MODULE - 2

WORD PROCESSING
WORD PROCESSING PROGRAMS AND THEIR USES
Word processing is the ability to create documents using a word processor. It can also refer to advanced shorthand techniques,
sometimes used in specialized contexts with a specially modified typewriter. These were primarily aimed at typists, particularly
in offices where other workers sent handwritten notes to be transcribed into documents for printing which were returned for
reviewing. The word processing operators achieved considerable time saving largely due to:
• the faster typing speeds achieved as a result of electronic keyboards
• the assistance of the word processing software for functions like layout and spell check, etc. Today, there are different word
processors available; some are proprietary like Microsoft Word, WordPerfect Office, Star Office Writer, etc. Basic functions in
all remain more or less similar and do not require advanced computer or typing skills for use. However, a complete word
processor is that which lets us work with text and other features, for example, pictures, tables, artistic texts, to create
interesting and meaningful pages. We can make our own posters for bulletin board, type letters and attach them as documents
to an e-mail, etc.
Since MS Word, an integral component of MS-Office, is one of the programs which provides all these features and many
more and is also being mostly used due to its ease of usage, we have taken it as a sample Word Processing Tool.
Starting The Word Processor
Most of the time, we will be able to start the word processor of our choice from the Program option under the Windows
Start menu. Of course, we might also create a shortcut on the desktop to access our word processor. For example, to start
Microsoft Word, click on
A word processing program (also called a word processor) provides tools for creating all kinds of text-based documents.
Word processors are not limited to working with text; they enable you to add images to your documents and design documents
that look like products of a professional print shop. Using a word processor,
• you can create long documents with separate chapters, a table of contents, an index, and other features.
• A word processor can enhance documents in other ways; you can embed sounds, video dips, and animations into them.
• You can link different documents together—for example, link a chart from a spreadsheet into a word processing report—
to create complex documents that update themselves automatically.
• Word processors can even create documents for publishing on the World Wide Web, complete with hyperlinked text and
graphics.
Anatomy Of The Application Window
The first and foremost task is to get acquainted with the application window of the word processing package that we are
planning to use. As already mentioned, most of the packages allow the user to perform identical tasks; their application
windows too appear by and large comparable. The important components of this are:
• Menu Bar : Provides menu options like File, Edit, View, etc.
• Standard Toolbar : Contains tools for standard tasks, like saving, printing, cutting, copying, pasting, etc.
• Formatting Toolbar : Provides tools for formatting like bold, italic, underline, etc.
• View Buttons : Provides options to switch between Normal, Web Layout, Print Layout, Outline and Reading views.
• Drawing ToolBar : Provides tools for drawing basic shapes, inserting pictures, changing colors, etc.
• Status Bar : This provides information about the current document. When we start MS-Word, a blank document opens up.
Word names the document as Document1 (Figure 3.2). We can also start a new document in any of the following ways:
• Click on New button ( ) on the Standard toolbar, or
• Click on New option in the File menu (Figure 3.3).
After we have started a new document, type in some introductory text into the document. When we start a new document,
the insertion Other programs like WordPad, NotePad could also be used to create word documents, but these programs lack
certain important features as compared to MS-Word. Therefore MS-Word is a more complete package for word processing.
Figure 3.3 : To open new document from file menu
Figure 3.4 : To save a document from file menu
Figure 3.5 : Save As dialog box Filename The file will be saved in this folder. You can click on the arrow to select another
drive or folder Double click to open any of these folders point (the blinking vertical line, also called cursor) appears in the
first column of the first line. We can just type the text, and it will appear where the insertion point is. But in a document
where we already have the text, we can place the insertion point anywhere in the text by clicking the mouse pointing at the
desired location.
How To Save A Document
• Click on Save button ( ) on the formatting toolbar, or
• Click on the Save option in the File menu (Figure 3.4). The Save As dialog box appears (Figure 3.5). It’s a good idea to
give the new document a name and save it as soon as we create it. The steps we should follow to save our document are as
follows:
Automatically, we will save our file in My Documents folder. If we need to save in some other location, navigate towards it by
clicking on the arrow on the right, and selecting one of the available options. Select the location. Figure 3.5 shows the
drive/folder/sub-folder where we want to save the document.
• Type the filename as Document New and Type of document as Word document.
• Click on the Save button.
We can cancel the process at any time by clicking on the Cancel button.
