Plastic Money,
E-Wallets and
Online Pay

BLOCK 3
WORD PROCESSING


 
 
Data Handling
BLOCK 3 WORD PROCESSING
This is the third block of the course “Computer Application in Business”.
This block briefs about the word processing, their applicability in business
operations, advanced tools used for it, and also how to create documents
using word processing. The block on the theme “Word Processing”
comprises of four units, the detail of which is mentioned below:

Unit-9: This unit familiarizes the learners with the basics of word processing
and outlines the various features and advantages of MS Word. This unit also
explains the various toolbars of the main menu of MS-Word

Unit-10: This unit helps the learners to understand how to create a new file
using MS word and MS doc. The unit also explains the file management in
MS Word as well as the various entering and editing text options available in
MS Word.

Unit-11: This unit explains the various advanced options available in MS

word and its utility. This unit discusses the utility of the mail merge, how to
create a new data source or link an existing data source as well as how to
merge, edit, and print the created document. The unit also briefs on the
various technical and professional writing options for referencing like a
footnote, citation, indexing, table of content and bibliography, etc. available
in MS Word.

Unit-12: This unit makes the learners aware how the different tools discussed
in previous units can be used for professional writing and effective reports.
The unit also explains the standard norms for writing these documents.

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UNIT 9 BASICS OF W
WORD PROCESSING Processing

Structure

9.0 Objectives
9.1 Introduction
9.2 Word Processing
9.2.1 Advantages of Computer-bbased Word Processing
9.2.2 Attributes of Word Processsing
9.2.3 Various Type of Word Proocessing Packages
9.3 Salient Features of MS-Wordd
9.4 Let’s Start MS-Word
9.4.1 The W Button
9.4.2 Title Bar
9.4.3 The Minimize Ribbon Buttton
9.4.4 Ruler
9.4.5 Status Bar
9.4.6 Scroll Bar
9.4.7 The File Tab
9.4.8 The Quick Access Toolbarr
9.4.9 The Ribbon
9.4.10 Workspace
9.4.11 The Help Menu
9.5 Main Menu Options (Tabs in MS Word)
9.5.1 The File Tab
9.5.2 The Insert Tab
9.5.3 The Page Layout Tab
9.5.4 The Reference Tab
9.5.5 The Mailing Tab
9.5.6 The Review Tab
9.5.7 The View Tab
9.6 Creating Documents by MS W
Word
9.7 Let Us Sum Up
9.8 Key Words
9.9 Answers to Check Your Progrress
9.10 Terminal Questions

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9.0 OBJECTIVES
After completing this unit, you should be able to:

Ɣ start the MS-Word;

Ɣ understand the various components of MS Word screen;
Ɣ outline the advantages and features of MS Word; and
Ɣ understand the basics of MS-Word as a word processing software.

9.1 INTRODUCTION
In a very common working environment, we draft many notes, letters,
applications and, other documents. Generally, the senior executive gives the
outline with one of any letter or documents to be drafted which then is
created by an employee under him or her. Once developed, the document is
given to the executive. The executive see-through and suggest changes or
corrections (if any). Accordingly, the document is changed and finalized. The
scenario talks about the idea of word processing at the workplace.
We may find “a number of” software which can be used for word processing
work some are software based license like MS Word and some are open
source and web-based such as Google doc, which is available in Google
Drive. However, today many of us are using MS Word, the most popular
word processing software around on the Windows platform. Hence let’s
discuss MS Word.
MS Word is one of the software included in the MS Office suite used for
word processing. The MS Office however is bundle of software developed by
Microsoft keeping in mind the most common activities of a typical office
environment. The MS Office, includes MS Power-Point, MS-Excel, and MS-
Access along with MS-word.

9.2 WORD PROCESSING

Word Processing is an idea which talks about creating or developing a
document. When we use and a computer to do so, we require software which
can provide a platform for it known as word processing software. The word
processing software helps us creating a document using computer with lots of
tools and functionalities.

9.2.1 Advantages of Computer-Based Word Processing

The computer-based word processing unlike the type-writer based word
processing enables the users to modify the document without re-typing it. It
gives us great flexibility in terms of use of the content, modification, and
formatting.
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9.2.2 Attributes of Word Processing
Processing
Using word processing software like MS-Word gives us a number of tools to
“add” several functionalities which can be used not just for creating a
document but also for many other things like:

i) Content modification without retyping the whole document

ii) The paragraphs, sentences or words insertion, modification or deletion
iii) Easy reproduction of the content by copying the text. It can also be
move throughout the document
iv) The page margins can be set for the page as per the need
v) The Sell-Check feature can be used to check spellings
vi) The documents can be merged.
vii) The mail merge facility can be used to generate multiple copies of a
letter with a different address

9.2.3 Various Types of Word Processing Packages

Though a number of “a number of “add” several” software of such kinds is
available, following are some of the popular software:
Ɣ WordStar: WordStar was the first program to give full word processing
capabilities to personal computer users at far less cost than the dedicated
word processors of the time. Many WordStar keyboard commands
became de facto standards for text manipulation. WordStar was later
acquired by The Learning Company. A Windows version was also
created, and all were subsequently disbanded.

Ɣ Word: MS Word is used most widely which provides advanced word

processing and Desktop Publishing features.

Ɣ Word Perfect: WordPerfect is a word processing system that was

originally produced by Satellite Software International Inc. but is now
owned by Corel. It was best known for its availability on a large number
of computers and operating systems. This program reached the height of
its popularity in the mid- to late-1980s. It has since been eclipsed by
Microsoft Word in terms of the number of people who use it.

Ɣ Google Doc: In today's time word processing is done online as well as

offline. Google Docs is a word processor included as part of a free, web-
based software office suite offered by Google within its Google Drive
service.

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9.3 SALIENT FEATURES OF MS WORD
Among all the popular word processing software, MS Word is used most
widely which provides advanced word processing and Desktop Publishing
features. The list indicates some of the basic features of MS Word:

i) It allows you to create and save the document.

ii) You can add, modify, or delete the text anytime in your document and
save it for future reference.
iii) It enables you to set or change the page margins as required.
iv) It features various formatting options like and a change of font and its
style. Moreover, you can insert Header and footer in the document.
v) The Auto Correct feature of MS Word automatically corrects the
spellings and also suggests the alternate words.
vi) It also shows document statistics like word count.
vii) Text can be written in and a columnar style as written in newspapers.
Also, text boxes can be inserted.
viii) You can create tables in the document.
ix) The image and graphics can also be inserted in the document. MS
Word provides its clip arts or the pictures can be imported from
outside.
x) The Mail Merge feature of MS Word helps you generate multiple
copies of a letter with different addresses.
xi) MS Word also provides Macros that can be created and used in the
document.
xii) Online help is also available to know more about and the various
features and tools of MS Word.

Check Your Progress A

State True or False
1) Word processor is a Software Package that enables you to create, edit,
print and save documents.
2) WordStar is a popular Word processor.
3) Changing the size of the margins cannot reformat complete documents or
parts of the text.
4) Word has the facility of Macros.
5) Word does not allow the user to mix the graphical pictures with text

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9.4 LET'S START MS WORD Processing

As you know that the MS Word ppackage is compatible with the Windows
operating system, it is essential to hhave an understanding about the Windows
interface. Before coming on to MS S Word it is expected that you are familiar
with Windows.

You may be aware that a softwarre package is made better by adding new
features and tools, whenever a softftware package is improved; we identify it
with a new version. Thus, MS Woord also has many different versions. Here
we would be talking about MS Woord 2010 which has so many new features
and tools as compared to its new vversion. The new version of MS Word has
all the features of older version andd in addition it also has new features with
compatibility with all old versions.

So let's start with MS Word 2010. The MS Word can be used with a mouse
as it is fully menu-driven and all thee commands of MS Word are accessible in
the form of an icon. It can also be uused with a keyboard up to a certain extent.
You can access the MS Word by peerforming the following steps:
1) Use your mouse to click on thee Start button available on the taskbar. You
will get the screen as below
2) Put your mouse pointer on thee Program, which will give another menu
coming up on the right side
3) Now locate the option “MS Woord” in the right side and click on it to start
the MS Word software Icons

START buttonTASK BAR click here clock

Fig. 99.1: Starting MS Word

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Word Processing In MS W Word, you will find many features that are newn from the old version
and at thhe same time, there are options which with thhat have been removed in
this verssion. The significant change in MS Word 20 010 is the replacement of
the officce 2003 Command line with Ribbon. Likew wise, the Office button of
2007 verrsion is replaced with the File menu in the lattest version of MS Word.
We will discuss these new features here:

Fig. 9.2: Tool Bar

Let us exxplore the important features of the screen off MS Word 2010

9.4.1 T
The W Button
The W bbutton which had been removed in the 2007 version of MS Word has
made itss return in the 2010 version. This button caan be used to minimize,
maximizze or close the Word without having to trav verse your mouse across
the entirre screen to the right corner to get these actions done. As our
monitorss are getting bigger day by day, this is a nice feature.

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Processing

Fig. 99.3: W Button

9.4.2 Title Bar

As the name itself suggests, the tittle bar displays the name of the document
currently being active. The title barr can also be used for moving the window
and to minimize and maximize it.

Fig. 99.4: Title Bar

9.4.3 The Minimize Ribbon B

Button
Many times, while working on thee documents it is appropriate to minimize
the Ribbon. The Up-arrow button can be used to do so. The Ribbon can be
again maximized by down arrow keey.

Fig. 9.5:: Ribbon Button

9.4.4 Ruler
The ruler bar is useful to set the veertical alignment of the text in the working
document.

Figg. 9.6: Ruler

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9.4.5 Status Bar
One cann see the information about the currently active
a document through
Status B
Bar. It displays information like currently active
a page number, the
column and line number of the cursor, and so on.

Fig. 9.7: Status Bar

9.4.6 S
Scroll Bar
Like anyy other software the Scroll Bar available in MS
M Word enables you to
scroll thhrough the document up and down or left and right. The elevator
button oor by clicking on the button marked with an n arrow on them we can
scroll thrrough the page.

9.4.7 T
The File Tab
The file tab is the section that gives you access to filee functions. For example,
from thee File tab, you can access the Open, Savee, Close, Properties, and
Recent ffile options. It is the blue button in the upper-left corner.

Fig. 9.8: File Tab

9.4.8 The Quick Access Toolbar

The most frequently used tools/buttons can be storred in the Quick Access
Toolbar.. By default, the Quick Access Toolbar is available with tools like
Save, U
Undo, and Redo. However, we can add morre tools as per our need
using thhe drop-down arrow. The below image show ws the “Print” tool in the
Quick AAccess Toolbar:

Fig. 9.9: Quick Access Toolbar

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Basics of Word
9.4.9 The Ribbon
Processing
In MS Word, the menus and toolbars are replaced with the Ribbon. The
objective of Ribbon is to give yyou quick access to the commands by
displaying them upfront while you w
work on the document.

Fig. 9.10: The Ribbons

The Ribbon is divided into groups like Clipboard, Font, Paragraph and Style,
and so on. Each “and every group”” has a triangular button at the lower right
corner which helps you more optioons e.g. clicking on the Font groups give
more options with regards to the fonnt.

Fig. 9.11: Ribbon Sub Parts

9.4.10 Workspace
The workspace is an area where youu create your document by typing the text.

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Word Processing
9.4.11 T
The Help Button
The MS S Word comes with Help option which offerss information on various
options, tools, and commands to make you undeerstand the options. On
clicking the “?” button a Help window comes wherre you can see topics to
click. Yoou can also type in a word or a question in th
he Search field to explore
further innformation about any topic.

Fig. 9.12 The Help Button

9.5 M
MAIN MENU OPTIONS (TABS
S IN MS WORD)

9.5.1 T
The File Tab
In MS WWord menus are called as Tab. The File Tab b is basically the same as
we havee the File menu in MS Word. The File tab has h commands like Save,
Save Ass, New, Print, etc. The given screen is the default
d with information
being hhighlighted in the left column and the right r side giving more
informattion about the document e.g. file size, numberr of pages etc.,

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Basics of Word
Processing

Fig. 9.13: The File Tab

9.5.2 The Insert Tab

The Insert Tab consists of many useful options which can be used while
creating the document in MS Wordd.

Fig. 9.144: The Insert Tab

Pictures button is used to add picctures and drawing in the document, on

clicking the Picture button, an Inseert Picture box will appear prompting you
to browse to the picture available on your PC. You can select any picture and
click on to it to get the picture inserrted in the document
MS Word also provides a full rangee of clip arts which can also be used in the
document. To use the picture from m the Clip Art you have to simply click on
the Clip Art button to get the clip aart dialog box, you can search the clip arts
through “Search for” field and inserrt it in the document
The Insert Tab also allows you too add different kinds of shapes like lines,
arrows, basic geometric shapes, fflowchart shapes, stars, and banners, etc.

