any of the headers  by simply clicking on it.

Step 2)Once You select any of the header it will be applied to the document editable mode and the text in your document will appear dimmed .header and footer buttons appear on ribbon and a close header and footer button will also appear at the top right corner.

Step 3)Finally you can type your information whatever you want to have your document header and once you are done click close header and footer to come out of header insertion mode. You will see final results as follows.

You can follow a similar procedure to add footer in your document.

EDIT HEADER AND FOOTER

Follow the following simple steps in case you want to edit existing header or footer of your document

Step 1) Click the insert tab, and click  either Header button or footer button whatever you want to edit. Assume you are going to edit Header so when  you click Header button it will display a list of options including Edit header option.

Step 2)Just click on it and word will display editable header for you as shown below.

Step 3)Now you can edit  your document header and once you are done lick close Header and footer to come out of header edit mode.

You can follow a similar procedure to edit footer in your document

iii)ADD PAGE NUMBERS

Microsoft word automatically assign page  numbers on the pages of your document typically page  numbers are printed either Header or footer but you have option also can display the page number in the left or right margins at the top or button of a page.

Following are the simple steps to add page numbers in word document

Step 1)Click the insert tab, and click page number button available in header and footer section. This will display a list of option to display page numbers at the top ,button current position etc.

Step 2)When you move your mouse  pointer over the available options it display further style of page numbers to be displayed. For example when I take mouse pointer at button of page option it display the following list of styles.

Step 5)Finally select of the page number style which you most select accent bar 1 style by clicking over It. After this step you will enter in page footer modification mode so you would have to click close header and Footer button to come out Footer edit mode.

You can format your page numbers using Format page numbers option available under the listed options.

REMOVE PAGE NUMBERS

Following are the simple steps to remove page numbering from a word document

Step 1) Click the insert tab and click page number button available in header and footer section. This will display a list of options to display page number at the top bottom current position etchant at the bottom you will have remove page number options. Just click this option and it will delete your all the page numbers set in your document.

iv)INSERT PAGE BREAKS

Microsoft word automatically starts  a new page when current page becomes filled   with a text but you can insert a page break to  force the word to start text on  new page. You can insert a page break using either the mouse or the keyboards

Following are the simple steps to insert page breaks in a word document

Step 1)Bring your insertion pint immediately before the text that  you want to appear on a new page

Step 2)Click the insert tab, and click page break button available in the page group

Word inserts a page break and moves all text after the page break onto a new page you  can also use ctrl+ Enter keys to create a page break at the pointed location.

DELETE A PAGE BREAK

Just put insertion point on previous page of the page break you want to delete. Press delete key multiple times until both the pages get merged

v) INSERT BLANK PAGE

These ,may be  a situation when you would like  to insert a blank page in between your text pages. A blank page is a page which does not have any text or any other content over it. This chapter will teach you how to insert as well as how to delete a blank page from your Microsoft word document.

Following  are the simple steps to insert blank page in the word document.

Step 1)Bring your insertion point immediately before the text that you want to insert a blank page.

Step 2)Click the insert tab, and click blank page button available in the pages group.

Word inserts a new blank page and moves all text after the page break onto a new page.

DELETE BLANK PAGES

Following are the simple steps to delete blank page from   a word document

Step 1)Click the Home tab, and click show or hide paragraph marks button available  in the pages group. This will display a list of built in cover pages as shown below. There you will find an remove current cover page  option available at the button of cover page galley

Step 2)Just click remove current cover page option and your cover page will be deleted option and your cover page will be deleted from your document.

iv)PAGE ORIENTATION IN WORD

Page orientation is useful when you print pages. By default  Microsoft word shows a page in portrait  orientation and in this case page width is less than page height and page will be 8.5 inches x 11 inches. You can change page orientation from portrait to landscape orientation in which case page width will be more than page height and page will be 11 inches  8.5 inches

Following are the simple steps to change page orientation of word document

Step 1) Open a word document for which you want to change the orientation .By default orientation will be portrait orientation  as shown

STEP 2) Click the page layout tab and click orientation button available in the page set up group. This will display an option menu having both the option (portrait and Landscape to be selected.

Step 3)Click any of the options you want to set to orientation. Because my page is already in portrait orientation so I will click Landscape option to change mu orientation.