How To Open An Existing Document
• Click on Open under File menu, or click on tool on the Standard toolbar.
• The Open dialog box is seen on the screen. This is similar to the Save As dialog box.
• Navigate to the folder where our file is located, select the filename.
• Click on Open.
Formatting Text
Formatting refers to the way our text will look like – the design of the characters, their size, the space between paragraphs,
their
alignment, etc. First, selection of text.
• By using the mouse, position the insertion point (by clicking the mouse) at the beginning or end of the block to be
selected and then click and drag to the end or beginning of the block.
• By using the shortcuts: n Double-click on a word to select it. n Triple-click on a paragraph to select it. n Ctrl+click on a
sentence to select it.
There are basically two types of formatting:
• Character formatting, and
• Paragraph formatting
Character Formatting
Character formatting is the one which we can apply to any individual character or to a group of characters. It has the
following options (Figure 3.6):
Font : This decides the appearance of our characters.
Font Style : We can make characters stand out by making them Bold, Italic or both.
Size : This increases/decreases the size of the characters – the size measured in points (72 points =1 inch)
Font Color : We can apply colours to the characters for printing the final document.
Underline : We can draw attention to some particular text by underlining it.
Effects : We can also apply effects to our text. Two most common ones are Superscript and Subscript. The 2 in 32 is a
superscript. To make a character into superscript, we need to select only that character, and click the box against Superscript.
Similarly, 1 in T1 is a subscript.
Paragraph Formatting
There are some formatting features that get applied to an entire paragraph or paragraphs, but not to any given character or a
group thereof. Such formatting features are described as Paragraph formatting. It provides the following options (Figure 3.7):
Alignment : The alignment of a paragraph may be left, center, right or justify as given in Table 3.1.
Indentation : Indents are the left and right boundaries of selected paragraphs within a d o c u m e n t . T h i s may b e
necessary when different paragraphs have different left and right boundaries. For example, we can see the indentation in
poems. The indentation options available in most word processors are Left and Right. Apart from these, we can have special
indentation in the form of First Line and Hanging.
Spacing : This option allows us to have some space before and/or after a paragraph or a group of paragraphs. We can select the
paragraph(s) and select or type in the desired value against the appropriate option – Before or After. These values are measured
in points. There is also a Line spacing option, which decides on the spacing between the lines of the paragraph. Normally we
will type with the value Single for it. But if we want to have more space between the lines, we can select 1.5 lines or Double
for it.
To Add Bullets Or Numbering
Bullets are small dots, squares, dashes or graphics that are often seen before the text (word, line, sentence, paragraph or any
other object). To add bullets,
• Select the object
• Click on Bullets and Numbering from Format menu to open the Bullets and Numbering dialog box (Figure 3.8) Click on
the bullet of your choice, and click OK. Instead of a bullet, a number may also precede a group of paragraphs. To do so,
proceed as follows:
• Choose the numbered tab from Bullets and Numbering of Format menu to view the numbering options.
• Select the numbering option of choice, and click OK. To remove bullet(s) or number(s) applied to paragraph(s), select the
paragraph(s), open the Bullets and Numbering dialog box, and select None in Bulleted or Numbered tab. Click on OK.
Many of the formatting options discussed above can be applied through the Formatting Toolbar (Appendix 3.1 Tools in
Formatting Toolbar). The tools for Bold ( ), Italic ( ), Underline ( ), Shadow, Numbering, and Bullets act as toggles – that is,
the desired formatting will be applied if it is not already applied to the selected text, else it will remove that formatting.
Using Tabs To Arrange Data
The tab setting allows us to align the text at a particular point, or to create a tabular layout. Try this out – open a new
document and
• type 2 3 4 5 6, pressing the tab key after every digit. Press the Enter key.
• type 22 33 44 55 and 66, again pressing tab key after every number (type 22, press tab, type 33, press tab, and so on).
A Glance Into Views
Most word processors provide us multiple views: we can select the one that suits the work at hand. We can display our
document in one of the five views: Normal layout, Web Layout, Print Layout, Reading Layout or Online Layout.
• Normal Layout
Normal layout view shows formatting such as line spacing, font, point size and italics.
• Web Layout
Web layout view enables us to view our document as it would appear in a web browser such as the Internet Explorer. Click
here to select numbers Click here to select bullets Figure 3.8 : Bullets and numbering dialog box Click on the bullet of your
choice, and click OK. Instead of a bullet, a number may also precede a group of paragraphs. To do so, proceed as follows:
• Choose the numbered tab from Bullets and Numbering of Format menu to view the numbering options.
