EXPERT SOLUTION CONSULTS

General Computer Knowledge  : 08030422330

EXPERT SOLUTION CONSULTS

(ESC)

MICROSOFT
WORD

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MICROSOFT WORD
INTRODUCTION
Word processing is the ability to create text and format it so that it appears good looking, using different
fonts, fancy characters, formatted paragraphs, and possibly other features not found on classic text editors. Word
processor is an application for manipulating text-based documents; presenting the electronic equivalents of the
function of paper, pen and eraser, typewriter, dictionary and thesaurus. It enables you enter and format text. It
eliminate most of the time involved in typing and retyping documents. It provides a very simple way of editing and
correcting mistakes in documents. All word processor offers facilities for document formatting, such as font changes,
page layout, paragraph indentation, check spelling and has features that enable you to create documents with
graphics, borders, special effects, hyperlinks and much more. There are various word processing (text editors)
packages, among the most widely used are Microsoft Word, WordPerfect, WordStar, MultiMate, DisplayWrite,
Word craft, Loco Script, Report Star, Lotus Note, Perfect writer, Professional write, etc. Similar to word processor
program are text editor program such as Word pad and Notepad. Among these, Microsoft word will be focused as a
tool for word processing. Microsoft Word employ WYSIWYG (What You See Is What You Give) feature.
A Microsoft Word file is called a document or a text document. Microsoft Word is a Multiple Document
Interface (MDI). This means more than one document can be opened at a time and a user can work from many
documents alternatively. The first document created when the application starts, by default, is named
Document1. If many documents are created while the program is running, they can be accessed from the
Window menu. If the files are not saved, subsequently created documents will be called Document2,
Document3, and so on.

STARTING MICROSOFT WORD

a) StartAll programsMicrosoft officeMicrosoft
Office Word 2003.
b) Start  All Programs  New Office Document 
Select the General Tab  Select Blank Document 
Ok.
c) Right-Click on the Desktop  New  Microsoft Word
Document.
The Microsoft Word 2003 window will be displayed as shown
below. To learn more about this, see Computer Fundamentals.

Overview of Microsoft Window, task pane and Toolbar

The word screen contains title bar, toolbars, menu bar,
view layout buttons, document area, rulers and Status bar.
Active buttons among the commands (buttons on the toolbars) Figure 1: Microsoft Word 2003 Window
appear in colour/bright while those not accessible appear
gray/dimmed. Clicking active icon or commands activate it.
The Toolbars
 Displaying a Toolbars: ViewToolbarsselect the desired toolbar (already showing toolbars have a checked
by them) OR Right-Click any toolbar to select the desired toolbar
 Toolbars on Two Lines (arranged so that each is on a separate line): Click on the double arrows at the end of the
Standard toolbarClick on Show Buttons on Two Rows OR ToolsCustomizeOptions Tabcheck Show
Standard and Formatting toolbars on two rowsClose
 Seeing all Toolbar Items: ToolsCustomizeOptions Tabcheck Always show full menusClose
 Customizing/Creating Toolbar: ViewToolbarsCustomizeToolbar Tab-New (Type name) Command
Tab-Using left mouse button to Drag and Drop the Commands on the ToolbarClose
 Closing a Toolbar: Right-Click on any toolbarUncheck the name of the toolbar OR ViewToolbars
Uncheck the name of the toolbar
The Task Pane
 Opening the Task Pane: ViewTask Pane OR Ctrl + F1
 Choosing a Task Pane: Click on the down arrow on the top right side of the Task Panepop-down menu will

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show New Document, Clipboard, Search, Insert Clip Art, and othersChoose the desired Task Pane.
Getting Started – Search or open recently used documents.
Help – Locate instructions on accomplishing tasks.
Clip Art - Helps find and insert clipart that is on the computer.
Clipboard - Shows the files on the clipboard (up to 24)
New Document - Blank Document, Templates, from existing documents.
Reveal Formatting - Displays the current format and allows quick changes.
 Closing the Task Pane: ViewTask Pane OR Ctrl + F1 or use the Close button.

Table 1: Summary Description of the Microsoft Word 2003 Window

Tools Description and Function
Title bar It displays the program’s icon (application icon) and name, title of the document that is
currently open, empty space and minimize, restore down/maximize and close buttons.
Menu bar This displays all kinds of orations pertinent to Microsoft word. Each menu consists of
submenus. Clicking or selecting each of them will display the dropdown or submenu for
executing different tasks.
Toolbars There are more than 30 altogether to include standard, formatting and other toolbars
depending on how window is customized. They may be docked or floating. Some Floating
Toolbar will never show until you trigger the command that open their associated window
e.g. Text Box Toolbar. The icons in these toolbars are shortcut to commands for executing
different tasks instead of going through the menu and submenu. They can also be created
for easy access to some commands that you use often.
Document area This is where all typed texts are display for viewing and editing. Within the document area
is flashing small vertical line called cursor or insertion point.
Rulers The horizontal and vertical rulers are used to set page margins, paragraph indent, and
column width.
Task pane This provides shortcuts for creating new document, applying character formatting. The task
pane changes base on the current status of word or current action.
Page layout This allow you to change the view of the current document between Normal, Print layout,
View buttons Web layout, Reading, and Outline as in view menu
Status bar This display information about the current document, such as the number of pages, section,
current page/total pages, Cursor position (reference to line, column, distance from origin)

Scroll bar The horizontal and vertical bars for navigation without moving the insertion point
Browse bar This is located just below the vertical scroll bar. It is also used for navigation.

Help
General Help
Getting help is the ability to look for guidance or assistance with performing a task. Even the most skillful
Microsoft Word users get stuck sometimes. Therefore, there is no shame with looking for help and only the most
arrogant would pretend to know everything. Help is provided at different levels: from Microsoft Word, from the
Microsoft web site, from friends and colleagues, from a teacher or a boss, etc.
The primary means of getting help in Microsoft Word is through the main menu. Help  Microsoft Office
Word Help or press F1. This would display a window called Word Help at the task pane. Click Tables of Contents to
display the categories of help which when clicked will also display the detailed and titled sections. Click “Startup
and Settings” then Click “What’s new in Microsoft Office Word 2003” to expand the section, another window will
open called Microsoft Office Word Help which is the main help window.

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You can also type a question or a word and do a search. To use it, type the question and click search. This
displays the matches that the application was able to find. If you find one that is suitable, you can click it and its
page would display in the main window.
Context-Sensitive Help
Context-sensitive help refers to help provided on a specific item on the screen. Such help is provided for
objects that are part of the Microsoft Word interface. It includes buttons on toolbars or sections of the status bar,
dialog boxes etc. Context-sensitive help is also referred to as “What’s This?”. To get context-sensitive help, press
Shift + F1. In addition to the traditional arrow, the mouse cursor would be accompanied by a question mark. To get
help on an object, you can just click it.
Another type of context sensitive help is provided in various dialog boxes. They display a button with a
question mark on the left of the system Close button. To use this type of help, click the question mark button and
click the item on which you need help.
Office Assistant
The Office Assistant is a “character” or a “virtual person” whose main job is to provide instant help when
using a Microsoft Office product. To use its service, just click it, then type a word, a sentence, or a question. After
pressing Enter, a primary list of possible matches would be displayed. If you do not find what is close to your
request, you can use the available options or change your request.
 To display the Office Assistant: Help Show the Office Assistant.
 Changing the Office Assistant Image: Right click on the Office AssistantChoose AssistantNext button to
find the desired AssistantOK.
 Using the Office Assistant: Click on the Office AssistantEnter a question (word or phrase)EnterChoose
the most appropriate answer from the listwindow will open on the right side with the instructions\
 Setting the Office Assistant Properties: Right click on the Office AssistantOptionsSelect the properties by
checking the desired properties
 Animating the Office Assistant: Right click on the Office AssistantAnimate
 Hiding the Office Assistant: Right click on the Office Assistant and choose Hide or Help Hide the Office
assistant.
Online Help
Online help is a separate program that provides help on Microsoft Word. There are two main types of online
help. If you have access to a Microsoft Developer Network (MSDN) CD-ROM or DVD, which is the help system
provided to programmers who use Microsoft technologies (such as Microsoft Visual Studio), it includes a section on
Microsoft Office, which internally includes a sub-category on Microsoft Word. On that help system and in the left
frame, you can expand the link that displays Office.
Although help on the Internet tends to be disparate, it is still the widest form of help available. This is
provided in web sites, web pages, newsgroups, support groups, etc. As the publisher of the word processor, it is only
natural to refer to the Microsoft corporate web site first for help. The Microsoft web site is divided in categories. A
web site is dedicated to Microsoft Word at http://www.microsoft.com/word. You can get help at
http://support.microsoft.com/. Probably the most visited site of Microsoft for developers of all Microsoft products is
http://msdn.microsoft.com/. This last site provides a tree-based list that presents items in categories.
 Opening a New Document
FileNew or New button (this won’t give you options as the former).
When you start a new document, it displays an empty wide and white area that simply indicates that the
application is ready for you. At any time, there are two "witnesses" on your screen that will assist you with routine
jobs: the cursor and the caret.
The Cursor
The cursor is a small picture that allows you to locate the current position of the mouse on the screen. As
such, it also allows you to use the mouse while you are working. When you start Microsoft Word, it provides a few
fancy cursors depending on where the cursor is positioned on the screen:

The most important thing to keep in mind is that the role of the cursor is to locate the position of the mouse.
There can be only one mouse cursor at a time on the screen. The cursor can change depending on what is on the
screen and where the cursor is positioned.
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The Caret
The caret is a blinking I beam that allows you to know the current position of the keyboard on the screen.
The blinking animation allows you to know that, if you start typing, the new character would be positioned
where the caret is. When you type a letter or a symbol, the caret moves one character to the right (in US English and
Latin based languages) and starts blinking again, indicating that it is ready. If you keep typing, the caret keeps
moving to the right. If the caret gets to the most right position but you keep typing, it gets automatically moved to
the next line. The cursor and the caret have completely different roles and should never be confused.
 Saving a Document
A file
In the computer world, a file is a series of bits that can be stored in the computer memory so that it can be
opened or viewed when needed. At the low level of computer use, this can be a long or difficult process. Fortunately,
Microsoft Word makes this a significantly easy task. The common operations you can perform on a file consist of
creating, opening, copying, moving, and deleting one or more of them.
The Path to a File
The location of a file, also called a path, is compared to the address of a house: it lets you know where a person lives
(like the location of a file, the address of a house doesn't tell you who or what is in the house; it only gives you an
address). The location of a file starts with a drive. The most common drive on a Microsoft Windows computer is
called “C:” (the default hard drive). In some cases, you may also have a drive named “A:” (the floppy drive). Notice
that both drives are represented with letters. In the same way, other letters may represent different types of drives for
a CD drive, a DVD, a jump drive, or a partition using A – Z except B. When you work on a computer, it is important
to know what drives exist and the letters that represent each.
Besides a lettered drive, if you work in a networking environment, you can also use a drive on a connected
computer. That is, you can use a storage area on another computer as long as you have access to it. Instead of a letter,
the name of a network drive may start with \\.
Although you can save a file directly to a drive, you usually use a folder. A folder can be compared to a
house: it is a container for files. Unlike a house, a folder can contain other folders called sub-folders. There are two
categories of files you will use: those that are already created and those you just create. By default, when you acquire
a computer or if you install the operating system, various folders are created and you can use some of them to save
your files. One of the folders that exist on a Microsoft Windows computer is called My Documents. You can save
your documents there. If you work in a networking environment, the management (or IT department) may have
created a folder that you can use to save your documents. You too can create folders in which to save your files. You
can do this either on the drive or inside of an existing folder.
Not all drives can be written to. For example, you cannot save a file to a CD ROM or to a DVD ROM. The
drive must allow it. Also, if you work in a corporate office, you may not be allowed to save anything just anywhere.
You will be directed as to what to do.
The Name of a File
When saving a file, you must provide a name for it. The name allows you and the operating system to
identify it. If you work in a new document and decide to save it, Microsoft Windows uses the first line of text to
make it the name of the file. You can accept this name or you can specify your choice. The rules assume that you are
using Microsoft Windows 95 or later:
 The name of a file can be a combination of any alphabetic letter and digits
 The name of a file can contain some other non-alphanumeric characters except the following characters < > :
"/\|
 Avoid starting the name of a file with $
 Avoid starting or ending the name of a file with an empty space
 The name of a file should not be one of the following (that is, don't use one of the following words as the
(sole) name of a file): CON, PRN, AUX, NUL, COM1, COM2, COM3, COM4, COM5, COM6, COM7,
COM8, COM9, LPT1, LPT2, LPT3, LPT4, LPT5, LPT6, LPT7, LPT8, and LPT9
 Don't consider that two names of files that use the exact same characters and positions but different cases are
different. Based on this, consider that NAME, Name, and name represent the same name. The Microsoft

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Windows considers Unicode (in 2 bytes) for the characters that make up a name. This means that it
represents mere (in English) and mère (in French) as two different words. However, for the rules of this
lesson, we consider that Mere and mere are the same although the operating system represents them
differently
The name of a file consists of all of its characters from left to right and its length. Inside of a folder, you
cannot have two files of the same name. In some cases, the name of a file can consist of its full path and its name.
The Extension of a File
Since the earlier versions of the operating system, Microsoft Windows uses some techniques to identify or
archive its contents. When it comes to documents, Microsoft Windows recommends that each files ends with one or
a group of characters to categorize a file. This character or group of characters is called the extension of the file. To
specify the extension of a file, at its ends, which is the right side of the file for US English, type period ".", followed
by the character or the group of characteristics.
In most cases, probably following the traditions of before Windows 95, most file extensions are made of
three letters. Examples are txt, rtf, htm, or php. In some other cases, some extensions have only two characters.
Examples are pl or cs. Nowadays, it's not unusual to have an extension made of more than three characters.
Microsoft Word documents use the doc file extension. When using the Save As dialog box, by default,
Microsoft Word selects the doc extension as can be seen with the Word Document (*.doc) string in the Save As
Type combo box. To specify the extension of a document, you can click the arrow of the Save As Type combo box
and select one of the options. You can have HTML and (ASCII) text files from the options.
File Properties
A property is a piece of information that describes something or gives you some type of detail. This is also
applied to a text file such as a Microsoft Word document. To provide information about its file, each Microsoft
Word document can provide some properties through a special dialog box. To display it, use File  Properties. In
the Properties dialog box, you can change some pieces of information while some others are made for viewing only.

Figure 2: Properties Dialog Box

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Directory Box Back View Button

Up one Search New Folder

level the Web

Delete
Directory Pane

Figure 3: Save As Dialog Box

How to Save
FileSave As or Save button or Ctrl + Stype in the nameselect where the document will reside (directory or
path) Save button.
Note: When saving an original document, Word uses the first line of the document as the title. Rename it as desired.
You may want to resave an existing document; you have only one option here. If you want to change the document’s
name and/or location (directory) you can only use FileSave As (or F12) option.
 Saving Options
 Working with Older Versions of the program
Files created with an earlier (new) version (e.g. Office 2008) of Word can be opened and worked on in an older
version (e.g. Office 2000). Files created with a newer version of Word cannot be opened and worked on in the older
versions especially 2005 and higher versions. To save in lower versions, follow the normal saving procedures but
Click on the down-arrow after Save as type and choose Word 97-2003 & 6.0/95 – RTF before clicking the Save
button. This will afford you to open it with any version.
 Web page
FileSave As Web PageToolsWeb OptionsBrowser Tab (make settings as you desire)OkChange
Title-Enter the title you desireOkSave
 Versions
This allows you to have access to each version of a particular file. Each version has its own Date and Time Stamp. It
enables you review the progress of changes in a document. The versions will bear the same name just like editions of
a book (contains different information).
FileVersionsSave Now (this prompt you to add comment-optional)Ok
Note: You may check “automatically save a version on Close” to enable see different version at Closure of the
document. You can also delete, open, and view Comments for each Version.
 Opening an existing Document
 FileOpen OR click on the Open button OR Ctrl + Oselect the name of the fileOpen.
 Using the Task Pane
Open the Task PaneClick on the down arrow and choose New Documentselect the file name or from existing
documentselect the name of the fileOpen.
 If you don’t know the actual document you want to open
FileOpen or click on the Open buttonselect the name of any fileclick the drop-down arrow of the Views
listSelect PreviewCheck through the document to be sure of which to openOpen
 Closing/Exiting Microsoft Word
Closing: You can close the active document using File  Close or Ctrl +F4 or Alt, F, C. or use the window close
button (the small X below the program Close button)
Exiting: You can exit the program using File  Exit or Alt + F4 or Alt, F, X or double-Click the program icon or
Click the program icon/Right-Click the empty space of the title bar and select Close or use the Close button.
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Special Features
Non-printing characters
All the computer keys have marks but some do not show except when you activate them. To activate: Standard
ToolbarShow or Hide button (¶). Activate now to view them. Even though they are shown here, they are not
shown during printing. They include space mark, paragraph mark, end mark, error mark, Tab key, etc. Turn this
feature on and try each key to know their marks.
 AutoSave
This feature helps you save your document as you type even without pressing save button.
To activate: ToolsOptionSave TabCheck Save AutoRecover info every (specify time) Ok.
 AutoComplete
Suggest words as you type. Press Enter or F3 to accept or Esc or continue typing to reject.
 AutoFormat
This enables you to quickly apply (built-in Styles) formatting such as headings, bulleted and numbered lists and
fractions automatically. This can be done in two ways:
i. Format when you want to do so.
ii. Format as you type.
FormatAutoFormatAutoFormat Now OR AutoFormat and review each changeoptionsAutoFormat or
AutoFormat as you typeOkOk
 AutoFormat as You Type
Tools/AutoCorrect Options/AutoFormat As You Type Tab/check mark the options that should be functioning/OK.
 Word Wrap
This is an automatic feature during typing when a new line begins even though Enter key is not pressed.
 White Space
This separates the top and bottom margins from view.
To hide: Place the cursor in the gray area between two pages (change to double-headed arrows pointing inward) and
click
To show: Place the cursor on the tick line between two pages (change to double-headed arrows pointing outward)
and click.
 Clipboard
This is a temporary storage area in computer’s memory. It allows you to place many object/text on it for multiple
pasting at a time or whenever you desire.
To activate: EditOffice Clipboard or use the task pane
Pasting from the Task Pane: Click in the document where the text is to be pastedClick on the desired text in the
Clipboard
To Close: Click on the Close button at the right-up corner
 Spelling & Grammar Check
 Quick and Fast
Right click on the word in question. (The word will be marked with red underscore.) Select from the words at the
top of the box OR Click on Spelling and use the Spell Checker as noted below.
 Spelling Check (Red underline)
ToolsSpelling and Grammar OR Spelling and Grammar button OR F7the word in question will be shown in
redChoose one of the following:
i. Ignore Once: Don’t replaced the word.
ii. Ignore All: Don’t replace the word and don’t stop if encountered again.
iii. Add to Dictionary: Add the word to the dictionary. This is dangerous because it changes the dictionary’s
spelling. The word can’t be seen again as a wrong word.
iv. Change: Change the word in red to the selected word in the Suggestions box.
v. Change All: Change all occurrences of the word in the document to the selected word in the Suggestions box.
vi. AutoCorrect: Sets the computer to automatically help with spelling. Note- automatic spelling must be turned on
in Options.
Click on the Close button.
 Grammar Check (Green underline)
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When the computers encounter a grammar question, the Spelling and Grammar window changes slightlychoose
one of the following:
i. Ignore Once: Don’t replaced it.
ii. Ignore Rule: Don’t replace it and don’t stop if encountered again.
iii. Next Sentence: Used to move to the next problem after making corrections to the sentence.
iv. Change: Change the word in red to the selected word in the Suggestions box.
v. Explain: Offers an explanation of the grammar in question.
Click on the Close button.
 Spell Check Only
In the bottom left corner of the window is Check grammar/uncheck to check spelling only.
 Checking a Second Time
The Spell Check will not run again until changes have been made to the document unless:
In the Spell Check window, click on the Options buttonClick on the Recheck Document buttonYesOK.
 Readability Statistics
 Displaying Readability Statistics
ToolsOptionsSpelling & Grammar tabGrammar section-Check Show readability statisticsOK.
 Seeing the Statistics
The Readability Statistics will be displayed when the spelling and grammar checking have finished.
Count Section - the number of words, characters, paragraphs, and sentences in the document.
Averages - the average number of Sentences per Paragraph, Words per Sentence, and Characters per Word.
Readability - the percentage of Passive Sentences, the Flesch Reading Ease score, and the Flesch-Kincaid Grade
Level of the document; Click on OK.
 Word Count Toolbar
ViewToolbarsWord CountClick and drag to place the Word Count toolbar in the desired locationClick on
the down arrow and choose the desired count.
 Word Count to include footnotes and endnotes
ToolsWord CountClick at the bottom of the window to include footnotes and endnotes if desiredClose when
finished
 Thesaurus
 Fast and Easy
Right click on the desired wordSynonymsdesired word.
 More Options
Click in the word to look upToolsLanguageThesaurusdesired meaning if the list of words is not
showingRight click on the desired word and choose Insert.
 Looking Up a Different Word
Click on a word showing in the window of the Thesaurus boxRight click on the desired word and choose Insert.
 AutoCorrect
When you type a word incorrectly, the word changes automatically if the letters involved are misarranged.
For instance, that when spelt wrongly will be corrected automatically.
ToolsAutoCorrect Options  Choose from the checkboxesOK.
 Correcting Automatically
In the box under Replace-type the word to be changed automaticallyWith box-type the word or words to
automatically replace the word typed in ReplaceOK.
 Symbols Automatically
InsertSymbolChoose the desired symbolClick on the AutoCorrect... button. (Note: The symbol has been
placed in the With box.) Replace box-type the wordOKClose
Note: Wingdings and Symbols are excellent fonts with symbols.
 Find, Replace and Go To
 Find
EditFind OR Ctrl + FFind what box-enter the word or phrase to be foundFind Next button.
 More Options

