ms word

1. What is a Title Bar?

Title Bar: The top bar of the Word window is called the title bar, Double-clicking the title bar toggles Word between maximized and restored states. It‘s the equivalent of alternately clicking the maximize and restore buttons.

The title bar contains the Quick Access Toolbar, the name of the document in the current Word window, and what Windows calls the application control caption buttons In your own case the title bar might contain other elements as well, such as items placed there by various Word and Windows add-ins.

2. Explain about File Tab?

File Tab:

§  New: Creates a new blank document. When you clicking on the new command in the file tab then word gives options blank document, sample templates, recently used templates, brouchers, business cards etc. Choose the option which you want to create and then click on create button which is on the right side, it creates the new document according to user desire.

§  Open: Opens or finds an existing MS-word document. Whenever you clicking on the open command MS-Word displays open dialog box, in open dialog box locate the address of your document. Then click the document icon and click open button in open file dialog box.

§  Close:  Close command close the opened document in MS-Word. If it contains any unsaved changes, you will be prompted to save the file before closing.

§  Save: Saves the active file with its current file name, location and file format. In case a new file is saved for the first time, then MS-Word displays the save file dialog box, in save file dialog box locate the address where you want to save, the user has to specify the file name, file format, then click on the save button in save file dialog box..

§  Save As: Saves the active file with the other name and also with the other versions (i.e., with word 97 to word 2003).

§  Save And Send: Saves the current file in the specified location and sends that file through e-mail.

§  Info:  Info displays the information of currently opened document i.e. It displays the properties of the opened document like name of the file, etc.

§  Print: Prints the active file or selected items to the selected printer or fax. Whenever you clicking on the print command word can display the print dialog box, in print dialog box you can specify the number of copies you want and which page you want to print then click on the ok button in print dialog box.

§  Exit: Closes MS Word after prompting you to save any unsaved files.

3. Explain about Insert Tab? 

Insert Tab:

§  Cover  Page:     Inserts  a  fully  formatted  cover  page  where  we  can  fill  the  author name, title, date, etc., for our document. This option provides some default cover pages we can select according to our desire and fill the details according to our desire.

·         Blank Page: Inserts a new blank page at the cursors posit ion i.e. place the cursor where we want to insert a new blank and select this option it automatically inserts the new page.

·         Page Break: Inserts a next page at the current position i.e. for example if the document is containing lot of information and we are unable to read continuously then we add a page break after some information.

·         Table: Insert a table in the current position. Inserting a table means we are keeping the data in the form of rows and columns for easily understandable format. Here options like draw table, insert table etc.

·         Clip Art: Inserts the pictures which are default in MS Word. Select Clip Art it displays clip art dialog box on the right side of the document click on go it displays the default images provided by Ms Word select the image which you want to place.

·         Shapes: Inserts shapes like rectangle, lines, ovals, square, stars etc.

·         Page Numbers: Inserts page numbers to your document, that automatically update when you add or delete pages, you can also displays the page number in different styles and also start the page number with specified numbering used by the format button in page number dialog box.

·         Date and time: Insets current date and / or current time field that are updated every time you open or print this document.

·         Symbol: Inserts symbols and special character from the fonts that are installed on your computer.

·         Bookmark:  Creates  bookmark,  which  you  can  use  to  mark  selected  points  in  your document.

·         Hyperlink: Insert a hyperlink through which you can jump to a location in the current document or Web page, or to a different Word document or Web page, or to a file that was created in a different program.

·         Header: Header is an area used to place repetitive information across the top of each page in a document. It is located between the top margin and the top edge of a page.It may be used to display the title, name of the organization, graphical images, page number, date and time.

·         Footer: Footer is an area used to put repetitive information across bottom of each page in a document. It is located between the bottom and the bottom edge of a page. It may be used to display the title, name of the organization, graphical images, page number, date and time.

·         Picture:  Inserts all pictures from other libraries.

·         Text Box: Draws a text box where you click and drag in the active window.

·         Word Art:  Inserts a text with different formats and styles. When we select this option it displays the default list of styles select one style and write the text then click ok, it displays the text in that style.

4. Explain about Page Layout Tab?

A. Page Layout Tab:

·         Margins: Inserts margins for the whole document i.e. used to select the      margin (top, bottom,  left, right)  for the whole document.  It provides some predefined options like normal, Last Custom Setting, Narrow, Wide etc.

·         Orientation: Switch the page between portrait and landscape. Portrait means shows the document in normal view. Landscape means shows the document in vertical manner.

