Microsoft Office Word 2013 allows you to create and edit personal and business

documents, such as letters, reports, invoices, emails and books. By default, documents
saved in Word 2013 are saved with the .docx extension. Microsoft Word can be used for
the following purposes −
 To create business documents having various graphics including pictures, charts,
and diagrams.
 To store and reuse readymade content and formatted elements such as cover
pages and sidebars.
 To create letters and letterheads for personal and business purpose.
 To design different documents such as resumes or invitation cards etc.
 To create a range of correspondence from a simple office memo to legal copies
and reference documents.

Microsoft Word provides a decent Spelling and Grammar Checker which enables you to
search for and correct all spelling and grammar mistakes in your document. Word is
intelligent enough to identify misspelled or misused, as well as grammar errors and
underlines them as follows.

 A red underline beneath spelling errors.

 A green underline beneath grammar errors.
 A blue line under correctly spelled but misused words.

Mail-Merge

Many day-to-day applications require similar documents containing similar text to be sent to a
number of persons. These documents also have a typical common layout. Invitation letters sent
to guests have a more-or-less common content and layout. Only the names of the recipients
are different in these letters. One obvious way to generate such letters is to type all of them
individually, putting the same amount of effort again and again. Another solution could be to
copy the same block of text again and again onto the new letters. The names and addresses
etc., which are different from each letter, can be entered separately in the documents. Though
this method saves a lot of effort, it still requires proper caution. There should be a way where
these kinds of documents can be prepared automatically. This task can be easily automated if
we use the mail merge feature of a word processor. So, it is time we learnt the mail-merge
feature of the word.
Components of mail merge:
The three main components of the merging process are the main document, the data source,
and the merged document.
1. The main document contains the main body of your letter, field names, and merges
instructions. The basic information within the main document remains equivalent.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

2. The data source (or Recipients’ list) stores the knowledge that changes for every document.
This information is inserted in the main document one by one. An example of the data
source is a name and address list from which the program gets what you want to include in
the main document.
3. The merged document contains the main text from the main document and data from a
data source.
Steps for mail merge:

Step 1:
 Open MS Word and click on the command sequence: Mailings tab → Start mail merge group
→ Select recipients button → Type new List.

 A dialog namely “New Address List” will pop up(as shown in the below image). Type here
the desired data under the given headings. To add a new record, click on the “New Entry”
button at the bottom of the dialog and click OK when you are done.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

Step 2: Prepare Master Letter
The second step is to prepare our master letter for use in the mail merge. Before we enter all
the letter text we’d like to link this Word file to our list of names.
 Create a blank word document.
 Click Mailings tab → Start Mail Merge group → Start Mail Merge → Letters command.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

 Then click the Mailings tab → Start Mail Merge group → Select Recipients button → Use
Existing List command.

 Now we can start typing the letter.

 Now we would like to add the name and address and other details for the people on the
list.
 Mailings tab→ Write & Insert Field group → Insert Merge Field button.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

 A pop-down will appear showing all the table headings, so choose Title and press the
spacebar to create a space.

Then do this again and choose FirstName, followed by a space (i.e., press only spacebar key
and no other key); then choose LastName but this time press the Enter key to create a new
line. Then repeat the steps to choose the Address field, and press enter key.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

Step 3:
Before we actually carry out the merge, we must first preview what the merged letters will look
like.
 Mailings tab→ Preview Results group → Preview Results button

 Once we are happy with the preview, you can carry out the actual mail merge.
 To do this you click the Mailings tab → Finish group → Finish & Merge button and choose
Edit Individual Documents.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

 In the Merge to New Document panel, click All to create a separate letter for each person
on the Names list. Word then creates a fresh document with as many pages as there are
names on your list, and every page contains a wonderfully merged letter with all the correct
individuals’ details.

 We can save this with an appropriate name, such as ABC.docx

Main components of the Mail Merge process?

 The main document.