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In the Find and Replace Dialog Box, choose More buttonClick on the down arrow and choose to search the entire
document, up from that point, or down from that pointChoose other aspects of the search and then click on the
Find Next button. See the dialog box for more detail.
 Find and Replace
EditReplace OR Ctrl + HFind what box-enter the word or phrase to be foundReplace with box-enter the
word or phrase to replace it withreplace
 More Options
In the Find and Replace Dialog Box, choose More buttonClick on the down arrow and choose the type of
searchChoose other aspects of the search and then click on the Find Next button.
 Go To
EditGo To OR Ctrl + G OR Double-Click on the status bar at either the Page section or the Measurement
sectionwhat to go to (i.e. page, section, etc.)Enter the page number or other indicator of where to goNext
 SHORTCUT COMMAND KEYS
Word has some shortcuts that are equivalent to certain commands, some are given below.

Table 2: General Keyboard Shortcuts for Microsoft Word

S/N KEY COMBINATION FUNCTION
1 Alt + Ctrl + 1 Applying Heading 1 style

2 Alt + Ctrl + 2 Applying Heading 2 style

3 Alt + Ctrl + 3 Applying Heading 3 style

4 Alt + End Last Cell in a row (Table work)

5 Alt + Esc Switch to the next application.

6 Alt + F1 Toggles the tables in the document

7 Alt + F4 Close Open Window, Exit or Shut Down

8 Alt + F5 or + F10 Cascading Windows

9 Alt + F7 Automatic spelling Checker (Find next spelling mistake)

10 Alt + Home First Cell in a row (Table work)

11 Alt + Page Down Last cell in a column (Table work)

12 Alt + Page Up First Cell in a column (Table work)

13 Alt + Shift + D Insert the current date

Remove a command from a menu. When you type this shortcut
key and then select a menu command, the command is
14 ALT+CTRL+-
removed. You can add the menu command back to the menu if
you change your mind
Customize the shortcut key for a menu command. When you
ALT+CTRL++ (plus key on type this shortcut key and then select a menu command, the
15
numeric keypad) Customize Keyboard dialog box opens so you can add, change,
or remove the shortcut key
Add a toolbar button to a menu. When you type this shortcut
key and then click a toolbar button, Microsoft Word adds the
16 ALT+CTRL+=
button to the appropriate menu. For example, click Bullets on
the Formatting toolbar to add the Bullets command to the
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Format menu.

17 ALT+SPACEBAR Display the title bar shortcut menu

18 Ctrl + N Open New Document
19 Ctrl + = Format selected text with subscript

20 Ctrl + [ or ] Decrease or Increase font size of the text selected

21 Ctrl + 0 Add or remove one line space preceding a paragraph

22 Ctrl + 1 Single Space Paragraph Line Format

23 Ctrl + 2 Double Space Paragraph Line Format

24 Ctrl + 5 1.5 Space Paragraph Line Format

25 Ctrl + A Select All
26 Ctrl + B Bold
27 Ctrl + Back Space Delete a word backward (to the left)
28 Ctrl + C OR Ctrl + Insert Copy Selection
29 Ctrl + D Duplicate object or Open Font dialog box
30 Ctrl + Delete Delete a word to the right
31 Ctrl + E Centralize text
32 Ctrl + End To the last part of a document (end of a document)

33 Ctrl + Enter A column or page break

34 Ctrl + Enter A page break

35 Ctrl + Esc Display the start command commands

36 Ctrl + F Open Find dialog box
37 Ctrl + F1 Close and reopen the current task pane
38 Ctrl + F10 maximize the current workbook
39 Ctrl + F12 Open Existing Document (Dialog Box ) Command

40 Ctrl + F2 Print Preview

41 Ctrl + F4 Close existing Document or an open or a child window/program

42 Ctrl + F5 Reduce the size of opened window

43 Ctrl + F6 Move from one opened window to the other

44 Ctrl + G Open Go To Dialog Box
45 Ctrl + H Open Find and Replace dialog box
46 Ctrl + Home Move cursor to the first page of a document
47 Ctrl + I Italicized selected text
48 Ctrl + J Justify selected paragraph or line
49 Ctrl + K Insert Hyperlink
50 Ctrl + L Align text to Left side
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51 Ctrl + M Tab Control
52 Ctrl + O Open existing Document
53 Ctrl + P Open Print Dialog Box properties
54 Ctrl + PageUp/Page Down Move Page by one screen up or down in a document

55 Ctrl + Q Left Align Text

56 Ctrl + R Right Align selected text or paragraph

57 Ctrl + S Display Save Dialog Box and Continuous saving command

58 Ctrl + Shift + < Decrease the font size

59 Ctrl + Shift + = Format selected text with superscript

60 Ctrl + Shift + > Increase the font size

61 Ctrl + Shift + A Format all letters as Capital letter

62 Ctrl + Shift + D Format letters with double underlying

63 Ctrl + Shift + Enter A column break

64 Ctrl + Shift + F Change the font type

65 Ctrl + Shift + F12 Print Command Dialog Box

66 Ctrl + Shift + F6 Go to the previous window

67 Ctrl + Shift + H Applying hidden text

68 Ctrl + Shift + L Applying the list style format to selected text

69 Ctrl + Shift + M Remove paragraph indent from the left

70 Ctrl + Shift + P Change the font size

71 Ctrl + Shift + Q Change selected text or letter to symbol font format

72 Ctrl + Shift + Space bar A non breaking space

73 Ctrl + Shift + W Underline Word but not space

74 Ctrl + Spacebar Remove Formatting from selected text

75 CTRL + SPACEBAR Open the menu of task panes

76 Ctrl + T Left Indent Control key

Tab character in a cell of a table. Select a task pane or toolbar
after pressing F10 or ALT to select the menu bar. Pressing the
77 Ctrl + Tab
keys repeatedly moves the focus among the open toolbars,
menu bars, and task pane
78 Ctrl + U Underline selected text