• Select the numbering option of choice, and click OK. To remove bullet(s) or number(s) applied to paragraph(s), select the
paragraph(s), open the Bullets and Numbering dialog box, and select None in Bulleted or Numbered tab. Click on OK.
Print Layout
The Print Layout view shows how the document will look when it is printed.
• Reading Layout
Reading Layout view formats our screen to make reading our document more comfortable.
• Outline Layout
Outline view displays the document in outline form. Only headings can be displayed hiding the text under them. We can
just move a heading; the accompanying text will automatically move with it. We can opt for any one of the available views
by selecting it from the View menu, or clicking on the appropriate View Buttons.
Create A Table
Tables provide a neat way to present complex information in vertical columns and horizontal rows of cells. Each cell can
contain text – a single paragraph or multiple paragraphs – or graphics. To insert a table:
• click on Insert in the Table menu and select on Table from resulting menu. (Figure 3.9)
• This opens up the Insert Table dialog box (Figure 3.10). Type in some value for the number of columns and rows… let us
type in the values 5 and 4 respectively.
• We can now see this table (Figure 3.11) on the page – with 5 columns and 4 rows
• Time to type in some text! We can move the insertion point from one cell to another by clicking the mouse at the desired
cell. We can also press the Tab key to move to the next cell, or Shift+Tab keys to move to the previous one. !, !, ! and ! keys
can also be used for this.
Inserting Picture In A Document
Graphics can add interest and impact to the documents. Suppose we have completed a letter telling our friends about the great
party we threw for a birthday. The words capture the festive mood of the event, but that page of text looks lifeless and dull. We
need graphics to enliven our prose. We can insert picture from a picture file or we can use any of the clip arts provided with
MS-Word or any word processor of our choice.
To Insert A Graphic From A File
• On the Insert menu, select Picture, and then click from File.
• The Insert Picture dialog box opens up. Browse the graphic file.
• Click the file, and then click Insert.
• The picture gets inserted where the insertion point was located.
To Apply Wrapping Style
We have inserted a clip art or picture, but we do not want blank space to the right and left of the picture. No problem, we can
further refine the layout of the graphic and text. Using the five wrapping styles, we can create documents with just the look
we want. To apply wrapping styles to a graphic,
• Click on the graphic to select it.
• On the Format menu, click Picture.
• In the Format Picture dialog box, click the Layout tab.
• Click the preferred wrapping style, and then click OK.
Different Wrapping styles are given in Appendix 3.3.
How To Copy, Move And Delete Text
Any word processor will allow us to copy or move text/graphics from one part of the document to another or from one
document to another. If the same text is appearing in more than one place, the copy option can save us from quite a lot of
trouble. If we want to reorganise the document by changing the position of certain text, we need not delete the text from
existing location and re-type at the new location – just move it from its current location to the desired location.
To copy or move, proceed as follows:
• Select the item to copy or move. This can be a character, a few words, some paragraphs or a graphic.
• If we want to copy, click on Copy from Edit menu. Alternatively, we can click on tool on the Standard toolbar.
• If we want to move, click on Cut from Edit menu. Alternatively, we can click on tool on the Standard toolbar.
• Place the insertion point at the destination location (this may be within the same document, or in another document),
where we want the text or graphic to be copied or moved.
• Click on Paste from Edit menu. Alternatively, we can click on tool on the Standard toolbar. To delete some text or
graphic, select the same and simply press the Delete key.
Checking Spelling And Grammar
Checking spelling and grammar in a document after we finish typing and editing the text is very useful. We can check for
possible mistakes and then confirm each correction. In Microsoft Word, we can start the spell checker by clicking on
Spelling and Grammar option under Tools menu (Figure 3.16).
Setting Page Layout
When a document is to be printed, the word processor has to be told as to how the document should appear on the page, i.e.,
its paper size, margins, layout of the paper, etc. To alter the page setup, click on Page Setup under the File menu. In the
resulting Page Setup dialog box (Figure 3.19), set the margins to the required values. Let us set the margins as Top – 1 inch,
Bottom – 1 inch, Left – 1.25 inch and Right – 1.25 inch. Apart from the four margins, we may set the following:
• Gutter is the space left on one side for stitching and binding – give an appropriate value, if required.