·         Size: Choose a paper size for the current section. This displays the predefined sizes like letter, letter small, A3, A4 etc. If we want other sizes then click the option ―more paper sizes‖ it displays Page Setup dialog box in that select paper option and can give the paper size as we desired and then click ok.

·         Columns: Switches the text to split into two or more columns.

5.  Explain about View Tab? 

View Tab:

·     Print Layout: Switches the active document to print layout view; which is an editing view that displays your document as it will print.

·     Full Screen: Hides all the usual work space clutter (menu bar, tool bars etc…) and fills your screen with your current document. You will see very small window containing close full screen button, which allow you to return to prior view.

·     Web Layout: Switches the active document to web layout view, which is an editing view that displays your document as it will appear on your web browser.

·     Outline: Switches to outline view, where you can examine and work with the structure of your file in classic outline form.

·     Ruler: Displays or hides the horizontal ruler or vertical ruler, which you can use to position objects, change paragraph indents page margins and other space settings.

·     Document Map: Turns the document map on or off, which is vertical pane along the left edge of the document window that outlines the document structure.

·     Zoom: Enter a magnification between 10 - 500 % to reduce or enlarge the display of the active document.

·     Macro: Opens the macros dialog box, where you can run, edit or delete a macro, use record new macro to record a series of actions as a macro. When we start a new macro. It can also provide the options like pause macro and stop macro.

·Gridlines: Switches the whole document in a horizontal and vertical line when you select the gridlines option.

·Thumbnails: Switches the whole document in the form of slides i.e. on the left side of our document we can view the pages as slides along with the content in that page.

·View Side By Side: When we open multiple word windows and if we select view side by side option then it shows those multiple windows at the same time by showing side by side by minimizing those windows size.

6. Explain about Mailings Tab?


Mailings Tab:

·         Mail Merge: Use this option to create formal letters, mailing labels or envelops with same or different addresses. Through Mail merge you can automatically create personalized letters (with same body text) to large number of peoples.

·     Envelopes and labels: Creates an envelopes or a single mailing label, or inserts the same name and address on an entire sheet of mailing labels.

·         Select Recipients: Choose the list of people you intended to send the letter to. You can type our own list, or use database.

7. Explain about Review Tab?

Review Tab:

·         Spelling and grammar: Checks the active document for possible spelling, grammar and writing style errors, and displays suggestions for correcting them.

·         Research:  This  opens  the  Research  task  pane  to  search  through  reference  through reference materials such as dictionaries etc.

·         Thesaurus: This option suggests other words with a similar meaning to the word you have selected.

·         Translate: Translate option is used to translate the selected text into a different language like French, Spanish etc.

·         Word Count: Find the number of words, characters, lines in the document.

·         Protected document: Prevents changes to all or part of an online form or document except as specified. You can also assign a password so that other users can annotate a document, mark revisions, or fill in parts of an online form.

·         New Comment: Adds a comment about the selection in the document.

·         Delete comment: Used to delete all the comments that are present in the document.

·         Track Changes: Track (Find) all the changes that are made to the document including insertions, deletions and formatting changes.

8. What is Quick Access Toolbar?

 The Quick Access Toolbar is the small row of icons, found above the ribbon, on the upper  left of the screen. It contains common commands that you use again and again every day, such as Save, Undo, and Repeat. You can add your favorite commands to the Quick Access toolbar, so that they are available no matter which part of the ribbon you are using.

To add commands to the quick access tool bar we have two procedures. They are

1.      Go to File tab à Options à Quick Access ToolBar à Select the commands you want to add and then click on add. It displays the selected commands on the quick Access Toolbar.

2.      Click the Customize arrow to the right of the toolbar, and select the command you want to add.

9. How can we work with MS-File?

            A.    Creating New Blank Document:

You can create new blank document by opening new MS-Word file, Start à All Programs à Microsoft Office à Microsoft Word 2010. (or)

       1.      Click on File Tab.

       2.      Locate “New” option, and then click on Blank Document.

       3.      Click on Create button.

       4.      New Black document will appear on the screen.

B.   Create New Document form the Template:

       1.      Click on File Tab.

       2.      Locate “New” option, click on Sample Template option.

       3.      It can display list of Templates available in MS-Word, which are installed into our            system by default, at the time of MS-Office installation.