E) WORKING WITH TABLES

I)create a table

A table  is a structure of vertical columns and horizontal rows with a cells at every intersection each cell can contain text  or graphics and you can format the table in any way you  want.Usually top row in the table is kept as a table header and can  be used to put some informative instruction

Following are the simple steps to create a table  in  word document

Step 1)Click the insert button and click  Table button. This  will display a simple grid  shown below .When you  mover your mouse  over the grid cells it makes a  table in the table which appears in the document. You can make your table having desired number of rows and columns

Step 2)Click the  square representing the lower right corner of your table which will create an actual table in your document and word goes in table design mode  giving  lots  options to work with the table as shown  below,

Step 3)This is the optional step if you want have fancy table click table style button to display a galley styles. When you move your mouse over any of the styles it shows real time preview of your actual table.

Step 4)To select any of the styles  just click over the built in the table style and you will see that selected has been  applied on your table.

DELETE TABLE

Following are the simple steps to delete  an existing table from a word document

Step 1)Click anywhere in the table you want to delete.

Step 2)click the layout tab And click  delete tab option under the delete table button to delete complete table from the document  along with its  content.

ii)ROWS AND COLUMNS

A discussed in previous chapter a table is a structure of vertical columns and horizontal rows with a cell at every intersection A word table can contain as  amny as 63 columns but the number of rows is unlimited .This chapter will teach you how to add and delete rows and columns in a table.

ADD A ROW

Following are the simple steps to add rows in a table of a word document

Step 1) Click a row where you want to add an additional row and then click Layout tab to have following screen

Step 2) Now use row column group to button to add any row below or above to the selected row. If you click insert below button it will add  a row just below the selected row as follows,

If you  click insert above button it  will add a row just above the selected  row.

DEKETE A ROW

Following are the simple steps to delete rows from a table  of word document

Step 10Click a row which  you want to delete the table and then click Layout tab to have the following  screen,

Step 2)Click  the Layout tab ,and  click delete rows option under the  delete table button to delete the selected  now.

ADD A COLUMN

Following are the simple steps to add column in the table of a word document

Step 1)Click a column  where you want to add an additional column and then click Layout tab to have the following screen.

Step 2)Now use Row column group of buttons to add any column left or right to the selected column if you click insert left button it will add  column just left to the selected column as follows,

If you click Insert right button it will add a column jut right to the selected column.

DELETE A COLUMN

Following are simple to delete columns from a table of  word document

Step 1) Click a column which you want to delete from a table and then click Layout tab to have following screen

Step 2) Click the Layout tab and click delete column option under the delete tab button to  delete the selected column

iii)MOVE A TABLE

Microsoft word allows to  move a table from one location  to another with it’s content. This chapter will give simple  steps to move  table within  the same  document through  you can  move  a table  from one document to another  document using cut and paste

Following are the simple steps to move table within the same word document

Step 1) Bring your mouse [pointer over table which  you want to move from location to another location.As soon a as you bring across icon will appear at the top  left corner of the table as shown below

Step 2)Click over the small cross icon  which will select the whole  table. once table is selected use cut button or simply press CTRL+X keys to cut the table  from it’s original location.

Step3)Bring your insertion point at the location where you want to move the  table and use paste button  or simply press CTRL+V keys to paste  the table at the new location

 

iv)RESIZE A TABLE

Microsoft word allows  to resize a table make it smaller and bigger as per ypur requirement. This chapter will give you simple steps to resize a table.

Following are the simple steps to resize a table available in word  document

Step 1)Bring your mouse point over the table which you want to resize. As soon as you bring your mouse pointer inside the table a small cross icon will appear at the top left corner and small resize icon will appear at the bottom right corner of the table as shown  below:

Step 2)Bring mouse cursor over resize icon till it changes diagonal sided arrow and this is the time when you need  to press left mouse button and keep holding the button while resizing the table. Drag the table up to make it shorter or down to make it larger. You can drag the table diagonally to simultaneously change both the width and height of the table.

v)MERGING CELLS

Microsoft  word allows merging two or more cells to create one large cell. You would frequently need merge columns of the top row create title of the table. You can merge cells either row wise or columns wise rather you cannot merger cells diagonally. This chapter  will teach you how to merge  multiple rows or columns

Following are the simple steps to merge table cells in a word document

Step 1)Bring your mouse pointer positions inside the first cell you want to merge around now press shift key and click the cells around the cell which  you want to merge into the first cell. This  will highlights the cells which you click  and they will be ready to be merged.