• The orientation decides whether the page will be printed lengthwise (portrait) or across its breadth (landscape). In other
words, Portrait is taller than it is wide; Landscape is wider than it is tall. The orientation buttons themselves are quite self
explanatory. In the Paper tab, select the paper size on which we are going to print the document. There are standard paper
sizes like letter, A4, legal etc. Either we can select one from these or we can enter the width and height of the paper we are
using. Click OK once we have typed in the values for margins, chosen the orientation, and selected the paper size.
Mail To Many In Simple Steps – The Mail Merge
We use mail merge when we want to create a set of documents that are essentially the same except that each contains some
unique elements. For example, in a letter to invite friends to a birthday party, the date of invitation and the text thereof will be
same everywhere, but the address and greeting line will be different in each letter. Using mail merge, we can create:
• A set of labels for envelopes : The return address is the same on all the labels or envelopes, but the destination address is
unique on each one.
• A set of form letters, e-mail message or faxes : The basic content is the same in all the letters, messages or faxes, but each
contains information that is specific to the individual recipient, such as name, address or some other piece of personal data.
Creating each letter, message, fax, label, envelope, etc. individually would take hours. That’s where mail merge comes in.
Using mail merge, all we have to do is create one document that contains the information that is the same in each version.
Then we just add some placeholders for the information that is unique to each version. The word processor will take care of
the rest.
 THE WORD PROCESSOR'S INTERFACE
The word processor's main editing window displays a document and several tools. In addition to a document area (or document
window), which is where you view the document, a word processor provides several sets of tools, including:
» A menu bar, which displays titles of menus (lists of commands and options).
» Toolbars, which display buttons that represent frequently used commands.
» Rulers, which show you the positions of text, tabs, margins, indents, and other elements on the page.
» Scroll bars, which let you scroll through a document that is too large to fit inside the document area.
» A status bar, which displays information related to your position in the document, the page count, and the status of keyboard
keys.
• Title bar
This displays the document name followed by a program name.
• Menu bar
This contains a list of options to manage and customize documents.
• Standard toolbar
This contains shortcut buttons for the most popular commands.
• Formatting toolbar
This contains buttons used for formatting.
• Ruler
This is used to set margins, and tabs.
• Insertion point
This is the location where the next character appears.
• End-of-document marker
This indicates the end of the document.
• Help
This provides quick access to Help topics.
• Scroll bars
These are used to view parts of the document.
• Status bar
This displays the position of the insertion point and working mode buttons.
• Task pane
This provides easy access to commonly used menus, buttons, and tools.
• View buttons
These change the layout view of the document to normal, web layout, print layout, and outline view.
• Office Assistant
This links to the Microsoft Office Help feature.
Change in view
• In an effort to provide various ways in which to view your work in progress and remain organized, Word XP offers five
views for your document. The five views are normal, print layout, web layout, outline, and full screen.
• Normal view is best used for typing, editing, formatting and proofreading. It provides a maximum amount of space
without rulers or page numbers cluttering your view.
• Web Layout view shows what your text will look like on a webpage.
• Print Layout view shows what your document will look like when it is printed. Under Print Layout view, you can see all
elements of the page. Print Preview shows you this as well.
• Outline view is used to create and edit outlines. Outline view only shows the headings in a document. This view is
particularly handy when making notes.
• Full Screen view displays ONLY the document you are working on. All other pieces of the Word window are removed
except for one button that allows you to close the view screen.
Changing your document view:
• Click View on the menu bar.
• Select the view of your choice.

OR
• Click one of the four buttons at the bottom-left of your Word window (View Full Screen is not available in this location).
Drop-down menus
Each Office XP program features a menu bar. The menu bar is made up of different menus. Each menu contains commands
that enable you to work within the program. If you have used a previous version of Microsoft Word, you may notice that the
menu bar in Word XP operates slightly differently than before.
Word XP uses drop-down menus that initially display commands users most often need.
Operating the new drop-down menus
To open a menu:
Click a menu name on the menu bar.
View the commands listed under the drop-down menu.
With the menu open, drag the mouse pointer to a command and click it to select the command. (As you drag your mouse
pointer over the commands, each command is highlighted in light blue.)
If there is a small black triangle next to a command, hover the mouse pointer over the command with the triangle and a
cascading menu with additional options will appear. Point and click to make a selection from the cascading menu.