       4.      Select Template which you want use.

       5.      Select Template option, which locates above the create button.

       6.      Click on Create, button.

C.    Create document Form Existing Document:

       1.      Click on File Tab.

       2.      Locate “New” option, click on Sample Template option.

       3.      Then click on “New Form Existing” option.

       4.      Dialog box will appear on the screen, from that select your file then click on create          button.

       5.      New “word window” will appear with the selected file as new file.

D.    Saving Document:

       1.      After creating the document we have to save the document permanently into our              system.

       2.      Goto “file” tab.

       3.      Click on “save” or “save as” option, “Save as” dialog box will appear on the screen.

       4.      Select your drive location, where you want to save your file.

       5.      Type file name in “File name” Text box.

       6.      Select your File Type, from the “Save as type” like Word Document, Word 97-2003 Document etc…

       7.      Click on save button to save the document. If you want to discard this operation click on “Cancel” button.

9.Write the difference between Save & Save As.

Save	Save as
1.      It can open Save as dialog box when you save the document first time. 2.      It can over write an original file for every later selection. 3.      We can use ctrl+s short cut key.	1.      It can open Save as dialog box for every time. 2.      It can create new file for every selection. 3.      No short cut key.

10. Explain about Home tab.

·         Clip Board:  it is a temporary storage that windows uses for storing all kinds of data. When user cuts or copies any text, image or data, windows moves the object or text to the Clipboard. The user can paste it to any file from the clipboard. Clipboard content changes with every copy or cut operation. The contents disappear whenever the user quits windows or shutdown the computer.     Short cut keys:  cut: ctrl + x, copy ctrl+c, paste ctrl+v.

·         Font: It is used to change font settings of selected text in the document. Font settings like font type, style, size etc…

·         Paragraph: it is used to change the paragraph settings like alignment, paragraph spacing, line spacing, indentation, bullets and numbering etc….

·         Styles: By using this we can design our own styles and also predefined.

10.What are Header and footer? Explain procedure to create Header & footer.

It is one of the special feature in Ms-Word. Header and footer are used to display the repeated text on the top and bottom of the page. The header and footers are placed at the top and bottom margins of the page.  It is used to place the title of the document, author of the document, and page number etc… There are several types of header and footers:

1.      General header and footer.

2.      Different first page header.

3.      Different odd and even page header and footer.

Creating Header & footer:
1.      Click on “Insert Tab ribbon”, click on header of footer option.
2.      If you chose header cursor will appear in header area, if you choose footer cursor will appear in footer area.
3.      It can display many template formats.
4.      Click one of them, which you want.
5.      Cursor will appear either header or footer area.
6.      Then type your text or insert your object which you want to place in header or footer.

Edit Header and footer:
1.      Click on “Insert Tab ribbon”, click on header of footer option.
2.      Locate header of footer option then click on edit header or edit footer option.
3.      Cursor will place header or footer area.

(or)

1.      To edit header or footer directly double click on header or footer area.

2.      Cursor will appear at appropriate area.

3.      Header footer design tab will appear on the careen.

Create and edit Different first page Header and Footer:

This is user to create special header and footer for the first page of the document.
1.      Double click on header or footer area.
2.      Cursor will appear at appropriate area.
3.      Click on design tab, of Header and Footer Tools.
4.      Check the option “Different First Page”.
5.      Cursor will appear at the first page of the document, then create your first page header and footer of the document.

Create and edit Different Odd and Even page Header and Footer:
This is user to create special header and footer for the first page of the document.
1.      Double click on header or footer area.
2.      Cursor will appear at appropriate area.
3.      Click on design tab, of Header and Footer Tools.
4.      Check the option “Different Odd and Even Page”.
5.      Cursor will appear at one of the odd page in the document.
6.      Create your odd page header and footer.
7.      Click on the next button in the navigation area to change even page.
8.      Then you can create even page header and footer.

Set the Position of Header and footer:

We can set the position of header form the top of the page, and footer can be set from the bottom of the page, by default word can set some position form the top and bottom of the page.
1.      Click on design tab, of Header and Footer Tools.
2.      Locate position area. Then set your header and footer position.
3.      Enter value in points based on the ruler state.

Close Header and Footer:

To close the header and footer directly you can click on the page area, or click on the “Close Header & Footer” option in the design tab, of Header and Footer Tools.

11.  Explain procedure to create table. Explain different table manipulating operations.

Table is a collection of rows and columns.

1. Click the Insert tab, click Table, and then move the cursor over the grid until you highlight the right numbers of rows and columns.
2. Click and the table appear in the document.

The Table Tools Design and Layout tabs also appear, with options for choosing different colors, table styles, and borders.

