Mustafa Akbar Jafary: MICROSOFT WORD TRAY THE PUBLISH BLOG POST

Mustafa Akber Jafri

Getting Started

What is Microsoft Word?

Word is an application that allows you to create and edit text documents. In addition to text, Word allows you to insert pictures, tables, charts, drawings, and features that will make your text richer and more interactive.

Word 2003 version has brand new features as well as old features, similar to older versions of Word that have simply changed location, name, or appearance. Word 2003 can open files created from earlier versions like Word 97, 2000, or XP.

The default Word document includes the following layout tools:

• Title bar: Shows the document name, for example "Document 1" and the program name "Microsoft Word".

Menu bar: Contains the list of menus available inside Word, each menu contains a specific set of commands.

• Standard toolbar: Contains a shortcut list of the same commands found inside the menus on the Menu bar.

• Formatting toolbar: Contains a shortcut list of formatting options available inside the Format menu.

• Horizontal and vertical rulers: Are used for measurement purposes like any normal ruler; the default unit of measure is in inches.

Note: Depending on the selected view, the ruler might not show.

• White page area: is the space area where you type, edit, and format your document.

• Views: Allows the user to view a document in different ways.

• Status bar: Shows the page number the user is working on, section number, page number out of the total pages found in the document, line number, column number, etc.

Menu Bar

When you open a menu in Word from the Menu bar, it will display initially the commands you have recently used. To view all options in any selected menu, you must click the double arrow at the bottom of the menu list. The images on the right show an example of a collapsed menu (Figure 1) and an example for the same menu expanded (Figure 2).

Viewing or Hiding Toolbars

Many toolbars, displaying shortcut buttons, are also available to make editing and formatting quicker and easier. From the Menu bar, select View > Toolbars to see the list of all toolbars available inside Word.

Click on the name of the toolbar that you wish to view or hide, and the toolbar will be automatically displayed or hidden inside Word document, depending if it was initially checked or unchecked

Shortcut Menus

Shortcut menus allow you to access various Word commands faster than using the options on the Menu bar. While working within your document, right-click on the item you want to work with and a Shortcut menu will show. The options displayed in the Shortcut menu will vary depending on the element that was right-clicked. For example, the Shortcut menu shown in the adjacent figure was produced by right-clicking on a Bullets list. Actions such as Decrease Indent are only applicable to lists and therefore appear only on the Shortcut menu of the Bullets.

Task Pane

The Task Pane is an interactive menu that opens inside Word and provides users with shortcut commands. It is divided into 14 sub panes; you can switch between the sub panes by just clicking on drop down arrow found next to the Task Pane name and select the name of another sub pane.

1. Getting Started: Allows you to connect to the internet to get more information on Word; you can also use it to open a new/existing document.

2. Help: Provides help in using any feature inside Word, by typing a keyword inside the Search for box and Word will provide you with information relevant to the keyword from the Microsoft website or from Word help.

3. Search Results: Allows you to view the result of your previous search under Help.

4. Clip Art: Allows you to search the Clip Art Gallery using keywords.

5. Research: Provides you with online search for reference books, research and business sites.

6. Clipboard: Lists the items you have recently cut or copied.

7. New Document: Allows you to create the Word document of your choice.

8. Shared Workspace: Allows you to create a document workspace if you want to share a copy of your document. A workspace also enables you to invite other assign them tasks to link to additional resources.

9. Document Updates: Allows you to update your document if found in a shared workspace.

10. Protect Document: Allows you to restrict formatting and editing changes done to your document.

11. Styles and Formatting: Facilitates the formatting of text in the current document.

12. Reveal Formatting: Shows all the formatting in the current document. It has information such as the font, font size, paragraph alignment, margins and paper width as well as other types of information.

13. Mail Merge: Allows you to create multiple letters, e-mails, envelopes, and labels.

14. XML Structure: Allows you to represent a Word document as an XML document.

Views Word gives you the option to view your document in five different layouts. To change a current view, use one of the following methods: Method 1: Select View from the Menu bar. Method 2: In the lower left area of Word notice the View toolbar. Click any of the Layout Views buttons found on the lower left corner of the Word document.

Normal View

You can work in Normal View to type, edit and format your text. This view shows text formatting but simplifies the layout of the page so that you can type and edit quickly.