Commands that are not used often in XP are initially hidden from the viewer. If you do not see all of the commands on a
menu, click the double arrows at the bottom of the drop-down menu. You can also double-click the menu to expand it.
Using the task pane
The task pane is new in Word XP. When opened, the task pane will appear on the right side of the Word window. The task
pane provides easy access to commonly used menus, buttons, and tools. By default, the task pane will appear when Word XP
is first launched.
If you do not see your task pane, you can view it by either selecting certain commands or by manually opening it.
To open the task pane:
Click View in the menu bar.
Select Task Pane.
Along the top bar of the task pane, you should see small backward and forward buttons on the left, as well as a down arrow
on the right. To view different task panes available to you, click the down arrow. Once you have opened different task panes,
you can navigate them by clicking the left and right arrow button on the left. To close your task pane, click the X symbol on
the far-right of the bar.
 EDITING TEXT
Entering and Editing Text
You create a document by typing on the keyboard—a process known as entering text. In a new document, the program places
a blinking insertion point (also called a cursor) in the upper-left comer of the document window. As you type, the insertion
point advances across the screen, showing you where the next character will be placed (see Figure 10A.8). Word processing
software lets you change text without retyping the entire page; you retype only the text that needs to be changed. Changing an
existing document is called editing the document. It’s important to understand that these same data-entry and data- editing
concepts apply to many other types of programs, including spreadsheets, databases, presentation programs, and others. If you
can enter, edit, and select text in one program, then you know how to do it in other programs.
Entering text
To enter text, in most cases just begin typing. As you type, the insertion point moves and your text automatically continues
on the next line.
To move the insertion point to another location in your document:
• Move the I-beam pointer to the new location and click.
If you see the arrow instead of the I-beam pointer:
Click the text frame tool in the Tools window:
If you don't see the Tools window, choose Show Tools from the Window menu.
If you don't see text when you type:
Make sure you're in one of the environments listed above. Try clicking the text tool in the Tools window, then click with the
I-beam pointer to set the insertion point.
If you've created a text frame, but it's disappeared:
Type some text as soon as you create the frame. If the frame doesn't contain any text, as soon as you click anywhere else in
your document the frame disappears.
Selecting text
To make changes to existing text, you must select it. Drag across it with the I-beam pointer or use the following shortcuts:
• To select a word, double-click it.
• To select a line of text, click three times anywhere in the line.
• To select a paragraph, click four times anywhere in the paragraph.
• To select an entire document, choose Select All from the Edit menu.
Moving or copying text
You can move text, or a copy of it, to another location. When you use the Cut or Copy command in the Edit menu, the
selected text is placed in a holding area called the Clipboard, where the text remains until you choose Cut or Copy again or
you turn off your computer. The Clipboard holds the contents of only one Cut or Copy at a time.
To remove text from one location and move it to another:
1 Select the text and choose Cut from the Edit menu.
2 Click with the I-beam pointer where you want to move the text and choose Paste from the Edit menu.
Tip: To quickly move selected text without using the Clipboard, drag it to the new location.
To copy text from one location to another (without removing it from the original location):
1 Select the text and choose Copy from the Edit menu.
2 Click with the I-beam pointer where you want to copy the text and choose Paste from the Edit menu.
Tip: To quickly copy selected text without using the Clipboard, press Option while you drag it to the new location.
Deleting text
To remove text without placing a copy on the Clipboard:
• Select the text and choose Clear from the Edit menu or press the Delete key.
Undoing your most recent change
To undo the last change you made:
• Choose Undo from the Edit menu. (This command is dimmed if you've saved the document since your last change.)
Tip: You can also revert to the last saved version of the document.
 FORMATTING TEXT
Most word processing features are used to format the document. The process of formatting a document includes controlling
the appearance of text, the layout of text on the page, and the use of pictures and other graphic elements. Most formatting
features fall into one of three categories:
» Character formatting includes settings that control the attributes of individual text characters such as fonts, font size, and
type style. A font is a named set of characters that have the same characteristics. Popular fonts include Courier; Times New
Roman, and Arial, but popular word processors feature dozens of different fonts. A font's size (its height) is measured in
points. One-point equals & of an inch, so 72 points equal one inch. Type styles are effects applied to characters such as bold,
underline, or italic. row-and-column format (the format used in ledger books) or a slick report format with headings and
charts.
