SHRI PATEL KELAVANI MANDAL COLLEGE OF TECHNOLOGY - JUNAGADH

B.B.A. SEMESTER – 2

SUBJECT: COMPUTER SCIENCE

UNIT CONTENT
UNIT 1. INTRODUCTION TO GUI BASED OPERATING SYSTEM
- Introduction
- Basics of Operating System
o Operating system
o Basics of popular operating system (DOS,UNIX, LINUX,
WINDOWS)
- File and Directory Management
- Types of files
- The User Interface
o Task Bar
o Icons
o Start Menu
o Running an Application
- Operating System Simple Setting
- Changing System Date And Time
- Changing Display Properties (Wallpaper, Screen Resolution,
Screen Saver, etc)
UNIT 2. WORD PROCESSING
- Introduction to Word Processing Software
- Objectives
- Word Processing Basics
- Opening Word Processing Package
- Menu Bar
- Opening and closing Documents
o Opening Documents
o Save and Save as
o Page Setup
o Print Preview
o Printing of Documents
- Text Creation and manipulation
- Document Creation
o Editing Text
o Text Selection
o Cut, Copy and Paste
o Font and Size selection
o Alignment of Text
o Adding Clip Art Pictures
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o Adding Images
o Inserting Other Object
- Formatting the Text
o Paragraph Indenting
o Bullets and Numbering
o Changing case
- Creating Columns inside a Page
- Page Layout and Margins
o Setting Page Size
o Changing Page Orientation
o Setting Page Margins
o Header and Footers
o Inserting Watermark
- Table Manipulation
o Draw Table
o Changing cell width and height
o Alignment of Text in cell
o Delete / Insertion of row and column
o Border and shading
UNIT Practical & Viva
1 & 2.

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UNIT 1:
INTRODUCTION TO GUI BASED
OPERATING SYSTEM

INTRODUCTION:
 An operating system (OS) is a collection of software that manages computer hardware
resources and provides common services for computer programs.
 The operating system is a vital component of the system software in a computer
system.
 Application programs usually require an operating system to function. OR An
operating system (OS) is an interface between hardware and user. It is responsible for the
management and coordination of activities and the sharing of the resources of a
computer.
 There are two types of operating systems:
1) Command Line Interface (CLI) – Here the user has to remember the
commands that are to be given at the command prompt. Examples of
such OS are DOS and UNIX.
2) Graphical User Interface (GUI) - GUI operating systems use icons and
menus to carry out commands. Because of their ease of use, GUI Operating
Systems have become the leading operating system used by end-users
today. Windows is the most popular GUI OS.
BASICS OF OPERATING SYSTEM:
The Operating System is a program with the following features −
 An operating system is a program that acts as an interface between the
software and the computer hardware.
 It is an integrated set of specialized programs used to manage overall resource s
and operations of the computer.
 It is a specialized software that controls and monitors the execution of all
other programs that reside in the computer, including application
programs and other system software.

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OBJECTIVES OF OPERATING SYSTEM:

The objectives of the operating system are −
 To make the computer system convenient to use in an efficient manner.
 To hide the details of the hardware resources from the users.
 To provide users a convenient interface to use the computer system.
 To act as an intermediary between the hardware and its users, making it easier
for the users to access and use other resources.
 To manage the resources of a computer system.
 To keep track of who is using which resource, granting resource requests,
and mediating conflicting requests from different programs and
users.
 To provide efficient and fair sharing of resources among users and programs.
CHARACTERISTICS OF OPERATING SYSTEM:
Here is a list of some of the most prominent characteristic features of Operating
Systems –
 Memory Management −Keeps track of the primary memory, i.e. what
part of it is in use by whom, what part is not in use, etc. and allocates the
memory when a process or program requests it.
 Processor Management −Allocates the processor (CPU) to a process and
deallocates the processor when it is no longer required.
 Device Management − Keeps track of all the devices. This is also called
I/O controller that decides which process gets the device, when, and for
how much time.
 File Management − Allocates and de-allocates the resources and decides
who gets the resources.
 Security −Prevents unauthorized access to programs and data by means of
passwords and
other similar techniques.
 Job Accounting − Keeps track of time and resources used by various jobs and/or
users.
 Control Over System Performance –Records delays between the request
for a service and from the system.
 Interaction with the Operators –Interaction may take place via the
console of the computer in the form of instructions. The Operating System
acknowledges the same, does the corresponding action, and informs the
operation by a display screen.
 Error-detecting Aids − Production of dumps, traces, error messages, and other
debugging and error-detecting methods.
 Coordination Between Other Software and Users − Coordination and assignment
of compilers, interpreters, assemblers, and other software to the various users
of the computer systems.

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BASICS OF POPULAR OPERATING SYSTEM (LINUX, WINDOWS):

WHAT IS AN OPERATING SYSTEM?
 An operating system is the most important software that runs on a computer.
 It manages the computer's memory, processes, and all of its software and
hardware.
 It also allows you to communicate with the computer without knowing
how to speak the computer's "language." Without an operating system, a
computer is useless.
THE OPERATING SYSTEM'S JOB
You've probably heard the phrase boot your computer, but do you know what
that means? Booting is the process that occurs when you press the power button to
turn your computer on. During this process (which may take a minute or two), the
computer does several things:
 It runs tests to make sure everything is working correctl y.
 It checks for new hardware.
 It then starts up the operating system.
LINUX
 Linux(pronounce LINN-ux) is a family of open source operating systems,
which means that they can be modified and distributed by anyone around
the world. This is very different from proprietary software like Windows,
which can only be modified by the company that owns it (Microsoft).
 The advantages of Linux are that it is free, and there are many different
distributions (or versions) that you can choose from.
 Each distribution has a different look and feel, and the most popular ones
include Ubuntu, Mint, and Fedora.
 Linux is named after Linus Torvalds, who created the Linux kernel in 1991. The
kernel is the computer code that is the central part of an operating system.
 According to Stat Counter Global Stats, Linux users account for less than 1%
of the operating systems market as of June 2011. However, most servers run
Linux because it's relatively easy to customize.

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MICROSOFT WINDOWS:
 Microsoft created the Windows operating system in the mid-1980s.
 Over the years, there have been many different versions of Windows, but the
most popular ones are Windows 7 (released in 2009), Windows Vista (2007), and
Windows XP (2001).
 Windows comes preloaded on most new PCs, which helps to make it the most
popular operating system in the world.
 If you're buying a new computer or upgrading to a new version of Windows,
you can choose from several different editions of Windows, including Home
Premium, Professional, and Ultimate. For most users, Home Premium offers enough
features, but many people choose one of the more expensive editions.

 Modern operating systems use a Graphical User Interface, or GUI (pronounced

"gooey").
 A GUI lets you use your mouse to click on icons, buttons, and menus, and
everything is clearly displayed on the screen using a combination of graphics
and text.
 Each operating system's GUI has a different look and feel, so if you switch
to a different operating system it may seem unfamiliar at first.
 However, modern operating systems are designed to be easy to use, and most
of the basic principles are the same.
FILE AND DIRECTORY MANAGEMENT:
CREATING AND RENAMING OF FILES AND DIRECTORIES
 A file object provides a representation of a resource that can be managed by
the I/O system.
 Like other objects, they enable sharing of the resources, they have names,
they are protected by object - based security, and they support
synchronization. The I/O system also enables reading from or writing to the
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resource.
 A directory is a hierarchical collection of directories and files.
 The only constraint on the number of files that can be contained in a single
directory is the physical size of the disk on which the directory is located.
CREATING NEW FILES OR FOLDERS:
Follow these steps to create new folders:
1. Open Windows Explorer, navigate to the drive or folder in which you want
to create your new folder.
2. Right click anywhere in the white space and hover the mouse over new.
3. Click on folder from the sub-menu that appears.
4. You will then be prompted to name the folder, simply type in the name an d
then press enter (return) key.
The same procedure may be followed for creating files.
RENAMING FILES AND FOLDERS
Follow these steps to rename files and folders:
1. Right click on the folder or file which you want to rename.
2. Then click on the sub-menu Rename.
3. Filename gets highlighted. Write the name of the file or folder you want and press
Enter.
TYPES OF FILES
 File type refers to the ability of the operating system to distinguish different
types of file such as text files source files and binary files etc.
 Many operating systems support many types of files.
 Operating system like MS-DOS and UNIX have the following types of files
ORDINARY FILES
o These are the files that contain user information.
o These may have text, databases or executable program.
o The user can apply various operations on such files like add, modify, delete or even
remove the entire file.
DIRECTORY FILES
 These files contain list of file names and other information related to these files.
SPECIAL FILES
 These files are also known as device files.
 These files represent physical device like disks, terminals, printers, networks, tape
drive etc.
THESE FILES ARE OF TWO TYPES
 Character special files − data is handled character by character as in case
of terminals or printers.
 Block special files − data is handled in blocks as in the case of disks and tapes.
THE USER INTERFACE
 As we discussed earlier, the Graphical User Interface has a visual environment
using windows, button s, and icons. As Microsoft Windows operating system
is the most popular, we will discuss the different features of a GUI based
operating systems with the help of Windows operating system.