Step 2)Now click the Layout tab  and click the merge cells button which will merge all the selected cells

After assuming the cells all the content  of the cells will be scrambled you can fix later as you like for example you can convert  the merged cells text into title or some other description. For example let us have center aligned and bigger font text as follows on top of the table.

vi)SPLIT A TABLE

Sometime there will be a situation when you would like the split an existing table into two or more tables.Microsoft word allows splitting a table into multiple tables but a single operation will always divide a table into two  tables.This chapter will teach you how split a table into two smaller tables.

The following are simple steps to split  a table into two tables in a word document

Step 1)Bring your mouse pointer position anywhere in the row that should appear as the first row of the new table.

Step2)Now click the Layout tab and then click split table button which will split the table into two tables and selected row will become the first row of the lower table.

After splitting table into two tables you can further divide into two parts and you can continue dividing word tables as  long as table has more than one number  of rows.

vii)SPLIT A CELL

Previous chapter taught us how to divide a table into multiple tables. Sometime you will need to split a table cell into two or more sub cells. Microsoft word allows  splitting a cell into multiple cells. This chapter will teach you how split a cell into multiple small sub –cells.

Following are the simple steps to split a cell into two sub cells of a table available in  word document:

Step 1)Bring your mouse  pointer  position inside a cell that you want to divide into two multiple cells

Step 2)Now click the Layout and then click split cells button which will display a dialog box asking for number  of columns and rows to be created from selected cells.

Step 3)Select  the desired number of rows and columns which you would like to have in resultant cell and finally click Ok Button to apply the result.

You can devide a cell into multiple cells either row wise or both.

viii)ADD FORMULA TO A TABLE IN WORD

Microsoft  word allows you to use mathematical formuala in tables cells which can be  used toa dd numbers to find average of numbers or find the largest or smaller number in table cells you specify there is  along lsit of formulas from which a formula can be used on the requirement. This chapter will teach you how to sue formula in word tables.

Following are the simple steps to add formula in no of table cell available in word document

Step 1)Consider the following table where we will have total of rows click in a cell that should contain the sum of row.

Step 2)Now click the Layout tab and then click Formula button which will display a Formula dialog box which will suggest a default formula which is =SUM (LEFT) in our case. You can select a number format using number for format list box to display the result or you can change the formula using formula list box.

Step 3)Now click  Ok to apply the formula and  you will see that cell have been added and it’s sum has been put in the total cell where  we wanted to have it. You can repeat the procedure  to have sum of other  two rows as well

CELL FORMULAS

Formula	DESCRIPTION
COUNT	The average of list f cell
MAXIMUM	The number of items in a list of cells
MINIMUM	The smallest  value  in a list of cells
PRODUCT	The multiplication of list cells
SUM	The sum of list of cells

 

If you are bit familiar with spread program you can construct your word cell formaula. Word formulas use reference system to refer to individual table cells. Each column is identified by a letter starting with A for the first column B  for the second column and so on. After the letter comes the row number thus the first  cell in the first row is A₁  the third cell in the fourth row is c₄ and so on.

ix)TABLE BORDERS AND SHADES IN WORD

Microsoft word allows you place a border on any of all of the four sides of table very similar to paragraph and pages. You can also add many types of shading to table rows and columns.This chapter will teach you how to add any of the borders (left,right,top or bottom) around a table and how to add different shadows to various rows and columns of the table.

Following are simple steps to add borders in a table cell available in a word document

Step 1)Select the table tow which you want to add border .To select  a table click over the table anywhere which will make cross icon visible at the top left corner of the table just click this cross icon to select the table.

Step 2)Click the border button to display a list of options to put a border around the selected table. you can select any of  this dialog box can be used to set borders and shading around a selected table.

Step 2)Click border tab which will display a list of border setting styles and options whether this border should be applied to the table or text or paragraph.

Step 3)You can use preview section to disable or enable left, right top or bottom borders of the selected table or row or column.Follow the given instruction in preview it self to design the border you like.

Step 4)You can customize your border by setting  it’s color width by using different width thickness available under style section

ADD SHADES TO TABLE

Following are similar steps to add shades on a selected table I’s row or columns,

Step 1)Select a row or column where you want to apply shade of your choice.

Step 2)Click the border  button to display a list of options to put a border select border and shading option available at the button of list  of the options this will display a border and shading dialog box. This dialog box can be used to set the borders and shading around selected row (s) or column (s).