165

 
Word Processing Clickingg on the Shapes button a dropdown will appeear with all the available
shapes, yyou can click on the desired shape to get it in
nserted in the document.
Charts ccan also be used and inserted through Insertt Tab. There are various
types off charts like column, bar, Pie, etc. to choose from.
f To insert the chart,
you needd to click on the Chart button to have the Inssert Chart Box displayed.
From thiis window, select the chart type and the charrt to be inserted and click
on Ok buutton to get the selected chart inserted in the document.
d
These arre just a few common examples on the Insertt Tab which explains the
commannd available in the tab. This tab also allows yo
ou to re-size your objects
once youu added it in the document.

9.5.3 T
The Page Layout Tab
The Pagge Layout tab lets you manage the look and feel of the document. It
also provvides a number of themes and color schemess which can be applied to
your doccument to have a global design.

Fig. 9.15: The Page Layout Tab

Throughh this tab, you can set the margins of your page by clicking on
margins and the then clicking on the desired option
ns. The page orientation
can also be managed using Page Orientation option. You can have a Portrait
or Landsscape orientation of your page.
Page Baackground group helps you set the Page Bordeer, and Page Colours.
You cann also have commands like Indention, Spaciing and Line Numbering
etc. whicch are also available in the Home Tab.
The Pagge Setup group can also be accessed using the
t triangle button at the
bottom rright. By clicking on this, you can have mo
ore advanced Page Setup
options. The Paragraph group also has the triangle button for the advanced
options.

9.5.4 T
The References Tab
The Refferences Tab on Microsoft Word 2010's ribbo on offers a quick way to
enter yoour document sources, citations, etc. On the References tab, you will
find grouups like Table of Contents, Footnotes, Citations & Bibliography, and
Captionss.

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Basics of Word
Processing

Fig. 9.16: T
The References Tab

One of the best features on the Refeerences tab is adding the Table of Contents
for a document. The only thing youu need to make sure is that you type your
document using one of the headiing styles for the items that need to be
included in the Table of Contents. CClick the Table of Contents button and the
table of content appears.

9.5.5 The Mailing Tab

One of the most common features on the Mailings tab is the Envelopes and
Labels for printing.

Fig. 9.17: The Mailing Tab

Clicking the Envelopes button prodduces the box below which allows you to
enter in the Delivery address and RReturn address. Clicking the Options button
gives the choices for the envelope ssize. On the Labels tab, the Options button
is also available for the needed labeel size.

9.5.6 The Review Tab

The Proofing group is one of the moost popular groups on the Review tab.

Fig. 9.18:: The Review Tab

Once you have finished your documment, you can perform one last spell check
by choosing the Spelling & Gramm mar button. This is an automated process
going through the entire document.
The Research button will allow youu to access different dictionary lookups of
any word you have highlighted.

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Word Processing The Theesaurus button will suggest other words with
h similar meaning for the
word you have highlighted.

The Woord Count Button will give you statistics fo

or the number of pages,
words, pparagraphs, lines, etc.

9.5.7 T
The View Tab
The View
w Tab is the last tab on the Microsoft Word 2010
2 Ribbon.

Fig. 9.19: The View Tab

By the bbuttons available on the Document Views grroup, you can view your
documennt in different ways. You can see the Priint Layout, Full Screen
Readingg, Web Layout, Outline, and Draft views.
On the Show group, you can measure and line up p objects by clicking the
Ruler buutton and the ruler will appear at the top and left margin of the
documennt.

9.6 C
CREATING A DOCUMENTS BY
B MS WORD
If you ccreate a document to send to people who o are working in earlier
versionss of Word and you know that they have installled the Microsoft Office
Compatiibility Pack for Word, Excel, and PowerP Point latest version, File
Formats, you can work in Microsoft Word latest modde.

If you aare not certain whether or not the folks you

u send your document to
possess put in the Microsoft workplace Compatibilitty Pack for Word, Excel,
PowerPooint Open XML File Formats, you can work k in Compatibility Mode.
Compatiibility Mode makes certain that no new or inncreased options in Word
2010 aree out there whereas you're employed in a very document, so that
people w who are using previous versions of Word d will have full editing
capabilitties.

Note:: If you already created a document, and you want to find out what
conteent won't be available for editing in earlier versions,
v see Features
that bbehave differently in earlier versions.

Turn on
n Compatibility Mode
When yyou produce a replacement document that may m be employed in an
earlier vversion, you can turn on Compatibility Mode by saving the file in
Word 977-2003 format.
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1) Open a new document. Basics of Word
Processing
2) Click the File tab.
3) Click Save As.
4) In the Save as type list, click Word 97-2003 Document. This changes
the file format to .doc.
5) In the File name box, type a name for the document.
6) Click Save.

Check Your Progress B

1) Multiple Choice Questions
i) While working in MS Word you have to work with
a) Mouse only
b) Keyboard only
c) Both mouse and keyboard

ii) In MS Word every command is available in

a) Print
b) Letter
c) Icons

iii) You can go inside MS-Word in the following way

a) Take the mouse pointer to START button on the taskbar and
Click the left mouse button.
b) Take the mouse pointer to START button and click the right
mouse button.
c) Move the mouse pointer on the screen.

2) State True or False

a) The title bar displays the name of the currently active word
document.
b) Two of the most common toolbars are the formatting toolbar and
the standard toolbar.
c) The toolbar allows you to format the vertical alignment of the text.
d) The scroll bar helps you to scroll the content or body of the
document.
e) The workspace is the area in the document window where you
enter/type the text.
f) Using View option, you can perform editing functions such as cut,
copy, paste, find and replace, etc. 169

 
Word Processing g) Using the Edit option, you can switch over from Normal mode to
Outline mode.
h) Using Insert menu, you can insert various objects such as page
numbers, footnotes, picture frames, etc.
i) Using Tools menu, you can access to various utilities of word such
as spell check, macros and mail merge, etc.
j) Window menu allows you to work with two documents
simultaneously.

9.7 LET US SUM UP

Word Processing is an idea which talks about creating or developing a
document. When we use and a computer to do so, we require software which
can provide a platform for it known as word processing software. There are
various types of Word Processing packages such as MS Word, WordStar,
Word Perfect, Google Docs, etc. Among all the popular word processing
software, MS Word is used most widely which provides advanced word
processing and Desktop Publishing features.

The important features of the screen of MS Word 2010 are The W Button,
Title bar, Status bar, Ruler, Scroll bar, Ribbon, etc.

There are Seven Tabs in MS Word 2010. The first tab is File tab. The File tab
has commands like Save, Save As, New, Print, etc. The second Tab is Insert
Tab which consists of many useful options which can be used while creating
the document in MS Word. Using insert tab, one can add picture, clip art,
shapes, charts etc. The third Tab is The Page Layout tab which lets you
manage the look and feel of the document. It also provides a number of
themes and color schemes which can be applied to your document to have a
global design.
The fourth tab is The References Tab which offers a quick way to enter your
document sources, citations, etc. On the References tab, you will find groups
like Table of Contents, Footnotes, Citations & Bibliography, and Captions.
The fifth tab is Mailing Tab. One of the most common features on the
Mailings tab is the Envelopes and Labels for printing. Sixth tab is The
Review Tab. The Proofing group is one of the most popular groups on the
Review tab. The last tab is The View Tab. By the buttons available on the
Document Views group, you can view your document in different ways. You
can see the Print Layout, Full Screen Reading, Web Layout, Outline, and
Draft views.

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Basics of Word
9.8 KEY WORDS Processing

Title Bar: the title bar displays the name of the document currently being
active.

Ruler Bar: The ruler bar is useful to set the vertical alignment of the text in
the working document.

Status Bar: It displays information like currently active page number, the
column and line number of the cursor, and so on.

Scroll Bar: Scroll Bar available in MS Word enables you to scroll through
the document up and down or left and right.

File Tab: File tab is the section that gives you access to file functions such as
Open, Save, Close, Properties, and Recent file options.

Quick Access Toolbar: The most frequently used tools/buttons can be stored
in the Quick Access Toolbar. By default, the Quick Access Toolbar is
available with tools like Save, Undo, and Redo.

Ribbon: It gives you quick access to the commands by displaying them up

front while you work on the document.

Workspace: The workspace is an area where you create your document by

typing the text.

Page Layout Tab: The Page Layout tab lets you manage the look and feel of
the document. It also provides a number of themes and color schemes that
can be applied to your document to have a global design.

References Tab: It offers a quick way to enter your document sources,

citations, etc.

9.9 ANSWERS TO CHECK YOUR PROGRESS

Check Your Progress A
1) (a) True (b) True (c) False (d) True (e) False

Check Your Progress B

1) (i) c (ii) c (iii) a
2) (a) True (b) True (c) False (d) True (e) True
(f) False (g) False (h) True (i) True (j) True

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9.10 TERMINAL QUESTIONS
1) What do you understand by Word processing? Give examples.
2) Describe the important features of MS-Word.
3) Describe the various options available in the main menu bar of MS-
Word.
4) What are the different types of toolbar?
5) Explain two methods to start MS-Word.

Note: These questions are helpful to understand this unit. Do efforts for
writing the answer of these questions but do not send your answer to
university. It is only for yours practice.

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Working with

UNIT 10 WORKING WITH WORD PROCESSING Word Processing

Structure

10.0 Objectives
10.1 Introduction
10.2 File Management in MS Word
10.2.1 Create a Document
10.2.2 Open an Existing File
10.2.3 Saving File Option I (Save Command)
10.2.4 Saving File Option II (SaveAs Command)
10.2.5 Auto Saving Document
10.2.6 File Tab with Recent Option
10.2.7 Save and Exit
10.2.8 Quitting Word
10.2.9 Preview and Printing a Document

10.3 Entering and Editing Text

10.3.1 Coping Text
10.3.2 Undo Repeat
10.3.3 Find and Replace Text
10.3.4 Character Formatting
10.3.5 Line Spacing
10.3.6 Alignment
10.3.7 Border and Shading
10.3.8 Page Breaks
10.3.9 Column
10.3.10 Change case
10.3.11 Adding and Removing Numbers and Bullets
10.3.12 Indenting
10.3.13 Margins
10.3.14 Header and Footer
10.3.15 Spell Checking the Document
10.3.16 Creating and Managing Tables
10.3.17 Working With Graphics
10.3.18 Word Art
10.3.19 Insert Picture/Clip Art
10.3.20 Smart Art Graphics

10.4 Working with Google Docs

10.5 Comparison between MS-Word and Google Docs
10.6 Let Us Sum Up
10.7 Key Words
10.8 Answers to Check Your Progress
10.9 Terminal Questions
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Word Processing
10.0 OBJECTIVES
After completing this unit, you should be able to:
x understand how to create a new file or open an existing file in MS-Word;
x understand how to edit the documents in MS-Word;
x understand working with MS doc; and
x understand the compatibility of MS-Word and Google docs.

10.1 INTRODUCTION
When it comes to word processing, Microsoft Word is the gold standard. As
part of the Microsoft Office productivity suite, more than one billion
computer users rely on the program every day. Even though so many
consumers use Microsoft Word, not everyone knows how to maximize the
capabilities of the program. Word is packed with a multitude of features that
can help make the creation of documents, reports, and text files easier. This
unit makes you understand the basics of MS Word and about its interface, the
process of creating a word document and drafting your letters and how to
modify your contents and save the document and how to move your contents
within the documents using cut, copy and paste, etc. To format the document
various formatting tools available like alignment, font style, page break,
border, and shading, etc. are also explained. The unit will also explain few
advanced features of MS Word like Header and Footer, Tab setting, inserting
table, word art, use of formula, working with graphics, use of pictures and
clip art, and SmartArt. Along with MS word Google docs is also popular
these days that make our work much easy. The later part the unit has
explained the working with Google docs along with their comparison with
MS word.

10.2 FILE MANAGEMENT IN WORD

As of now, you must be familiar with most of the basic features of MS Word.
Let us understand to create a file or a document where you can start word
processing and draft your text matter. By default, a new blank document
opens when you launch the MS Word.

10.2.1 Create a Document

Although it is very easy to start working with a basic document in MS Word
2010, however, if you wish to create another document you simply have to
follow a few steps to do so. Go to File Tab and click on “New” in the left
column, and then double click on “Blank Document” to create a new
document window.
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Word Processing

Fig. 10.1: Blank Document

10.2.2 Open an Existing Fille

You can open your existing word file which you have created earlier. This
can be done by clicking on the “Open” available in the File Tab. When you
click “Open” a dialog box appear ass shown in figure 10.2.

Fig. 10.2: O
Open an existing file

You can now browse through the computer to locate your file which you
want to open. Once you have seleccted the file you have to just click “Open”
button at the right bottom to finally open the file.

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Fig. 10.3: Open the file from the liist

10.2.3 Saving File Option I (Save Command)

Save opttion is used to store your work in the computter’s memory so that you
can acceess your work in the future. It’s a good habit to save your work every
time youu edit your content in the file. MS Word offfers two different options
to save your file. Either you can use File Tab and d save your work using
“Save” ooption or else you can use the “Save button n” available in the Quick
Access TToolbar.