Formatting text in Microsoft Word involves tasks like bolding the text, italicising it, and changing the font and size. The
commands to perform all of these formatting tasks are found on the Home tab in the Font group. Select your text and then
click on the required formatting button to see the effects.

Alternatively, you can use the keyboard shortcuts for those commands. Here are the shortcuts for some of the more
commonly used formatting commands:
Bold: ctrl-b
Italic: ctrl-i
Underline: ctrl-u
You can also set the formatting before you type by clicking the appropriate button or using the shortcut, and then anything
you subsequently type will be formatted. To unset the formatting, you click the same command button or use the same
shortcut. So you can see that these commands act like toggles.
The Mini Toolbar In Word
You may notice that as soon as you select a block of text, a mini toolbar appears from nowhere. This toolbar displays the
more popular formatting commands that you are most likely to use, to save you time.
 MACRO
Simply put a macro is a list of commands, keystrokes, or other actions that have been saved and given a name. When you
create a macro, you record a series of actions. When you replay the macro, it repeats those actions for you. You can use
macros to automate nearly any task that requires multiple steps—no matter how many steps are involved.
Many commercial applications support macros, and some even feature an array of built-in, predefined macros that you can
use right away or customize to suit your own work style. These applications usually allow you to create your own macros to
automate tasks that you perform frequently or that require several steps (making them difficult to do manually).
Creating a Macro
Suppose, for example, that you are using a word processor to clean up a collection of old documents that were keyed by
someone who always inserted two blank spaces after every period. Today, it is more common to insert only one blank space
after a period. One of your tasks is to eliminate all the extra blank spaces from the documents. To make this change to a
document you can scan through the document one line at a time, replacing the extra spaces as you find them. Or you can use
the word processor's Find and Replace commands to automate the process.
This function can search the document; when it finds a period followed by two spaces, it replaces them with a period
followed by one space. Manually running the Find and Replace feature, how* ever, can still take a lot of time.
If your word processor supports macros, you can create a new macro that does the job for you. Just open one of the
documents, start the word processor's macro-recording feature, and manually perform the Find and Replace process.
• 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.
Note: You can also add macros in Microsoft Excel.
There are the following steps to record a macro in Microsoft Word -
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 -
Enter the Name for the macro in the Macro name text field.
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.
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.
Click on the new macro name (Normal.NewMacros.MyMacro) on the left side of the screen.
Click on the Add button to add the macro on the Quick Access Toolbar at the right side of the screen.
Click on the Modify button, as shown in the below screenshot.
Step 6: Select macro that you want to record from the Modify Button dialog box, type the Display name, and click on the
OK button.

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.
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 –
Enter the Name for the macro.
To use the same macro for the further document, click on the All Documents (Normal.dotm) option from the Store macro
drop-down menu.
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.
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.
Step 7: Click on the View tab on the Ribbon and select on the Stop Recording from the Macros drop-down menu.
Run a macro
1. Go to View -> Macros and select View Macros from the drop-down menu.
2. A Macros dialog box will appear on the screen. Select a Macro list that you want to run from the Macro name:.

3. Click on the Run button, as shown in the screenshot below.

 SPECIAL FEATURES OF WORD
1) HOW ABOUT CHECKING YOUR SPELLING? – You can correct your spelling errors all in one go, to ensure you haven’t
left any stone unturned. This can be done by running a full Word spell check from the Review tab, Proofing group, Spelling
and Grammar button (or press the F7 keyboard shortcut). When using the main Spelling and Grammar dialog box, words in
your document which are not found in Word's dictionary will be listed in the Not in Dictionary box. Suggestions will be
presented below with the first suggestion selected. The options you have are similar to the right-click options available for
corrections as you type.
However, instead of clicking a suggestion directly, there are two buttons available: the Change button to correct this
occurrence and the Change All button to replace all occurrences of the word in the document with the same suggestion.
Alternatively, you can double-click the appropriate suggestion to change this occurrence. The AutoCorrect button will add
an item to the AutoCorrect list replacing the marked word with the currently selected suggestion. Note that you can still edit
your document when the Spelling and Grammar dialog box is displayed, so if none of the suggestions are appropriate, you
can make your own correction directly in the body of the document.

2) UTILISING THE BENEFITS OF MAIL MERGE – This feature allows us to send out bulk emails, but consequently
with unique elements. For example, we could produce a series of labels or envelopes for a large mailing, an email or letter
that includes names and addresses and other details or a ‘directory’. Users simply create one document that contains the
information that will be the same in each version, and then add placeholders for the information that will be unique to each
version.