Step 3)Click shading tab which will display options to select fill color b and style and whether this border  should be applied to cell or table or selected text.

Step 4)You can use preview section to have an idea about the expected  results once you are done click Ok button to apply the results.

ADVANCED OPERATIONS

QUICK STYLES

Microsoft word provides a galley of quick styles that you can apply to headings titles and lists. Quick styles gives you with sets of canned formatting choices such as font, bold face and color which we will see in this chapter.

Following are the simple steps to apply quick styles on selected text

Step 1)Select a text on which you  want to apply a style. using style you can make selected text as a heading or sub heading or little of the document. You can try using different styles on your text based on your requirement.

Step 2) Click the Home tab and the move your mouse pointer over the available style galley and you will see your selected text will change it’s style. You can display more available styles by clicking over more style button

Step 3) Finally to apply a selected style just click over the style and you will find that it has been applied on your selected text.

You can bring a text to it’s normal appearance by selecting normal style available  in style galley.

 

                                                   CHANGE STYLES

Change style would allow to change the  default fomant, color (paragraph spacing and style set for document. Following are the  simple steps to change the default style.

Step 1) Open the document for which you would like to change the style click the home tab and then click change style button which will show you all the options to be changed you can change style font, color and spacing of the paragraph.

Step 2)Now let say want to change style set click the style set option this will display a submenu to select any of the available style set. When you move your mouse over different style set it will give real time text preview to give idea about the final result.

Step 3) Finally to apply a selected style set just click over the style set and you will find that it has been applied on your document.

Similar way you can try applying Font color and paragraph spacing. You can try these options for your own time.

 ii) USE TEMPLATES IN WORD

Microsoft word templates is collection of styles which defines paragraph styles for regular text paragraph a title and different levels of headings. You can use any of the already existing templates for your word document or you can design a template which can be used for your all company documents.

Following are simple steps to use already existing templates for your newly created word document. A template is selected at the time when you create a new blank document

Step 1)To start a new document click the File tab and then click new option which will display available templates to be selected.

Step 2) Microsoft word provides a list  of templates arranged under sample  templates or you can download hundreds of templates from office .Com which are arranges in different categories. We will sample templates for our document so let us click over sample templates which will display of templates. You can try to use office.com option to select a template for your requirement

Step 3)You can browse a list of available templates and finally select one of them for your document by double clicking over the template. Select equity report template for my report purpose while selecting your template for a document you would have to select document option available in the third column. This opens your document with pre defined setting which you can modify document title author name heading etc as per your document requirement.

 

CREATE NEW TEMPLATES

You can create a fresh new template  based on your requirement or you can  modify  an existing templates and save it for later use as template. a Microsoft word template file has an extension of DOTX. Following are simple steps to create new templates

Step 1)To create a new template using an existing template click the file tab and then click new option which display available templates to be selected select any of the available template and open it with template option turn on.

Step 2)Now you can modify opened templates as per your requirements and once are done you are save this template with document text extension which is standard extension for Microsoft word templates

You can create a template from new document as well. Click the file button and click new option to  open a new document under available templates double click blank document  to create a new document templates save the template with unique name and DOTX extension.

You  can save create templates any where you like and whenever you like to use this templates just double click over the templates file and it will open a new template based document for you.

iii)USE GRAPHICS IN WORD

You can beautify  your Microsoft word documents by inserting a variety of graphics. There are slight differences differences in adding graphics  in your word document. This chapter  will teach you  two ways of adding graphics and rest leave  up you to toy together.

ADDING PICTURE IN DOCUMENT

Following are the simple steps to add  an existing a picture in your word document. It is assumed that you already have picture available on your computer before you add this picture in your word document.

Step 1)Click in your document  where you want to add picture

Step 2)Click insert tab and click  picture option available illustration group  which will display insert picture dialog box.

Strep 3)You can  elect a required picture picture dialog box. When you click insert button selected picture will be inserted in your document. You can play with your inserted picture in  different ways like  you can  apply quick styles to your picture you can resize it or you can change it’s color to try it just double click your  inserted image and word will give your numerous options available under format tab to format your inserted graphics.

You can try yourself to insert other available graphics like clip Art different shapes harts and smart Art or screen shots. just click over there and you will find your way very easily.

ADING WORD ART IN DOCUMENT

Word Art provides a way to add fancy in your word document. You can document your text in variety of ways. Following are the simple steps  to add  a word Art in your word document.

