OPEN COURSE –MODULE 2 –WORKING WITH DOCUMENTS

1. Creating and Editing Documents:

● New Document:
● Open Microsoft Word.
● Access "File" > "New."
● Choose a template or start with a blank document.
● Deleting Content:
● Highlight text.
● Hit the "Delete" key.
● Copying and Pasting:
● Select content.
● Right-click > "Copy."
● Navigate to destination.
● Right-click > "Paste" or use shortcuts (Ctrl+C, Ctrl+V).
● Editing Content:
● Highlight text.
● Make direct changes.
2. Text Formatting Tags in word

In Microsoft Word, you can format text using various options in the "Home" ribbon. In "Home" tab, where you'll
find most text formatting tools:

*Font:*- Change the font style using the "Font" dropdown.

*Size:* - Adjust the font size with the "Font Size" dropdown.

*Bold:*- Make text bold using the "B" icon or `Ctrl + B`.

*Italic:*- Italicize text using the "I" icon or `Ctrl + I`.

*Underline:*- Underline text using the "U" icon or `Ctrl + U`.

*Font Color:* - Change the font color with the "A" icon next to the bold, italic, and underline icons.

*Highlight Color:* - Highlight text using the "Text Highlight Color" icon (looks like a marker).

*Strikethrough:* - Add a strikethrough using the "abc" icon with a line through it.

*Subscript:* - Make text subscript using the "X₂" icon.

 *Superscript:* - Make text superscript using the "X²" icon.
These options are part of the "Font" and "Paragraph" groups in the "Home" tab.

[Link] formatting Tags in word/document

formatting a page in Word 2013:

1. *Margins:*
- Go to the "Page Layout" tab at the top of Word.
- In the "Page Setup" group, click on "Margins."
- Choose from the preset options like Normal, Wide, Narrow, or click on "Custom Margins" to set your own.
2. *Orientation:*
- Still in the "Page Layout" tab, locate the "Orientation" button in the "Page Setup" group.
- Click on it to switch between Portrait and Landscape orientations.
3. *Size:*
- In the same "Page Setup" group, find the "Size" button.
- Click on it to select a different paper size for your document. You can choose from various standard sizes or set a
custom size by clicking on "More Paper Sizes."
4. *Columns:*
- To divide your page into columns, go to the "Page Layout" tab.
- In the "Page Setup" group, click on the "Columns" button.
- Choose the number of columns and their spacing, or click on "More Columns" for additional customization.

3. Auto correct in Word

**AutoCorrect:** A Word feature that automatically corrects common spelling and typing errors as users type.
- Go to "File" > "Options" > "Proofing."
- Click "AutoCorrect Options."
- Check "Replace text as you type."
- Type characters in "Replace" column.
- Specify replacement in "With" column.
- Click "Add" and "OK" to save.
5. Autotext in word
**AutoText:** A Microsoft Word feature allowing users to store and quickly insert reusable text or content.
- Select the "Insert" tab.
- In the "Text" group, choose "Quick Parts."
- From the dropdown, select "AutoText."
- Choose a predefined AutoText entry.
- For a dateline, go to "Insert" > "Date and Time."
- Select a date and time template.

6. Spelling and Grammar check in word

Spelling and grammar check in Word is a feature that automatically reviews a document, identifying and
suggesting corrections for spelling and grammatical errors to enhance overall writing accuracy and clarity.
Steps:
- Click on the "Review" tab.
- Select "Spelling & Grammar" in the Proofing group.
- Word displays issues in the Spelling & Grammar dialog box.
- Correct, ignore, or skip each issue.
- After each action, Word moves to the next issue.
- Click "OK" to return to your document.

[Link] mark in word

**Insert Bookmark:**
1. Select the text or location where you want to insert a bookmark.
2. Go to the "Insert" tab.
3. Click on "Bookmark."
4. Enter a name for the bookmark and click "Add."

8. Add Words to Dictionary:**

- Right-click on the word in the document that you want to add to the dictionary.
- Choose "Add to dictionary" from the context menu.
- The word is added to your default dictionary.
- To edit dictionaries, open the "File" tab, go to "Options," and select "Proofing."
- Within the Proofing options, click on "Custom Dictionaries" to specify and edit dictionaries.
9. Format Painter:**
- *Definition:* Format Painter is a tool in Word that allows you to copy formatting from one part of the text
and apply it to another.
- *Usage:* Select the text with the desired formatting, click on the Format Painter icon in the Home tab,
and then click on the text where you want to apply the formatting.

10. How to insert word art,clip art ,picture ,tables,header and footer,charts etc..
**Insert Word Art:**
- *Steps:*
1. Go to the "Insert" tab.
2. Click on "WordArt" in the Text group.
3. Choose a WordArt style, enter your text, and click "OK" to insert.

**Insert Clip Art:**

- *Steps:*
1. Go to the "Insert" tab.
2. Click on "Online Pictures" or "Clip Art" (in older versions).
3. Search for the desired clip art, select, and click "Insert."
**Insert Picture:**
- *Steps:*
1. Go to the "Insert" tab.
2. Click on "Pictures" to select an image from your computer or online sources.