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TASK BAR
 Taskbar is a bar displayed at the bottom of the GUI desktop.
 It is used to launch and monitor running applications.
 The task bar in Microsoft Windows may include the Start menu button,
Quick Launch bar, taskbar button s, and notification area.
TASKBAR ELEMENTS
 The Start menu button gives access to installed programs, recent documents
and OS settings.
 The Quick Launch bar contains shortcuts to applications.
 Microsoft Windows XP displays the Quick Launch bar by default, so it
might already be part of your taskbar.
 Look for the Quick Launch bar directly to the right of your Start button.
If your Quick Launch bar is disabled, you can display it by right clicking
your taskbar, and selecting Toolbars ->Quick Launch option.
SETTING TASKBAR OPTIONS
 In Windows, you can customize the taskbar according to your choice.
 To do so, right-click the Taskbar.
 The popup menu displays some of the commonly used options and the
properties option.
 You can select the option you want by clicking on “Properties” to open
the Taskbar and Start Menu properties dialog box.
SOME OF THE OPTIONS ARE DISCUSSED BELOW:
 Lock the taskbar: If selected, all sizing handles on the taskbar are
hidden so you can't accidentally move or resize it.
 Auto-hide the taskbar: If you select this option, the taskbar will be hidden
most of the time so as to not take up any space on the screen. To make it
visible, move the mouse pointer to its position prior to hiding.
 Keep the taskbar on top of other windows: If selected, the taskbar is
visible at all times, even when large maximized program windows are
covering the rest of the screen.
 Group similar taskbar buttons: If selected, multiple taskbar buttons
collapse into a single button so the buttons don't become too small on
the taskbar.
 Show Quick Launch: If selected, Quick Launch toolbar is displayed to
the right of the Start button.
ICONS:
 Icon is a graphic symbol that denotes a program or a command or a data
file or a concept in a graphical user interface.
 There are thousands of icons in windows Operating system.
 Some important icons are categorized into six groups as follows:
o File management: icons are used for storing and retrieving files and
folders within the system.
E.g. My Computer, My Document, etc.
o Database management : icons are used for accessing different types
of databases.

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o Office Icons : are used for accessing office applications. E.g. Word,
Excel, etc.
o Internet : access icons are used for upload and download files from
the internet. E.g. Internet Explorer, FTP, etc.
o Multimedia icons : are used for accessing audio and video files. E.g.
Windows Media Player, Sound Recorder, etc.
o Utility Icons : are used for managing the system. E.g. Backup, Control
Panel, etc.
START MENU:
 The Start menu can be used to quickly start the installed programs.
 The programs are divided in two sections: the quickly available
programs pinned to the start menu (the upper section) and the recently
opened programs (below the horizontal line).
 By default this menu is filled with less important programs, while most
of the time the newly installed and important programs are hidden
behind the sub menu All Programs.
 By right clicking a program and selecting Pinto Start menu (like shown
below), a program can be added to the short (but quickly available) list
of programs in the Start menu.
 Every newly installed program as a folder and shortcuts to the menu All
Programs (unless this option has been disabled at setup), which makes
the program easy to find.
 This list can be a mess, especially when a lot of software has been
installed therefore a more logical structure would improve the
overview.

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RUNNING AN APPLICATION:
Running an application in GUI based operating system is quite easy and can be done in
many ways. Some of the ways are mentioned below:
1. If the application icon is available on the desktop, double -click it
2. Click on the Start Menu to open the list of applications installed. Choose
the application you want to run and double-click it.
3. Click on Start Menu then click on Run and type the name of the application
in the textbox and press enter.
OPERATING SYSTEM SIMPLE SETTING
To Add and Remove a Windows Component
Follow these steps to add or remove a windows component:
1. Click on Start -> Settings -> Control Panel -> Add or Remove Programs.
2. Add/Remove Windows Program dialog box appears.
3. Select the Add/Remove Windows Component icon on the left side of the dialog
box.
4. Add/Remove Windows Component dialog box opens.
5. Select the component to be removed and click on “ Next”
6. A message box will appear asking you to confirm you really want to remove the
component.
7. Select the OK button to remove it.
CHANGING MOUSE PROPERTIES
Follow these steps to change mouse properties:
1. Click on Start -> Settings -> Control Panel -> Mouse.
2. Mouse Properties dialog box appears.
3. Change the shape of the Mouse Pointer, Mouse Buttons configuration, Pointer
Options, etc. as per your choice.
TO ADD OR REMOVE PRINTERS
To print, you need to connect a printer directly to your computer (when it is
connected in this way, it's referred to as a local printer), or create a connection
to a network or shared printer.
TO ADD A LOCAL PRINTER
First, connect the printer to your computer following the manufacturer's
instructions. Windows will attempt to automatically install the printer. If
Windows can't automatically install it, or if you've previously removed the
printer and want to add it again, follow these steps:
1. Click on Start -> Settings -> Control Panel -> Printers.
2. Printer dialog box appears.
3. Click Add a printer. To open the Add Printer Wizard.
4. Select Add a local printer option to open Choose a printer port page.
5. Ensure that the Use an existing port option button and the recommended printer
port are
6. selected, and then click Next.
7. On the Install the printer driver page, select the printer manufacturer and

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model, and then click Next.

REMOVE A PRINTER
1. Click on Start -> Settings -> Control Panel -> Printers.
2. Printers dialog box appears.
3. Right-click the printer that you want to remove, and then choose Delete.
4. If you are prompted for an administrator password or confirmation, type the
password or
5. provide confirmation.
CHANGING SYSTEM DATE AND TIME
Follow these steps to adjust system date and time:
1. Click on the time that is displayed in the task bar.
2. This will bring up the Date and Time Properties box.
3. You can also right-click on the time by clicking on the "Adjust Date and Time"
menu option.
4. Or, click Start -> Control Panel -> Date and time to open the dialog box.
5. Change the date, month, year, time settings as you want.
6. Click "Apply” button to save the changes.
CHANGING DISPLAY PROPERTIES
To change the display property, right click on the desktop then select properties a
new window will appear having following tabs:
1. Theme – Here you can change theme of the OS.
2. Desktop – Here you can change the background and colour scheme of the
windows.
3. Screen Saver – Here you can change screen saver and power settings.
4. Appearance – Here you can change style, colour scheme, font of the windows
and icons.
5. Settings – Here you can change screen resolution and colour scheme.
All the tabs have “Advanced” button that can be clicked to open more options to be
adjusted.