Other ways to add a table

The grid inserts a basic table. If you need to do something different, you have three ways to make a table.
For more control over the table size, click the Insert tab, click Table, and then click Insert Table. Then you can set the exact number of rows and columns and use the AutoFit behavior options to adjust the table’s size.
And if the information is too complicated to fit in a basic grid, the Draw Table tool helps you draw exactly the table you want.
Insert Table from Draw Table option:

If you want a table with rows and columns in different sizes, you can use the cursor to draw it. Here’s how:

1. Click where you want to create the table.
2. Click the Insert tab, click Table, and then click Draw Table.

The pointer changes to a pencil.

3. Draw a rectangle to make the table’s borders. Then draw lines for columns and row inside the rectangle.

4. To erase a line, click the Table Tools Design tab, click Eraser, and then click the line that you want to erase.

Add or delete a table column or row

To add or delete columns and rows, right-click a row or column, and then click the command you want.

You can also quickly add a row by clicking in the lower-right cell of the table and pressing the Tab key.

Here are more detailed instructions.

Add a row above or below

1. Right-click in a cell above or below where you want to add a row.
2. On the shortcut menu, point to Insert, and then click Insert Rows Above or Insert Rows Below.

Add a column to the left or right

1. Right-click in a cell to the left or to the right of where you want to add a column.
2. On the shortcut menu, point to Insert, and then click Insert Columns to the Left or Insert Columns to the Right.

Delete Row or Column:

1.      Place the cursor in to cell which row/column you want to delete.
2.      Go to à “lay out tab” from table design tools.
3.      Locate delete, then click.
4.      Delete Rows or Delete Columns option.

Delete a Particular Cell:
1.       Place the cursor in a particular cell which you want to delete.
2.      Go to à “lay out tab” from table design tools.
3.      Locate delete, then click.
4.      Delete Cell, it can display delete Cell dialog box.
5.      Select you option to adjust the remaining cells in the table.

Delete a Table:
1.      Place the cursor in a particular table which you want to delete.
2.      Go to à “lay out tab” from table design tools.
3.      Locate delete, then click Delete Table.

Selecting the Rows, Columns & Cell in the table:
1.      Place the cursor in a particular Cell, which Rows, Columns & Cell you want to select.

2. Right-click in a cell which you in you want to select a row.
3. On the shortcut menu, point to Select, and then click Cell, Row, Column and/or Table.

Selecting Multiple Cells:
1.      Place cursor in the starting cell of the range.
2.      Hold down the left mouse button then drag over the table.
3.      Desired cells will be highlight, then release the left mouse button.

Merging Cells:
1.      Place cursor in the starting cell of the range.
2.      Hold down the left mouse button then drag over the table.
3.      Desired cells will be highlight, and then release the left mouse button.
4.      Go to Layout tab in Table design options, click on Merge Cells option.

Split Cells:
1.      Place the cursor in desired cell.
2.      Go to Layout tab in Table design options, click on Split Cell option.
3.      It can display Split Cell dialog box, from that enter number of rows and columns.

Split table:
1.      Place the cursor in desired cell.
2.      Go to Layout tab in Table design options, click on Split Table option.

12. How to create, format, or delete a hyperlink?

Microsoft Word creates a hyperlink for you when you press ENTER or the SPACEBAR after you type the address of an existing Web page, such as www.contoso.com.

What do you want to do?

• Create a customized hyperlink to a document, file, or Web page
• Create a hyperlink to a blank e-mail message
• Create a hyperlink to a specific location
• Quickly create a hyperlink to another file
• Remove a hyperlink

Create a customized hyperlink to a document, file, or Web page

1. Select the text or picture that you want to display as the hyperlink.
2. On the Insert tab, in the Links group, click Hyperlink.

You can also right-click the text or picture and then click Hyperlink on the shortcut menu.

3. Do one of the following:
• To link to an existing file or Web page, click Existing File or Web Page under Link to, and then type the address that you want to link to in the Address box. If you don't know the address for a file, click the arrow in the Look in list, and then navigate to the file that you want.
• To link to a file that you haven't created yet, click Create New Document under Link to, type the name of the new file in the Name of new document box, and then, under When to edit, click Edit the new document later or Edit the new document now.

 Note   To customize the ScreenTip that appears when you rest the pointer over the hyperlink, click ScreenTip and then type the text that you want. If you don't specify a tip, Word uses the path or address of the file as the tip.

Create a hyperlink to a blank e-mail message

1. Select the text or picture that you want to display as the hyperlink.
2. On the Insert tab, in the Links group, click Hyperlink.
3. You can also right-click the text or picture and then click Hyperlink on the shortcut menu.

3. Under Link to, click E-mail Address.
4. Either type the e-mail address that you want in the E-mail address box, or select an e-mail address in the Recently used e-mail addresses list.
5. In the Subject box, type the subject of the e-mail message.