Web Layout View

You can work in Web Layout View, when you are creating a web page. In this view, backgrounds are visible, and text is wrapped to fit the window, and graphics are positioned just as they are in a web browser.

Print Layout View

You can work in Print Layout View, to see how text, graphics and other elements will be positioned when the document is printed.

Outline View

You can work in Outline View to look at the structure of a document and to move, copy, and reorganize text by dragging headings.

Reading Layout View

Reading layout view is designed to make reading easier on the screen without the need to print them out. In this view, Word displays only the tools you need for reading and allows you to flip pages like you do when reading a book.

Note: Reading Layout View does not display the document the way it is formatted for printing.

Working with Files

Create New Documents

• Click the New Blank Document button on the Standard toolbar.
• Or, from the Menu bar, choose File > New, the New Document Task Pane will open, and select Blank Document.

Open Existing Documents

• Click the Open button found on the Standard toolbar.

• Or, from the Task Pane, select Getting Started and the select More.

• Or, from the Menu bar, select File > Open

Any of these methods will show the Open dialog box. Choose the file and click the Open button.

Save Documents

• Click the Save button on the Menu bar
• Or, from the Menu bar, select File > Save.

Rename Documents

To rename a Word document, select File > Open and find the file you want to rename. Right-click on the document name with the mouse and select Rename from the Shortcut menu. Type the new name for the file and press the ENTER key on the keyboard.

Close Documents

Select File > Close.

• Or, click on the small x found on the right top next to the Menu bar and under the Title bar.

Working with Text

Type and Insert Text When you open a new Word document, you will notice a blinking cursor at the start of the document, indicating that you can start typing where the cursor is positioned.

Start typing your text and you will see that the text will appear where the blinking cursor is located. Move the cursor by using the ARROW buttons on the keyboard () or positioning the mouse and clicking the left button.

Highlight Text

In order to change the format of the text you just typed, it must be first highlighted, that is, selected with the mouse cursor.

To highlight the whole text or part of it, locate the mouse at the start of the text you wish to highlight and click the left button, then drag the mouse over the desired text while keeping the left mouse button pressed (i.e. clicked).

The table below summarizes the shortcuts used for selecting a portion of the text:

Selection	Technique
Whole word	Double-click within the word.
Whole paragraph	Triple-click within the paragraph.
Several words or lines	Drag the mouse over the words to highlight or hold down SHIFT key while using the arrow keys.
Entire document	Select Edit > Select All from the Menu bar.

Note: To deselect the text, click anywhere outside of the selected area on the page.

Delete Text

Use the BACKSPACE or the DELETE key found on the keyboard to delete text. BACKSPACE key will delete text to the left of the cursor and DELETE key will erase text to the right. To delete a large selection of text, highlight the text using any of the methods outlined above and press the DELETE key.

Spelling and Grammar Word will automatically check for spelling and grammar errors as you type. Spelling errors are noted in the document with a red underline. Grammar errors are indicated by a green underline.

To disable this feature, go to Tools > Options from the Menu bar and click the Spelling and Grammar tab on the dialog box. Uncheck the checkbox named Check spelling as you type and the checkbox named Check grammar as you type, then click on the OK button.

To use the spelling and grammar checker, follow these steps:

1. Select Tools > Spelling and Grammar from the Menu bar.

2. The Spelling and Grammar dialog box will notify you of the first mistake in the document and misspelled words will have a red color.

3. If the word is spelled correctly, click the Ignore Once button or click the Ignore All button if the word appears more than once in the document.
4. If the word is spelled incorrectly, choose one of the suggested spellings in the Suggestions box and click the Change button to correct one occurrence of the word or Change All button to correct all occurrences of the word. If the correct spelling is not suggested, enter the correct spelling in the Not in Dictionary box and click the Change button.
5. If the word is spelled correctly and will appear in many documents you type (such as your name), click the Add to Dictionary button to add the word to the dictionary so it will no longer appear as a misspelled word.

As long as the Check Grammar box is checked in the Spelling and Grammar dialog box, Word will check the grammar of the document in addition to the spelling. If you do not want the grammar checked, remove the checkmark from this box. Otherwise, follow these steps for correcting grammar:

1. If Word finds a grammar mistake, it will be shown in the box just like spelling errors. The mistake appears in green text. Several suggestions may be given in the Suggestions box. Select the correction that best applies and click Change.