79 Ctrl + V OR Shift + Insert Paste cut or copied item in the document area

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80 Ctrl + W Close an opened document

81 Ctrl + X Cut selected text from the document

82 Ctrl + Y or F4 Redo last action

83 Ctrl + Z OR Alt + Backspace Undo last action

84 Esc Cancel

85 F1 Display the Help task pane

86 F10 OR ALT Activate Menu Bar

87 F10 + F (menu command letter) Open File Menu or other one applied to [Alt + F]

88 F11/ Shift + F11 Select the next/previous table

89 F12 Save As Dialog Box

90 F2 Edit

91 F5 or Shift + F4 Go To, Find and Replace Dialog Box

92 F6 Switch between the Help task pane and Word

93 F7 Spelling and Grammar Dialog Box

94 F8 Selection

95 F9 To update field

96 Shift + Enter Key A line break

97 Shift + F1 Review Text Formatting (press the command and click the text)

98 Shift + F10 Display Shortcut Menu

99 Shift + F12 Save Command

100 Shift + F3 Change case

101 Shift + F5 To return to the location of the last edit
102 Shift + F7 Thesaurus Command Dialog Box

103 Shift + F8 Reduce the size of selected text

Note that the shortcuts are many. To learn more about this see the Help window on shortcuts.
Table 3: Special Symbol Production with Keys
S/N Keys / Command Displayed Symbol
1 (C) or Ctrl + Alt + C ©
2 (r) or (R) or Ctrl + Alt + R ®
3 (tm) or (TM) or Ctrl + Alt + T ™
4 :)… 
5 :( 
6 --> 
7 <-- 
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8 ==> 
9 <== 
10 <=> 
 Page Views
 Normal - This is the default setting.
ViewNormal OR Click on the Normal view button at the page layout view. Follow this for other layouts. Other
layouts are given below.
 Web Layout - This view shows the work as a Web page.
 Print Layout - This view shows the document as it will print out. This is the WYSIWYG view. (What You See Is
What You Get)
 Reading Layout - This view shows the document for easy reading and is designed to increase legibility and to fit
well on the screen. It does not display the page as it will appear when printed.
 Outline - This view shows the document as an outline.
 Document Map
This usually shows the headings in the document just as if viewing the table of contents. It can be used to navigate
the document by clicking the headings. To view: View  Document Map (it will be displayed at the left side of the
window as a separate pane. Follow the same procedure to close.
 Thumbnails
This is similar to the document map except that the pages are displayed instead of the headings. View Thumbnails
 Markup
This option is used to hide/display the comments and track changes made in the document. View  Markup
 Zooming
This adjusts the size at which you view your document without affecting the print-out.
 Percentage: It ranges between 10 – 500% of the original size, 100% gives you the final printout
 Text width: to show the entire width of the text
 Whole page: to display the entire page
 Page width: to show the entire width of the page
 Two pages: to display 2 pages at a time.
ViewZoomselect as appropriate OR click on the Zoom box to type or select from drop-down list of the combo
box.
 Moving Around in the Document /Navigation/Scrolling a Document
 Using the Keyboard
The keys used are Home, End, Page Up, Page Down and Navigation (the 4 arrows) keys. See the table below.
 Using the Mouse
You use the mouse when you want to use the scroll bar, browse bar or the status bar. You can also scroll with the
Scroll button on the mouse (this is only done with mouse with three buttons)
 Using Commands
Use keyboard commands or menu bar to issue command. To move to a specific page in a document: press F5 or
EditGo To or Ctrl + G with the keyboard.
 You can use WindowFilename to navigate between documents
Table 4: General Navigation Methods
Key Combination Purposes
Arrow Keys Move short distances by letter or line (right and left for letter or up and
down for line)
Browsing Bar This is located just below the scroll bar. It has all the browse elements
just like Go To. To browse by pages, use the double arrows, else the
Browse Object Button. (Previous Next and Browse Object
buttons)
Ctrl + End Move to the end of the document
Ctrl + Home Move to the beginning of the document
Ctrl + Left/ Right Arrows Move through the document word by word
Ctrl + Page Up/Down Move through the document page by page
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Ctrl +Up/ Down Arrows Move through the document paragraph by paragraph
End Key Move to the end of a line of text
Home Key Move to the beginning of a line of text
Page Up/Page Down Move through the document screen by screen
Scroll Bar Slide smoothly through the document without moving the insertion
point (line by line – Click the Arrows, screen by screen – click between
space of the arrows and drag indent, manually – drag the drag indent to
the desired page, or Right-Click on the scroll bars to select)
Status Bar Double-Clicking on the Pages or Measurement sections of the status
bar opens the Go To Dialog Box.

 Using the Browse Toolbar

Click on the Browse Object button to bring up the browse menu showing ten browsing options (by Page, Section,
Comment, Footnote, Endnote, Field, Table, Graphic, Heading or by Edits)
Once you make your selection simply click on the Next button to go to the next item or the Previous button to
browse to the previous item.
 Selecting Text
 Dragging: Selecting Text with a Mouse
Move the cursor to the beginning of the text to be selectedClick with the left mouse button and drag the cursor to
the end of the text to be selectedRelease the mouse button.
 Crazy Clicking
i. Single clicking places the cursor in the document.
ii. Double clicking in the middle of a word to select the word and the trailing space
iii. Triple clicking in the middle of a paragraph selects the paragraph
iv. Click anywhere in the text to be selected and then Ctrl + Left Click select a sentence.
 Selecting Text in the Left Margin (using selection bar)
The selection bar is located on the left side margin when the cursor changes to a pointer. Place the cursor to the left
margin directly across the text to be selected.
i. Single clicking to select a line
ii. Click and drag down the margin to select line by line.
iii. Double clicking to select the paragraph
iv. Triple clicking to select the whole document
 Selecting a Range of Text
i. Click at the beginning of the text to be selectedHold down the Shift key and click at the end of the text to be
selected. You can extend or reduce by clicking beyond or behind the selection.
ii. Select + Ctrl (hold) + Select + Ctrl (hold) + Select …release the keys and the mouse button.
 Selecting Text with the Keyboard
Place the cursor at the beginning of the text to be selectedHold down the Shift key and use the any of the
navigation keys or their combination (except for Page Up/Down) Release the keys.
 Whole Thing
i. EditSelect All
ii. Ctrl + A
iii. Triple clicking at the selection bar
Warning: Once the text is selected, pressing a key will cause the highlighted text to be replaced with that keystroke
(this is called overtyping).
 Moving Text
 Cutting and Pasting Text (moving)
To Cut: Select the textCut button or EditCut or Ctrl + X.
To Paste: Click where the selected text is to be pastedPaste button or EditPaste or Ctrl + V
 Copying and Pasting Text (duplicating)
To Copy: Select the textCopy button or EditCopy or Ctrl + C
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To Paste: Click where the selected text is to be pastedPaste button or EditPaste or Ctrl + V
 Drag and Drop (for short distances)
To Move: Select the textplace the cursor on it and drag to the place of insertion noting the insertion mark.
To Duplicate (Copy): Select the textCtrl + place the cursor on it and drag to the place of insertion noting the
insertion mark.
These methods can also be used to copy/move selected text between open windows. Drag the selected text to the
new window on the taskbar to open the new windowlocate you want to paste it and drop (paste).
 Undo/Redo
To Undo: EditUndo OR click on the Undo button OR Ctrl + Z
To Redo: EditRedo OR click on the Redo button OR Ctrl + Y
To see the undo/redo history: click on the down arrow next to each button; this can be used for multiple actions.
Note: some actions can’t be undone e.g. saving or printing (this can be cancelled via the printer)
 Insert or Overtyping
The computer will either insert (place the new text into the current text) or overtype (replace the current text with the
typed text). Insert replaces the text to the right as new text is entered. This is activated and deactivated by pressing
the Insert key on the keyboard. Overtyping replaces the entire text selection with the text being entered.
 Erasing/Deleting Text
1. The Backspace key erases characters to the left of the cursor or selected text.
2. The Delete key erases characters to the right of the cursor or selected text.
3. Ctrl + Delete/Backspace erases by word in either directions.
 Page Set Up

Tabs

Check Boxes

Combo Box

Figure 4: Page Setup Dialog Box

The page settings include page margins, type of paper, paper orientation (portrait or landscape), and layout (with
Line Number or Borders).
 Page margins
Page margins are the blank space around the edges of the page. However, you can position some items in the
margins — for example, headers, footers, and page numbers.
To Change page margins and orientation: FilePage SetupMargins tabUnder the Margins, select the options
you want; Under Orientation, select either Portrait or LandscapeOk.
Note: The Preview box shows a general picture of the page.
 Mirror margins (Under the Pages in Margins Tab)

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 Set margins for facing pages.
Use mirror margins to set up facing pages for double-sided documents, such as books or magazines. In this case, the
margins of the left page are a mirror image of those of the right page (that is, the inside margins are the same width
and the outside margins are the same width).
 Book fold (Under the Pages in Margins Tab)
Using the Book fold option in the Page Setup dialog box, you can create a menu, invitation, event program, or any
other type of document that uses a single center fold.
Others under this group are the Normal and 2 pages per sheet.
 Selected Text (Under the Pages in Margins Tab)
If text was selected when the margins were changed, there will be an option to apply the margins to the selected text
only. This will be observed under the preview section in the Apply to Box.
Note: Changing the margins for a block of text moves the text to a new page.
Other options in this group include Whole document, Selected section, This section and This point forward.
 Include Line Number and/or Border (Under the layout Tab)
FilePage SetupLayout TabLine Number-add Line Number (do Settings) or Borders (do settings) OkOk
Review all the other sections on this window to study the purposes. Also take a look at the Paper Tab.