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UNIT 2:
WORD PROCESSING

INTRODUCTION TO WORD PROCESSING SOFTWARE

 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.
 Today, most word processors are delivered either as a cloud service or as
software that users can install on a PC or other device.
 Microsoft Word is a word processing software package.
 You can use it to type letters, reports, and other documents.
 It gives you the ability to use your computer for desktop publishing.
OBJECTIVES & WORD PROCESSING BASICS
 Microsoft Word is part of the Microsoft's Office suite of software.
 It is a word processor, meaning its main function is the writing and editing of
text documents.
 Microsoft has developed Word to be the premier word processor used by PC
owners, and it is often bundled with new PC purchases.
 It is also available separately at many office supply and software retailers.
Word Processing : The primary objective of MS Word is to enable you, the user,
to create and edit documents.
 This is the word processing component, and it allows you to type whatever you
want and save it to view or edit later.
 These saved files can also be sent to another person, who can view it with her
own word processing software.
Editing : Word features numerous editing tools for your documents.
 You can change margins, font, text size and other features.
 The size of the line breaks can be adjusted, as can the color of the text.
 The text can also be cut and pasted anywhere in the document by manipulating
the many editing options in Word.
Compatibility : Microsoft Word features compatibility with many different
types of text documents.
 The main format used by Word is the ".doc" format, with ".docx" used in
newer versions of Word.
 Word can also read text documents in many other formats, with newer
versions of Word able to download compatibility patches to enable it to read
formats it isn't natively designed to read.
Ubiquity : By bundling Word with new PCs and providing free and discounted
copies to schools, students and offices, Microsoft is seeking the ubiquitous
presence of their software. Microsoft Office products are even available on Apple
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Track Changes : A popular editing tool in literary and print circles, "Track
Changes" is an option that can be turned on in many word processors, including
most versions of Word.
 This tool marks any changes made to the document and allows the original
document to be viewed simultaneously.
 These changes can later be viewed and accepted by the document's original
author.
 Each change can also be marked with explanations so viewers can see why
certain changes were made, along with indications of which user made the
change.
Protecting Your Documents : Word allows "Read Only" documents to be
produced that cannot be edited later or can only be edited in certain spaces.
 This is useful when creating official documents that need to be reviewed and
digitally signed.
 By allowing only the signature line to be editable, the rest of the document
can be guaranteed safe from any changes made by the signer.
Easy to Use : Word is designed for ease of use. When opening the program,
you are presented with a blank document upon which you can immediately begin
placing text.
 All of the most basic editing options, like bold, italics, underlining and font
size, are readily available in the default toolbar, with the more advanced
options inside sub-menus and various other toolbars.
 Any user can easily hammer out a letter or a shopping list, while more
advanced users can dig deep to uncover more powerful options.
Styles : Word offers several options designed to be more stylistic than a plain text
document.
 Word allows the addition of text borders, as well as clip art and other images.
 Styles you like can even be saved in the "Quick Styles" section for easier use.
 By using these, you can click a button and any font choices, like color and text
effects, will be all applied at once.
Printing : Of course, a word processor wouldn't be very useful if it weren't able to
print documents. Word enables the printing of any document it can open.
 It will even allow you to manipulate printing options in accordance with your
specific model of printer.
 These include the quality of the printing job and orientation of the paper.
Multiple Word pages can even be printed on a single sheet of paper.
Tables/Graphs/Charts : Another option present in Word is the ability to generate
productivity- related images like charts and graphs.
 Bar graphs, pie charts, line graphs and other related types of images can be
generated.
 Open the chart options, input your data, select your graph or chart style,
and Word will generate it for you.
 It can then be resized and placed anywhere within the document.

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OPENING WORD PROCESSING PACKAGE

You have three primary ways to fire up Word, so use whichever method you find
quickest:
 Start menu. The Start button in the lower-left corner of your screen gives
you access to all programs on your PC—Word included. To start Word,
choose Start → All Programs → Microsoft Office → Microsoft Office
Word.
 Quick Launch toolbar. The Quick Launch toolbar at the bottom of your
screen (just to the right of the Start menu) is a great place to start
programs you use frequently. Microsoft modestly assumes that you'll be
using Word a lot, so it usually installs the Word icon in the Quick Launch
toolbar. To start using Word, just click the W icon.
 Opening a Word document. Once you've created some Word documents,
this method is fastest of all, since you don't have to start Word as a
separate step. Just open an existing Word document, and Word starts
itself. Try going to Start → My Recent Documents, and then, from the list
of files, choose a Word document. You can also double-click the
document's icon on the desktop or wherever it lives on your PC.
MENU BAR:

THE MICROSOFT OFFICE BUTTON:

In the upper-left corner of the Word 2007 window is the Microsoft Office button.
When you click the button, a menu appears. You can use the menu to create a new
file, open an existing file, save a file, and perform many other tasks.
THE QUICK ACCESS TOOLBAR

Next to the Microsoft Office button is the Quick Access toolbar. The Quick
Access toolbar provides you with access to commands you frequently use. By
default Save, Undo, and Redo appear on the Quick Access toolbar. You can use
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Save to save your file, Undo to rollback an action you have taken, and Redo to
reapply an action you have rolled back.
THE TITLE BAR

 Next to the Quick Access toolbar is the Title bar.

 The Title bar displays the title of the document on which you are currently
working.
 Word names the first new document you open Document1.
 As you open additional new documents, Word names them sequentially.
 When you save your document, you assign the document a new name.
THE RIBBON

 You use commands to tell Microsoft Word what to do.

 In Microsoft Word 2007, you use the Ribbon to issue commands.
 The Ribbon is located near the top of the screen, below the Quick Access
toolbar.
 At the top of the Ribbon are several tabs; clicking a tab displays several related
command groups.
 Within each group are related command buttons.
 You click buttons to issue commands or to access menus and dialog boxes.
You may also find a dialog box launcher in the bottom-right corner of a
group.
 Clicking the dialog box launcher gives you access to additional commands via
a dialog box.
THE RULER

The ruler is found below the Ribbon.

You can use the ruler to change the format of your document quickly. If your
ruler is not visible, follow the steps listed here:

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1. Click the View tab to choose it.

2. Click the check box next to Ruler in the Show/Hide group. The ruler
appears below the Ribbon.
THE TEXT AREA
Just below the ruler is a large area called the text area. You type your document in
the text area. The blinking vertical line in the upper-left corner of the text area is
the cursor. It marks the insertion point. As you type, your text displays at the
cursor location. The horizontal line next to the cursor marks the end of the
document.

THE VERTICAL AND HORIZONTAL AND VERTICAL SCROLL BARS

 The vertical and horizontal scroll bars enable you to move up, down, and
across your window simply by dragging the icon located on the scroll bar.
 The vertical scroll bar is located along the right side of the screen.
 The horizontal scroll bar is located just above the status bar.

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 To move up and down your document, click and drag the vertical scroll bar up
and down.
 To move back and forth across your document, click and drag the horizontal
scroll bar back and forth. You won't see a horizontal scroll bar if the width of
your document fits on your screen.
THE STATUS BAR
 The Status bar appears at the very bottom of your window and provides such
information as the current page and the number of words in your document.
 You can change what displays on the Status bar by right-clicking on the Status
bar and selecting the options you want from the Customize Status Bar menu.
 You click a menu item to select it. You click it again to deselect it. A check
mark next to an item means it is selected.

UNDERSTANDING DOCUMENT VIEWS

In Word 2007, you can display your document in one of five views: Draft,
Web Layout, Print Layout, Full Screen Reading, or Online Layout.
Draft View: Draft view is the most frequently used view. You use Draft view
to quickly edit your document.
Web Layout: Web Layout view enables you to see your document as it would
appear in a browser such as Internet Explorer.
Print Layout: The Print Layout view shows the document as it will look
when it is printed. Reading Layout: Reading Layout view formats your
screen to make reading your document more comfortable.
Outline View: Outline view displays the document in outline form. You can

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display headings without the text. If you move a heading, the accompanying
text moves with it.
You should use Draft view for these lessons. Before moving ahead, make sure you
are in Draft view:

1. Click the View tab.

2. Click Draft in the Document Views group. When the Draft option is
selected it appears in a contrasting color.
CLICK
During the lessons that follow, you will be asked to "click" items and to
choose tabs. When asked to click:
1. Point to the item.
2. Press your left mouse button once.
If you are asked to double-click an item:
1. Point to the item.
2. Quickly press your left mouse button twice.
If you are asked to right-click:
1. Point to the item.
2. Press your right mouse button.
If you are asked to choose a tab, click the tab.
UNDERSTANDING NONPRINTING CHARACTERS
Certain characters, called nonprinting characters, do not print and will not
appear in your printed document but do affect your document layout. You
can elect to see these characters on the screen as you type or you can
elect to have them remain invisible. For these lessons, opt to see them
onscreen. This table describes most of them:
Character Denotes
A tab
. A space
¶ The end of a paragraph
Hidden text
To view nonprinting characters:

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1. Choose the Home tab.