Create a hyperlink to a specific location

To link to a location in the same document or in a different document, you must mark the hyperlink location or destination and then add the link to it.

Mark the hyperlink location

You can mark the hyperlink location by inserting a bookmark. If you’re linking to a location in the same document, you can also use a heading style to mark a location.

Insert a bookmark

In the document that you want to link to, do the following:

1.      Select the text or item to which you want to assign a bookmark, or click where you want to insert a bookmark.
2.      On the Insert tab, in the Links group, click Bookmark.

3. Under Bookmark name, type a name.
4. Click Add.

Add a link to a specific location in the current document

1. Select the text or object that you want to display as the hyperlink.
2. Right-click and then click Hyperlink on the shortcut menu.
3. Under Link to, click Place in This Document.
4. In the list, select the bookmark or heading or that you want to link to.

Add a link to a specific location in another document

1. Select the text or object that you want to display as the hyperlink.
2. Right-click and then click Hyperlink on the shortcut menu.
3. Under Link to, click Existing File or Web Page.
4. Click the file that you want to link to, and then click Bookmark.
5. In the list, select the bookmark that you want to link to.

Quickly create a hyperlink to another file

You can create a hyperlink quickly without having to use the Insert Hyperlink dialog box by dragging selected text or pictures from a Word document.

 Important   The text that you copy must come from a file that has already been saved.

 Note   You cannot drag drawing objects, such as Shapes, to create hyperlinks. To create a hyperlink for a drawing object, select the object, right-click, and then click Hyperlink on the shortcut menu.

Create a hyperlink by dragging content from another Word document

1. Save the file that you want to link to. This is the destination document.
2. Open the document where you want to add a hyperlink.
3. Open the destination document and select the text, graphic, or other item you want to go to.

For example, you might want to select the first few words of a section of a document that you want to link to.

4. Right-click the selected item, drag it to the task bar and rest over the icon of the document to which you want to add a hyperlink.
5. Release the right mouse button where you want the hyperlink to appear on the page, and then click Create Hyperlink Here .

Remove a hyperlink

Do one of the following:

• Press CTRL+Z. You must press CTRL+Z immediately after you type the address, or URL, to delete a hyperlink from a typed URL.

 Note    If you press CTRL+Z a second time, the typed URL is deleted.

• Right-click the hyperlink, click Edit Hyperlink on the shortcut menu, and then click Remove Link

13.Explain about Mail Merge?

It is a process of creating many letters from one letter, it contains same information with different addresses. You use mail merge when you want to create a set of documents, such as a form letter that is sent to many customers. Each document has the same kind of information, yet some of the content is unique. For example, in letters to your customers, you can personalize each letter to address each customer by name. The unique information in each letter comes from entries in a data source.

The mail merge process entails the following overall steps:

1. Set up the main document: The main document contains the text and graphics that are the same for each version of the merged document — for example, the return address in a form letter.
2. Connect the document to a data source: A data source is a file that contains the information to be merged into a document. For example, the names and addresses of the recipients of a letter.
3. Refine the list of recipients or items: Microsoft Word generates a copy of the main document for each recipient or item in your data file. If you want to generate copies for only certain items in your data file, you can choose which items (or records) to include.
4. Add placeholders, called mail merge fields, to the document: When you perform the mail merge, the mail merge fields are filled with information from your data file.
5. Preview and complete the merge: You can preview each copy of the document before you print the whole set.

You use commands on the Mailings tab to perform a mail merge.

Creating Mail merge in step by step:

1.      Go to Mail merge tab, select “Start Mail Merge” option.

2.      Select “Step by step Mail Merge Wizard” option from the list.

3.      Mail Merge wizard will appear at the right side of the window.

4.      This process can be done in six steps.

Step1:

a.       Here we have to select the “Type of document” ie letter type; e-mail type, envelopes etc…

b.      Select your option then click on the next option at the bottom of the wizard.

Step2:

a.       In this step we have to select the source document.

b.      Current Document: The Working document can be taken as source document.

c.       From Template: Select the document from the template.

d.      Existing Document: It is used to open the existing document that can be taken as source document.

e.       Then click on the next option at the bottom of the page.

Step3:

a.       In this step we have to link the Data base.

b.      Existing List: Open the existing data source file for the addresses.

c.       From outlook contacts: Brows the contacts form the outlook address book.

d.      Type New List: To create a new address list.

·         Click on create option.

·         New address list dialog box will appear on the screen.

·         Type your addresses, with existing list; otherwise you can customize the fields list.

·         Click on ok button to save the addresses as data base file.