Step 1) Click in your document where you want to add a Word Art.

Step 2) Click the inserted tab and then click Word Art option available in text group which will display a galley of Word Art.

Step 30You can select any of the Word Art style from the display galley by clicking on it. Now you can modify the inserted text as per your requirement and you can make it further beautiful by using different options available. To try it just double  click your inserted Word Art and word will give your  numerous options available from Format tab to format  your image .Most frequently used options are shape styles and word Art styles.

You can try yourself to apply different options on the inserted Word Art by changing it’s shape stsyles, color Word Art styles.

iv)AUTO CORRECTION IN WORD

The auto correct features automatically correct common typographical errors when you make them let us learn how to use auto correction option available Microsoft word to correct the spelling  automatically as you type the word in your document

Following are the steps to enable  Auto  correction features in your Microsoft word.

Step1)Click the  fil;e tab,Click options and then click proofing option available in the left most column it will display word options dialog box.

Step 2)Click the Auto correct option button which will display Auto correct dialog box and then click auto correct tab.Now you have to make sure all options are enabled specially replace text as you type optionif any of   options need to be turned off then be carefull before turning it off.If you are beginner the n make sure you would not need to turn it off.

Step 3)Select from among the following options depending on your preferences the correct tow initial capitalize first letter  of sentences, capitalize names of days replace text as you type etc.

Although word comes per configued with  hundreds of Auto correct entries you can also manually add entries using following dialog box and use replace and with text boxes to add more entries you can use Add button to add multiple entries.

Step 4)Finally click Ok to close the Auto correct options dialog box and again click Ok to close the word options dialog box. Now try to type marketing as soon as you type this word Microsoft word autocorrect it with  correct word marketing word.

v)AUTO FORMATTING IN WORD

The Auto format feature automatically format a document as you type it by applying the associated styles  to text .Let us learn how to use auto format option available in Microsoft word versions to format the typed content. For example  if you type three dashes and press enter  word will automatically crate a line for you. Similar  word will automatically format two dashes  into an em dash (-).

 

 

Following are simple steps to set Auto format feature in your Microsoft word

Step 1) Click the file tab, click options and then click proofing option available  in the left most column it will  display Auto correct  dialog box and then click  Auto format As you  type tab to determine what items  word will automatically format for you as you type.

Step 3)select from among the following options depending on your preferences like bold,italic,hyphens automatic bullted lists, automatic numbered lists, border lines, tables, indentataioins,styles etc.

Step 4) Finally click OK to close the Auto connect options dialog box and again click Ok close the word options dialog box.

VI) TABLE OF CONTENTS IN WORD

A table of contents or (TOC) is a list of the headings in the order in which they appear in the  document .You can set a list of headings  which should  be part of table of contents. Let us learn how to create table of contents, A table of contents help in navigating a word document by providing associated page numbers and direct links to various headings available on those pages.

Following are the steps to create table of contents in your Microsoft word using various levels of heading

Step 1) Consider a document having different levels of headings.

Step 2) You can insert a table of  content anywhere  in the document but the best place is always at the beginning of the document and  then click the references tab and next table of content button which will display a list of table of contents options.

Step 3) Select any of the displayed options by simply clicking on it. A table of content will be inserted at the selected location.

Step 4)You can  select number of level of headings in your table of contents .If you click  on insert Table of content option available in the option menu  then it will give you a dialog box where  you can select number of levels you want to have in your table of content. You can turn ON Or OFF show page numbers option. Once done click Ok button to apply the options

Now  if you press CTRL key and the  click over the any link available in the table of content it will take you directly to the associated page.

UPDATE TABLE OF CONTENTS

When you work on   word document then number of pages and their content keep varying and according you need to update your table of contents.

Following are the simple steps to update an existing table of contents in your Microsoft word.

Step 1) Consider your already have   a table of content as shown above. Click the preferences tab and next update table button which will display update table of contents box with two options.

Step 3)If you want to update just page numbers then select first options update numbers only available in the dialog box  but if you want to update page numbers as well as if there is  any change in  headings then select second options update  entire table and you will find your table content updated with all latest changes.

DELETE TABLE OF CONTENTS

Following are the simple steps to delete an existing table of contents from your Microsoft word.

Step 1) Consider you already have a table of content as shown above. Click the references tab and next table of contents button which will display a list of table of contents option available at the button.