Fig. 10.4: Save the File

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10.2.4 Saving File Option III (SaveAs Command) Word Processing

MS Word offers you an option throough which you can create a duplicate file
or a replica of your existing worrd file. You can do so using “Save As”
options of File Tab. When you clicck on this option, a dialog box will appear
as given below

Fig. 10.5:: Save As the File

You have to click on the “Save A As” button of the dialog box. The another
dialog box will appear where you can choose a different name for your file
and select the location where you w
wish to save your file the file

Fig. 10.6: Select the locatiion where you wish to save the file

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10.2.5 Auto Saving Document
It is always a good idea to periodically save your work in MS Word. This can
be done automatically using AutoSave option. All you have to do is to choose
the AutoSave and its period i.e. frequency of saving by clicking on “Options”
in the File menu.

Fig. 10.7: Auto Saving Document

10.2.6 File Tab with Recent Option

The “Recent Option” of the File tab gives you a quick option to access your
other documents. You can also recover the file by clicking on the Recover
Unsaved Document option at the bottom of the page if you have accidentally
deleted document

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Word Processing

Fig. 110.8: File Tab

10.2.7 Save and Exit

The Save function stores all your wwork in the computer memory and can be
used in the future. The Save optionn available in the File menu can be used to
store the document.

10.2.8 Quitting Word

Once you are done with your wordd processing activity, you can come out of
the MS Word by clicking on the EExit option available in the File menu. The
MS Word will automatically displaay a dialog box and ask whether you want
to save your work before exiting. You can click on the Save button which
would make you exit the MS Word with all your data saved.

10.2.9 Preview and Printin

ng a Document
a) Print Preview

Print Preview automatically ddisplays when you click on the Print tab.
Whenever you make a changee to a print-related setting, the preview is
automatically updated.
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1) Click the File tab, and then click Print. To go back to your
document, click the File tab.

2) A preview of your document automatically appears. To view each

page, click the arrows below the preview.
b) Print

1) The Print tab is the place to go to make sure you are printing what
you want.

2) Click the File tab.

3) Click the Print command to print a document.

4) Click the Print button to print your document.

5) This dropdown shows the currently selected printer. Clicking the
dropdown will display other available printers.

These dropdown menus show currently selected Settings. Rather than just
showing you the name of a feature, these dropdown menus show you what
the status of a feature is and describes it. This can help you figure out if you
want to change the setting from what you have.

10.3 ENTERING AND EDITING TEXT

After having created your document, you are now ready to enter the text.
Whatever text you write would appear in the workspace on the current
location of the cursor. MS Word automatically manages the right margin of
the document while you enter the text in the document. Once you write a
word, the insertion point moves automatically to the next line. To change the
line or the paragraph at any time you need to use Enter key (€). Editing the
document means making the desired correction in your document. Editing of
a document helps you in
x Deleting a part of the text.
x Moving text from one place to another.
x Copying text from one place to another

These editing activities can be performed easily in the MS Word, however,

you are required to first select the text or the block of text before you go
ahead with editing options. You can select the text using a mouse or by
simultaneously pressing Shift and arrow keys. You can refer to the table
below for various selection options based on the “Click and Drag” approach.

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Table 10.11: Click and Drag Word Processing

To Select Acttion
Any variable length of Text Draag the mouse over the text to be selected.
A word Douuble click the mouse on the particular
worrd.
A graphic Clicck the graphic.
A line of text Clicck in the selection bar to the left of the
linee.
Multiple lines of text Draag in the selection bar to the left of the
linees.
A sentence Holld down CTRL and click any wherein the
senntence.
A paragraph Douuble click in the selection bar next to the
paragraph.
Multiple paragraph Draag in the selection bar

10.3.1 Copying Text

Copy text is a very useful function of the MS Word; using copy function you
can put the same character, word orr block of the text in different places of the
document. To copy, you have too select the text either using mouse or
keyboard. The copy function can bbe used through toolbar or drag function.
Once you have selected the text, yoou have to click on the Copy button from
the toolbar and then put the cursor to the new location and then click on the
Paste button.

10.3.2 Undo Repeat

The Undo and Redo options are useed to cancel the previous command and to
repeat the previous command respeectively. The Undo and Redo actions can
be performed through the Quick AAccess Toolbar by clicking on the icons
shown in the figure below

Fig. 10.9: Undo and Redo

10.3.3 Find and Replace Teext

The Find and Replace function iss a very useful function available in MS
Word, as the name suggests the Finnd and Replace option is used to find any
word or text in the document the ooption also allows you to replace the text
with the new one. The short cut kkey to use Find and Replace function is 181

 
Word Processing
“Ctrl+F””. By using “Ctrl+F” button simultaneously
y the Find and Replace
window will appear as given in the figure

Fig. 10.10: Find Text

On clickking the Replace option following dialog box will appear

Fig. 10.11: Replace Text

To use F
Find and Replace function, the following actio
ons are required
x In thhe Find text box you have to type the word you
y want to search in the
docuument

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x Now you have to click on Findd Next. (MS Word will only find the text in
Word Processing
the document)
x To replace the text, click on thee Replace button
x Type the text you want to replaace with.
x Click on Replace or Replace A
All, as per the requirement.
x Click on close to resume editinng.

Check Your Progress A

State whether the following statemeents are True or False

a) “Alt + F” is used to open a file..
b) The new option available in thhe standard toolbar can be used to open a
new document instead of usingg the File menu.
c) Backspace or Delete keys can bbe used to remove the text.
d) If you want to copy the text frrom one place to another in the document,
you need not to select the blockk of the text first.

10.3.4 Character Formattin

ng
You should note that formatting thhe character means changing the font, size
and color of the text. It also includees the appearance of character by changing
the font styles. Characters can be formatted MS-Word, you can change the
font of the character, size of the ffont, its style, colour etc. using character
formatting. The formatting of charaacter can be done using two different ways

x By pressing “Ctrl+D” shortcut key

x Using Font Group in Home Tabb

Click on the required icon from the toolbar

Fig. 10.12: Character Formatting

To change the font, you can select tthe text and go to the Font Group in Home
Tab, a dialog will appear as given bbelow

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Fig. 10.13: Changing Font, Size and Color of the Text

You can use any of the Font from the list of the fonts.

Indira Gandhi National Open University Times New Roman font

,QGLUD*DQGKL1DWLRQDO2SHQ8QLYHUVLW\ &RXULHU1HZ
0&+4# #0&*+#6+10#.2'00+8'45+6; 4+6#0+%#1.&

The size of the font can also be changed using font size list.

Indira Gandhi National Open University 12.

Indira Gandhi National Open University 18.
Indira Gandhi National Open University 24.
Also, more options are used to change the look and feel of the character from
the dialog box.

a) Boldface: To make any character or word Boldface, you have to select

the character or word and then click on the Bold icon from the toolbar
B IGNOU is in Boldface style

b) Italics: To make any character or word italic, you have to select the
character or word and then click on the italic icon from the toolbar

, ,*128LVLQ,WDOLFV
c) Underline: To make any character or word Underline, you have to select
the character or word and then click on the Underline icon from the toolbar

U IGNOU is underlined

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Working with
Boldface, Italics, and Underline button toggle between on and off. When you Word Processing
want to remove boldface, italics or underline, you can select the text again
and click on Boldface, Italics or Underline button to remove it.The Bold,
Italic and Underline buttons can be pressed to have the text in Bold, italic or
underline and these can be pressed again to withdraw the effect. This is called
toggle option. MS Words offers many toggle icons which can be used as and
when required.

(d) Subscripts and Superscripts: The subscripting and superscripting

options can be used to have the subscripting and superscripting. To do so
you need to select the text and then click on the subscript or superscript
icon available in font group toolbar
Examples: Superscript 50th
Subscript At

10.3.5 Line Spacing

The line spacing plays a very important role in formatting the letter or any
other matter. You can adjust the line spacing as per the need by clicking the
Paragraph Group in the Home Tab

Fig.10.14: Line Spacing

The Single or Double line spacing can be selected as per the requirement. An
example of single-spacing text and double-spacing text is given
a) Single Line Spacing: Indira Gandhi National Open University known
as IGNOU is a Central University located at Maidan Garhi, New Delhi,
India. Named after former Prime Minister of India͕ Indira Gandhi, the
university was established in 1985.
b) Double Line Spacing: Indira Gandhi National Open University known
as IGNOU is a Central University located at Maidan Garhi, New Delhi,
India. Named after former Prime Minister of India͕ Smt. Indira Gandhi,
the university was established in 1985.

10.3.6 Alignment
The default alignment of MS Word is Left Alignment. However, you can
have Right or Centre Alignment as required.

Fig.10.15: Alignment
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Word Processing
a) Left-Aligning Text: To have the left alignment, you have to select the
content and then click on the Left Alignment icon from the formatting
toolbar
b) Right-Aligning Text: To have the right alignment, you have to select
the content and then click on the right Alignment icon from the
formatting toolbar
c) Centre-Aligning Text: To have the centre alignment, you have to select
the content and then click on the centre Alignment icon from the
formatting toolbar. To have different alignment, you can also select the
Paragraph toolbar. In the Paragraph tool the Alignment drop-down list
you can choose the option to get the desired effect
d) Justification: Once the alignment is done, the paragraph can be justified
using, Justification tool. To justify the paragraph you have to select the
paragraph first and then select on the Justify icon from the formatting
toolbar

10.3.7 Border and Shading

The borders and shadings can be added on the document to make your
document more beautiful.
a) Borders: The Border can be applied on to the entire page or any
specific paragraph in your document. You can apply borders through
Border toolbar as shown in the figure.

Fig. 10.16: Borders Toolbar

Different border options can be used to apply the border in the document
as per need. You can also decide about the thickness of your borderlines.
The drop-down list available in the Border toolbar allows you to select
the desired thickness for the borderline.
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b) Shading: Like borders, shadings can also be applied to the document. It Word Processing
can be applied to the entire page or a specific paragraph. The shading
option is used to make your content more noticeable in the document.
You can use Shading toolbar to explore various shading options
available for you as depicted in the figure.

Fig. 10.17: Shading Text

Alternatively, you can use the Borders and Shading option from the Format
menu bar. The following dialog box will appear as shown in the Fig. The
various shading options can also be assessed using “Border and Shading”
option available in the Formatting Group.

Fig.10.18: Customizing Borders and Shading

10.3.8 Page Breaks

Although, MS Word manage the pages and add new page automatically once
the current page on which you are writing is full called the Soft Page Break.
However, you can also break the page as per your wish which is known as
Hard Page Break. To insert a new page, you have to put your cursor on the
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Word Processing
location where you want a page break and click on the “Page Break” option
available in the Insert tab. The shortcut keys for Page Break are Ctrl+Enter.
The pages can be removed as well using backspace or Delete key in the
keyboard.

10.3.9 Column
Sometime, you are required to prepare your document by writing your text in
multiple columns as done in a newspaper or a magazine. The contents are
written in columns where the text runs down the left-most columns till the
bottom of the page and then wraps to the next column. The number of
columns can be decided and fixed before initiating the word processing; even
you can create the columns after you are done with the text writing. The Page
Layout tab can be explored to find the “Column” option and select the
desired number of columns as per the requirement. The size of the column
can also be adjusted as per the need. Either you can select the Preset options
or else the width and spacing can be specified.

Fig. 10.19: Column selection

10.3.10 Change Case

To prepare your document with different cases, you can use the “Change
Case” option provided by MS Word. You have to select the paragraph where
you want to apply the change case option and then click on the “Change
Case” in the Home, tab to get the dialog box as shown in the figure.

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Word Processing

Fig. 10.20: Changing Case

The following five different types of text cases are shown in the dialog box.
MS Word offers you the following five types of text case as explained below:

a) Sentence case: This option will make the first letter of each sentence in
upper case.
b) Lower case: If you select the “Lower Case” option, all the characters of
the selected text would be changed in the lower case
c) Upper case: If you select the “Upper Case” option, all the characters of
the selected text would be changed in the lower case
d) Title case: The “Title Case” makes the first character of each word in the
Upper Case.
e) Toggle case: The Toggle Case makes all the lower case characters into
upper case and all the upper case characters into the lower case for the
selected paragraph.

10.3.11 Adding and Removing Numbers and Bullets

Many times, you require presenting some of the text in bullet points or in
numbered form. Writing the text in a bulleted or numbered form improves
the presentation of your content in the document. MS Word allows you to
add bullets or numbers to the text. To add numbers to a specific paragraph,
select Home Tab Paragraph Ribbon then on Bullets and Numbering. A
dialog box will appear as shown in the Fig. 10.21 The numbers or bullets can
be added using the “Bullet and Numbering” option available in the Home tab.