Tabs

Check Boxes

Combo Box

Figure 5: Page Setup Dialog Box

 Page Numbering
This involves the insertion of numbers on each page of the document. You have to indicate the following:
Position: the number is either located at the top of the page (Header) or at the bottom of the page (Footer) - Default.
Alignment: this is selected to choose between Left, Center, Right - Default, Inside or Outside alignments. The inside
or outside is to denote relative position of the number between two pages. Inside refers to after the gutter while
outside refers to the opposite.
Insert  Page Numbers (Page Number Window opens)  indicate the Position, Alignment ad to include or not to
include the number on the first page  Ok (the number will be placed using the default settings – Footer, Right and
1, 2, 3…). On the right of the window is the preview of how it looks like.
To change the number format, click on the Format button. This displays the Page number Format Window. Here,
you have to indicate the number format, either or not to include chapter number, and page numbering.
Number Format: this may be 1, 2, 3 or -1- , -2-, -3- or i, ii, iii or I, II, III or a, b, c or A, B, C.
Chapter Heading: Before you can use this option, you must change the Bullets and Numbering Style to multilevel
style (the style that include chapter) before proceeding to use this option. If you want to use it, just select the option
and further choose the sub-formats.
Page Numbering: you use “continue from Previous section options” to use the same number format in the whole
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document. Else, choose “start at” and indicate where to start.
 Header and Footer
These appear at the top and bottom of document respectively (to use this tool, the layout must be in Print Layout
View). They can display page number, chapter title, date, etc. By default, there are three tabs; center, Left and Right
aligned Tabs.
To insert: ViewHeader and FooterEnter the features you desire. If the header and footer are in the document
already, you may just Double-Click to open to this page view. You can only work on either the main body of the
document or on the Header and Footer at a time (i.e. both can’t be opened at the same time).
 Character Formatting
a) Formatting Fonts with the Formatting Toolbar
Highlight the textClick on the down arrow of the Font box on the Formatting toolbar and choose the fontClick
on the down arrow of the Font Size box and choose an appropriate size or type in the desired Font SizeBold, Italic
or UnderlinePress Enter.
 Quick Formatting with Styles
Use the Style box to quickly format text to look like what has previously been used in the document. All previous
formatting are saved in the Style combo.
Highlight the textClick on the down arrow of the Style box and choose the desired style.
To display the styles for each paragraph: Page layout View must be in Normal View. Toolsoptionsview Tab-
Style area width (type in a value e.g. 1) Ok
 Alignment
Select the title or paragraph/select appropriate alignment button
LeftThis is the default and the text aligns to the left indent. The texts to the right appear ragged.
CenterText aligns to the center. Both the left and right sides of the paragraph appear ragged.
RightText aligns to the right with an uneven edge or ragged text on the left.
Justify/FullText aligns with even edges on left and right by spacing words across the page. The words between the
spacing are adjusted to stretch from left indent to right indent except when the last line is short so that the line is
aligned to the left (the default).
b) Formatting Fonts with the Menu Bar
Highlight the textFormatFontFont tabMake choices for Font, Font Style, Size, Underline, Color, and
EffectsOK.
c) Formatting a Paragraph
Click in the paragraph or highlight the paragraphsFormatParagraphIn the Indentation section, change the
Left and/or Right to the desired distance of indentation from the marginOk (Notice the change in the Preview
box).
d) Changing the Default Font
FormatFontChoose the font and size desiredClick on the Default button at the bottom leftYes.
e) Changing Case (Sentence case, lowercase, UPPERCASE, Title Case, tOGGLE cASE)
Highlight the textFormatChange Caseselect caseOK.
Or simple press Shift + F3 to toggle between lower, upper and Title cases.
f) Adjusting Line Spacing
 Using the Formatting Toolbar
Click in the paragraphclick on the down-arrow besides the Line Spacing buttonselect as spacing desired.
 Using the Paragraph Window
Click in the paragraphFormatParagraphIndents and Spacing tabClick on the down arrow underneath Line
Spacingselect line spacingOK.
Note: Spacing before and after lines of text can be changed down to a point (1/72 of an inch.)
g) Bullets, Indents and Numbered Lists
 Bullets/Numbers
Click at the beginning of the line to be bulletedClick on the Bullets or Numbers button OR FormatBullets and
Numberingselect Bulleted TabOk.
 Turning Off Bullets
Select the bulleted line or linesBullets button Or FormatBullets & Numberingselect No Bullet
 Making a Sub-Bullet
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Click at the beginning of the linePress the Tab key OR click on the Increase Indent button.
 Making a Sub-Bullet a Regular Bullet
Click at the beginning of the lineHold down the Shift key and press the Tab key OR click on the Decrease Indent
button.
 Changing the Type of Bullets
Click at the beginning of the bulleted lineFormatBullets and NumberingBulleted tabClick on the desired
type of bulletsOK.
 Customizing Bullets
Highlight the bulleted textFormatBullets and NumberingBulleted tabCustomize buttonSelect a bullet
from the row at the top OR Click on the Character button to select from the recently used symbols row OR Choose a
font by clicking on the down arrow and selecting from the list (i.e. Wingdings, Symbols, etc.)Choose a
symbolOKPreview to make sure it is as desiredOK
Note: all the settings done for bullets can also be applied to numbering, just change the Tab.
 Format Painter
This is a command button on the standard toolbar that is used to copy format from one text to another.
Select the text to copy its format typeClick the Format Painter buttonselect where to apply.
 Creating and modifying Styles (combination of formats for text)
Built-in styles can’t be deleted but can be modified.
FormatStyles and FormattingNew-Enter NameClick and hold on the down-pointing arrow to the right of the
"Based On:" box-select the name of the existing style on which you want your new style to be basedFormat-
Change Features (to modify different aspects of your new style)OkOkApply
 Removing a Style
FormatSelect the name of the style you wish to remove from the list boxDeleteYesClose
 Indents
 ½ inches at a time is the default (use decrease or decrease indents button)
 Drag the indent markers (right, left, hanging and first line indents)
 To see the measurement of the indents, Press and hold Alt key when dragging the indents.
 Tab Stops
 Default Tab Stops: Tab stops are set for every 0.5 inches by default.
Table 5: Tab Description
Tab button Description
Text is left justified against the position of the tab.
Left Tab
Center Tab Text is centered from the position of the tab.
Right Tab Text is right justified against the position of the tab.
Decimal Tab Text is justified with the decimal point (period) in line with the position of the tab.
Bar Tab Text is left justified against the position of the tab and a bar is placed in the text at the
position of the tab.

FormatTabAlignment (Left, Right, Center, Decimal, Bar)Leader (None, Dotted, Dashed, Solid) Ok
A leader is a series of marks like periods to help the eye follow the text correctly.
i. A dot leader is a series of dots. (……….)
ii. A hyphen leader is a series of hyphens (dashes). (---------)
iii. An underscore leader is a series of underscores. (_______)
 Setting a Tab Stop
Highlight the desired textFormatTabs….Enter the number in Tab stop position to indicate the tab stop
locationAlignment section-select the desired alignmentLeader section-select the type of leader or select
NoneClick on the Set buttonOK.
 Customizing the Tab Stop
Highlight the desired textOn the Ruler, double click on the tab stop to be customizedChoose the alignment for
the tab stopChoose the leader for the tab stopOK.

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Highlight the desired textFormatTabs….Click on the up or down arrows in the Default tab stops window to
make the desired adjustmentsOK.
 Clearing a Tab Stop
Highlight the desired textFormatTabs….Click on the tab stop to be clearedClick on the Clear
buttonOK.
 Clearing All Tab Stops from Text
Highlight the desired textFormatTabs….Clear All buttonOK.
 Changing the Position of a Tab Stop
On the Ruler, click on the tab stop and drag it to the desired location.
 Paper Layout (Landscape or Portrait Orientation)
FilePage SetupOrientation sectionPortrait or LandscapeOK.
Note: The Preview box shows a general picture of the page.
 Graphics
You need to be aware of two types of images: bitmapped (or raster) and vector images.
Bitmapped images are made up of pixels (or dots) used in creating the image. They are commonly produced
from scanned drawings or photographs. They can also be created with paint programs. They behave like text.
Vector images are based on mathematical equations (i.e. developed based on the user’s discretion). The
computer stores the images not as information for each small area of the drawing, but as a series of mathematical
equations. The file sizes are smaller, and you can group and ungroup the drawings in most vector programs. Vector
images can have irregular shapes, and the background shows around the edges.
A bitmapped image is usually with a colored background, the “background” part of the image (which is
probably white) is part of the image, while a vector image has no background. You can use either of them in design
but vector images are very handy to maneuver unlike the bitmapped.
 Inserting a Graphic from Clip Art
InsertPictureClip Art (The Task Pane will appear and display the Insert Clip Art panel. If the Add Clips to
Organizer window pops up, click on the Later button.)Clicking on the Now… button would cause the program to
collect all picture, sound, and motion files from the hard drive for use in the collection OR Enter a name in the
Search textbox and click on the Search buttonScroll through the collection and find the desired pictureClick in
the document where the graphic should be placedClick on the desired picture.
 Positioning Graphics in Word
Click on the graphic (The Picture Toolbar should appear. If it doesn’t, then ViewToolbarsPicture)Text
Wrapping buttonSquare or Tight (Square causes the text to line up on a straight edge on the side of the graphic
while Tight causes the text to wrap closely to the graphic, following the shape for the graphic). There are many other
types like In Line with Text, Behind Text, In front of Text, Top and Bottom, Through, and Edit Wrap Points (user
defined).
 Resizing a Graphic
Click on the graphicMove the cursor to a edge/corner of the graphic (The cursor changes to a two-headed
arrow.)Drag the graphic to the desired size.
 Changing Default Text Wrapping
ToolsOptionsEdit TabClick on the down arrow (combo box) below Insert/Paste Pictures aspaste pictures
aschoose as desiredOK.