STEP 2) Click over remove table of contents  option to delete the existing table of contents

PREVIEW DOCUMENTS IN WORD

When you are ready for printing your  word document it is always recommended  to preview the document before you send the document for final printing, during preview of the document you might discover that set margin is not  appropriate or many items may not look good after having printing so better to fix them after having a preview of the document  you can also  have the option to specify which page to print select printer specify the page size on which you want to print and set other printing options

Step 3) Once you are done with your preview you can click Home tab to go to the actual  .nEXT contents of the document.

viii) PRINTING DOCUMNTS IN WPORD

Consider you are done with previewing and proofing your document and ready for final printing this chapter will teach you how to print apart a   complete Microsoft word document.

Following are the simple steps to print your Microsoft word document

Step 1)Open the document for which  you want to see the preview. Next click  the file tab and the  print option which will display a preview of the document n the right  column. You can scroll up or down your document to walk through the document using given scroll bar middle column gives various options to be set before you send the document to the printer.

Step 2)You can set various other  printer using options available. Select from among the following options depending on  your preferences like page sheet numbers portrait and Landscaper, collation print custom  page

Step 3)Once you are done with your setting  click on print button which will send your  document to the printer for the final printing.

ix) EMAIL DPOCU,MENT USING WORD

Microsoft word can be used  to send  word document in an email as attachment directly at the given email address without opening your email program. This chapter will teach you simple way of sending email in variety of formats including a word document file(Doc) attachment or PDF among others.

Following are the simple steps to send a word document as an attachment at the given email addresses:

Step 1) Open the document you want to send using email as a an attachment.

Step 2) Click the file tab and then click save send option from the left most column which will display a number of options to save and send you would have to select send using Email option available.

Step 3)Third column would have various options to send e-mail which allows you to send your document as an attachment in DOC format or you can send your word document in PDF format click a  method to send the document. I am going to send my document in PDF Format when you click send as PDF it displays you following  screen where you can type –mail address where you want to send  your document ,email subject and other additional messages as well. To send email to multiple recipients separate each e-mail address with a semi colon (;) and space.

x) TRANSLATE DOCUMENT IN WORD

Microsoft word has an option to translate complete word document from one language to another  language using simple step. Let us learn how we can translate document content from English to some other language.

TRANSLATE DOCUMENT USING MICROSOFT TRANSLATOR

Following are the simple steps to translate a document from one language to another language

Step 1) Click the Review tab and  then click translate button which will  display  different options to be selected

Step 2) Select choose Translation Language option simply by checking over it.

This will display a Translation Language options dialog box asking for selecting from and to language /.Here from is the source documents language and TO is the  target document language.

Step 3)After selecting from Language to Language click OK, Now again  go to Review tab and then click Translate button which will display different options to be selected select top option Translate document  option from the  given options this will display translate whole document dialog box asking  for your permission top send your document over  the interest to be translated by Microsoft translator

Step 4) If you are willing to translate your document the you can click send button which will send your document over the net to be translated  and you will have your document translated in your target language.

Step 5)Now you can copy your translated content manually in any other document and save it for final use.

Xi) COMPARE DOCUMENTS IN WORD

Sometime you modify a Microsoft word document without opening track changing in such  case tracking  changes would become  difficult  and you would need to compare original document with modified document word  y word. But you don’t need to compare it manully ,Microsoft word provides an option to compare two document very easily. Let us se how it can be done.

COMPARE TWO DOCUMENTS

Let us have the following two document a) Original document b0Modified version of the same document as follows

ORIGINAL DOCUMENT

MODIFIED DOCUMEMENT

Following are the simple steps to compare these two documents

Step 1) Click the Review tab and then click compare button which will display tow options to be selected.

Step 2) Select compare option simply by clicking over it. This will display an compare documents dialog box asking two versions of word documents which you want to compare with each other.

Step 3) Select Original document and revised document and click  Ok btton  to display  the differences in two documents left column on the screen woul show all changes done over the course of the changes and you will see original as well as modified vesion of the document on the same screen .You can walk through these changes using previous and next buton available under Review tab.

Note: While comparing two documents you can use different settings available at compare documents dialog box under the more button.You can try it yourself.

Xii) DOCUMENT SECURITY IN WORD

Microsoft word provides a high level of security for your word generated documents.You can set a password for a document to stop unauthorized  reading  and edting of the document or if you want someone just to read the document then you can set editing restriction on you word documents. This will teach you how to make your document password protected and restricted from editing and formatting.