2. Click the Show/Hide button in the Paragraph group . The
Show/Hide button appears in a contrasting color, when it is selected.
CREATE SAMPLE DATA AND SELECT TEXT
 If you type =rand() in your Word document and then press Enter, Word creates
three paragraphs.
 You can use these paragraphs to practice what you learn. Throughout these
lessons, you will be asked to select text.
 The following exercise teaches you how to create data and how to select data.
You can select by using the arrow keys or by clicking and dragging.
 When using the arrow keys, use the up arrow to move up, the down arrow to
move down, the left arrow to move left, and the right arrow to move right.
 When using the mouse, press the left mouse button and then drag in the
direction you want to move.
OPENING DOCUMENTS
When you do not have time to complete your work or when you finish your
work, you can save and close your file. After saving a file, you can later open it
to revise or finish it.
OPEN A FILE WITH WINDOWS VISTA
If you are using Windows Vista:
1. Open Word 2007.
2. Click the Microsoft Office button. A menu appears.
3. Click Open. The Open dialog box appears.
4. Locate the folder in which you saved the file. The file is named Lesson
Two.docx.
5. Click Lesson Two.docx.
6. Click Open. The file you created during the previous lesson appears.
OPEN A FILE WITH WINDOWS XP
If you are using Windows XP:
1. Open Word 2007.
2. Click the Microsoft Office button. A menu appears.
3. Click Open. The Open dialog box appears.
4. Use the Look In field to move to the folder in which you saved the file.
The file is named Lesson Two.docx.

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5. Click Lesson Two.docx.

6. Click Open. The file you created during the previous lesson appears.
ALTERNATE METHOD—OPENING A FILE WITH KEYS
1. Open Word 2007.
2. Press Ctrl+o.
3. Locate the folder in which you saved your file. The file is named Lesson
Two.docx
4. Click Lesson Two.docx.
5. Click Open. The file you created during the previous lesson appears.
SAVE AND SAVE AS
 You must save your documents if you wish to recall them later.
 You can use the Save option on the Microsoft Office menu, to save a
document.
 You can also save a document by typing Ctrl+s.
 The first time you save a document, the Save As dialog box appears.
 Use the Save As dialog box to locate the folder in which you want to save
your document and to give your document a name.
 After you have saved your document at least once, you can save any changes
you make to your document simply by clicking the Save after you click the
Microsoft Office button.
 Every time you save your document, you overwrite the previous version of
your document.
 For example, you create a document and save it. Later you delete several
passages from the document and then save your changes.
 The passages from the first draft of the document no longer exist. If you want
to save both the original draft of your document and the revised document, you
must save the second draft of the document using a different name.
 To save the document using a different name, click the Microsoft Office
button. A menu appears.
 Click Save As. The Save As dialog box appears. Use the File Name box to
give your document a new name.
SAVE A FILE—WINDOWS VISTA:

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1. Click the Microsoft Office button. A menu appears.

2. Click Save. The Save As dialog box appears, if you are saving your
document for the first time.

3. Use the Address bar to locate the folder in which you want to save your file.
4. Name your file by typing Lesson Two.docx in the File Name box.
5. Click Save.
6. Click the Microsoft Office button. A menu appears.
Click Exit Word, which is located in the bottom-right corner of the window. Word
closes.
SAVE A FILE—WINDOWS XP
1. Click the Microsoft Office button. A menu appears.
2. Click Save. The Save As dialog box appears if you are saving your
document for the first time.
3. Specify the correct folder in the Save In box.
4. Name your document by typing Lesson Two in the File Name box.
5. Click Save.
6. Click the Microsoft Office button. A menu appears.
7. Click Exit Word, which is located in the bottom-right corner of the window.
Word closes.
PAGE SETUP
SET THE ORIENTATION
Before you print your document, you may want to change the orientation of
your pages. There are two orientations you can use: portrait and landscape. Paper,

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such as paper sized 8 1/2 by 11, is longer on one edge than it is on the other. If
you print in Portrait, the shortest edge of the paper becomes the top of the page.
Portrait is the default option. If you print Landscape, the longest edge of the paper
becomes the top of the page.

Paper comes in a variety of sizes. Most business correspondence uses 8 1/2 by 11

paper which is the default page size in Word. If you are not using 8 1/2 by 11 paper,
you can use the Size option in the Page Setup group of the Page Layout tab to change
the Size setting
SET THE PAGE SIZE

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1. Choose the Page Layout tab.

2. Click Size in the Page Setup group. A menu appears.
3. Click Letter 8.5 x 11in. Word sets your page size.
SET THE MARGINS
Margins define the amount of white space that appears at the top, bottom, left,
and right edges of your document. The Margin option in the Page Setup group
of the Page Layout tab provides several standard margin sizes from which you can
choose.

1. Choose the Page Layout tab.

2. Click Margins in the Page Setup group. A menu appears.
3. Click Moderate. Word sets your margins to the Moderate settings.
ADD PAGE NUMBERS
 Page numbers help you keep your document organized and enable readers
to find information quickly.
 You can add page numbers to the top, bottom, or margins of your pages,
and you can choose where the numbers appear.
 For example, numbers can appear at the top of the page, on the left, right,
or center of the page. Word also offers several number styles from which
you can choose.

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1. Choose the Insert tab.

2. Click the Page Number button in the Header & Footer group. A menu
appears.
3. Click Bottom of Page.
4. Click the right-side option.
INSERT PAGE BREAKS
 As you learned in Lesson 1, you can display your document in any of five
views:
 Draft, Web Layout, Print Layout, Full Screen Reading, or Online Layout. In
Print Layout view you see your document as it will appear when you print
it.
 You can clearly see where each page ends and a new page begins.
 As you review your document, you may find that you want to change the
point at which a new page begins. You do this by inserting a page break.
 For example, if a page heading appears on one page and the first paragraph
under the heading appears on the next page, you may want to insert a page
break before the heading to keep the heading and the first paragraph together.

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1. Place your cursor before the D in "Displaced Homemakers"

2. Choose the Insert tab.
3. Click Page Break. Word places a page break in your document.
To delete a page break, you select the page break and then press the Delete key.
PRINT PREVIEW

1. Choose the View tab.

2. Click Print Layout in the Document Views group. Your document
changes to the Print Layout view.
3.

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PRINTING OF DOCUMENTS
 When you have your margins, tabs, and so on the way you want them, you are
ready to print.
 In Word, You can preview your document before you print. In the Preview
mode, you can review each page, view multiple pages at the same time,
zoom in on a page, and access the Size, Orientation, and Margin options.
 If you press the Zoom button while you are in Preview mode, the Zoom dialog
box appears.
 In the Zoom dialog box you can set the sizes of the pages that display as well
as the number of pages that display.
 When you are ready to print, you use the Print dialog box.
 In the Print Range area, choose All to print every page of your document,
choose Current Page to print the page you are currently on, or choose Pages to
enter the specific pages you want to print.
 Type the pages you want to print in the Pages field. Separate individual
pages with commas (1,3, 13); specify a range by using a dash (4-9).
PRINT PREVIEW
1. Click the Microsoft Office button. A menu appears.
2. Highlight the Print option. The Preview and Print the Document menu
appears.
3. Click Print Preview. The Preview window appears, with your document in
the window.
4. Click One Page to view one page at a time. Click Two Pages to view two
pages at a time.
5. To view your document in normal size, click 100%.
6. Click the Zoom Button. The Zoom dialog box appears.
7. Select an option and then click OK. Perform this task for each option and
note the results.
Note: As you review your document, if you see changes you would like to make
to the layout, use the Margin, Orientation, or Page Size options to make the
changes. If you want to make other types of changes to your document, click the
Close Print Preview button, to return to your document. Once you are satisfied
with your document, you are ready to print.
PRINT
1. Click the Print button. The Print dialog box appears.
2. Click the down arrow next to the Name field and select the printer to which
you want to print.
3. Choose All as the page range.
4. Click OK. Word prints your document.
TEXT CREATION AND MANIPULATION
Document Creation
Type, Backspace, and Delete
 In Microsoft Word, you create documents by typing them.
 For example, if you want to create a report, you open Microsoft Word and then
begin typing.