Fig.10.21: Bullets and Numbering

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Word Processing
In order to apply bullets or numbers to your text, you need to select the text
first and then click on the “Bullet and Numbering” option. You can click
Bullet icon to add bullets and number icon to add numbers for your text.
Different styles of Bullet and Numbering can also be selected as per your
needs. To remove the bullet or numbering, you have to select the numbered
or bulleted text and click on the number or bullet icon accordingly

Check Your Progress B

State whether the following statements are True or False.

a) Changing the style of your font does not come under formatting.
b) Superscripting and Subscripting can be done in MS Word.
c) The default Ms-Word alignment for all the text is the Right Alignment.
d) You cannot apply the border on to the entire page.
e) MS Word manages the page and add a new page when the current page
is full.
f) Columns of unequal widths cannot be created using the Column toolbar.
g) The shading makes the text more noticeable.
h) MS Word offers4 types of change case options.

10.3.12 Indenting
The Indenting is used to clearly demark the lines or paragraphs from the rest
of the text. The indenting can be done using Paragraph Group of Home Tab.
The figure shown below would appear on Line and spacing option. The
dialog box as shown above provides you with all the necessary options
through which you can set the left or right indents. You can also set the
indents by dragging the indent marker available on the ruler.

Fig.10.22: Indenting Paragraph

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10.3.13 Margins Word Processing

The margin plays a very important role in any document. Though MS Word
by default sets the margin for the document, however, you can also set
margin using the Ruler bar, or else it can be adjusted using the margin
boundaries by clicking and dragging it as shown in fig. 10.23.

dĂď ĨŽƌ ůĞĨƚ

ZƵůĞƌ dĂďĨŽƌ
ƌŝŐŚƚ
Fig.10.23: Margin Setting using Ruler bar

The margins can also be set by using the Page Setup Group from the Page
Layout Tab. On clicking the Margins icon from the Page Setup Group
following dialog box will appear. From the dialog box, you can specify the
Top, Bottom, inside, and outside margins. The new settings for the margins
can be applied either to the whole document or a particular section of the
document. Selecting the required option from the drop-down list of apply to
does this. The dialog box enables you to set all the margins i.e. Top, Bottom,
Left, and Right. You can apply the new setting for the whole document or for
a specified block of text.

10.3.14 Header and Footer

Sometime you will find a situation where you have to put some common text
as a heading and which would appear at the top of each page of the document
or a common text which should appear at the bottom of the page throughout
the document. So instead of writing the content all over again and again for
each page, you can use the Header and Footer option of MS Word. The
Header and Footer option is a very important tool and is used very
extensively while preparing the document. The Header and Footer option can
be applied by clicking on Header and Footer options available in Insert Tab.
When you click on Header icon a box as shown below would appear to allow
you writing the text for Header to appear at the top of every page.

-----Header-------------------------------------------------------------------------------

Fig. 10.24: Header Area 191


 
Word Processing
Like Header, you can go to Footer option by clicking on Footer icon, a box at
the bottom of the page will appear where you can write your text for the
Footer.

-----Footer--------------------------------------------------------------------------------

Fig. 10.25: Footer Area

You can use the Header and Footer toolbar buttons in Header & Footer
Group in The Insert Tab to insert the page number, the current date, or the
current time into your Header or Footer. The Header & Footer Group can be
used to apply page number, date, time, etc. in the Header and Footer section
of the document. The page numbers can be inserted using the Page Number
tool of Header & Footer Group as shown in the figure below

Fig. 10.26: Header and Footer

10.3.15 Spell Checking the Document

Spell Check is a very important tool of MS Word which informs you about
your spelling mistakes and suggests the correct word. The spellings are
checked by referring to the main dictionary of the MS Word; however you
can also create your own custom dictionary. The Spell Check tool can be
invoked by clicking on the Spell Check tool available in the Proofing Group
of Review Tab

Fig.10.27: Spellchecker Tool

The Spelling & Grammar tool over see the whole document and displays
with a dialog box whenever any error is found. The tool also provides you
with suggestions to correct the word(s) in the suggestion box for the words
which are not found the main dictionary of MS Word.
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10.3.16 Creating and Man
naging Tables Word Processing

In MS Word you can also present your data in a tabular form to make your
presentation more impressive. Worrd provides Table feature to create tables
for your data

a) Creating a Table
The table option is available inn the Insert Tab can be used to create table
in the document. When you cclick on the Table icon, a drop-down will
appear as shown in the figure. To insert a table, you need to click and
drag the mouse to select thee rows and columns. After selecting the
desired number of column annd rows you have to release the mouse
button to insert the table at the current cursor location. The table can also
be created using Insert option in the Table group. You have to click on
the Insert Table option to get a dialog box. With this dialog box you can
enter the number of column annd rows and click on OK to get the table
inserted in the document.

Fig.10.28: Inserting a Table

b) Entering text into Table

Once you created a table, you can enter
the desired text in the cell (the
mns). The
intersection of rows and colum
Tab button in the keyboard cann be used
to move your cursor from onne cell to
other

Fig.10.29: Insert Table

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Word Processing
c) Add
d Row/Column to Table

Youu can add columns and rows in the table yo ou have created. To add,
clickk on the Table toolbar. You can use insert above
a or insert below to
add a row above or below from the selected ro ow position like columns
can be added to the left or right to the currently selected
s column.

d) Deleeting Rows and Column

Thee rows and columns of the table can be deleted as figure 10.28: Add
w/ column well. To delete the rows of a tablle you have to select the
row
row
ws which you want to delete and go to the Tab ble group and click on the
deleete row option. To delete the column of a tab
ble you have to select the
row
ws which you want to delete and go to the Tab ble group and click on the
Deleete Column option. You can delete the entire table also be clicking on
Deleete Table option.

10.3.177 Working with Graphics

ng Shapes: MS Word provides you with the option
Insertin o to insert shapes in
your doocument. You can easily draw different sh hapes using the building
block shhapes like line, arrow, circle etc. You can allso create flowcharts and
other draawings. You have to follow the given steps to
o make drawing
1) Clicck on the Illustration group available in the
t Inset Tab to access
diffe
ferent shapes.
2) Youu can select any shape you want to use
3) Now
w you can click in your document to get the shape there.

194 Fig. 10.30: Shapes



Working with
a) Insert Text to Shapes: To addd the text in the shape itself, you just need Word Processing
to click inside the shape, the cuursor will appear and you can start writing.
The text you have entered inside the shape will become the part of the
shape

b) Format Shapes: The MS Woord automatically adds a new Tab called
“Drawing Tool” whenever youu start working with shapes which will help
you format the shapes as per yoour need.

1) You can select the shappe for which you want to apply different
formatting style

2) Now you can access the Drawing Tool to apply the style. You can
click on More to explore more styles

Fig. 10.311: Format Shapes

c) Delete Shapes: If you want to delete the shape from your document, you
just need to select the shape w
which you want to delete and press Delete
button from your keyboard.

d) Inserting Text Boxes: The Text Box allows you to write the text
anywhere in the file.

10.3.18 Word Art

The Word Art feature of MS Worrd is basically used to beautify your text.
You can write your text in diffeerent ways using the Word Art options
available. Once you have created thhe word art you can edit it also whenever
required.

The Word Art can be inserted usingg the following steps:

1) Click on the Word Art icon avaailable in the Insert Tab to access the drop
down
2) You can select any of the Wordd Art styles of your choice
3) Once you have selected the texxt, a text box will appear asking you for the
text which you want to write inn word art style

10.3.19 Insert Picture/Clip Art

Like different shapes, the pictures and clip arts can also be inserted in the
word document. MS Word providees its own library for clip arts from where
you can choose the image. You can also get the picture or image inserted
195

 
Word Processing
from othher locations of computer where you have saved your images or even
from thee internet.

Fig. 10.32: Clip Art

a) Inseert Clip Art: To insert the clipart you need to

o follow the below steps:
1) Click on the Clip Art icon in the Illustratio
on group available in the
Insert Tab
2) You will find a Clip Art pane with search option at the right hand
side of your screen.
3) In the search option write the phrase or worrd and click on Go to get
the related clip arts
4) You can select any one of the clip arts frrom the list appeared by
double-clicking the art

b) Inseert Picture from Web: You can search yourr desired picture from the
internet and use the copy and paste option to get it pasted in your
docuument

c) Inseert Picture from File:To insert pictures from

f a file you need to
folloow the below steps:
1) Click on the Picture icon in the Illustratio
on group from the Insert
Tab.
2) A window will appear through which you can
c browse the picture in
your computer
3) You have to now select the picture and clicck on the Insert button to
get the picture inserted.

d) Siziing Graphics: You can easily resize picturess, text boxes, shapes, and
WorrdArt in your file. You can also crop picturees or return them to their
origginal size. MS Word allows you to resize thee objects like shapes, text
box, pictures, or word art. The picture can also be cropped as per the
needd by following the below steps:

1) The object like picture, shape or word art neeeds to be selected first

2) On selection, the size handle a small circle with

w a ball will appear on
corners of the object

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Working with
3) You can drag the size handdle accordingly to increase or decrease the Word Processing
size.

Fig. 10.333: Sizing Graphics

e) Cropping A Picture: The croppping tool is used to trim the picture by its
edges to remove the unwantedd area. You can easily crop the picture by
following the steps as given below:
1) Select the picture by clickiing on to it
2) Click on the Crop tool in thhe Size group from the Picture Tab
3) The picture will show thee thick black line across the edges of the
picture called crop handle. The crop handle can be drag inwards to
get the picture cropped.
4) After cropping the picture,, click anywhere outside the picture.

10.3.20 SmartArt Graphicss

The SmartArt Graphics are used too create a pictorial representation of your
information this tool can be used too quickly represent your information using
images. SmartArt helps you with qquick illustration in just two-three simple
steps. Different kind of SmartArrt graphics can be chosen like Process,
Hierarchy, Cycle, or Relationship. Each category comprises or many layouts
of graphics to use.

a) Create a SmartArt Graphic

martArt tool from the Illustration group in

1) You need to select the Sm
Insert Tab

2) You will be shown, chooose a SmartArt Graphic dialog box, to

choose the type and layoutt as per your need

3) Now you can enter the textt by:

Clicking [Text] in the Text ppane

Copy and paste the text from

m another location, in the Text pane

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Fig. 10.34: SmartArt Graphics

b) Add
d or Delete Shapes in SmartArt Graphic

1) Click the SmartArt graphic that you want to

t add another shape to.

2) Click the existing shape that is located clo

osest to where you want
to add the new shape.

3) Under SmartArt Tools, on the Design tab b, in the Create Graphic

group, click the arrow under Add Shape.

4) Do one of the following:

T
To insert a shape after the selected shape, clicck Add Shape After.

T
To insert a shape before the selected shape, cllick Add Shape Before.

T
To delete a shape from your SmartArt graphic, click the shape you
want to delete, and then press DELETE E. To delete your entire
SmartArt graphic, click the border of you
ur SmartArt graphic and
then press DELETE.

c) Forrmat SmartArt Graphic

Youu can apply color variations to the shapes in your

y SmartArt graphic.

1) Click your SmartArt graphic.

2) Under SmartArt Tools, on the Design tab,, in the SmartArt Styles

group,

3) Select the SmartArt Style you wish to apply to add line styles, bevels
or 3-D effects.

o click Change Colors to

4) In the SmartArt Styles group, you can also
further modify your SmartArt graphic.

198 5) Click the colour variation that you want.



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Word Processing

Fig. 10.35: Form

mat Smart Art Graphics

10.4 WORKING WITH

H GOOGLE DOCS
Google Docs is a free, web-based w word processor offered by Google as part
of its complete office suite. It can be used to open and edit Microsoft Word
documents. You can even downloaad your Google Docs as a Word document
so it has a standard Word extensionn (.docx). But that's not the only file format
Google Docs will let you export. G Google, on the other hand, is free to use.
Docs is an internet browser drivenn app and does not need to be installed on
the device. You can access docs onn any browser or operating systems, unlike
Microsoft Word.

The other main services included inn the cloud-based suite are Sheets (Excel)
and Slides (PowerPoint).Google Docs is available on all devices and
platforms; all you need is an internnet connection and a web browser (or, in
the case of mobile, the applicable aapps). Google does the rest and handles the
brunt of the heavy lifting while it runs the software in the cloud. Docs
supports several different file typess, including “.doc”, “.docx”, “.txt”, “.rtf”,
and “.odt”, making it easy to view aand convert Microsoft Office files directly
from Google Drive. And since Doocs is an online word processor, you can
share and collaborate with multiple people on the same document, tracking
revisions, changes and suggestions all in real time.