If you just want to send a single letter to one of your Outlook contacts, there may be no need to use mail merge at all. Word has
an Address Book button that allows you to select and insert address details from Outlook. Just right-click in the Quick Access
Toolbar and choose Customise Quick Access Toolbar, Choose commands from: Commands Not in the Ribbon and Address
Book should be near the top.

3) FIND & REPLACE – Save precious time with this effective Word feature. Word Replace can search for all occurrences of a
particular word, phrase or set of characters and replace them with an alternative. You will be given the option to replace all
occurrences or to move through them individually, accepting or rejecting each change.
Here we are choosing to replace Word 2007 with Word 2010. Clicking the Replace All button will change all occurrences of
the Find what term with the Replace with term in the entire document or the selected area and then report the number of
changes made. Alternatively, Find Next will select the next occurrence of the term so you can use the Replace button to
replace it or the Find Next button to leave it unaltered, and select the next candidate for replace.
4) INSERTING WATERMARKS – If you’re sending an important document or draft sample, you want to be able to protect
your content without having to edit much of it. Insert a watermark specific to your objectives via the page layout button. You
can also customise your own watermark, and also insert your own picture. This is great to insert your brand logo, for reports
your business may produce or any other document.
Don't forget to save your file as a PDF document first, so that whoever you send the document to can’t edit or remove the
watermark you have inserted.
5) INSERTING YOUR HEADER & FOOTER – It’s important to use the space in your header and footer to save space in
other areas of your document. This also makes your file have a professional look that can include the page numbers across
the whole document for example. However, what people don’t seem to take advantage of, is the fact that they can insert
images, more specifically a company logo or an image in context with the document's overall theme.
When inserting images or text within the header or footer, it is automatically applied to the whole document, saving you
time and effectively providing a consistent theme to your work.
6) USING HYPERLINKS STRATEGICALLY – One of the best ways to give your Word document that extra cutting
edge is to insert hyperlinks on images and text to make your document interactive (by right clicking on the text/image and
clicking hyperlink, you can then select where you wish to direct the user to) where possible. A great way to further utilize
this tool, is to direct users to another article or web page that has your digital footprint all over.
 DESKTOP PUBLISHING SERVICE
Desktop publishing (DTP) are used to create page layouts of documents for publication in print or online. It's a way to
combine text and illustrations in a way that is not possible or very difficult to do when using word processing software. For
example, consider a product catalog, where the visual impact of the document is very important. While the text describing
each product is important, just as important is the quality of the images and how the text and illustrations are organized on a
page.
Typically, DTP software is a little more difficult to use than regular word processing software, partly because there are so
many different options and design concerns to consider. Graphic designers, who create documents using a combination of
images and typography, typically use DTP programs.
While word processing and desktop publishing software programs both involve the use of text and images to create
documents, there are some key differences between the two. For example:
Also known as “page layout” software, this term refers to any software that is used for “desktop publishing”, or the
creation and editing of documents on a general purpose computer.
This software allows a variety of elements to be combined on a page (including text, graphics, and placeholders for
elements that will be added later) and arranged and edited to produce the best visual result. The final product may be
printed (for example, newsletters, brochures, adverts, posters, reports, books, magazines, business cards etc) or displayed
on a screen (for example, websites, ebooks and enewsletters, PDFs, slideshows etc).
Where word processing software allows for finer control over text and graphics software allows for finer control over
graphics, desktop publishing allows for fine control when bringing these elements together and arranging them within a
single document. This includes the spacing and alignment, styles and themes, and colour and transparency used.
Documents may be created from scratch or developed from existing (or pre-designed) templates or style sheets. Desktop
publishing often uses PostScript (a page description language developed by Adobe) as this allows for the creation of
documents that can be printed at a high resolution. Common examples of desktop publishing software include Adobe
FrameMaker, Adobe PageMaker, Adobe InDesign, Corel Ventura, CorelDraw, Microsoft Publisher, PageStream, and
QuarkXPress.
1. Use Styles for Consistent Formatting
One way to ensure that a document looks professional and smart is to use the same formatting throughout. You should
format every heading the same way, and make all of your body text look the same. You can use Word's styles to apply
formats quickly.