Step4:

a.       In this step we can insert the Merge Fields.

b.      Here we can insert address block, merge fields, greeting lines in a specified location.

c.       It is a template field it binds the field with the content in the data source when it creates final document.

Step5:

a.       In this step we can see the preview for all the addresses in the data source.

b.      We can exclude the unwanted recipients from here.

Step6:

a.       In this step we can create final document, ie merged document.

b.      With print option we can directly print the individual letters.

c.       We create new document with individual letters by using the option “Edit individual Letters”.

14.Explain about Macros in Ms Word.

In Word 2010, you can automate frequently used tasks by creating and running macros. A macro is a series of commands and instructions that you group together as a single command to accomplish a task automatically.

Typical uses for macros are:

• To speed up routine editing and formatting
• To combine multiple commands — for example, to insert a table with a specific size and borders, and with a specific number of rows and columns
• To make an option in a dialog box more accessible
• To automate a complex series of tasks

You can record a sequence of actions, or you can write a macro from scratch by entering Visual Basic for Applications code in the Visual Basic Editor.

Record Macro:
1.      On the View Tab, point to Macro, and then click Record  Macro.
2.      In the Macro name box, type a name for the macro.
3.      In the Store macro in box, click the template or document in which you want to store the macro.
4.      In the Description box, type a description for the macro.
5.      If you don't want to assign the macro to a toolbar, a menu, or shortcut keys, clicks OK to begin recording the macro and also display the stop recording dialog box on the screen.
6.      Stop recording tool bar containing two buttons pause recording and stop recording.
7.      If you want to stop recording some time then click on the pause recording button if want start the recording again then click resume record on the tool bar.
8.      To stop recording your macro, click Stop Recording button.

Run a macro
1.      On the View Tab, point to View Macro, and then click Macros.
2.      Ms-Word display the macro dialog box, it consists the names of saved macros in the Macro name box, click the name of the macro you want to run. Click Run button on the macro dialog box.

Delete Macro:
1.      On the View Tab, point to View Macro, and then click Macros.
2.      Macro Dialog box will appear on the screen.
3.      Select your macro which you want to delete.
4.      Click on delete button, the macro will be removed from the list.

15. Explain about spell check option in Word.

All Microsoft Office 2010 programs come with the ability to check the spelling and grammar of your file. The spelling and grammar checker, often called spell check, is located in Review tab. Ms word can underline the spelling mistakes with red color, Grammatical mistakes with green color, which are not in the Ms Word dictionary (Ex: Persons Names).

1.      Go to Review Tab, Click on Spelling & Grammar option.

2.      It can display Spelling and grammar dialog box.

3.      It can highlight the mistake words and sentences in the document.

4.      The Suggestions box can display the suggestions for the mistake words.

5.      This dialog box can display many options.

a.       Ignore Once: It can be user to ignore the options it is correct.

b.      Ignore All: Ignore the mistake it occurs in feature of the document.

c.       Change: Replaces only currently founded instance of the suspected word with the current selection in the suggestions list.

d.      Change ALL: Replaces all instances of the suspected word with the current selection in the suggestion list.

e.       Add to Dictionary: Adds the suspected word to the dictionary so that it will be skipped in future spelling checks.

6.  Click OK in the message that tells you that the spelling check has been completed.

16. Explain different types of views in MS. Word.

Microsoft Word has different ways for you to get a good view of your work, depending on the task at hand.

·         Print Layout: Work in print layout view to see how text, graphics, and other elements will be positioned on the printed page. This view is useful for editing headers and footers, for adjusting margins, and for working with columns and drawing objects. If you'd like to type and edit text in this view, you can save screen space by hiding white space at the top and bottom of the page. To switch to print layout view, click Print Layout on the View menu.

·         Web Layout: Work in Web layout view when you are creating a Web page or a document that is viewed on the screen. In Web layout view, backgrounds are visible, text is wrapped to fit the window, and graphics are positioned just as they are in a Web browser. To switch to Web layout view, click Web Layout on the View menu.

·         Normal: Work in normal view for typing, editing, and formatting text. Normal view shows text formatting but simplifies the layout of the page so that you can type and edit quickly. In normal view, page boundaries, headers and footers, backgrounds, drawing objects, and pictures that do not have the In line with text wrapping style do not appear. To switch to normal view, click Normal on the View menu.

·         Outline: Work in outline view to look at the structure of a document and to move, copy, and reorganize text by dragging headings. In outline view, you can collapse a document to see only the main headings, or you can expand it to see all headings and even body text. To switch to outline view, click Outline on the View menu.