Table 6: Description of the elements on the Picture Toolbar

Icon Description
Insert Picture Inserts a picture
Image Control Click on to set the picture to be automatic (comes in original form), Grayscale,
Black & White, or as a Watermark)
More Contrast Click to increase the contrast of the picture.
Less Contrast Click to decrease the contrast of the picture.
More Brightness Click to increase the brightness of the picture.
Less Brightness Click to decrease the brightness of the picture.

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Crop Click on to cut off the sides of a picture.
Rotate Left 90° Click to rotate the graphic 90° to the left.
Line Style Click on to change the size of a border line.
Compress Graphics Click on to compress the size of the graphic(s). Compressing graphics reduces
their printed quality.
Text Wrapping Click on to set the text wrap of the picture (Square, Tight, Behind Text, In Front
of Text, Top and Bottom, Through, or Edit Wrap Points).
Format Object Click on to format from a single window.
Set Transparent Color Click on the Set Transparent Color button and then click on the color in the
graphic to become transparent.
Reset Picture Click on to set the picture back to the original attributes.

 Inserting a Graphic from Files

Click in the document where the graphic is to be placedInsertPictureFrom FileNavigate to the location of
the graphicchoose the desired graphicInsert button.
 Rotating the Graphic
Click on the graphic. (The Text Wrap cannot be set to In Line With Text.) Notice the green dot above the graphic
(vector image), this is the rotation handleClick on the green dot and drag the graphic to the desired angle.
 Deleting a Graphic
Click on the graphicPress the Delete key on the keyboard.
 Enhancing Documents with Graphic Effects
Watermark: A watermark is a graphical image or headline-sized text that is displayed behind printed text document.
InsertPictureClip Art or From Fileadd any graphic you desireselect the graphicFormatPicture or
objectlayout Tab-Behind textOKPicture toolbar-Colour (Watermark or Washout)
FormatBackgroundPrinted WatermarkSelect an option (No Watermark, Picture Watermark, or Text
Watermark and set the property as you want) Ok.
Drop Cap: this is the feature that is usually used in Newspaper where a letter will appear in more than a line.
Select the letterFormatDrop CapSelect position and set OptionsOk
 Using the Drawing Toolbar
The drawing toolbar contains most of the elements and features needed in the picture submenu of the Insert
menu. In drawing objects, you can easily click on the object you want to insert and then drag the mouse on the
page to draw the object. Clicking once allow you to draw the object once while Double-Clicking indicate
multiple drawing of the specified object. Pressing the Control key while drawing an object indicated that the
starting point is the center of the object. Pressing the Shift key while drawing indicate that you are drawing
regular objects like Equilateral Triangle, Square, Circle, Rhombus, and Cube. When you use the two keys at the
same time (Control + Shift) apply the two effects like drawing a square starting at the center. The table below
gives the description of the Drawing Toolbar, use each of them to know their purposes.
Table 7: Description of the Drawing Toolbar
Elements Description
Draw Gives all the formatting that can be executed on the selected objects
Object Pick Tool To select only objects not text n the document. It can select only one object
at a time except when you use it to draw a rectangle around the objects to be
selected. Only objects that are embedded completely in the rectangle will be
selected. If it is on, you can neither select nor edit on any text.
Multiple Object To select more than one object at a time. Select Multiple Objects Dialog
Pick Tool Box is displayed to select the objects you want to edit together
AutoShapes To draw any object such as Lines, Connectors, Basic Shapes, Block
Arrows, Flowcharts, Stars and Banners, Callouts, and AutoShapes from
ClipArt. Click on this and move over each to view the objects.
Line Shortcut to drawing a straight line
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Arrow Shortcut to drawing an arrow
Rectangle Shortcut to drawing a rectangle or square
Oval Shortcut to drawing an oval or ellipse or circle
Text Box To add a text box
WordArt To insert a WordArt
Diagram/Chart To Insert a diagram or chart
Clip Art To insert a ClipArt
Picture To add a picture
Fill Colour To indicate the fill colour for the selected objects
Line Colour To indicate the line colour for the selected objects
Font Colour To indicate the font colour for the selected text
Line Styles To edit the line weight and/or style
Dash Styles To change line to a particular dash style
Arrow Styles To indicate the arrow styles
Shadow Styles To add shadow to the selected objects.
3D-Shadow Styles To add 3-Dimensional shadow to objects

 Using WordArt

WordArt is an effective way to take a block of decorative text and add angle or three-dimension to it. You can
create shadowed, skewed, rotated, and stretched text, as well as text that has been fitted to predefined shapes.
The WordArt can be accessed from the Drawing Toolbar OR via InsertPictureWordArtSelect the
WordArt shape you desireOkEnter the text and Font propertiesOkTo rotate, select the object and
rotate by the yellow handleTo edit, double click on the object. You can also use the WordArt Toolbar to edit
it. Open the WordArt toolbar.

Table 8: Description of the WordArt Toolbar

Features Descriptions
Insert WordArt Insert a new WordArt
Edit Text Edit the text in a WordArt
WordArt Gallery Change the WordArt Style
Format WordArt Change the colour and other formatting features of the WordArt
WordArt Shape Change the shape of the WordArt
Text Wrapping Indicate the Text Wrapping of the WordArt
Same Letter Height Make the letters of the WordArt the same irrespective of the shape
Vertical Text To toggle the text of the WordArt direction in either vertical/horizontal
WordArt Alignment To indicate the alignment for the text
Character Spacing To indicate the spacing between the letters of the WordArt

 Page Breaks
Pagination is the process of separating the document text into pages called Page Breaks. It may be manual or
automatic.
 Automatic (Soft)
This is determined by the page setup options and can’t be deleted. It appears as a gray separation between two pages
(Print View) or as an unlabelled dotted line across the document (Normal View).
This is called a White Space.
 Manual (Hard)
This appears as a dotted line with the words “Page Breaks” located in the center of it (nonprinting characters)
InsertBreakselect as desired OR Alt +Enter key

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Each of these is called section which is incorporated so that multiple formatting can be used within a document. The
break may be Page, Column or Text-Wrapping with options (Next Page, Continuous, Even or Odd page).
Next Page: Places the new section on the next page
Continuous page: start the new section on the same page. It is used for formatting such as margins and columns on
the same page.
Even and Odd pages: begins a new section on the next Even or Odd numbered page
 Tables
Tables are used to organize and enhance data presentation. It consists of Rows and Columns marked at intersection
as Cell.
 Create Table Manually
TableDraw Table (this allows you to draw the table as if you are a using pen)
 Creating Table Automatically (Also applicable to Columns, Rows and Cells)
TablesInsertTablesEnter the table size and Autofit behaviour.
Note: You can also Delete or Select Table, Column, Row or Cell using this procedure.
 Table AutoFormat Feature
This allows you to use inbuilt table designs.
TableTable AutoFormatSelect Categories, Styles or Create New or Modify existing tablesApply
 Table Conversion
Tables can be generated from existing Text with reference to either Tab, Comma, Paragraph, and others (like
hyphen, =, /, etc.). You can also convert table to text.
Select Text or TableTableConvertText to Table or Table to TextSelect the parameters as desired.
Other features include merge cells, split cell or table, Autofit, Sort (arrangement in either descending or ascending
order) and Formulas (for calculation which may be via inbuilt functions or manual). Table properties also offers
varieties ways of manipulating table.
 Graph
InsertPictureChart
To remove some parameters, double-click the chartdouble-click the header that you don’t want either rows or
columns. You will learn more about this in Microsoft Excel.
 Page Borders
FormatBorders and ShadingPage Borders Tab (Line Borders or Art Borders) Look at the Preview to see if the
desired effect is obtainedApply to- select which pages/sections the border will affectOK.
 Removing a Border
FormatBorders and ShadingPage Borders TabNone buttonOK.
 Shrink to Fit
Word will shrink the document so that it will fit on fewer pages. FilePrint PreviewShrink to Fit. At least a page
will be removed. At times, the Font Size is affected thus check if you do not want the size to change.
 Printing the Document
 Quickly Printing to the Default Printer
Just click the Printer button on the standard toolbar.
Note: The job is immediately sent to the printer with default printer settings.
 Printing details
FilePrintselect printerPage range section-decide what pages to print. (All, the current page, or a range of
pages.)Copies section-indicate how many copies. Check collate if desiredZoom section-decide how many pages
per sheet. The choices are 1, 2, 4, 6, 8, or 16, note that choosing more than one page per sheet shrinks everything and
may be too small to readOK.
Noncontiguous pages
Type the page numbers with commas between them, and range of pages with a hyphen between the starting and
ending numbers in the range e.g., pages-2, 4, 5, 6, and 8, page range-2,4-6,8
A range of pages within a section
Type p page number s section number e.g. to print pages 5 through 7 in section 3, type p5s3-p7s3
An entire section
Type s then section number e.g. to print the whole pages in section 3, type s3