You can modify styles easily; they'll help you format documents quickly and consistently. First, choose a Style Set for your
document from the Home tab on the Ribbon by clicking Change Styles > Style Set. You’ll see a number of possibilities in the
menu that pops up. Choose the look that's closest to how you want your document to appear.
Once you’ve selected a Style Set, the Styles gallery on the Home tab will display a series of styles that you can use to format
text in your document. To apply a style, select a block of text (such as a heading) and click an item, such as Heading 1, in the
Style gallery. Typically you’ll use Normal for body text and Heading 1 for headings. You can use other styles for special
elements in the document. If you’re not satisfied with these prefab styles, you can easily modify them: Right-click the style
name in the Style gallery, and choose Modify. Make whatever changes you want (click Bold to render all the text in that style
in bold type, for example), and click OK. Now all of the text in the document that you have formatted using that style will
automatically update to reflect your change.
2. Align and Distribute Objects Evenly
When you embed a series of images on a page, they typically look best when you align each image's left or right edge along the
respective edge of the page. If you place them across the width of a document, they usually look best when their top or bottom
edges are aligned. To align a series of images to the left or right down the page margin, click on the first image and then hold
down the Shift key while clicking on each additional image until you’ve selected all of them. Next, click the Picture Tools tab
on the Ribbon and click Format > Align > Align To Margin. Now click Format > Align > Align Left to align the images down
the left margin, or Align Right to line them up down the right margin.
To line up images relative to each other across the page, select the images and click the Picture Tools tab on the Ribbon; then
click Format > Align > Align Selected Objects. Finally, click Format > Align once more, and click Align Top (to align their top
edges) or Align Bottom (to align their bottom edges). When you click Format > Align, you’ll see that you can also choose
Distribute Vertically or Distribute Horizontally to space images evenly down the page margin or space them evenly relative to
each other (depending on whether you select Align to Page or Align Selected Objects).
3. Flow Text From One Page to the Next Using a Text Box
To make the best use of the first few pages of a newsletter, you should start a long story on one page and finish it on a later
page. That way, you can fit more stories on the front page, which is what your readers will see first. You can accomplish this
by placing the story in linked text boxes, so that when the first text box is full, excess text will automatically flow into the
second text box.
First, create the text boxes by clicking the Insert tab on the Ribbon, clicking Text Box > Draw Text Box, and then dragging
your mouse to draw a text box on the page. Repeat this step to create a second text box on a later page. Next, select the first
text box and click Drawing Tools > Format > Create Link. The cursor will change to resemble a jug with a down-pointing
arrow in it. Position the cursor over the second empty text box, and click once to link the two text boxes. Now when you type
or paste text into the first text box, and there’s too much to fit in the first box, it will overflow into the second box. The best
part is that you can edit within either box, and the text will automatically flow back and forth as you cut or pad the story.
4. Wrap Text Around or Through an Image or Shape
Using the Edit Wrap Points feature, you can control how text wraps around and through an image.When it comes to
wrapping text creatively around an image, Word's tools are superior to those of its Office sibling Publisher. This is the feature
to use when you're working with an image that contains a plain or light-colored area to accommodate text (called copy
space).
 CONVERTING DOC INTO WWW PAGES
Save a document as a webpage
If you need to save a Word document as a webpage, your best bet is to use the Web Page, Filtered option.
When you save your document as a filtered webpage, Word keeps only the content, style instructions, and some other
information. The file is small, without a lot of extra code.
Click File > Save As and choose the location where you want to save your document.
Name your file.
In the Save as type list, choose Web Page, Filtered.
1.Click Change Title and type the title you want to display in a web browser’s title bar.
2.Click Save.
Other ways to share a document online
Word was originally designed to create and print documents. In Word 2013, you now have other options for sharing your
thoughts and your work online.
Save a document as a blog post
If you’re blogging and you want to write your post in Word, you can save your document as a blog post. Word keeps the least
amount of information with your content. And the published document uses the blog’s styles.
Click File > Share > Publish as Blog Post.
Click Publish as Blog Post.
The first time you post a document to your blog, Word guides you through registering your blog account.
Save onto OneDrive and share
Share your document with friends and colleagues by saving it to OneDrive and inviting them to view it.
Click File > Save As > OneDrive.
Choose a location in your OneDrive folders.
Type a file name, and then click Save.
Then invite others to view your document. If people don’t have Word, the document opens automatically in Word for the
web.
Click File > Share > Invite People. Add their email addresses.
Click Share.