·         Reading Layout View: To read a document with a minimum of eye strain and with tools optimized for reading, use reading layout view. Reading layout view is designed to make reading documents on the screen more comfortable. In this mode, Word removes distracting screen elements, such as extraneous toolbars. Word also uses your computer's screen resolution settings to size the document for optimum readability. To switch to reading layout view, click Read

on the Standard toolbar or press ALT+R. To turn off reading layout view, click Close

on the Reading Layout toolbar or press ALT+C.

·        Thumbnails: Thumbnails are small renderings of each page in your document, displayed in a separate pane. Thumbnails give you a visual impression of the content of each page. You can click a thumbnail image to jump directly to a page.

·      Web Page Preview:

                   In Web page preview, you can see how your document will look in a Web browser. If your Web browser is not already running, Word starts it automatically. You can return to your document in Word at any time. To switch to Web page preview, click Web Page Preview on the File menu.

·     Print Preview: 

                         In print preview, you can display multiple pages of a document in a reduced size. In this view, you can see page breaks and watermarks, and you can make editing or formatting changes before you print the document. To switch to print preview, click Print Preview on the File menu.

17. Explain about Page Setup option in Ms. Word.

It is mainly used to change the page margins, page layout, and size. It is available in page layout tab.  This can be done with the help of page setup dialog box. It can be get from Go to page layout à Page setup area, click on Margins drop-down menu. Page setup dialog box will appear on the screen.

Margins tab:
1.      Set top, left, right, bottom margins.
2.      We can also set the gutter position and size.
3.      Set page orientation i.e. either Portrait or Landscape.

Paper tab:
1.      Set the paper size form paper size option.
2.      To create custom paper size, click on paper size option then select custom option.
3.      Set the paper width and height.
4.      Here we also set the print options from the print options dialog box.

Layout Tab:

Section: It is used to create new section. Click on section to create new section.

Header and Footer: it is used to set different types header and footers, header and footer height.

Vertical alignment: It is used to set vertical alignment of the content in the document as top, middle, bottom of the page.

18.  How to insert footnote and endnote to the word document?

A term used to describe additional information found at the bottom of a page. Often a footnote will contain the source of the information, or additional information about the text contained in the document. You can identify any text that points to a footnote by the small number after the text. Below is an example of what this may look like; as you can see, "example" has an associated footnote, and the footnote is explained at the end of the page.

This is example1 text. 1 This example is to help demonstrate a footnote.

Much like a footnote, an endnote is additional information or credits given at the end of the document instead of at the end of each page. Below is an example of an endnote giving credit to Computer Hope, the web page, and the year.

This is example of an endnote from Computer Hope.1 1 Endnote and Footnote Computer Hope definition (http://www.computerhope.com/jargon/f/footnote.htm, 2015)

Procedure:

To insert a footnote or an endnote in Microsoft Word 2007 and later versions, follow the steps below.

1. Open Microsoft Word.
2. Within Microsoft Word, place the cursor where you want to insert the number that points to the footnote or endnote.
3. In the Ribbon at the top, click on the References tab.
4. In the Footnotes section, click on Insert Footnote or Insert Endnote, depending on which one you are inserting.
5. 
   

19. How to insert watermark into word document?

Sometimes you might want to add a watermark or “background” image to your Word documents to add a company logo or identify the document status.  Today we will look at the process to easily add them into your Word 2010 docs.

With the Word document open go to Page Layout and in the Page Background section click on Watermark.

Now you can choose one of the included watermarks to fit the type of document or add a custom image.

To add a custom image click on Custom Watermark as the bottom of the menu.  Notice this is where you can remove a watermark as well.

Now you can add your own custom text watermark or browse for an image such as a company logo.  Here you can also select a custom font, colour, layout, and size of the watermark.

That’s it!  Now you will have the custom text or image watermark in your document.

20) Explain about Format/Formatting in MS-Word.

Microsoft Word 2010 is one of the powerful word-processing application to date. The most important aspect of your document is that it should be well formatted so that readers can understand your point easily

Styles

A style is a set of formatting characteristics that you can apply to text, tables and lists in your document to quickly change their appearance. When you apply a style, you apply a whole set of formats in one simple step. In order to apply a style to a particular portion of your document, select that area and click the Home menu, here you will see some built-in styles in the Styles section. Choose the one which is suitable for you.

create Your Own Styles In MS Word 2010

It is very easy to create your own styles in Microsoft Word 2010, simply select the text and apply your desired formatting operations over it, then click on the drop down button in the Styles section and choose the Save Selection as a New Quick style option.