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 You do not have to do anything when your text reaches the end of a line and
you want to move to a new line—Microsoft Word automatically moves your
text to a new line.
 If you want to start a new paragraph, press Enter. Microsoft word creates a
blank line to indicate the start of a new paragraph.
 To capitalize, hold down the Shift key while typing the letter you want to
capitalize.
 If you make a mistake, you can delete what you typed and then type your
correction.
 You can use the Backspace key to delete. Each time you press the Backspace
key, Microsoft Word deletes the character that precedes the insertion point.
 The insertion point is the point at which your mouse pointer is located. You can
also delete text by using the Delete key.
 First, you select the text you want to delete; then you press the Delete key.
TYPE AND BACKSPACE
1. Type the following sentence:
Joe has a very large house.
2. Delete the word "house." Using either the arrow keys or the mouse,
place the cursor between the period and the "e" in "house."
3. Press the Backspace key until the word "house" is deleted.
4. Type boat. The sentence should now read:
"Joe has a very large boat."
DELETE
Delete the word "very" from the sentence you just typed.
1. Select the word "very." You can place the cursor before the "v" in the
word "very," press and hold down the Shift key, and then press the right
arrow key until the word "very" is highlighted.
2. Press the Delete key. The sentence should now read: "Joe has a large
boat."
BOLD, ITALICIZE, AND UNDERLINE
 When creating a document, you may need to emphasize particular
words or phrases by bolding, underlining, or italicizing.
 Also, certain grammatical constructs require that you bold, underline,
or italicize. You can bold, underline, and italicize when using Word.
 You also can combine these features—in other words, you can bold,
underline, and italicize a single piece of text.
 When you need to perform a task in Microsoft Word, you can usually
choose from several methods.
 The exercises that follow show you how to bold, underline, or italicize
using four different methods:
 using the launcher, the Ribbon, the Mini-toolbar/context menu, and the
keyboard.
Type the following exactly as shown. Remember, pressing the Enter key
starts a new paragraph. Press the Enter key at the end of each of the
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following lines to start a new paragraph.

 Launcher: Bold Italicize Underline these words. All three Regular

 Ribbon: Bold Italicize Underline these words. All three Regular Mini
 Toolbar: Bold Italicize Regular
 Keys: Bold Italicize Underline these words. All three Regular

BOLD WITH THE DIALOG BOX LAUNCHER

1. On the line that begins with Launcher, select the word "Bold." You can
place the cursor before the letter "B" in "Bold." Press the Shift key; then

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press the right arrow key until the entire word is highlighted.
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box
appears.

4. Click Bold in the Font Style box.

Note: You can see the effect of your action in the Preview window.
To remove the bold, click Regular.
5. Click OK to close the dialog box.
6. Click anywhere in the text area to remove the highlighting. You have
bolded the word bold.
ALTERNATE METHOD—BOLD WITH THE RIBBON

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1. On the line that begins with "Ribbon," select the word "Bold." You can
place the cursor before the letter "B" in "Bold." Press the Shift key; then
press the right arrow key until the entire word is highlighted.
2. Choose the Home tab.
3. Click the Bold button in the Font group. You have bolded the word bold.
Note: To remove the bold, you can select the text and then click the Bold
button again.
4. Click anywhere in the text area to remove the highlighting.
ALTERNATE METHOD - BOLD WITH THE MINI TOOLBAR

1. On the line that begins with "Mini Toolbar," select the word "Bold."

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You can place the cursor before the letter "B" in "Bold."Press the Shift
key; then press the right arrow key until the entire word is
highlighted.
2. Right-click. The Mini toolbar appears.
3. Click the Bold button . You have bolded the word bold.
ALTERNATE METHOD—BOLD WITH KEYS
1. On the line that begins with "Keys," select the word "Bold." You can
place the cursor before the letter "B" in "Bold." Press the Shift key; then
press the right arrow key until the entire word is highlighted.
2. Press Ctrl+b (hold down the Ctrl key while pressing b).
Note: To remove the Bold, press Ctrl+b again. You can also remove
formatting by pressing Ctrl+spacebar.
3. Click anywhere in the text area to remove the highlighting.
ITALICIZE WITH THE DIALOG BOX LAUNCHER

1. On the line that begins with Launcher, select the word "Italicize."
You can place the cursor before the letter "I" in "Italicize." Press the
Shift key; then press the right arrow key until the entire word is
highlighted.
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box
appears.

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4. Click Italic in the Font Style box.

Note: You can see the effect of your selection in the Preview
window. To remove the italics, click Regular in the Font Style box.
5. Click OK to close the Font dialog box.
6. Click anywhere in the text area to remove the highlighting. You
have italicized the word Italicize.
ALTERNATE METHOD—ITALICIZE WITH THE RIBBON

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1. On the line that begins with "Ribbon," select the word "Italicize."
You can place the cursor before the letter "I" in "Italicize." Press the
Shift key; then press the right arrow key until the entire word is
highlighted.
2. Choose the Home tab.
3. Click the Italic button on the Ribbon. You have italicized the word Italicize.
Note: To remove the italics, select the text and click the Italicize button
again
4. Click anywhere in the text area to remove the highlighting.
ALTERNATE METHOD—ITALICIZE WITH THE MINI TOOLBAR

1. On the line that begins with "Mini Toolbar," select the word "Italicize."
You can place the cursor before the letter "I" in "Italicize." Press the
Shift key; then press the right arrow key until the entire word is
highlighted.
2. Right-click. The Mini toolbar appears.
3. Click the Italic button . You have italicized the word Italicize.
Alternate Method—Italicize with Keys
1. On the line that begins with "Keys," select the word "Italicize." You can
place the cursor before the letter "I" in "Italicize." Press the Shift key;
then press the right arrow key until the entire word is highlighted.
2. Press Ctrl+i (hold down the Ctrl key while pressing i).
Note: To remove italics, press Ctrl+i again. You can also
remove formatting by pressing Ctrl+spacebar.
3. Click anywhere in the text area to remove the highlighting.You have
italicized the word Italicize.
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UNDERLINE WITH THE DIALOG BOX LAUNCHER

 You can underline when using Word. Word provides you with many types of
underlines from which to choose.
 The following are some of the underlines that are available if you use the
dialog box launcher:

The following illustrates underlining with the dialog box launcher:

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1. On the line that begins with "Launcher," select the words "Underline these
words."
2. Choose the Home tab.
3. Click the dialog box launcher in the Font group. The Font dialog box
appears.

4. In the Underline Style box, click the down arrow to open the pull-down
menu.
5. Click the type of underline you wish to use.
Note: To remove an underline, you select None from the pull-down menu.
6. Click OK to close the dialog box. The underline you selected appears under
the words.
7. Click anywhere in the text area to remove the highlighting.
ALTERNATE METHOD—UNDERLINE WITH THE RIBBON

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1. On the line that begins with "Ribbon," select the words "Underline these
words."
2. Choose the Home tab.
3. Click the Underline button in the Font group . Alternatively, you can
press the down arrow next to the underline button and click to choose
the type of underline you want.
Note: To remove the underlining, click the Underline button again.
4. Click anywhere in the text area to remove the highlighting.
Alternate Method—Underline with Keys
1. On the line that begins with "Keys," select the words "Underline these
words."
2. Press Ctrl+u (hold down the Ctrl key while pressing u).
Note: To remove the underlining, press Ctrl+u again.
3. Click anywhere in the text area to remove the highlighting.
All Three with the Dialog Box Launcher
On the line that begins with "Launcher," select the words "All three."
1. Choose the Home tab.
2. Click the dialog box launcher in the Font group. The Font dialog box
appears.
3. In the Font Style box, click Bold Italic.
Note: You can see the effect of your selection in the preview
window. To turn off the Bold Italic, click Regular.
4. In the Underline box, click to open the pull-down menu. Click the type
of underline you want to use.
Note: To remove an underline, select None from the pull-down menu.
5. Click OK to close the dialog box.
6. Click anywhere in the text area to remove the highlighting.
Alternate Method—All Three with the Ribbon
1. On the line that begins with "Ribbon," select the words "All three."
2. Choose the Home tab.
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3. Click the Bold button in the Font group.