10.5 COMPARISON BE
ETWEEN MS-WORD AND
GOOGLE DOCS
A word processor is software or a ddevice that allows users to create, edit, and
print documents. It enables you to w
write text, store it electronically, display it
on a screen, modify it by enteriing commands and characters from the
keyboard, and print it. Of all compputer applications, word processing is the
most common. Whereas, Google D Docs is a word processor which includes as
part of free, web-based software, office suite offered by Google within its
Google Drive service. This service also includes Google Sheets which we are
discussing in Unit-17 and Googlee Slides in Unit-13), a spreadsheet and
presentation program respectively. The app is compatible with Microsoft
Office file formats. Microsoft Woord has been around longer than Google
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Docs and remains exceptionally popular today. Millions of individual users
and companies still pay big money to use Word. So, how do Google Docs
and Word compare? Below given are some points of the comparison between
Google docs and Word.

x Google Docs is free with a Google account. Microsoft Word must be

purchased as part of a Microsoft Office package, which includes other
Microsoft products such as PowerPoint, Excel, and Outlook.

x The Home and Business packages run from $69.99 (for an individual
user at home) up to $150 (for an individual user at work) for an annual
membership. Google Docs, on the other hand, allows you to collaborate
with any number of people, anywhere in the world, for free.

x Another differentiating factor is that, with Google Docs, all of your work
is saved to the Cloud. That means you won't lose your 20-page report
even if your laptop croaks. With Microsoft Word, your documents live
on your computer; your co-workers can't check them out unless you save
and share them via email or the like.

Check Your Progress C

State whether the following statements are True or False:

a) You can align text and numbers at a tab stop left, right, center, or
justified.
b) To indent the text paragraph option is to be selected.
c) The Header appears at the bottom of the page.
d) Footer is used to set the margins.
e) The Table can be created using Insert Tab.
f) The table is nothing but the intersection of columns and rows.
g) Delete row option can be used to Delete the Table.
h) The Formula feature helps you to calculate the values using a simple
formula.
i) MS Word prints 4 copies of the document by default.

10.6 LET US SUM UP

A word processor is software or a device that allows users to create, edit, and
print documents. It enables you to write text, store it electronically, display it
on a screen, modify it by entering commands and characters from the
keyboard, and print it. Of all computer applications, word processing is the
most common. This unit has explained the various features and functions of
MS word such as file management and editing of documents and texts.

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For example, using copy function you can put the same character, word, or Word Processing
block of the text in different places of the document. The Undo and Redo
options are used to cancel the previous command and to repeat the previous
command respectively. Find and Replace option is used to find any word or
text in the document the option also allows you to replace the text with the
new one. Characters can be formatted MS Word, you can change the font of
the character, size of font, its style, color, etc. using character formatting.
Line spacing plays a very important role in formatting the letter or any other
matter. The Single or Double line spacing can be selected as per the
requirements.

The borders and shadings can be added to the document to make your
document more beautiful. Different border options can be used to apply the
border in the document as per need. You can also decide about the thickness
of your borderlines. The shading option is used to make your content more
noticeable in the document. It can be applied to the entire page or a specific
paragraph.

MS Word allows you to add bullets or numbers to the text. The Indenting is
used to demark the lines or paragraphs from the rest of the text. The
indenting can be done using Paragraph Group of Home Tab. Though MS
Word by default sets the margin for the document, however, you can also set
margin using the Ruler bar, or else it can adjust using the margin boundaries
by clicking and dragging it.

Header and Footer option is a very important tool and is used very
extensively while preparing the document. The Header and Footer option can
be applied by clicking on Header and Footer options available in Insert Tab.
When you click on the Header icon a box would appear to allow you to write
the text for Header to be appeared at the top of every page and footer at the
end of every page. MS word also allows the features like creating a table;
spell check, inserting pictures, clip arts, word arts, smart arts, etc.

Google Docs is a free, web-based word processor offered by Google as part

of its complete office suite. It can be used to open and edit Microsoft Word
documents. Microsoft Word has been around longer than Google Docs and
remains exceptionally popular in today’s scenario. Millions of individual
users and companies still pay big money to use Word. Google doc has got
some more advanced tools than MS word Google Docs, all of your work is
saved to the Cloud. That means you won't lose your 20-page report even if
your laptop cracks. With Microsoft Word, your documents live on your
computer; your co-workers can't check them out unless you save and share
them via email or the like.

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10.7 KEY WORDS
File Management: File management is the process of administering a system
that correctly handles digital data. Therefore, an effective file management
system improves the overall function of a business workflow. It also
organizes important data and provides a searchable database for quick
retrieval.

Header: A header is a region at the beginning of each file where

bookkeeping information is kept. The file header may contain the date the
file was created, the date it was last updated, and the file's size.

Footer: A footer is an area at the bottom of a document page that contains

data common to other pages. The information in footers may include page
numbers, creation dates, copyrights, or references that can appear on a single
page, or on all pages.

Table: A table is a grid of cells arranged in rows and columns. Tables are
useful for various tasks such as presenting text information and numerical
data. In Word, you can create a blank table, convert text to a table, and apply
a variety of styles and formats to existing tables.

Row: In the context of a relational database, a row—also called a tuple—

represents a single, implicitly structured data item in a table.

Column: The columns in a table are the set of facts that we keep track of
about that type of object. A column is also called an attribute.

Indenting: The Indenting is used to clearly demark the lines or paragraphs

from the rest of the text. The indenting can be done using Paragraph Group of
Home Tab.
Word Art: Word Art feature of MS Word is basically used to beautify your
text. You can write your text in different ways using the Word Art options
available.
SmartArt: The SmartArt Graphics are used to create a pictorial
representation of your information this tool can be used to quickly represent
your information using images

Clip Art: Clip Art is the term given to pre-made images that are ready for
use in your Microsoft Word documents. There are many Clip Art categories,
such as Christmas, Special Occasions, People, Business, Decorative
Elements, Animals, Cartoons, etc.

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10.8 ANSWERS TO CHECK YOUR PROGRESS Word Processing

Check Your Progress A

a) True, b) True, c) False, d) True

Check Your Progress B

a) True, b) False, c) True, d) False, e) True, f) True, g) False, h) True

Check Your Progress C

a) True, b) True, c) False, d) False, e) True, f) False, g) True, h) True,
i) False

10.9 TERMINAL QUESTIONS

1) Explain the process of creating a file step by step.
2) What is the process to find the word IGNOU and replace it with
University?
3) How would you save any document?
4) Write the steps to open a file for editing.
5) Explain the different types of alignment available in MS-Word.
6) How would you use Border and Shadings in your document?
7) How would you create a document with 1.5 line spacing?
8) Explain the steps to a create page break.
9) Explain the process of inserting the Table in your document.
10) List steps for creating a bulleted list.

Note: These questions are helpful to understand this unit. Do efforts for
writing the answer of these questions but do not send your answer to
university. It is only for yours practice.

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UNIT 11 ADVANCED TOOLS USING WORD
PROCESSING

Structure

11.0 Objectives
11.1 Introduction
11.2 Meaning of Mail Merge
11.3 Components of Mail Merge
11.4 How to Merge Mail
11.4.1 Create Your Data Source
11.4.2 Create the Main Document
11.4.3 Merging Document with Data Source
11.5 Equation Editor
11.5.1 Starting Equation Editor
11.5.2 Creating New Equations
11.6 Tracking
11.6.1 Track Changes
11.6.2 Tracking Options
11.6.3 Reviewing Changes
11.7 References
10.7.1 Footnote or Endnote
10.7.2 Indexes
10.7.3 Table of Content
10.7.4 Bookmarks
10.7.5 Cross-references
10.7.6. Citation
10.7.7 Placeholders
10.7.8 Bibliography
11.8 Let Us Sum Up
11.9 Key Words
11.10 Answers to Check Your Progress
11.11 Terminal Questions

11.0 OBJECTIVES
At the end of this unit, you should be able to:
x understand the utility of the feature mail merge;
x create a master document for mail merge;
x create a data source or how to link an existing data source; and
x merge, edit, and print the created document.
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11.1 INTRODUCTION Word Processing

The Mail Merge feature of MS Word is an important feature for everyday

office work for mailing documents to different individuals. It makes the job
simpler and easy to execute. Many times, in the office environment we need
to send the same content of a letter to different individuals or addresses. With
the use of mail merge, we can send the same letter to a number of persons
without typing the receiver’s detail again and again. We can also print
envelops, labels of different addresses using this feature.

11.2 MEANING OF MAIL MERGE

In an office environment, many times a similar type of letter or document is
needed to be sent to many individuals at different destinations. These
documents may contain the receivers’ information like name, address, phone
number, etc. with the main content. The purpose is to individualize the
information for example a personal invitation to meeting or function. If the
recipients are smaller in number it can be done by typing the information of
each individual and making copies of the same letter. But if the number of
recipients intended ate huge than manual typing may be time-consuming and
prone to errors.

Mail merge eliminates such issues and hundreds of letters can be created with
individualize content with the main content within minutes. The volume of
the recipients becomes immaterial Mail merge, in other words, is the process
of transferring selected information from one document to another document.

11.3 COMPONENTS OF MAIL MERGE

To execute Mail Merge following two main components are required:
x The letter also called the main document which needs to be merged.
x Data source with proper header row which contains the information of
the individuals for whom letter to be generated. Header row for the data
source is important because it plays the role of linkage between data and
document.
Mail merge options of the MS Word read the data and merge it with the main
document to generate letters for all in the data source.

Main Document Data Source

Fig. 11.1: Mail Merge Options

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1) Main Document

In mail merge, Main document is the common letter, which contains the
common content for each of the merged documents. It contains field
names which are inserted at required places in the document, which
contains the instruction for carrying out the merge.

2) Data Source

Data source is the records of individuals to who letters to be sent also

called Data File. The information stored in the data files is brought into
main document by mail merge. The data file table should contain a
column for each category of information’s like for name one column, for
phone no another column. Header row the first row of the table. It
contains field names which indicate the type of information in each
column. Each filed name must be unique and must begin with an
alphabet letter.

3) Form Letter

Form letter is the document created out of mail merge, which contains
the content of the main document with each piece of information from
the data source. So, if we have 50 rows of information in the data source
form letter will be of 50 pages with the same content but changed field
information from the data source.

Check Your Progress A

1) What is the utility of mail merge?
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
2) What are the components required for the mail merge?
…………………………………………………………………………….
…………………………………………………………………………….
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…………………………………………………………………………….
3) What is form letter?
…………………………………………………………………………….
…………………………………………………………………………….
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4) Why header filed important forr mail merge?
Word Processing
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11.4 HOW TO MERGE

E MAIL
The process for mail merge is a threee-step process
x Create the data source (you m
may already have it in primarily in excel
format)
x Create the main document
x Merge the data with document

11.4.1 Create Your Data Sou

urce
x Create an excel spreadsheet, crreating a header for each field e.g. Name,
Address, City, State, Pin Code,, Email Id, etc.
x It is preferred that name shouuld be divided into First Name and Last
Name in two separate columns for filtering alphabetically if needed.
x If you are using currency symbbol in amounts do not use excel formatting
rather change the column to texxt, otherwise, the dollar sign will not show
up in your letter.

Fig. 11.22: Creating Data Source

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11.4.2 Create the Main Document
Prepare the letter in MS Word. While creating a leetter it is a great idea to
insert pllaceholders where you intent to merge thee information from data
source e.g. [City], [State] etc.

11.4.3 Merging Document with Data Source

x Undder ‘Mailing’ Tab in MS Word click on ‘Starrt Mail Merge’ and click
on ‘Step by Step Mail Merge Wizard’

Fig. 11.3: Merging Documents for Mail

M

x Awwindow will appear to the right of your documment that will say ‘Select
Doccument type’ For this example choose ‘Letterr’

Fig. 11.4: Selecting the Document Type

T
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x At the bottom, click on Next: S
Stating Document.
Word Processing
x The next step will read ‘Select Starting Document’. If you have the letter
already prepared leave this section and choose ‘Use the Current
Document’.
x Next click ‘Select Recipients’ at the bottom. You will find ‘Use an
existing List’ with the ability brrowse for your list.
x Click on the ‘browse’ button and find your list on your computer that
you have created in Excel.
x On finding your document cllick ‘open’, and a box will appear says
‘Select Table’. Click Okay.

Fig. 11.5: Select Recipients

Fig. 11.6: Selecting Table

x You can then see the data thaat you have created. You can also choose
leave certain names you may not require for this letter then click ‘ok’.

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Word Processing

Fig. 11.7: Mail Merge Recipientss

x Thee table will close and the dialogue box onn the right side will say
‘Cuurrently Your Recipients Are Selected From’ and will show the title of
the excel spreadsheet document.

Fig. 11.8: Selecting Recipients

x A
At the bottom of the document select ‘Write your
y letter’ option.

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Word Processing

Fig. 11.99: Writing Letter

x From there you can start addingg your fields from the spreadsheet that you
have linked. For example, higghlight the placeholder marked [Address]
and then click on the address bblock. The spreadsheet will pull in the data
from your spreadsheet.
x Next go to ‘preview your letteer’. Review the letters created, if you are
satisfied click on ‘Complete tthe merge’, you can either save the new
document with a file name or ccan print it directly.
x It will give you the option to click on ‘print current record’ or you can
print all of the letters from yourr database

Fig. 11.10:: Merge to Printer

Check Your Progress B

State if the following statements aare true or false
a) For mail merge document, you need to create the main document.
b) To create Data Source, choosee the get data button from the mail merge
helper box.
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Word Processing
c) For adding a new field, type the name of the field
f in the record name
box.
d) Afteer creating the main document and data sou urce, the third step is to
merrge the main document with the data source.
e) Youu can directly print the form letters without prreviewing them.
f) Merrge and query are two options available in thee merge dialog box.