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Noncontiguous sections
Type the section numbers with commas between them e.g. type s3, s5.
A range of pages across sections
Type a range of page numbers and the sections that contain them with a hyphen between the starting and ending
numbers in the range e.g. type p2s2-p3s5.
 Using Templates
Templates provide the basic formats of a document. It offers preset options that determines a document’s appearance
(such as margins, headers, footer, paper size, text graphics, field codes and custom items) at startup. Normal
template is the default. Others can be found in the Style gallery: FormatThemeStyle galleryyou can then
select the one you want.
FileNew (if the task pane is opened)The Task Pane will open in New Document. In the Templates section-On
my computerChoose the category of template desiredChoose the templateOK.
 Templates on the Web
FileNew (if the task pane is opened)The Task Pane will open in New Document. In the Templates section -
Templates on Office Online. Choose a category listed under the featured templates and choose a template. (Look for
templates with the blue W which indicates Word templatesDownload Now buttonfollow the steps. The
template opens in Word.
 Creating Templates Manually
This may be done by starting from scratch, modifying existing template or existing document. What is most
important here is that the template must be saved as template in the Save as Type-select Document Template. The
easiest way to create a template is by opening a document that contains the text and formatting that you want to
reuse and saving it as a template.
FileOpen-select the document you want on the menu OR Start a new page (edit as desired)Save AsIn the
Save As type box-click Document Template (*.dot)Save
 Modifying a Template
FileNewChoose a template that is similar to the one you want to createClick Template under Create
NewOKFileSave AsSave as type-Document Template (*.dot)OKIn the new template-add the text
and graphics you want to appear in all new documents and delete any items you do not want to appearMake the
changes you want to the margin settings, page size and orientation, styles, and other formatsSaveClose.
 Where to Save Your Templates
If you save a template in the Templates folder, the template will appear on the General tab when you
click New on the File menu. If you save a template in a subfolder of the Templates folder, such as
Memos or Reports, the template will appear on the corresponding tab when you click the New
command.
FileSave AsWord proposes the General Templates folder, switch to the corresponding subfolderIn the File
name box-type a name for the new templateSave.
 Customize a Toolbar
A toolbar may docked or floating. The docked toolbar is joined directly with the window while a floating one is
located on the document area. The Close Button and Title Bar of a floating toolbar will be seen unlike that of the
docked toolbar. To dock a floating toolbar, just click on its Title Bar and drag to the desired position on the window.
You can also move a docked toolbar out of its docked position by pointing to the handle on the left side until the
pointer changes to a crossed arrows, press the mouse button and drag to new position or out as a floating toolbar.
The effect of the docked toolbars is that they reduce the document area of the window. It is better to display a toolbar
as a floating toolbar when it is needed than wasting the space. Only always dock the Standard, Formatting and the
Drawing toolbars as they appear by default when you open a newly installed Microsoft Word.
Toolbar customization is done to create or modify a toolbar that includes buttons for frequently used commands by a
user. You can even create a toolbar that will contains frequently used commands from the Standard and Formatting
toolbars thus creating more document area.
 To create a new Toolbar
ViewToolbarsCustomizeToolbar TabNewToolbar Name, Make the Toolbar available to-
NormalCommand Tab-drag and Drop all the commands that you want onto the Toolbar.
 To modify a Toolbar

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ViewToolbarsCustomizeToolbar Tabselect the toolbarCommand Tab-drag and Drop all the commands
that you want onto the Toolbar.
 To delete command from the toolbar, just Drag and Drop outside the toolbar.
 To delete a toolbar
ViewToolbarsCustomizeToolbars TabSelect the Toolbar(s)Delete.
 To Hide/Show a predefined command on a toolbar
select the toolbarClick on the Toolbar Options buttonAdd or Remove ButtonsSelect the name of the toolbar

Toolbar Handle Toolbar Options

Toolbar Options

Docked Toolbar Floating Toolbar

Figure 6: Floating and Docked Toolbar
to display all the commands on itUncheck or Check against the command. Then close the Customize Dialog Box.

To reset a toolbar to its default settings, select the toolbarClick on the Toolbar Options buttonAdd or Remove
ButtonsSelect the name of the toolbar to display all the commands on itReset Toolbar.
 Creating Hyperlinks
Hyperlink is a text or a graphic that enables you to jump to another file, a location in a file, a Web page (HTML
page) on the World Wide Web, or a Web page on an intranet. It enables you to navigate quickly among related
documents and web pages online.
 Inserting a Hyperlink
Select the textInsertHyperlinks (Using the menu bar at the left of this window that appear, click the type of link
that you want to insert)Link to: Select the type and link to the directoryOk
To create a link to an existing file or Web page, click Existing File or Web Page.
To link to a place within the current file, click Place in This Document.
To link to a file that you haven’t created yet, click Create New Document.
To create a link that allows users to create an e-mail message with the correct address in the “To” line, click E-
mail Address.
 If you are linking to an existing file or web page, you can select one of the following three options:
 Recent Files - This will show you a listing of the most recently accessed files on your computer.
 Browsed Pages - This will show you a listing of the most recently browsed web pages.
 Inserted Links - This will show you the most recently inserted links that you’ve added to the file.
Note: You can quickly insert a hyperlink into a Word document or Web page by typing the address directly into your
document. Word automatically formats the address as a hyperlink. Use Insert
Hyperlink to insert a hyperlink into Word files and Web pages when you aren't using the automatic formatting
features or when you want to browse for the destination address.
 If you are linking to a location in the current document, you will see a list of places you can link to. You can link
to:
 The “Top of the document”, to any location where you have applied “Heading Styles”
 Any “Bookmarks” you have created in the document.
Note: You can use the drag-and-drop method in Word files when you want to use the mouse to quickly create a
hyperlink for text located in another Office file. You can create a hyperlink by
dragging selected text or graphics to your Word publication from a Word document, a PowerPoint slide, a selected
range in Excel, or a selected database object in Microsoft Access.
 If you are linking to a new document you can insert the path to the new document or click on Change and you
will be presented with a window that will allow you to search through your computer (or through a networked
drive) to find the location.
 If you are creating an e-mail link, you will be provided with a window that allows you to insert the destination
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address and a subject line.
 To edit the Hyperlink: Right-Click the HyperlinkHyperlinkEdit HyperlinkMake ChangesOk
 To Create Hyperlink to an External Bookmarks
Select the textInsertHyperlinkExisting File or Web Pageslocate the file or web pageBookmarksselect
the bookmarkOk

 Bookmarks
A bookmark is an item or location in a document that you identify and name for future reference. You can use
bookmarks to quickly jump to a specific location, create cross-references, mark page ranges for index entries, and so
on.
 Adding bookmarks
Select an item you want a bookmark assigned to, or click where you want to insert a
bookmarkInsertBookmarktype or select a nameAdd.
Note: Bookmark names must begin with a letter and can contain numbers but can’t include space.
It is a non-printing character. Word uses brackets or an I-beam to represent a bookmark at a location.
The bookmark appears in brackets ([…]) for an item but as an I-beam to a location on the screen.
 To go to a bookmark in your document (locating bookmarks)
InsertBookmarkDouble-click the bookmark or select and click Go To buttonCancel or Enter.
 To Delete a Bookmark
Insertbookmarkselect the namedelete
 Creating a Bookmark Cross-Reference
A cross reference is a pointer in a document that refers to specific information in the same document or in another
document. This can be created for numbered items, headings, bookmarks, footnotes, endnotes, equations, figures,
and tables. This allows for automatic updating when you edit the document.
InsertCross Referenceselect reference type-Bookmarkselect the bookmarkspecify what each reference will
refer to –e.g. page numberInsert.
 Document Security
This is done if you are working on document that requires special features such as tracking changes or restricted
accessibility.
 Tracking Changes
Tracking changes can be used to track editing changes made by reviewers. You can choose different marks, text
colours, line colours, and highlight colours to show document changes. Author option enables you to show the marks
of different reviewers in different colours.
i. Default tracking
Tracking changes may be turned on four ways; reviewing tool bar, ToolsTrack Changes, use the keystroke Ctrl +
Shift + E, or double-click on TRK in the Status bar. With Track changes turned on, a document can be edited
normally, and Word will keep visual track of all the text that is added or deleted by colour coding the changes based
on which user of the document made the change.
Note: Tracking changes should be used once your document is first draft form to limit the number of changes
displayed.
ii. Customized Tracked Changes
ToolsProtect Document (task pane will display all changes that can be made)Yes, Start Enforcing Protection
(prompt entering password)Ok
ii. Barred accessibility
This won’t permit other people to open the document.
FileSave asToolsSecurity Options (this will prompt for password)password to Open and/or password to
modifyprotect DocumentOkSave.
 Creating a Table of Contents
 Using Styles

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If you consistently use styles throughout your document, word can create a table of contents for you based on the use
of the Heading styles in the document. For a particular style, all the headings that uses Heading 1 will appear at the
left margin, all subsequent headings (2, 3, 4,…) will be indented. As shown below:
Heading 1…………………………………. 1
Heading 2……………………………. 3
Heading 3……………………...… 3
There are other styles that can be used based on your decision. Choose from the options under the Print
Preview section (Show page number, Right align page numbers, Tab leader), Web Preview (Use Hyperlinks instead
of page number), General Section (Format – From Template, Classic, Distinctive, Fancy, Modern, Formal, and
Simple; Show levels – enter number to indicate the level), Click the Options button to specify the settings to base the
Table of Contents on.