**Insert Tables:**
- *Steps:*
1. Navigate to the "Insert" tab.
2. Click on "Table" and choose the number of rows and columns.

**Insert Header and Footer:**

- *Steps:*
- Go to "Insert" > "Header" or "Footer."
- Choose a standard header or footer from the list.
- Select the specific design from the options.
- For a custom header or footer, choose "Edit Header" or "Edit Footer."
- Customize as needed.
- Click "OK" or close the editing view to apply changes.
**Insert Charts:**
- *Steps:*
1. Go to the "Insert" tab.
2. Click on "Chart" to select the type of chart you want to insert.
3. Enter your data in the Excel sheet that appears to create the chart

11. Object Embedding and Linking

**Object Embedding:**
It's like putting an entire document or file inside your Word document, making it part of it. changes in the original
document does not reflect in your Word document
**Object Embedding:Steps**
1. Open Word.
2. Go to "Insert" > "Object."
3. Choose the object type.
4. Select the file.
5. Click "OK."

**Object Linking:**
It's like inserting a dynamic link to an external document in your Word file, so changes in the original document
reflect in your Word document.
**Object Linking:Steps**
1. Open Word.
2. Go to "Insert" > "Object."
3. Choose the object type.
4. Check "Link to file."
5. Select the file.
6. Click "OK."
12. Mail Merge in word.
- Day-to-day applications often involve sending similar documents with common content to multiple recipients,
such as invitation letters with a common layout.
- Typing each document individually or copying the same text block for each new letter can be tedious. Automation
is sought to streamline this process.
- Mail merge is a feature in word processors that automates the generation of such documents by merging a
common template with personalized data.
**Components of Mail Merge:**
- *Main Document:* Contains the main content, field names, and merge instructions. The core information remains
consistent across all documents.
- *Data Source:* Also known as the Recipients' list, it stores variable data for each document, like names and
addresses, sourced from an external list.
- *Merged Document:* The final document that combines the main text from the main document with
personalized data from the data source.

Mail Merge Steps:

**Mail Merge in 6 Steps:**

1. **Open MS Word:**
- Launch Microsoft Word on your computer.

2. **Access Mail Merge:**

- Go to the "Mailings" tab in the Word ribbon.

3. **Select Recipients:**
- In the Start Mail Merge group, click "Select Recipients."
- Choose "Type New List" and input data into the New Address List dialog.

4. **Prepare Master Letter:**

- Create a new Word document.
- In the Mailings tab, click "Start Mail Merge" and then "Letters."
- Select "Use Existing List" and type the letter content.
- Insert merge fields like Title, FirstName, LastName, and Address.

5. **Preview and Finish Merge:**

- Preview the results in the Mailings tab.
- Click "Finish & Merge" and choose "Edit Individual Documents."
- In the Merge to New Document panel, click "All."

6. **Complete Mail Merge:**

- Word generates individualized letters with merged data.

These six steps provide a quick guide to performing a Mail Merge in Microsoft Word.

13. **Macros:**
 **Definition:**
Macros in the context of Microsoft Word refer to sequences of recorded actions or written code that automate
repetitive tasks. They allow users to execute complex operations with a single command, enhancing efficiency and
productivity.
**How to Add Macros:**
1. **Record a Macro:**
- Go to the "View" tab and click on "Macros."
- Choose "Record Macro."
- Perform the series of actions you want to record.
- Stop recording by clicking on "Stop Recording" in the Macros menu.

2. **Run an Existing Macro:**

- Go to the "View" tab and click on "Macros."
- Select "View Macros."
- Choose the macro you want to run and click "Run."

[Link],Tables and print in word

● *What is template:*

A template is a pre-designed document or file that serves as a starting point for a new document.
It contains placeholders and predefined formatting, allowing users to create consistent and professional-
looking documents without starting from scratch. Templates are commonly used in word processing software like
Microsoft Word to provide a structure for resumes, letters, reports, and other documents.
Adding a Template:
● Open Word and your document.
● Go to "File" > "New."
● Choose a template and apply it.

Table menu in word

In Microsoft Word, you can insert tables in different ways. Here are a few methods:

1. **Using the Ribbon:**

- Go to the "Insert" tab.
- Click on "Table" and choose the number of rows and columns.

2. **Drawing a Table:**
- Go to the "Insert" tab.
- Click on "Table" and select "Draw Table."
- Draw the table shape directly on the document.

3. **Converting Text to Table:**

- Select the text you want to convert.
- Go to the "Insert" tab.
- Click on "Table" and choose "Convert Text to Table."
4. **Excel Spreadsheet:**
- Go to the "Insert" tab.
- Click on "Table" and select "Excel Spreadsheet" to embed an Excel sheet.

5. **Quick Tables:**
- Go to the "Insert" tab.
- Click on "Table" and choose a pre-designed Quick Table.

"Table" menu provides various options for creating tables in Microsoft Word, offering flexibility based on
preferences and needs.

How to print a document

1. **Open Document:**
- Open the document in Microsoft Word.

2. **File > Print:**

- Click on "File" and select "Print."

3. **Configure Settings:**
- Choose printer, adjust copies, and other settings.

4. **Print:**
- Click "Print" to print your document.