 The data source.
 The merged document.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

 what are the uses of mail merge?
 Writing a letter to a customer to tell them about upcoming offers or inform about some
changes in business context.
 Mailshot for sending out a survey to a large number of people.
 Invoices
 School names on to the certificate
 Personal

types of mail merge documents.

 Letters that include a personalized greeting. ...
 Email where each recipient's address is the only address on the To line. ...
 Envelopes or Labels where names and addresses come from your data source. ...
 Directory that lists a batch of information for each item in your data source.

Which Processor is used in Mail-merge?

Mail Merge is a special feature of MS Word that helps to create multiple individual letters using
a data list.

Macro In word

Macro is a series of commands and instructions that you combine together as a single command
to complete a task automatically.

Follow the below methods to create a macro in Word document -

Method 1: Record a macro using the Button option

Microsoft Word has the ability to record and run macros to improve the efficiency of the
document.

Step 1: Open the new or an existing Word document.

Step 2: Click on the View tab on the Ribbon and click on the drop-down icon associated with
the Macros in the Macros section.

Step 3: Click on the Record Macro from the drop-down menu.

Step 4: A Record Macro dialog box will appear on the screen in which do the following -

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

 1. Enter the Name for the macro in the Macro name text field.
2. To use the same macro for the further document, click on the All Documents
(Normal.dotm) option from the Store macro in drop-down menu.
3. Click on the Button icon in the Assign macro to section to run your macro.

Step 5: A Word Options window will appear on the screen with highlighted Quick Access
Toolbar at the left pane.

1. Click on the new macro name (Normal.NewMacros.MyMacro) on the left side of the
screen.
2. Click on the Add button to add the macro on the Quick Access Toolbar at the right side of
the screen.
3.
Click on the Add button to add the macro on the Quick Access Toolbar at the right side of
the screen.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

Step 7: Click on the OK button at the Word options window.

Step 8: Now, click on the View tab and click on the Macros drop-down menu. Click on the Stop
Recording Macro from the drop-down menu.

Now, you can see that recorded macro will appear on the Quick Access Toolbar.

Method 2: Record a macro using keyboard option

Follow the below steps to record a macro using keyboard option -

Step 1: Open the new or an existing Word document.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

Step 2: Go to the View tab -> Macros and select Record Macro from the drop-down menu.

Step 3: A Record Macro dialog box will appear on the screen in which do the following -

1. Enter the Name for the macro.

2. To use the same macro for the further document, click on the All Documents
(Normal.dotm) option from the Store macro drop-down menu.
3. Click on the Keyboard icon in the Assign macro to section to run your macro.

Step 4: A Customize Keyboard dialog box will appear on the screen. Press any combination of
shortcut keys in the Press new shortcut key dialog box. Click on the Assign button.

Note: In our case, we are going to use the Ctrl+Shift+M key.

Step 5: Once you click on the Assign button, Pressed combination of keys will appear in the
current key text box. Click on the Close button, as shown in the below screenshot.

Step 6: Perform the action that you want to record.

Ruler

The Ruler is located below the Ribbon around the edge of the document. It is used to change the
format of the document, i.e. it helps you align the text, tables, graphics and other elements of
your document. It uses inches or centimeters as the measurements unit and gives you an idea
about the size of the document.

How to insert a Watermark in Word

Watermark is a background image that displays behind the text in the Word document.
Watermark helps us to identify the manufacturer or brand through which the particular
documents relate.

The defaults, Microsoft Watermark are: Confidential (both horizontal and diagonal) Do Not
Copy (both Horizontal and Diagonal), Urgent, and ASAP.

There are the following steps to insert a Watermark in Word document -

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

Step 1: Open or Create a new Word document in which you want to insert a Watermark.

Step 2: Go to the Page Layout tab on the Ribbon and click on the Watermark option in the Page
Background section.

Custom Watermark

Microsoft Word allows you to create and insert custom watermarks behind the text.

In Microsoft Word, two types of custom watermarks are available -

o Text watermark
o Picture watermark

To insert a text watermark, follow the below-mentioned steps

Text: Type the text that you want to insert in the document as a watermark.