2. If no correction is needed (Word is often wrong more than it is right), click the Ignore button.

Formatting Text

Formatting Toolbar

The Formatting toolbar is the easiest way to change many attributes of a text. If the toolbar shown below isn't displayed on the screen, from the Menu bar, select View > Toolbars and choose Formatting.

Style menu: Allows you to make your text Bold, Italic, Underlined...depending on the Style you choose.
• Font: Allows you to change the font by clicking on the drop-down arrow on the right of the font name box. You will view a list of fonts available, you can scroll scroll-down to view more fonts, and select the font name you wish to use by clicking on its name with the mouse.

Note: The difference between serif fonts (for example: Times New Roman uses serif font - see circle in the figure) and sans-serif (for example: Arial uses sans-serif font)

• Font Size: Allows you to change the font size by clicking inside the Font Size box and entering a value or by clicking on the drop down arrow on the right of the

box to view a list of font sizes available. Select then a size by clicking on it once. Note: A font size of 10 or 12 is best for paragraphs of text.
• Bold, Italic, Underline: Each button respectively allows you to make your text appear as bold, italic or underlined.
• Alignment: Each button respectively allows you to make your text aligned to the left, center, or right side of the page. You can also justify the text across the page using the Justify button.
• Line Spacing: Allows you to set the amount of space that Word puts when you go to a new line.
• Text Orientation: Allows you to change the typing direction of your text, from left-to-right or right-to-left manner.
• Numbering, Bullets: Allows you to make your text appear as a Bullets list or as a Numbering list.
• Increase/Decrease Indent: Allows you to increase or decrease the indentation of your paragraph in relation to the side of the page.
• Outside Border: Allows you to add a border around a text selection.
• Highlight Color: Allows you to change the color behind a text selection. The color shown on the button is the last color used. To select a different color, click the arrowhead next to the image on the button.

• Font Color: Allows you to change the color of the text. The color shown on the button is the last color chosen. Click the drop down arrow next to the button image to select another color.

An alternative way to access the formatting options found on the Formatting toolbar and some additional options is to select from the Menu bar, Format > Font. The Font dialog box will appear as shown in the figure.

Move / Cut Text Highlight the text you need to move, and follow one of the methods listed below:

• From Menu bar, select Edit > Cut.
• Or, from the Standard toolbar, click on the Cut button .

This will move the text to a clipboard in your Task Pane.

Note: To move a small amount of text a short distance, the drag-and-drop method may be quicker. Highlight the text you want to move, click the selection with the mouse, drag the selection to the new location without releasing the mouse button, and release the mouse button.

Copy Text Highlight the text you need to copy, and follow one of the methods listed below:

• From Menu bar, select Edit > Copy
• Or, from the Standard toolbar, click the Copy button

Paste Text To paste previously cut or copied text, move the cursor to the location you want to move the text to and follow one of the methods listed below:

• From the Menu bar, select Edit > Paste
• Or, from the Standard toolbar, click the Paste button .

Undo and Redo Options

• Word allows you to cancel the effect of one (or more) actions that took place previously by clicking once (or more than once) on the Undo button found on the Standard toolbar, or by selecting Edit > Undo from the Menu bar.
• Word allows you to repeat a previously cancelled action using the Undo button by clicking on the Redo button found on the Standard toolbar or by selecting Edit > Redo.

Lists

Bulleted and Numbered Lists

1. To create a list, click the Bullets button or Numbering button found on the Formatting toolbar.
2. Type the first entry and press ENTER. This will create a new bullet or number on the next line. If you want to start a new line without adding another bullet or number, hold down the SHIFT key while pressing ENTER.
3. To end the list, continue typing entries and press ENTER twice when you are done.

Use the Increase Indent and Decrease Indent buttons on the Formatting toolbar to create lists of multiple levels. Note: You can also type the text first, highlight the section, and click the Bullets or Numbering buttons to add the bullets or numbers.

Nested Lists

To create a nested list, such as a numbered list inside of a bulleted list, follow these steps:

1. First type the list then increase the indentation of the items that are to be nested by clicking the Increase Indent button for each item.
2. Highlight the items and click the Numbering button found on the Formatting toolbar.