11.5 EQUATION EDITOR

Writing mathematical and scientific equation is a difficult
d proposition. MS
word eqquation editor feature makes it simple. You Y can insert common
equationns from its built-in features instantly. Alsso, you can write your
equationns which are not built-in easily with the help of
o equation editor. In this
section, we will explain how to use equation editor efffectively.

11.5.1 Starting Equation Editor

Go to iinsert tab and click equation to see the available
a built-in list of
equationns.

Fig. 11.11: Equation Editor

Choose tthe desired equation by clicking it, it will be automatically added into
the docuument. Now click the drop-down button present in the equation box
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for more options. Click change too inline to place it in the line you have Word Processing
edited.

Fig. 11.12: Change to Inline

On clicking the equation will be placed properly in line as shown in the

screenshot below.

Fig. 11.133: Inline Equation

For editing equation values, click inside the equation box to change value
manually.

Fig. 11.14: Ed
diting Equation Values

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For viewwing or checking equivalent linear equation,, click on the drop-down
button inn equation box and click Linear. You can alsso save the newly created
equationn through a single click on Save as New equattion.

Fig. 11.15: Checking Equivalent Linear Equation

E

11.5.2 Creating New Equations

If you w
want to write an equation which is not presentt in the built-in list, go to
Insert Taab and from Equation option, click on Insert New
N Equation.

Fig. 11.16: Creating New Equatio

on

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Upon clicking Equation Tools Deesign Tab will appear, from the structure Word Processing
group you can select new equation from a given extended list. From symbols
mbols to use with equations.
group you can choose different sym

Fig. 11..17: Design Tab

Now for inserting another equation chooses the equation you want to insert in
the document from the Structures grroup.

Fig. 11.18: Structures

On clicking it will automatically inssert equations into the document.

11.6 TRACKING
Tracking is primarily used for mannaging document revision. Use the Track
Changes feature to mark changes. Review a document to accept and reject
changes.

11.6.1 Track Changes

Track changes are used to review w changes made in the document. To use
track change got to Review Tab, inn the tracking group click the track change
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Word Processing

Fig.11.19: Track Changes

Track CChanges indicator can be also activated in th he status bar, to activate

right-clicck the status bar and select Track Changes.

Fig.11.20: Options in Track Chang

ges

When yyou turn off track change you can revisee the document without
markingg what was changed. To turn off track chang ge got to Review Tab, in
the trackking group click the track change button, tracck change will be turned
off.
Click thee Track indicator on the status bar once, the in
ndicator will be off.
Note: Turing off the Track change does not remov
ve any changes that have
alreadyy been tracked.

11.6.2 Tracking Options

Trackingg options allows you to set how tracked chan
nges in the document are
displayeed.

By defauult, changes are displayed in the following waay:

1) Inseertions (where additional text is entered) are shown

s with an underline

2) Deleetions (where text is deleted) are shown with a strikethrough

3) Chaanged lines (marks all changes) are show wn as a vertical line to
theleftof the line or paragraph where a change haas been made.

To changge how tracked changes are displayed:

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1) Go to Review/Tracking groupp and click the dropdown arrow on the
Word Processing
Track Changes button.

2) Select Change Tracking Optionns

Fig. 11.21: Selectingg Change Tracking Options

The following dialog box will appeear where you can customize the tracking
displays

Fig. 11.22: Chaange Tracking Options

11.6.3 Reviewing Changes

The Changes group on the Review
w ribbon can be used to review, accept and
reject tracked Changes.
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Word Processing

Fig. 11.23: Reviewing Changes

The Nexxt and Previous buttons select the next or previous change in the
documennt.

Use Acccept to accept the change that has been made.

Use Rejject to reject the proposed change, and change the wording or
formattinng back to how it was originally.

When aall changes have been reviewed, the follow wing message appears to
indicate that there are no tracked changes left in the document.
d

Fig. 11.24: Message Showing No Track Ch

hanges Left

Check Y
Your Progress C
1) Whaat is the utility of Equation Editor?
……
…………………………………………………
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2) Whaat are the common inbuilt functions availablee in Equation Editor?
……
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3) What are the steps to create a new document and save it?
Word Processing
…………………………………………………………………………..
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4) What is the utility of tracking in document revision?
…………………………………………………………………………..
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5) How can we monitor any changes made in the document?
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6) What are the tracking options available in MSWord?
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11.7 REFERENCES
11.7.1 Footnote or Endnote
To insert a footnote or endnote:

1) Place the cursor where the footnote or endnote number is to appear in the
document text, and go to the References/Footnotes group.

2) To insert a footnote, click the Insert Footnote button; to insert an

endnote, click the Insert Endnote button.

3) Enter the text for the footnote or endnote; then click away from where
you have typed

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Fig. 11.25: Inserting References

To revieew footnotes or endnotes in a document:

1) Go tto the References/Footnotes group.
2) Clicck the dropdown arrow to the right of the Nex
xt Footnote button.
3) Seleect from the options provided to proceed directly to the next or
prevvious footnote or endnote in the document.

Fig. 11.26: Footnotes

To delette footnotes or endnotes:

1) Seleect the footnote or endnote number from with
hin the document text.
2) Presss Delete.

11.7.2 IIndexes
To makee index entries
1) Seleect the word or phrase from within the docum
ment text.
2) Go tto the References/Index group and click the Mark
M Entry button.
3) In thhe Mark Index Entry dialogue box, click Mark
M to mark the selected
occuurrence of the word/phrase. To mark all occu
urrences of this text in the
docuument, click Mark All
4) Witth the Mark Index Entry dialogue box open,, repeat steps 1 and 3 to
220 conttinue marking other words/phrases in the doccument.


Advanced Tools Using
5) Click Close to exit the dialoguee box. Word Processing

Fig. 111.27: Indexes

To create an index
1) Position the cursor where the inndex is to appear.
2) Go to Reference/Index and clicck the Insert Index button.
3) Select settings for index form
matting using the Index dialogue box, and
click OK.

Fig. 11.288: Creating Index

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To incluude and update additional index entries on
nce the index has been
created:
1) Marrk the words or phrases to be added to the in
ndex (see ‘Marking index
entrries’).
2) Clicck within the existing index.
3) Go to References/Index and click the Update In
ndex button; or press the
F9 kkey.

11.7.3 Table of Content

Word caan generate a table of contents automatically, based on the application
of headiing styles in the document. In simplest terms, any headings with
Headingg 1, Heading 2 or Heading 3 styles applied d can be included in the
Table off Contents when it is generated. So, to gen nerate a table of content
automatiically it is a must to apply heading styles in
n document headings and
subheaddings.
First we need to apply style while developing the con
ntent.
To applyy a style:
1) Clicck into or select the paragraph (heading) you
u wish to apply the style
to.
2) Go to Home/Styles group. Click the dropdown
n arrow to view all the
stylees available in the Styles gallery.
3) Clicck on the style you wish to use to apply the
t style to the selected
paraagraph.
Once thee style is applied, we can create the table of content. To create Table
of Conteents
1) Posiition the cursor where the table of contents is to appear.
2) Go to References/Table of Contents group and
a click the Table of
Conntents button.
3) Seleect from one of the preset options in the list; or select Insert Table of
Conntents for further options, and click OK. The Table of Contents
appeears at the cursor position.

Fig. 11.29: Table of Contents

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To update the table of content oncce changes made after creation of table of
Word Processing
content.
1) Click within the Table of Conteents.
2) Press the F9 key. The followingg message appears:
3) Select Update page numbers onnly or Update entire table, and click OK

Fig. 11.30: Updating Table of Contents

To remove the Table of Contents

1) Go to References/Table of C
Contents group and click the Table of
Contents button.
2) Select Remove Table of Contennts.

11.7.4 Bookmarks
A bookmark identifies a location or a selection of text that you name and
identify for future reference. YYou can also add cross-references to
bookmarks.
To create a bookmark
1) Select the text to be bookmarkeed.
2) Go to Insert/Links group and cllick the Bookmark button.
3) Under Bookmark name, type or select a name. Bookmark names must
begin with a letter can contain nnumbers but can't include spaces.
4) Click Add. The Bookmark diallogue box closes.

Fig. 11..31: Bookmarks

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To locatte an existing bookmark
1) Go tto Insert/Links group and click the Bookmark
k button.
2) Seleect the bookmark name from the list.
3) Clicck Go To.

Fig. 11.32: Inserting Bookmarkss

Note: Pressing the F5 key opens the Go to featuree in Word, where you can
selectt a bookmark to go to its location in the docum
ment.

Fig. 11.33: Find and Replace

11.7.5 Cross-references
A cross--reference directs a document reader from on ne point in the document
to anothher. The cross-reference can refer to any of th
he following: a numbered
item, a heading, a bookmark, a captioned table orr graphic; a footnote or
endnote..
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Advanced Tools Using
To create a cross-reference Word Processing

1) Enter the text that will be the preamble to the cross-reference – e.g. (see
[cross Reference]).
2) Go to Insert/Links and click the Cross-reference button.
3) Under Reference type, select the appropriate item.
4) Under Insert reference to, select what will be displayed in the cross-
reference itself.
5) Click Insert, and then Close. The cross-reference appears in the text.

Fig. 11.34: Cross Reference

11.7.6 Citation
To create citation

1) Go to Reference Tab, click insert citation

2) To add a citation in the content of the document put the cursor where you
want to put the citation.

3) Click on the ‘References’ tab

4) Click the ‘Insert Citation’ button. If it is the first time you have cited
from the source then click ‘New Source’, however, if you have used the
source before then it will appear in the drop-down menu, as shown in the
picture below.

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Fig. 11.35: Citation

5) If you are creating a new source then first you need to choose the type of
the source, such as a book or an article. Use the drop-down menu next to
where it says ‘Type of source’.

6) Fill the rest of the boxes with the relevant information, such as the
author, title, year, etc.

Fig. 11.36: Create Source

7) Click OK

11.7.7 Placeholders
Placeholders can be used when you want to put a reference in, but you don’t
have all of the information yet. To put a citation in the main text of the
document you are typing then put the cursor where you want to put the
citation.

1) Click on the ‘References’ tab

2) Click the ‘Insert Citation’ button. If it is the first time you have cited
from the source then click ‘Add New Placeholder’. This is shown in the
figure below.

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Word Processing

Fig. 11.37: Adding Placeholder

Managing Sources
To add or delete some of the information’s from the sources
1) Click on the ‘References’ tab
2) Click on the button that says ‘Manage Sources’, in ‘Citations and
Bibliography’.
3) You can add, delete and change sources; you can see how the reference
list looks in the bottom section of this window.

Fig. 11.38: Managing Sources

11.7.8 Bibliography
You can use this option to add a bibliography to the end of your piece of
work. To do this you must:
1) Click to put the cursor in the space that you want to put your
bibliography.
2) Click on the ‘References’ tab
3) Click on the ‘Bibliography’ in ‘Citations and Bibliography’ box on the
ribbon.
4) You can now choose from Bibliography/Works Cited or Insert
Bibliography. The first two options (Bibliography and Works Cited) will
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insert all the sources which are associated with the document (but will
label them differently depending on which you choose), and the final
option (Insert Bibliography) will list all the sources that are cited within
the document. The box that has these options is shown below.

Fig. 11.39: Bibliography

Check Your Progress D

State whether the following statements are True or False:
a) Footnote or endnote once created cannot be deleted.
b) Index and Table of Content are the same things.
c) Placeholders can be used when you want to put a reference in.
d) Cross-reference and bookmark works differently.
e) Word can generate a table of contents automatically.

11.8 LET US SUM UP

In this unit, we have learned about merging a word document with data
source so that the multiples copies of the main document can be created
according to data for different destinations removes the tedious work of
duplicating a copy and changing specific information in specific documents
like name, address etc. All you need to do is create the main document, create
the data source use the Mail Merge feature available in Mailing Tab to link
your main document with the data source. Insert the fields from the data
source to the exact place in the main document where you need them. Merge
the document. Your new document with multiple copies will be ready for
printing or editing.
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Advanced Tools Using
Wring equation is always a difficult task in MS Word, all the symbols that Word Processing
are used are not available in the keyboard and finding and inserting from
symbol may be a tedious task. By using the equation editor available in the
Insert Tab, we can insert common equations also we can create equation of
our need.

Tracking option available in MS Word can keep track of the changes made in
the document once it is created or for reviewing a document. The tracking
option is available in the Review Tab of MS Word.

For technical and professional writing MS Word is a great tool all the options
for referencing like footnote, citation, indexing, table of figure and
bibliography are available in MS Word.

11.9 KEY WORDS

Mail Merge: Mail merge is the process of transferring selected information
from one document to another document.