4. Click the Italic button in the Font group.
5. Click the Underline button in the Font group.
6. Click anywhere in the text area to remove the highlighting.
ALTERNATE METHOD—ALL THREE WITH KEYS
1. On the line that begins with "Keys," select the words "All three."
2. Press Ctrl+b (bold).
3. Press Ctrl+i (italicize).
4. Press Ctrl+u (underline).
Note: You can remove formatting by highlighting the text and pressing
Ctrl+spacebar.
5. Click anywhere in the text area to remove the highlighting.
TEXT SELECTION
In Word, you can select all text in a document (Ctrl+A), or select specific text or
items in a table by using the mouse or keyboard. You can also select text or
items that are in different places. For example, you can select a paragraph on
one page and a sentence on a different page.
Select all text
1. Click anywhere within the document.
2. Press Ctrl+A on your keyboard to select all text in the document.
Select specific text
You can also select a specific word, line of text, or one or more paragraphs.
1. Place your cursor in front of the first letter of the word, sentence, or
paragraphs you want to select.
2. Click and hold while you drag your cursor to select the text you want.
Other ways to select text
 To select a single word, quickly double-click that word.
 To select a line of text, place your cursor at the start of the line, and press
Shift + down arrow.
 To select a paragraph, place your cursor at the start of the paragraph,
and press Ctrl + Shift + down arrow.
CUT, COPY AND PASTE
Cut and Paste
 You can use Word's Cut feature to remove information from a document.
 The you can use the Paste feature to place the information you cut anywhere
in the same or another document.
 In other words, you can move information from one place in a document to
another place in the same or different document by using the Cut and Paste
features.
 The Office Clipboard is a storage area. When you cut, Word stores the data
you cut on the Clipboard. You can paste the information that is stored on the
Clipboard as often as you like.

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Cut with the Ribbon

1. Type the following:

I want to move. I am content where I am.
2. Select "I want to move. "
3. Choose the Home tab.
4. Click the Cut button in the Clipboard group. Word cuts the text you
selected and places it on the Clipboard. Your text should now read:
"I am content where I am."
Paste with the Ribbon

1. Place the cursor after the period in the sentence "I am content where I am."
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2. Press the spacebar to leave a space.

3. Choose the Home tab.
4. Click the Paste button in the Clipboard group. Word pastes the text
on the Clipboard. Your text should now read:
"I am content where I am. I want to move."
Alternate Method—Cut with a Context Menu

1. Type the following:

I want to move. I am content where I am.
2. Select "I want to move. "
3. Right-click. The Mini toolbar and a context menu appear.
4. Click Cut on the menu. Your text should now read: "I am
content where I am."
Alternate Method—Paste with a Context Menu

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1. Place the cursor after the period in the sentence "I am content where I
am."
2. Press the spacebar to leave a space.
3. Right-click. A Mini toolbar and a context menu appear.
4. Click Paste. Your text should now read:
"I am content where I am. I want to move."
Alternate Method—Cut with Keys
1. Type the following:
I want to move. I am content where I am.
2. Select "I want to move."
3. Press Ctrl+x.
4. Your text should now read: " I am content where I am."
Alternate Method—Paste with Keys
Place the cursor after the period in the sentence: "I am content where I am."
1. Press the spacebar to leave a space.
2. Press Ctrl+v.
3. Your text should now read:
"I am content where I am. I want to move."
Copy and Paste
 In Microsoft Word, you can copy information from one area of a document
and place the information you copied anywhere in the same or another
document. In other words, after you type information into a document, if
you want to place the same information somewhere else, you do not have
to retype the information. You simple copy it and then paste it in the new
location. As with cut data, Word stores copied data on the Clipboard.
Copy with the Ribbon

1. Type the following:

You will want to copy me. One of me is all you need.
2. Select "You will want to copy me."
3. Choose the Home tab.
4. Click the Copy button in the Clipboard group. Word copies the

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data you selected to the Clipboard.

Paste with the Ribbon

1. Place the cursor after the period in the sentence: "One of me is all you
need."
2. Press the spacebar to leave a space.
3. Choose the Home tab.
4. Click the Paste button in the Clipboard group. Word places the
data you copied at the insertion point. Your text should now read:
"You will want to copy me. One of me is all you need. You will
want to copy me."
Alternate Method—Copy with a Context Menu

1. Type the following:

You will want to copy me. One of me is all you need.
2. Select "You will want to copy me."
3. Right-click. A Mini toolbar and a context menu appear.
4. Click Copy. Word places the data you copied at the insertion point.
Your text should now read: "You will want to copy me. One of me is all
you need. You will want to copy me."

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Alternate Method—Paste with a Context Menu

1. Place the cursor after the period in the sentence: "One of me is all you
need."
2. Press the spacebar to leave a space.
3. Right-click. A context menu appears.
4. Click Paste. Word pastes the information on the Clipboard into the
document.
Alternate Method—Copy with Keys
1. Type the following:
You will want to copy me. One of me is all you need.
2. Select "You will want to copy me. "
3. Press Ctrl+c. Word copies the information you selected to the Clipboard.
Alternate Method—Paste with Keys
1. Place the cursor after the period in the sentence "One of me is all you need."
2. Press the spacebar to leave a space.
3. Press Ctrl+v.
4. Your text should now read:
"You will want to copy me. One of me is all you need. You will want to
copy me."
FONT AND SIZE SELECTION
Change the Font Size
 A font is a set of characters (text) represented in a single typeface. Each
character within a font is created by using the same basic style.
 In Microsoft Word, you can change the size of your font. The following
exercise illustrates changing the font size.

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1. Type the following:

I can be any size you want me to be.
2. Select "I can be any size you want me to be."
3. Choose the Home tab.
4. In the Font group, click the down arrow next to the Font Size box. A menu
of font sizes appears.
5. Move your cursor over the menu of font sizes. As you do, Word 2007
provides a live preview ofthe effect of applying each font size.
6. Click 36 to select it as your font size.
Note: If you know the font size you want, you can type it in the Font Size field.
ALIGNMENT OF TEXT
Type Sample Paragraph.
Right-align

1. Select the paragraphs you created.

2. Choose the Home tab.
3. Click the Align-right button in the Paragraph group. Word right-aligns your
paragraphs.
Left-align
1. Select the paragraphs you created.
2. Choose the Home tab.
3. Click the Align-left button in the Paragraph group. Word left-aligns your
paragraph.
Center
1. Selected the paragraphs you created.
2. Choose the Home tab.
3. Click the Center button in the Paragraph group. Word centers your
paragraph.
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Justify
1. Select the paragraphs you created.
2. Choose the Home tab.
3. Click the Justify button in the Paragraph group. Word justifies your
paragraph.
Alternate Method—Right-Justify with Keys
1. Select the paragraphs you created.
2. Press Ctrl+r. The paragraph is now right-aligned.
Alternate Method—Left-Justify with Keys
1. Select the paragraphs you created.
2. Press Ctrl+l. The paragraph is now left-aligned.
Alternate Method—Center with Keys
1. Select the paragraphs you created.
2. Press Ctrl+e. The paragraph is now centered.
Alternate Method—Justify with Keys
1. Select the paragraphs you created.
2. Press Ctrl+j. The paragraph is now justified.
ADDING CLIP ART PICTURES
 Adding clip art and pictures to your document can be a great way to
illustrate important information or add decorative accents to existing text.
 You can insert images from your computer or search Microsoft's extensive
selection of clip art to find the image you need.
 Once an image has been inserted, you can format text to wrap around the
image.
1. Select the Insert tab.
2. Click the Clip Art command in the Illustrations group.