Font: Click on the drop-down menu associated with the font to select the font that you want to
add Watermark.

Size: Select the size for the Watermark.

Color: Select the color of the text that you want to add to the Watermark.

Layout: click on either Diagonal or Horizontal layout for the Watermark.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

Hyperlink

A hyperlink is a word, phrase, or image that you can click on to jump to a new document, or a
new section within the document, or to a webpage, etc.

MS-Word also provides this feature to add a hyperlink to the document. With the help of this,
you can connect your document to another document or also can add webpages link as per
your choice. This tool is very useful, and it is easy to use.

Steps to follow:
Step 1: First open MS-Word on your PC.
Step 2: Now, Open the document or create a new one in which you want to perform this
operation.
Step 3: Select a text(a text or phrase) for creating a hyperlink. (Here “Geeksforgeeks” is
Selected)
Step 4: Now, go to the Insert tab.
Step 5: Now, In the insert tab go to the “Links” Section and in Link Section, click on the
“Hyperlink” option.

Step 6: As you on the Hyperlink option a new tab will open named “Insert hyperlink“. (as shown
in the below image.)

Step 7: Now, In this tab, there is an address bar. In this address bar, you have to add the link of
webpage or address to new file anything you want. (Here we will add the address of the
webpage of google site link which is “https://www.google.com/”)

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

 Step 8: After entering the address click ok.
Step 9: Hyperlink is added to the selected text successfully.

Active hyperlink with ctrl + click.

How to restrict editing in word

If you don't want content reviewers to accidentally modify your document, you can make the
document read only before sending it for review. Another method is to restrict formatting and
editing.

Making your document a read-only file means that the document can be read or copied but not
modified. If one of the reviewers tries to make changes to a read-only file, the changes can be
saved only by giving the document a new name or saved to a new location.

1. Click Review > Protect > Restrict Editing.

2. Under Editing restrictions, select Allow only this type of editing in the document, and make sure
the list says No changes (Read only).
3. Select Yes, Start Enforcing Protection.

Bookmark
You can add bookmarks in Word to mark certain text and create a link to it. This lets you use the
“Bookmark” dialog box to find the text again, instead of scrolling through the whole document.
You can add bookmarks in Word by selecting the text to which to assign a bookmark.
Alternatively, you can click into the document to place the insertion mark cursor where you want
to set the bookmark.

CreateBookmarks

Click on the left of the desired location for the bookmark in the Design Editor. Then click the
Insert Bookmark icon from the Links section of the Insert tab. Enter a name, without spaces, using
any combination of letters and numbers.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

Set Tab (Tabstop)
Microsoft Word tabs help in setting up information properly within a column. Word enables you
to set left, center, right, decimal, or bar tabs to line up columnar information. By default, Word
places tabs every .5 inch across the page between the left and right margins.

S.No Tab & Description

Left
1
Left-aligns text at tab stop and this is the default tab.

Center
2
Centers text over tab stop.

Right
3
Right-aligns text at tab stop.

Decimal
4
Aligns numbers at decimal point over tab stop.

Bar
5
Creates a bar to separate the text.

Setting a Tab
Following are the simple steps to set the center and the right tabs in a Word document. You can
use similar steps but different tabs to set up decimal and bar tabs.
Step 1 − Type some text that you want to line up with the tab stops. Press the Tab key only once
between each column of information you to want to line up. I typed the following three lines.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

Step 2 − Select a tab type using the Tab button; assume the center tab and finally select the
paragraph or paragraphs the tabs of which you want to set. Next click the ruler where you want
the tab to appear, a tab will appear at the ruler where you just clicked and the selected portion
of text will be adjusted in the center.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

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

Moving a Tab
You can move an already set tab at a particular location by following the steps given below.
Step 1 − Click just before the line for which you want to change the tab setting. Drag the tab sign
available at the ruler to the left or right.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

Step 2 − A vertical line marks its position as you drag and when you click and drag a tab, the text
moves with the tab.

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya

Introduction Of Computer Science By: Darshit Shah, Manisha Pandya