Main Document: In mail merge, Main document is the common letter,

which contains the common content for each of the merged documents. It
contains field names which are inserted at required places in the document,
which contains the instruction for carrying out the merge.

Data Source: Data source is the records of individuals to who letters to be

sent also called Data File. The information’s stored in the data files is brought
into the main document by mail merge.

Form Letter: Form letter is the document created out of mail merge, which
contains the content of the main document with each piece of information
from the data source.

Equation Editor: MS word equation editor feature makes the writing

mathematical and scientific equation simple.

Tracking: Tracking is primarily used for managing document revision. Use

the Track Changes feature to mark changes. Review a document to accept
and reject changes.

Bookmarks: A bookmark identifies a location or a selection of text that you

name and identify for future reference.

Cross-references: A cross-reference directs a document reader from one

point in the document to another. The cross-reference can refer to any of the
following: a numbered item, a heading, a bookmark, a captioned table or
graphic; a footnote or endnote.

Placeholders: Placeholders can be used when you want to put a reference in,
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11.10 ANSWERS TO CHECK YOUR PROGRESS
Check Your Progress B

1) (a) True (b) True (c) False (d) ) True (e) False
(f) True

Check Your Progress D

1) a) True b) False c) True d) True e) True

11.11 TERMINAL QUESTIONS

1) What do you understand by Mail Merge?
2) Define the different components of Mail Merge.
3) How do you invoke ‘Mail Merge Helper’ window?
4) Differentiate between Merge and Query option of ‘Mail Merge Helper’
window.
5) How equation editor can help you write a professional document?
6) How can you invoke equation editor?
7) What are the afferent referencing options available in MS Word?
8) Explain the steps of creating a Table of Content in MS Word.
9) Differentiate between Bookmark and Cross referencing.
10) Differentiate between Citation and Bibliography.

Note: These questions are helpful to understand this unit. Do efforts for
writing the answer of these questions but do not send your answer to
university. It is only for yours practice.

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 Creating Business
UNIT 12 CREATING BUSINESS Documentation

DOCUMENTATION

Structure

12.0 Objectives
12.1 Introduction
12.2 Creating a Business Report
12.3 Using MS-Word for Report Writing
12.3.1 Cover Page
12.3.2 Table of Contents
12.3.3 Header and Footer
12.3.4 Add Page Numbers
12.3.5 Pick and Style the Right Font
12.3.6 Style the Paragraphs
12.3.7 Control Page Breaks
12.3.8 Use Styles
12.3.9 Captions
12.3.10 Use Quick Parts
12.3.11 Page Borders
12.3.12 References and Collaboration
12.4 Report Finalization
12.4.1 Signatures
12.4.2 Watermarks
12.4.3 Make Documents “Read Only” or Password Protect or Restrict Editing
12.5 Sample Business Documentation
12.5.1 Company Letter of Introduction
12.5.2 Letter of Intent
12.5.3 Memo
12.6 Creating Detail Project Report
12.6.1 Description of Project Area
12.6.2 Project Cost Details
12.6.3 Project Investment Criteria
12.6.4 DPR Structure
12.6.5 Using MS Word for Creation of DPR
12.7 Let Us Sum Up
12.8 Key Words
12.9 Terminal Questions

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12.0 OBJECTIVES
After completing this unit, you should be able to:
x understand how to create business reports;
x understand the application and usage of MS word in report writing;
x understand how to write business letters using MS word;
x understand the structure of DPR; and
x understand how to write DPR using MS word.

12.1 INTRODUCTION
MS-Word is used for writing a variety of documents. From simple office
communication, resumes, invitation, memo. Writing this document from
simple communication to lengthy reports requires a different set of skill set
what we call professional report writing. Microsoft features help manage
these large documents, for creation, collaboration and it is also important to
professionally design and edit the document. Business Report and
documentation require research and publishing of the analysis. In business
environment only content will not work, it is very important to have a proper
look and appearance of the document. This unit guides us to update our
technique and sharpen our design and documentation skills.

12.2 CREATING A BUSINESS REPORT

The report format may vary from organization to organization but broadly if
we look at it a business report generically will have the following format

1) Purpose of the Report: It is important to understand why we are writing

this report. There are many kinds of reports used in business, broadly
either for information or for perusal. A report may be a technical report
describing the process and background information or a progress report
of a project. It is important to answer what and why of writing the report.

2) Audience of` Report: It is important to evaluate the audience .Who will

read the report? Will they be able to understand what you are trying to
communicate? Reader’s knowledge of the subject will greatly influence
the content that you are creating or kind of information you intend to
give.

3) Knowledge of the Topic: It is obvious we must have a thorough

knowledge of the topic for which you are writing the report. It is
important to research the topic and include all relevant information to
prove your point. You can use a variety of resources like journals,
232 newspaper articles, books, web etc.


Creating Business
4) Outline of the Report: The structure of a business report can include the Documentation
following essentials

x Title Page

x Executive Summary

x Table of Content

x Introduction

x The Body of the Report

x Conclusion

x Recommendation

x Appendix

x Bibliography and Reference

5) Write, Edit, Proofread and Finish: Once you have structured your
report, fill out the headers with content. Once the majority of your text is
written read through it and make sure it flows well. Check for grammar
and spelling, and double-check all relevant information and its logical
flow

12.3 USING MS WORD FOR REPORT WRITING

Microsoft Word is a great tool for effective report writing. The Microsoft
Word features we will cover below are also productivity shortcuts that will
make your job easier.

12.3.1 Cover Page

The first page is the first point of contact with your reader. Word has -built
gallery of title pages. All you have to do is choose one of the available cover
pages for your report.

To create cover page

1) Go to Insert > Pages Group > Cover Page. The cover page appears at the
beginning of the document by default.

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Fig. 12.1: Cover Page

2) Miccrosoft Word offers you 18 pre-formatted tem

mplates and three more on
Offiice.com.

12.3.2 Table of Contents

As disccussed in the previous chapter In Microsoft Word,
W you don’t have to
write th
the entire TOC by hand. There’s a Table of Contents automatic tool
under tthe References tab which takes your outlinee and designs it for you.
Also, yyou can easily keep it updated when you wantt to change something.

Fig. 12.2: Table of Contents

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Creating Business
12.3.3 Header and Footer Documentation

Headers and Footers are importannt in reports as the main purpose is to

provide information about the repoort on every page. They are the common
display areas for page numbers. Thhe header of the document should contain
the title of the report, and possibly tthe name of who created it. The title of the
current section is helpful. The footter, on the other hand, should include the
page numbers, date of publication, and other administrative information that
is required

12.3.4 Add Page Numbers

Page numbers look best in the foooter (unlike in the header as in the image
above).

You can add a basic page number from the Insert > Page Number button on
the Ribbon. You can also add it froom the Design tab that appears when you
add the header and the footer. The pparagraph Click OK to close the dialogs.

Fig. 12.33: Page Number

12.3.5 Pick and Style the R

Right Font
Your choice of font in a professionnal Word report not only determines how
the text stands out but also how itt is printed. You want both for maximum
impact. You can apply a typeface (ii.e. the visual look of the font) to either an
entire document or to specific paarts of a document. All font choices are
available from the Home tab. Go too Home > Font.

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Fig. 12.4: Font

The defa
fault font in Microsoft Word is Calibri. Bask
kerville and Georgia are
good alteernatives to the over-used Times New Romann

12.3.6 Style the Paragraphs

You cann make your lines double spaced, or single spaced by changing the
format oof the paragraphs. By changing the spacing, you
y can make a document
easier too read or give the impression that it is longeer and that you have put
more woork into it.

Fig. 12.5: Indent

To channge the paragraph for the whole document, iit is better to select each
block off text; otherwise, if you are using headers in
i your report, they will
change ttoo.

Anotherr better option is if you customize the particular style you are using to
format thhe paragraph to do this, go to Home > Styless. Right click on the style
you wannt to change and select Modify.

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Creating Business
Click on Format > Paragraph whichh is at the bottom of the dialog box. Now, Documentation
change the spacing, indentation, annd alignment for the paragraph. Click OK
to close the dialogs.

Fig. 12.6: Paaragraph Formatting

12.3.7 Control Page Breakss

A page break splits a continuous bllock of text across two pages. Page breaks
are important structural elements for long documents. Word automatically
inserts a page break at the end of thhe page. But in a long document, you can
place page breaks where you want tthem.

To insert a manual page break, click Insert > Page Break. (Keyboard
shortcut: CTRL + Enter)

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Word Processing

Fig. 12.7: Page Break

12.3.8 Use Styles

Style: Iff you want to change text formatting quick kly, Word Styles are the
most efffective tools Use Styles to dig into the speciific portions you want to
change tthe appearance for. For Styles: Select the parrt of the text you want to
change. Go to the Styles group on the Home tab. You Y can see previews of
what theey look like. Choose the Style that is suitabble for your content. For
instance, choose a heading style for the headings in i your document. Or, a
particulaar style for any quotes. You can also modiify an existing style and
create nnew styles from scratch. We can choose a style set for the whole
documennt.

Fig. 12.8: Change Styles

12.3.9 Captions
Every ppicture, chart, or illustration needs a caption to clearly describe it. It is
a single line of text, usually located below a graph hic. Captions are also an
importannt reference when you need to mention them in another place.

To add a caption Right-click the illustration you want

w to add a caption to.
Select Innsert Caption.

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Creating Business
Documentation

Fig. 112.9: Captions

In the dialog box, add your captionn text and configure the remaining options.
Captions can be automatically referrenced in Word.

12.3.10 Use Quick Parts

Professional documents can get reppetitive. This is why you should start using
Quick Parts for content you reuse aall the time. For instance, let’s say there is
a contract clause you include witth every document or some introductory
information. Instead of repeated coppy paste, save them as Quick Parts and re-
use them again and again. Quick paart is in the Home Tab’s Text group

Figg. 12.10: Quick Parts

Quick Parts is also a type of buildding block. You can see the gallery of all
reusable blocks of content in the Buuilding Block Organizer
Save and reuse your own Quick Parrts in two steps
1) Select the phrase, sentence, orr other portion of your document that you
want to save to the gallery.
2) Go to Insert > Text group > Q
Quick Parts > Save Selection to Quick Part
Gallery. Change the name and add a description if you like. Click OK.

To reuse the saved content: Placee your cursor where you want to insert a
selection from the Quick Parts Gaallery. Go to Insert > Text group > Quick
Parts. Then click the sentence, phrrase, or other saved selection you want to
reuse.

Other categories in the Quick Parts menu are 239


 
Word Processing
1) Auto text
2) Document property
3) Field

Fig. 12.11: Quick Parts

AutoText: It works like Quick Parts for any block of text that you use
repeatedly. Example: A note you want to use with every document.
Document Property: A set of constant properties that you can include with
every document. Example: Company name or author.
Fields: These are predefined elements that update automatically. Example:
Date, time, page numbers, etc.

12.3.11 Page Borders

A variety of line styles and widths and art borders are available from the
Page Layout Tab in the page background group

Fig. 12.12: Page Borders

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Creating Business
You can change the color, width and even use different art forms for page Documentation
border

12.3.12 References and Collaboration

The reference and collaborations as discussed in the previous chapters should
be applied as and when needed.
1)Create an Index(see Unit 11)
2)Creating Bibliographies(see Unit 11)
3)Cross-Referencing(see Unit 11)

Check Your Progress A

1) What is a business report?
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
2) What is the utility of quick parts in business report writing?
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
3) What are the different referencing styles available in MS Word?
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
4) What is the significance of page break in MS word?
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
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12.4 REPORT FINALIZATION
Finalization is the security measures to protect the report from unauthorized
changes and plagiarism. These security measures will give an extra level of
authenticity to your electronic file before you share it.
This section will cover:
x Signatures
x Insert watermarks
x Make the document ‘read-only’
x Password protect your document
x Print your document to PDF

12.4.1 Signature
You can add text signature for a personal touch to the report. But a simple
text signature does not need any authentication. A digital signature is the
better way to protect your document from unauthorized access. A digital
signature confirms that the document came from the signer and hasn’t been
tampered in any way. Let’s create a signature line in Microsoft Word in the
document, place your cursor where you want to create a signature line.

1) Go to Insert > Text group > Signature Line and click Microsoft Office
Signature Line.

2) The Signature Setup dialog box is displayed. Fill the fields as indicated.
If you are sending the document to someone else for signing, add
instructions for the signer in the field reserved for it (Instructions to the
signer). The signer can also add give the purpose for the signing if the
Allow the signer to add comments in the Sign dialog box is checked.

242 Fig. 12.13: Signature Setup



Creating Business
Enter a signature: When you need to sign a document with a digital Documentation
signature, go to the signature line and right click on it. You will be prompted
to sign with a digital ID. If you don’t have one, Microsoft will tell you to get
one from a signature service partner.

12.4.2 Watermarks
A Microsoft Word watermark is a useful visual indicator for the status of the
document. For example, you can use a watermark that says “Do not Copy”
or “Confidential”.