3. The clip art options appear in the task pane to the right of the document.
4. Enter keywords in the Search for: field that are related to the image you
want to insert.
5. Click the drop-down arrow in the Results should be: field.
6. Deselect any types of media you do not want to see.

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7. If you also want to search for clip art on Office.com, place a

check mark next to Include Office.com content. Otherwise, it
will just search for clip art on your computer.

8. Click Go.
To insert clip art:
1. Review the results from a clip art search.
2. Place your insertion point in the document where you want to insert the clip
art.
3. Click an image in the Clip Art pane. It will appear in the document.

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You can also click the drop-down arrow next to the image in the Clip Art pane to
view more options.
Adding Images
1. Place your insertion point where you want the image to appear.
2. Select the Insert tab.
3. Click the Picture command in the Illustrations group. The Insert Picture
dialog box appears.

4. Select the desired image file, then click Insert to add it to your document.

 To resize an image, click and drag one of the corner sizing handles.
The image will change size while keeping the same proportions.
 If you want to stretch it horizontally or vertically, you can use the
side sizing handles.

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INSERTING OTHER OBJECTS

To create a new file that is inserted into your Word document or email message:
1. In the Object dialog box, click the Create New tab, and then select an
option from the Object type list.

The default program for that file type opens, where you can enter any text or
data you want. When you close the program, any added content or changes
appear in your Word document or email message.
2. If you want the new file to appear as a clickable icon, rather than the first
page of your new file, select Display as icon. If this check box is selected,
you can choose a different icon by clicking Change Icon.
Tips:
 The information in the Result section changes based on the selected object
type and whether Display as icon is selected. Use this information to help
you determine what you want to insert and how you want it to appear.
 To edit the information in your inserted object, double-click the object.
Link or embed an existing file
To link or embed an object that's already been created:
1. In the Object dialog box, select the Create from File tab, and then
click Browse to find the file you want to insert.

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2. To link to the source file, rather than embedding it into your Word
document or email message, select Link to file.
3. If you want the inserted file to appear as a clickable icon, rather than the
first page of the file, select Display as icon. If this check box is selected,
you can choose a different icon by clicking Change Icon.
Tip: The information in the Result section changes based on whether Link
to file and Display as icon are selected. Use this information to help you
determine what you want to insert and how you want it to appear.
Embedded objects vs. linked objects
Embedded objects become part of the Word file or email message and, after
they are inserted, they are no longer connected to any source file.
Linked objects can be updated if the source file is modified. Linked data is
stored in the source file. The Word file or email message (the destination file)
stores only the location of the source file, and it displays a representation of the
linked data. Use linked objects if file size is a consideration.
You can insert the content of previously-created Word documents into a new or
different Word document.
Inserting a document
1. Click where you want to insert the content of the existing document.
2. On the Insert tab, in the Text group, click the arrow next to Object,
and then click Text from File.

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3. In the Insert File dialog box, locate the file that you want, and then double-
click it.
4. To add in the contents of additional Word documents, repeat the above steps
as needed.
Important: If you want to insert the header and footer also, be sure to insert the
text from the file in a new section so that the header and footer are applied to only
those pages.
Formatting the Text
 As you know the margin settings determine the blank space that appears
on each side of a paragraph. You can indent paragraphs in your document
from the left margin, the right margin, or both the margins.
 This chapter will teach you how to indent your paragraphs with or without
the first line of the paragraphs.
LEFT INDENTATION
Left indentation means to move the left edge of the paragraph inward towards the
center of the paragraph. Let us use the following steps to create left indentation.
Step 1 − Click anywhere on the paragraph you want to indent and click the
Increase Indent button available on the Home tab or simply press the Ctrl + M
keys. You can click multiple times to create deeper indentation.

Step 2 − You can remove left indentation by clicking the Decrease Indent
button available on Home tab or simply press Ctrl + Shift+ M keys. You can
click multiple times to remove deeper indentation.

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You can also use the Paragraph Dialog Box to set left and right indentations.
We will see this dialog box in the last section of this chapter.
RIGHT INDENTATION
Right indentation means to move the right edge of the paragraph inward towards
the center of the paragraph. Let us use the following steps to create right
indentation.
Step 1 − Click anywhere on the paragraph you want to indent and then click on
the Increase Right Indent spinner available on the Page Layout tab. You can click
on the spinner multiple times to create deeper indentation. You can use the Left
Indent spinners as well to set left indentation from the same place.

Step 2 − You can remove right indentation by clicking the Decrease Right Indent
spinner in the opposite direction.
You can also use the Paragraph Dialog Box to set the left and the right
indentations. We will see this dialog box in the next section.
FIRST LINE INDENTATION
You can move the left side of the first line of a paragraph inward toward the
center. Let us see the procedure to perform first line indentation.
Step 1 − Click anywhere on the paragraph you want to indent right and click the
Paragraph Dialog Box launcher available on the Home tab.
Step 2 − Click the Before Text spinner to set left indentation and select the First
Line Option to move the left side of the first line of a paragraph inward toward
the center. You can control the movement by setting the Indentation Unit. A
preview box will give only the idea and not the indentation status.

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Hanging Indentation
You can move the left side of the first line of a paragraph leftward, away from the
center which is called the hanging indentation. Let us see the procedure to
perform hanging indentation.
Step 1 − Click anywhere on the paragraph you want to indent right and click the
Paragraph Dialog Box launcher available on the Home tab.
Step 2 − Click the Before Text spinner to set left indentation and select Hanging
Option to move the left side of the first line of a paragraph leftward, away from
the center. You can control the movement by setting the Indentation Unit. A
preview box will give only the idea and not the indentation status.

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You can use the After Text spinner to set the right indentation. You can try it
yourself.
BULLETS AND NUMBERING
Microsoft word provides bullets and numbers to put a list of items in a nice
order. This chapter will teach you simple steps to create either the bulleted or
the numbered lists in simple steps.
Create a List from Existing Text
This is very simple to convert a list of lines into a bulleted or numbered list.
Following are the simple steps to create either bulleted list or numbered list.
Step 1 − Select a list of text to which you want to assign bullets or numbers.
You can use any of the text selection method to select the portion of text.
Step 2 − Click the Bullet Button triangle to display a list of bullets you want to
assign to the list. You can select any of the bullet style available by simply
clicking over it.

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Step 3 − If you are willing to create a list with numbers, then click the
Numbering Button triangle instead of the bullet button to display a list of
numbers you want to assign to the list. You can select any of the numbering
style available by simply clicking over it.

Create a List as You Type

You can create a bulleted list as you type. Word will automatically format it
according to your text.
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Following are the simple steps to create bulleted list as you type.
Step 1 − Type *, and then either press the SPACEBAR or press the TAB key,
and then type the rest ofwhat you want in the first item of the bulleted list.
Step 2 − When you are done with typing, press Enter to add the item in the list
automatically and go to add next item in the list.
Step 3 − Repeat Step 2 for each list item.

You can create a numbered list as you type. Word will automatically format it
according to your text. Following are the simple steps to create numbered list as you
type.
Step 1 − Type 1, and then either press the SPACEBAR or press the TAB key,
and then type the rest of what you want in the first item of the numbered list.
Step 2 − When you are done with typing, press Enter to add the item in the list
automatically and go to add next item in the list.
Step 3 − Repeat Step 2 for each list item.
CHANGING CASE
 You can also capitalize a character you are typing by pressing and holding
the SHIFT key while you type.
 You can also press the CAPS LOCK to have every letter that you type
capitalized, and then press the CAPS LOCK again to turn off
capitalization.