SET DOCUMENT PASWORD

Once you set a password for a document then you will be able to open the document only if you know the password if you lost of your password then there is no way to recover it and to open the document. So you need to  be careful while setting a password for your important document.

Following are the simple steps to set a password for a word document.

Step 1) Open word document for which you want to set a password.

Step 2) Click the file tab and the  click info caption and finely protect document  button which will display a list of options to be selected

Step 3)Select Encrypt with password option simply by clicking over it. This will display an encrypt document dialog box asking for a password to encrypt the document .Same password after entering password each time click Ok button

Step 4)Save the changes and finally  you will have your document password protected. Next time when someone will try to open this document it will ask for the password before displaying document content which confirms that now your document is password protected and you need password to open the document.

REMOVE DOCUMENT PASSWORD

You can remove a dpocumenyt password only after opening it succcesfuly. Here are the simple steps to remove a password protection from your word document

Step 1)Open a  word document for which you want go remove the password. You would need correct password to open the document.

Step 2)Click the file tab and then click info option and finally protect document button which will display a list  of options to be selected.

Step 3) Select encrypt with password option by clicking over it. This will display an encrypt document dialog box and password which will be in the form of dotted. You need to remove the dotted from the box and make it clear to remove the password from the documents.

Now  when you will open your document next time, word would not ask you for any password because you have removed the password protection from the document.

SET EDITTING AND FORMATTING RESTRICTION

Following are the simple steps to set editing restrictions a word document.

Step 1)Open  a word document for which you want to set editing restrictions.

Step 2)Click  the file tab and then click info option  finally protect  document button which will display a list of options to be selected.

Step 3) Select restrict editing option simply  by clicking  over it. This will open the actual document and it will also give you option to set editing restrictions in restrict formatting and editing area. Here you can set formatting as well as editing restrictions on the document.

Step 4)Once you are done with  your setting click yes, start  enforcing protection button which will display a start enforcing protection dialog box asking for password so that no one else can change the setting you can enter to password or you can leave it simply blank which means there is no password setting for this protection.

Step 5)Finally  click Ok button and you will find that your document is editing or formatting if you applied  protected.

REMOVE EDITING AND FORMATTING RESTRICTIONS

You can remove editing restrictions from your  document using simple steps

Step 1)Open a word document for which you want to remove the editing restriction.

Step 2) Click file tab and then click info option and finally protect document button which will display a list of options to be  selected.

Step 3) Select Restrict editing option simply clicking over it. This will display restrict formatting and editing are as follows,

Step 4) Now click Stop protection button. If you had set up a password at the time of setting  editing or formatting restrictions then you would need  same password to remove editing  or formatting restrictions and word ask for the same using unprotect document dialog box. Other wise it will simply remove the restrictions.

xiii) SET WATERMARK

A watermark is a picture that shows up faintly behind  the text on  a word document page. When you drafting a document you can watermark the document with draft copy stamp or you can watermark a duplicate document with duplicate stamp. Microsoft allows you to stamp with watermark using simple steps explained in this chapter.

SET STANDARD WATERMARK

Following are the simple steps to set standard watermark in word document.A standard watermark is one which already defined by words and can not modify their font or color etc.

Step 1) Open a word document  in which you want to add  a watermark

Step 2) Click the page Layout tab and then click watermark button to display a list of standard water mark options.

Step 3) You can select any of the available standard watermarks by simply clicking over it. This will be applied to all the pages of the word. Assume we select confidential watermark.

SET CUSTOM WATERMARK

Following are the simple steps  to set custom watermark in word document. A custom watermark is the one which can be modified text and it is font color size etc.

Step 1)Open a word document in which you want to add watermark

Step 2)Click the page layout tab then watermark button to display a list of standard watermark options at the bottom you will find custom watermark option.

Step 3)Click over the custom watermark option which will display printed watermark dialog box.

Step 4)Now you can set  picture as watermark or you can set predefined text as watermark or you  can type  your text in text box available at printed watermark dialog box. We will set text watermark as DUPLICATE and set it’s font color and font size. Once all the parameters are set, Click OK button to set the parameters.

Remove watermark

Following are the simple steps to remove an existing watermark from a word document

Step 1) Open a word document from which you want to delete a watermark.

Step 2) Click the page Layout tab and then click Watermark button to display a list of standards watermark options. At the bottom you will find remove watermark option.

Step 3) Click removes watermark option which will delete existing watermark from the document