To create a watermark

1) Go to Page Layout Tab > Page Background and choose Watermark. The
Watermark button will be enabled in the Print view only.

Fig. 12.14: Watermark

2) You can choose a picture or a text watermark from the gallery. Both
horizontal and diagonal versions are available. The dialog box gives you
all the customization options

3) You can type your own text in the Text field to create your custom
watermark.

4) Choose OK to apply the watermark to your document. Word

automatically applies the watermark to every page except the title page.

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12.4.3 Make Documents “Read Only” or Password Protect
or Restrict Editing
A business report normally should not need to be edited by its readers. We
have the option of converting the document to PDF format but another option
we have to keep the beauty of the document we can send a read-only version
of the Ms Word Document

To make a document read-only

1) Go to the File tab > Info > Protect Document > Mark as Final.
2) When readers open a document, a bar on top will prompt readers to treat
this document as read-only. But they can click on “Edit Anyway” to
open the document in Edit mode.

Fig. 12.15: Information

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Creating Business
ment from unwanted edits with a password
To Password Protect Your Docum Documentation
barrier.

1) Under Protect Document, chhoose Encrypt with Password. Type a

password and click OK.

2) In the Confirm Password box,, type the password again, and then click
OK. The document will open w
with the reader prompted for a password.

Fig. 12.16:: Password Protect

To Restrict Editing to certain part oof the document

1) Under Protect Document, chooose Restrict Editing. Type a password and
click OK.
2) Under editing restrictions, cheeck Allow only this type of editing in the
document, and make sure the liist says No changes (Read-only).
3) To free some sections from thhe editing blockade, select the sections for
editing without restrictions. Too select more than one area, click CTRL
while selecting the area using thhe mouse.
4) You can check everyone undder Exceptions (optional) in the Restrict
Editing panel. Or, click more users… and allow only specific users to
modify the sections. The alloowable areas will be marked with square
brackets.
5) Click Yes, Start Enforcing Prootection.
6) Now, type a unique password in the box that opens. You have to type it
again to confirm it.

12.5 SAMPLE BUSINE

ESS LETTERS
12.5.1 Company Letter of IIntroduction
A company letter of introductionn may be the first communication your
potential client, new customer, oor business contact receives from your
organization. With this in mind, yyour initial impression is the key to the
success of that relationship.
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Name of Addressee
Name of Organization
Address

Reference: Give a brief reason for the purpose of writing this letter. This can vary
depending on your needs. While some may be introducing a new product to their
customers, several others may be informing about their business to their potential
clients.

Salutation/Greeting:
Dear Mr./Ms.

In the introductory paragraph, you ought to mention about your company (if you
are introducing it to customers and clients). Include information, like who owns
the organization and what has been phenomenal about this firm. In case, you are
introducing your business to new clients to attract funds for business expansion,
you must begin with an emphatic introduction stating the firm’s year of formation
and establishment.

12.5.2 Letter of Intent

You can use a letter of intent, or letter of interest, in various business
situations including negotiations, acquisitions, contracts, and purchases. This
type of communication can help to ensure that the parties are on the same
page with a clear picture of your organization’s intent.

Dear [Name of Recipient]:

[Short introduction paragraph – indicate you are submitting this letter with the
intent to do a specific action (purchase, partner, acquire, license, etc.). Indicate that
the intent is based on the following conditions.]

[Define the specifics about the item behind the intent listing all pertinent variations
of the item or supporting material. Provide indication or your intent with respects
to the liabilities.]

[Consideration – Propose what you are willing to provide as compensation or other

as consideration for the specifics listed above. Be sure to define amounts, timing.]

[Provide conditions for the transaction. This may include conditions on due
diligence, limitations on further seeking other interested parties or confidentiality.]

[Indicate that this letter is not an official offer and that all details would need to be
negotiated and executed through a formal Purchase (or other) Agreement.]

12.5.3 Memo
An office memo is a piece of document or a note that is a common source of
information in a workplace regarding important notices or announcements
and other

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Memorandum Documentation
To: Recipients’ names and job titles
From: Writers’ name and job titles
Date: Complete and current date
Subject: Description of what memo is about

Begin with a brief introductory paragraph that contextualizes the memo for your
readers and describes the main point or course of action that readers should take
after reading the memo. The introduction should not have a heading.

After the introductory paragraph, the body of the memo should be broken into
sections with informative headings at the start of each section. These headings
should not consist of generic words like “Problem” but specific phrases like
“Avoiding Cost Overruns in Sector 7.”

Remember that if there are others who will receive copies of memo, aside from the
recipients, add CC: after the memo subject line with the names of those
individuals.

12.6 CREATING DETAILED PROJECT REPORT

Detailed project report is a complete document for investment, decision
making, approval and planning. Detailed project report is a base document
for planning the project and implementing the project. The objectives of DPR
are following:
x To understand the importance of developing a detailed project report that
assure performance for reliable quality with in optimum cost.
x To appreciate that projects are site specific.
x To understand the importance of optimization of the schemes, detailed
cost estimate, payback period and return on investment.
x To describe how bankable projects can help to achieve required
performance. To understand methodology of project appraisal.

12.6.1 Description of Project Area

Following is a generic structure of information about the project to be given.
x Name of utility
x District / town (s) village covered
x Location : latitude and longitude
x Area, population, boundaries ™ Climatic conditions
x Status of development. Access to electricity
x Economic structure – socio – economic features ™ urban / rural

12.6.2 Project Cost Details

x Basic Equipment Cost
x Consultant charges
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x Duties , Taxes & Freight a) Excise duty / customs duty/ sales tax
x Freight and Transit Insurance
x Raw materials
x Man Power cost
x Engineering Project Management. Supervision
x Interest During Construction

12.6.3 Project Investment Criteria

Basically Cost – Benefits analysis
Investment criteria can be
x Payback period
x Discounted cash flow (DCF) Technique
a) Net Present Worth (NPW)
b) Benefit Cost Ratio (B C Ratio)
c) Internal rate of return (IRR)

12.6.4 DPR Structure

x Title Page
x Name, Affiliation, Date etc.
x Acknowledgement
x Content list
x Abbreviation
x Executive Summary
x Introduction
x Background
x Main technical & financial analysis chapters
x Recommended action plan
x Appendices

12.6.5 Using MS-Word for Creation of DPR

x Title should be in Times New Roman font, size 14 pt, and bold; it should
be centred across the page
x Name of Author(if any) in 10pt Times New Roman
x All sections should be numbered as in the section heading. The section
headings should be in Times New Roman, size 14.0 pt, and bold
typeface. Capitalise the first letters of every word in the section heading,
except for prepositions such as of, on, for, etc. Do not indent the first line
248 of the first paragraph in a section or a sub-section.


Creating Business
x Subsection headings should be numbered. They should be in Times New Documentation
Roman, size 12, and bold typeface.
x The paper size is A4
x The left and the right margins should be 4.47 cm (1.76 inches), the top
4.45 cm (1.75 inches), from the top of the paper to the top of the header),
and the bottom 3.3 cm (1.3 inches from the bottom of the paper to the
bottom of the footer, i.e., page number). The gap between the bottom of
the text and footer is 1/3 inches.
x The title and the authors’ names and affiliations are formatted in 8pt
Times New
x The text in the entire paper, including that in the abstract, should be
single-spaced. There should be 3 pt (1pt = 1/72 in) space left before each
paragraph and headings but zero space below.
x Header and footer appear in font size 8 pt.
x The equations are to be typed using the Equation Editor in Word or by
using MathType. The size should be set to 10 pt. with the equation
number appearing on the right
x The figures and tables should be centred. The figure caption should be
placed below the figure
x Table captions should be placed at the top. Tables should be cited in the
text in the first sentence of this paragraph.
x The footnotes should be used sparingly. When multiple footnotes are
used, use superscripted numbers to denote them.1
x References should be numbered in the order of their first occurrence.
They should be cited with [#] at the end of the sentence or in the middle
as the case may be. T
x The citations should be listed at the end of the paper but before the
Appendix, if any. The format of the citations is given in the section
entitled References at the end of the paper. Different types of references,
such as a book [1], a journal article [2], a conference paper [3], a
Master’s thesis [4], a Doctoral thesis [5] are given.
x The bibliography style is adopted from “ieeetr.bst”, and the file needs to
be available at the point of running the “bibtex” command. A copy of the
file is included in the zipped folder.

The formatting rules are outlined in this document. This is a generic structure
may vary from nature of the project, requirement of the stakeholder and
Government Norms.

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Check Your Progress B
1) What is a Detailed Project Report?
…………………………………………………………………………….
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2) What is the generic structure of a DPR?
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
…………………………………………………………………………….
3) Mention the generic formatting style of project report writing.
…………………………………………………………………………….
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…………………………………………………………………………….

12.7 LET US SUM UP

Business reports are a type of assignment in which you analyse a situation
(either a real situation or a case study) and apply business theories to produce
a range of suggestions for improvement. The format of business report may
vary from business to business on the basis of the purpose of report,
according to the audience of report, knowledge of the report, outline of the
topic etc. Microsoft Word is a great tool for effective report writing. It has
variety of features to make the job easier such as header and footer, table of
contents, cover page, page numbers, and font, style the paragraph, page
breaks, captions, Quick Parts, page border, references, and collaboration, etc.

Finalization is the security measures to protect the report from unauthorized

changes and plagiarism. These security measures will give an extra level of
authenticity to your electronic file before you share it. It has got features like
adding signatures to the report, inserting watermark, to make the document
read-only, password protect the document, print the document to the PDF,
etc.

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Creating Business
A company letter of introduction may be the first communication your Documentation
potential client, new customer, or business contact receives from your
organization. With this in mind, your initial impression is a key to the success
of that relationship. A letter of intent or letter of interest is used in various
business situations including negotiations, acquisitions, contracts, and
purchases. This type of communication can help to ensure that the parties are
on the same page with a clear picture of your organization’s intent. Detailed
project report is a complete document for investment, decision making,
approval and planning. It is a base document for planning and implementing
the project.

12.8 KEY WORDS

Business Report: Business reports are a type of assignment in which you
analyse a situation (either a real situation or a case study) and apply business
theories to produce a range of suggestions for improvement.

Appendix: Appendix is defined as the section at the end of a book that gives
additional information on the topic explored in the contents of the text. An
example of an appendix is pages at the end of a book containing other
informational texts about the topic.

Page Break: A page break splits a continuous block of text across two
pages. Page breaks are important structural elements for long documents.
Word automatically inserts a page break at the end of the page. But in a long
document, you can place page breaks where you want them.

Signature: A digital signature is the better way to protect your document

from unauthorized access. A digital signature confirms that the document
came from the signer and hasn’t been tampered in any way.

Watermark: A watermark is an identifying image or pattern in paper that

appears as various shades of lightness/darkness when viewed by transmitted
light, caused by thickness or density variations in the paper. Watermarks
have been used on postage stamps, currency, and other government
documents to discourage counterfeiting.

DPR: Detailed project report is a complete document for investment,

decision making, approval, planning. Detailed project report is a base
document for planning the project and implementing the project.

12.9 TERMINAL QUESTIONS

1) Explain how and where referencing to be used in Business report
writing?
2) Explain how you can create a table of content in MS Word?
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3) What is a cover page of business report? How you can create one using
MS word?
4) What is the generic structure of business report?
5) Explain the options we have to protect our document while sharing with
others.
6) Explain how we can protect certain portion of the document from
editing.
7) What is watermark and how it is used in a document?
8) Explain how to mark a document as final.

Note: These questions are helpful to understand this unit. Do efforts for
writing the answer of these questions but do not send your answer to
university. It is only for yours practice.

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 Creating Business
SOME USEFUL BOOKS Documentation

x Fundamentals of Computers, “Balagurusamy”, Mcgraw Hill, 2009.

x Computing Fundamentals: Introduction to Computers, “FaitheWempen”,

Wiley, 2014.
x Fundamentals of Computers, “Rajaraman V and Adabala N”, Prentice
Hall of India, 2014.
x Fundamentals of Computers and Information System, “Niranjan
Shrivastava”, DreamTech Press, 2013.
x Computer Fundamentals, “Anita Goel”, Pearson, 2010.
x Microsoft Excel Data Analysis and Business Modeling, “Wayne
Winston”, Microsoft Press, 2016.
x YouTube Black Book: How to Create a Channel, Build an Audience and
Make Money on YouTube, “Christopher Sharpe”, Kindle Edition,
Amazon Asia-Pacific Holdings, 2020.
x Microsoft PowerPoint, “Lambert Joan”, Microsoft Press, 2016.
x Excel 2019 All-in-One for Dummies, “Greg Harvey”, Wiley, 2020.
x Mastering MS Office: Computer Skill Development - Be Future Ready,
“Bittu Kumar”, V&S Publishers, 2017.
x Computers for Beginners/The Basics, wiki books, online
https://en.wikibooks.org͘

x Computer Business, “Ankush Gupta”, Amazon Asia-Pacific Holdings,

2020.

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