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CHANGE TEXT TO SENTENCE CASE

A sentence case is the case where the first character of every sentence is
capitalized. It is very simple to change the selected portion of text into sentence
case by following two simple steps −
Step 1 − Select the portion of text that that needs to be put in sentence case.
You can use any of the text selection methods to select the portion of text.
Step 2 − Click the Change Case button and then select the Sentence Case option
to capitalize the first character of every selected sentence.

Change Text to Lowercase

Changing text to lowercase is where every word of a sentence is in lowercase.
It is very simple to change a selected portion of text into lowercase by
following two simple steps −
Step 1 − Select the portion of text that needs to be put in lowercase. You can
use any of the text selection methods to select the portion of text.
Step 2 − Click the Change Case button and then select Lowercase option to
display all the selected words in lowercase.

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Change Text to Uppercase

This is where every word of a sentence is in uppercase. It is very simple to change
selected text into uppercase by following two simple steps −
Step 1 − Select the portion of text that you want to change to a bold font. You can
use any of the text selection method to select the portion of text.
Step 2 − Click the Change Case button and then select UPPERCASE option
to display all selected words in all caps. All characters of every selected word
will be capitalized.
Capitalize Text
A capitalize case is the case where every first character of every selected word
is in capital. This is very simple to change selected text into capitalize by
following two simple steps −
Step 1 − Select the portion of text that needs to be capitalized. You can use
any of the text selection method to select the portion of text.
Step 2 − Click the Change Case button and then select the Capitalize Each
Word option to put a leading cap on each selected word.
Toggle the Text
The Toggle operation will change the case of every character in reverse way. A
capital character will become a character in lower case and a character in lower
case will become a character in upper case. It is very simple to toggle case of the
text by following two simple steps −
Step 1 − Select the portion of text that you want to change to a bold font. You
can use any of the text selection method to select the portion of text.
Step 2 − Click the Change Case button and then select the tOGGLE cASE
option to change all the words in lowercase into words in uppercase; the words in
uppercase words change to words in lowercase.
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USING FORMAT PAINTER

Use the Format Painter on the Home tab to quickly apply the same formatting,
such as color, font style and size, and border style, to multiple pieces of text or
graphics. The format painter lets you copy all of the formatting from one object
and apply it to another one – think of it as copying and pasting for formatting.
1. Select the text or graphic that has the formatting that you want to copy.
Note: If you want to copy text formatting, select a portion of a paragraph.
If you want to copy text and paragraph formatting, select an entire
paragraph, including the paragraph mark.
2. On the Home tab, click Format Painter.

The pointer changes to a paintbrush icon.

3. Use the brush to paint over a selection of text or graphics to apply the
formatting. This only works once. To change the format of multiple selections in
your document, you must first double-click Format Painter.
4. To stop formatting, press ESC.
Notes:
 For graphics, the Format Painter works best with drawing
objects, such as AutoShapes. However, you can copy formatting
from a picture (such as the picture's border).
 The Format Painter can't copy the font and font size of WordArt text.

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CREATING COLUMNS INSIDE A PAGE

For creating a columns in page Choose Page Layout > Columns and select
your column style that you want.

PAGE LAYOUT AND MARGINS

Header and Footers
Click the Insert tab.

Click a built-in header or footer

Or click Edit Header or Edit Footer to modify an existing one.

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Click the header or footer box, and then type the text you want.

When you're done, click the Close Header and Footer button.

Double-click a header or footer to edit it.

INSERTING WATERMARK
 A watermark is a picture that shows up faintly behind the text on a Word
document page. When you draft a document, you can watermark the
document with Draft Copy stamp, or you can watermark a duplicate
document with the Duplicate stamp.
 Microsoft Word allows you to stamp with watermark using simple steps
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explained in this chapter.

Set Standard Watermark
The following steps will help you set standard watermark in word document.
A standard watermark is the one which is already defined by words and
cannot modify their font or color etc.
Step 1 − Open a word document in which you want to add a watermark.
Step 2 − Click the Page Layout tab and then click the Watermark
button to display a list of standard watermark options.

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

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Set Custom Watermark

The following steps will help you set custom watermark in word document. A
custom watermark is the one which can be modified text and its font, color and
size etc.
Step 1 − Open a Word document in which you want to add a watermark.
Step 2 − Click the Page Layout tab and then click the Watermark button
to display a list of standard watermark options. At the bottom, you will find
the Custom Watermark option.

Step 3 − Click over the Custom Watermark option; this will display the Printed
Watermark dialog box.

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Step 4 − Now you can set a picture as watermark or you can set predefined text as
watermark; you can also type your text in the Text box available at Printed
Watermark dialog box. We will set text watermark as DUPLICATE and also
set its font color and font size. Once all the parameters are set, click the OK
button to set the parameters.

Remove Watermark
The following steps will help you remove an existing watermark from a Word
document.
Step 1 − Open a Word document the watermark of which needs to be deleted.
Step 2 − Click the Page Layout tab followed by the Watermark button
to display a list of standard watermark options. At the bottom, you will find
the Remove Watermark option.

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Step 3 − Click Remove Watermark option; this will delete the existing watermark
from the document.
TABLE MANIPULATION
A table is a structure of vertical columns and horizontal rows with a cell at every
intersection. Each cell can contain text or graphics, and you can format the table
in any way you want. Usually the top row in the table is kept as a table header and
can be used to put some informative instruction.
Create a Table
The following steps will help you understand how to create a table in a Word
document.
Step 1 − Click the Insert tab followed by the Table button. This will display a
simple grid as shown below. When you move your mouse over the grid cells, it
makes a table in the table that appears in the document. You can make your table
having the desired number of rows and columns.

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Step 2 − Click the square representing the lower-right corner of your table,
which will create an actualtable in your document and Word goes in the table
design mode. The table design mode has many options to work with as shown
below.

Step 3 − This is an optional step that can be worked out if you want to have a
fancy table. Click the Table Styles button to display a gallery of table styles.
When you move your mouse over any of the styles, it shows real time preview of
your actual table.

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

Delete a Table
Following are the simple steps to delete an existing table from a word document.
Step 1 − Click anywhere in the table you want to delete.
Step 2 − Click the Layout tab, and click the Delete Table option under the
Delete Table Button to delete the complete table from the document along
with its content.

BORDER AND SHADING

 Microsoft Word allows you to place a border on any or all of the four sides
of a table very similar to text, paragraphs, and pages.
 You can also add shades to table rows and columns. This chapter will
teach you how to add borders (left, right, top or bottom) around a table and
how to add different shades to various rows and columns of the table.
Add Borders to Table
The following steps will help you add borders in a table cell available in Word
document.

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Step 1 − Select the table to which you want to add border. To select a table, click
over the table anywhere which will make the Cross icon visible at the top-left
corner of the table. Click this cross icon to select the table.
Step 2 − Click the Border button to display a list of options to put a border
around the selected table. You can select any of the option available by simply
clicking over it.

Step 3 − Try to add and remove different borders like left, right, top or bottom by
selecting different options from the border options.

Step 4 − You can apply border to any of the selected row or column. You can try it

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yourself.
Step 5 − To delete the existing border, simply select the No Border option from the
border options.
Using Border Options
You can add borders of your choice to word table by following the simple steps
given below.
Step 1 − Click the Border button to display a list of options to put a border.
Select the Border and Shading option available at the bottom of the list of
options as shown in the above screenshot. This will display a Border and
Shading dialog box. This dialog box can be used to set borders and shading
around a selected table.

Step 2 − Click the Border tab; this will display a list of border settings, styles and
options whether this border should be applied to the table or text or paragraph.
Step 3 − You can use the Preview section to disable or enable left, right, top or
bottom borders of the selected table or row or column. Follow the given
instructions in the preview section itself to design the border you like.
Step 4 − You can customize your border by setting its color, width by using
different width thickness available under the style section.

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Add Shades To Table

The following steps will help you add shades on a selected table or its rows or
columns.
Step 1 − Select a row or column where you want to apply a shade of your choice.

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

Step 2 − Click the Shading tab which will display options to select fill, color and
style and whether this border should be applied to cell or table or selected portion
of text.
Step 3 − You can use the Preview section to have an idea about the expected
result. Once you are done, click the OK button to apply the result.

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