Figure 7: Index and Tables Window

Place the insertion point where you want the table to beInsertReferenceIndex and Tablesselect
options(settingsOk)Ok
To update Table of Content without Creating from the scratch, select it and press F9
You can also create Tables of Figures and Tables of Authorities in the same way.
 Index
Indexes provide alphabetical guides to words, phrases, and concepts in your documents. An index indicates the
pages on which each topic is mentioned, located at the end of documents. Identification of the words to be included
in the index may be done in two ways: Insert appropriate field codes into documents manually, or use a concordant
file.
 Field Codes: XE (Index Entry) field
Index Entry is a field code that marks specific text for inclusion in an index. When you mark text as an index
entry, Microsoft Word inserts an XE (Index Entry) field formatted as hidden text. You insert an XE field to
define an item to include in the index. The syntax is {XE "Text" [Switches ] }
 Using a Concordant File
A concordant file consists of a two-column table of text that you want in the index. First column refers to the word
search for in the document while the second contains the words you want to appear in the index. After creating the
concordant file in a separate documentOpen the original documentinsertReferenceIndex and
TablesAutomarkOpen the concordant filePlace insertion point at the end of the documentInsertIndex
and tablesFormat-select typeOk.
 Footnotes and Endnotes
Footnotes and Endnotes are used to clarify or qualify document text and identify research sources. Footnotes are
displayed on the same page as the text they clarify while the Endnotes are located at the end of the document. Both
can be included in the same document.
 Footnotes and Endnotes
They contain two link parts: Reference mark (appears in the document text and is numbered according to its
placement in the document) and the Text (appears at the bottom of the page).

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Position the pointer in your text where you want the footnote or endnote reference
markInsertReferenceFootnoteLocation-footnote or endnoteFormat-number or symbolApply to-this
section or whole documentInserttype the note.
Note: This is not possible in the normal view
 Deleting Footnotes and Endnotes
Delete the reference mark in the document text or the text with the index. Subsequent notes will be renumbered
automatically. You can’t delete them by deleting the text in the note window.

 Comments
Comments are like little yellow stickies on a piece of paper, they are there to be seen, but do not affect the content of
the document and appear as balloon with a dotted line to show where it is
referenced to. Word will automatically place the number and the reviewer’s name on the top of the comment. They
are easily created and edited using reviewing toolbar.
Place the insertion point where you want the comment to appearInsertComment or Alt + Ctrl + Mtype the
commentEscape key.
 Highlight
This is used to draw attention to specific text. Highlight the text and press highlight button on the reviewing or
Formatting toolbar.
 Creating a Web Page
The internet is the hardware or structure that connects computer networks worldwide. World Wide Web (www) or
Web is a service which provides easy access to the internet’s wealth information. It is a service that links related
information on the internet. Most web pages are created by using Hypertext Markup Language (HTML). It is a
simple but very powerful language that uses tags to create the elements of a web page. A web browser is a software
that interprets HTML files and displays them as web pages e.g. Netscape Communications’ Navigator and Microsoft
Internet Explorer are the most common. The physical location of a file on the internet is identified by a unique web
address called the Uniform Resource Locator (URL). A URL is made up of a source type, a host name, the path, and
a file name. Front slashes are used to separate the different parts of a URL.
http: source type, identifies the type of application needed to access the information.
ID .com: host name, name of company or organization that is hosting the information you want to see.
Path, identifies where the file resides on the host’s computer.
Filename, name of file that is displayed.
 To create a web page: FileNewTask pane-Web PageChange the Theme-FormatThemeselect
themeyou can now edit the web page.
 To change the Title of the web page: Filesave or save asChange TitleType the intended Title.
 Previewing a web page: FileWeb page preview
 To edit a web page: ViewHTML SourceEdit, Save and Exit
 Inserting Multimedia Elements
Although these elements add to the functionality and appearance of a web page, but it is important to note that they
can increase download times and slow web browsers. Open the Web Tools Toolbar.
Scrolling text: Allows you to enter text that moves on the web pages
Movie Clips: allows you to add films/movies to the web page.
Sound: the sound plays immediately when the web page loads.
There are also other controls that can be added to improve the web pages.
 Running and Recording Macros
A macro is a custom-defined series of commands that are combined into a single command to make everyday tasks
easier to perform. The fastest and easiest way to create macro in Word is to use the Macro Recorder. With the macro
recorder activated, Word records every action until you Click either the Pause or Stop recording button. Recording a
macro requires careful planning. When you are recording a macro, avoid errors/mistakes, use keyboard or menus to
select text or move the insertion point in the document. In addition, any cleanup actions, such as removing toolbars,
saving documents, or closing dialogue boxes should be recorded as part of the macro.
 To record macro
Double-click on the gray REC indicator on the status bar or ToolsmacrosRecord New Macromacro name-
enter the namestore macro-specify document or templatesDescription-give information about the macroOk
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(this now activates the Macro Recorder indicated by a cassette picture attached to the mouse pointer and REC
indicator is active)create all you need to dostop the macro recording.
 To Run, Edit, Create or Organize a macro
ToolsMacrosmacrosselect macro namerun, edit, create or organizeword opens VBAmake
changesFileClose

Mail Merge
A mail merge is a word processing feature that allows creating common letters, mailing labels, envelopes, or
cataloging documents to and/or for a group of people as stored in a database. Mail merge feature is used to simplify
repetitive tasks. Some examples of mail merge scenarios are:
 A letter has to be sent to various parents, tutors, or guardians of students of a high school.
 A letter to be issued to all students regarding events like meetings, notification of results, etc.
 A company keeps track of its various customers with the product each particular customer is interested in; then
the company regularly sends a letter to these customers to signal a promotion or special discount they would
benefit from.
 An employer would like to send a letter to employees according to their respective department.
When creating a Mail Merge in Microsoft Word, you can use data from various sources including a
Microsoft Outlook contact list, a Microsoft Excel worksheet, a Microsoft Access database, or a Notepad text
document. But the easiest way is to create a small database of items in Microsoft Word. Then, insert these items or
data into a main document that you will eventually create or design.
To use Mail Merge, first create the document where data will originate from (source document or data
source). The source document resembles a small database of resources combining fields and their related data such
as customers name and other personal information. It stores the field values that will change from document to
document unlike main document that doesn’t change. Main document is the main body of information used in the
merge.
You can use the mail merge helper to create main document and the data source, and then merge that
information.

 Creating a mail merge Letter

ToolsLetters and Mailingsmail mergetask pane-select document type (select letter and click next at the
bottom of the pane and follow the steps)use the current documenttype new list-Createcustomizedelete and
add fieldsOkEnter the field’s valuesClosesave (note that field name must be unique, begin with a letter,
can be up to 40 characters long, can’t contain space or be blank)Ok (mail merge toolbar will display)place
Insertion point where you want the field to be placedClick Insert Merge Field buttondatabase fieldsSelect the
fieldInsertCloserepeat for other fieldsNext button-write the letter if you have not done
soNextNextPrint, save or Edit the letterClose
Note: You can merge more than one database files.
 Merging Address into Labels
ToolsLetters and Mailingsmail mergetask pane-select document type (select Labels and click next at the
bottom of the pane and follow the steps)change document layoutlabel optionsLabel product-Avery
StandardProduct-number-5160 AddressOkNextuse an existing listBrowse-select
databaseNextAddress BlockNext…Save
 Creating and Using a Form Template
 Inserting a Fill-in Field
This is a field that enables you to create a custom dialog box that prompts the user to enter information.
InsertFieldCategories-All or Mail MergeField Name-Fill-inField Codes-FILLIN “Prompt”OkOk
Note: this may not show. To display the field code: ToolsOptionsView TabCheck Field CodesOk.
Then, Uncheck to turn-off the visibility of the field codes option and save the document as Template.
 Using Form Toolbar
You use the form toolbar (set it open) to have quick access to the commands used in the form design.
Date: Text Form Date buttonSelect itForm Field optionType- Current Date, set formatOk
Checkbox: checkbox form fieldForm field optionEnter optionsOk

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 EXPERT SOLUTION CONSULTS
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Combo list: Drop-down Form Fieldtext form field options-type-in the various propertiesAddOk
When you are true with all fields that you want to add, Click on Protect Form button to help you see how the field
will look in preview. Then, save as template.
 Comparing and Merging Documents
Toolstrack changesOpen the original documentcompare and merge documents (open the corrected
document)-the changes are marked with colour tracks marks to know the changestoolsaccept or reject
changessave.

FIELDS
A field is a set of codes that instructs Microsoft Word to insert text, graphics, page numbers, and other material into
a document automatically. For example, the DATE field inserts the current date. What I want to discuss here are
those fields that I have used mostly in this manual. They include mostly the date and time formats.
For date fields, we have the following.
1. Days d, dd, ddd, dddd
2. Months M, MM, MMM, MMMM
3. Years y/yy, yyyy
An illustration here will be sufficient. d/MM/yyyy will yield 2/06/2009 whereas dddd, dd, MMM, yyyy will yield
Wednesday, 02, Jun, 2009
For time, we have similar scenario for the following.
1. Hours H, HH
2. Minutes m, mm
3. Seconds s, ss
4. 12 Hours formats am/pm

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