Text Alignment

You need to align text in your document to give it the neat look that is vital in documentation, Microsoft Word offers text alignment to Center, Left and Right align selected text. Select the text and choose the alignment option from the Home > Paragraph Option.

Numbering And Bullets

In many cases you need to list down some certain points or you need to create check lists. In such situations you require the numbering and bullets feature. You can find it located under the Home > Paragraph option.

Text Indentation

You can increase or decrease the indentation of selected text by choosing the desired option from the Paragraph section.

Right next to the Indentation options, there is the option to sort selected text in alphabetical order .

Fonts

You can play with fonts in many ways. You can change text’s font color, style, background color etc. It is also a piece of cake to Bold, Italic or Underline the text in your document. The whole list of fonts options are located under the Font section in the Home menu.

Button	Name	Function
	Font	Changes the font.
	Font Size	Changes the size of the text.
	Grow Font	Increases the text size.
	Shrink Font	Decreases the text size.
	Change Case	Change all the selected text to uppercase, lowercase, or other common capitalizations.
	Clear Formatting	Clears all formatting for the selected text, leaving only the plain text.
	Bold	Makes the selected text bold.
	Italic	Italicizes the selected text.
	Underline	Draws a line under the selected text. Click the dropdown arrow to select the type of underline.
	Strikethrough	Draws a line through the middle of selected text.
	Subscript	Creates subscript characters.
	Superscript	Creates superscript characters.
	Text Effects	Apply a visual effect to selected text, such as shadow, glow, or reflection.
	Text Highlight Color	Makes text look like it was marked with a highlighter pen.
	Font Color	Changes the text color.

Border and Shading

Microsoft Word offer features to apply border and shadings to your document. You can apply a border, shading or both around a single word, a selection of words, a paragraph, a group of paragraphs, a single page, a section, or all pages. Simply hit the Shading option to choose the shading style.
Similarly the Border option lets you draw borders around your text.

Format Painter

The Format Painter is a very useful option, it copies the formatting from specific portions of the document and applies it to other portions of your document with a few clicks. The process is very simple, select the portion of the document, hit the Format Painter option and then select the new paragraph upon which you wish to apply the format of the first paragraph.

Adding Columns To Word Document

In many cases you need to write the contents of your documents in the column format. Select the paragraphs and hit the Columns option located under the Page Layout menu. Then choose the number of columns that you wish to create.

Remove Formatting

Something can always go wrong, lets say that you made changes to the format of your document and it got messy, now what? Here is how you will remove all the formatting made to your document. Select the test, click the Home menu, then go the Styles section, click the drop down option and choose the Clear Formatting option.

21). Explain about Find and Replace in MS-Word.

Finding and replacing text

To find text:

1. From the Home tab, click the Find command. The navigation pane will appear on the left side of the screen.

2. Type the text you want to find in the field at the top of the navigation pane.
3. If the text is found in the document, it will be highlighted in yellow, and a preview will appear in the navigation pane.
4. When you close the navigation pane, the highlighting will disappear.

To replace text:

1. From the Home tab, click the Replace command. The Find and Replace dialog box will appear.
2. Type the text you want to find in the Find what field.
3. Type the text you want to replace it with in the Replace with field.
4. Click Find Next and then Replace to replace text. You can also click Replace All to replace all instances within the document.

22) Write a procedure for inserting clip Art and Picture and Shape to the WORD Document.

To locate clip art:

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.
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.
9. Review the results from a clip art search.
10. Place your insertion point in the document where you want to insert the clip art.
11. Click an image in the Clip Art pane. It will appear in the document.

You can also click the drop-down arrow next to the image in the Clip Art pane to view more options.

To insert a picture from a file:

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 insert a shape:

1. Select the Insert tab.
2. Click the Shapes command.
3. Select a shape from the drop-down menu.
4. Click and drag the mouse until the shape is the desired size.
5. Release the mouse button.

To insert a SmartArt illustration:

1. Place the insertion point in the document where you want the graphic to appear.
2. Select the Insert tab.
3. Select the SmartArt command in the Illustrations group. A dialog box appears.
4. Select a category to the left of the dialog box, and review the SmartArt graphics that appear in the center.
5. Select the desired SmartArt graphic, and then click OK.

23) Explain Templates in MS-Word.

A template is a predesigned document you can use to create documents quickly without having to think about formatting. With a template, many of the larger document design decisions such as margin size, font style and size, and spacing are predetermined

To insert a template:

1. Click the File tab to go to Backstage view.
2. Select New. The New Document pane appears.
3. Click Sample templates to choose a built-in template, or select an Office.com template category to download a template.

4. Select the desired template, and then click Create. A new document will appear using the template you have selected.