Columns To quickly place text in a column format, first you need to highlight the text. Click then on the Columns button found on the Standard toolbar and select the number of columns by dragging the mouse over the diagram. For more column options, select Format > Columns from the Menu bar. The Columns dialog box allows you to choose the properties of the columns. Select the Number and Width of the columns from the dialog box. Note: For the column feature to run properly you need to be in the Print Layout View.

Note: Let's say you created two columns and the first is filled with text however the second is still empty and you keep trying to add text to it but it simply won't work! In this case, Word only accepts text in the second column IF the first column is COMPLETELY filled with text (i.e. there is no more space for text in the first column). In this case you can do the following:

Place your cursor right after the text that appears in column one then go to Insert > Break > Column Break. Notice that the text that was below the cursor has been shifted to the second column.

Graphics

Add Clip Art Images

Word comes with a set of pictures called Clip Art. These pictures are found in the Clip Art Gallery and are organized according to their type or category. To add a clip art image from the Microsoft library to a document, follow these steps:

1. Select Insert > Picture > Clip Art from the Menu bar. The sub pane named Clip Art will appear.

2. To find an image, in the Search For textbox, type a keyword describing the image you want to use, and press on the Go button

3. Click once on the downward arrow that appears when you place your mouse pointer over an image. A pop-up menu (as shown in the figure on the right) will appear: The most important options in this menu are the following:

• Insert to add the image to the document.

• Copy to place the clip on the clipboard to paste it later on.

• Find Similar Style to retrieve images similar to the one you have chosen.

4. Select images to add to the document

5. When you are done, click the Close button (small x) on the top right corner of the Task Pane.

Add Images from Files Pictures from various sources (scanned images and other image files saved in your computer) can be inserted in a Word document. Follow these steps to add a photo or graphic:

1. Select Insert >Picture > From File on the Menu bar.

2. Click the down arrow button on the right of the Look in: window to find the image on your computer.

Highlight the file name from the list and click the Insert button.

Print Documents

Print Preview Preview your document by clicking the Print Preview button found on the Standard toolbar or by selecting File > Print Preview.

Printing

• From File menu, select Print option

• Choose a Page range.

• Select the Number of copies as desired.

• You can choose from the Print drop down menu to print All pages in range, only Odd, or Even pages.

• You can also choose the number of Pages per sheet

When the document is ready to print, click on the OK button.

Paragraph Formatting

Paragraph Attributes

You can format a paragraph by placing the cursor within the paragraph and selecting

Format > Paragraph from the Menu bar. From the Paragraph dialog box, select the

Indents and Spacing tab.

Under the Indentation section, you can set the indentation to be either before text,

After Text or both by assigning the desired values.

There are special types of indentations:

• None: No indentation occurs.

• First line: Indents the first line.

• Hanging: Indents every line except the first.

Under the Spacing section, from the Line spacing drop down menu, you can select the space you would like between lines of the paragraph.

You can view the changes you have made from the Preview section, click OK when finished.

Non-printing characters

To be able to view the non-printing characters within a paragraph, e.g., spaces and paragraphs, click the Show/Hide button found on the Standard toolbar.

Observe the paragraph symbols (¶) as well as the dots (.) between each word.

Each dot represents a space. To easily see the dots, create more spaces between two words. To hide all non-printing characters, click the Show/Hide button again.

Drop Caps

A drop cap is a larger letter that begins a paragraph and drops through several lines of your text. To add a drop cap to a paragraph:

1. Place the cursor within the paragraph whose first letter will be dropped.

2. Select Format > Drop Cap from the Menu bar. The Drop Cap dialog box allows you to select the Position of the drop cap, the Font, the number of

Lines to drop, and the Distance from text.

3. Click OK when all selections have been made.

4. To modify a drop cap, select Format > Drop Cap again to change the attributes, or click on the letter and use the handles to move and resize the letter.

Reveal Formatting

Another option would be choosing the Reveal Formatting Task Pane from the dropdown

menu, and that would give you details about the selected format, rather than showing it to you visually.

Tables

Tables are used to display data and there are several ways to build them in Word. Begin by placing the cursor where you want the table to appear in the document and choose one of the following methods.

Insert Tables

There are two ways to add a table to the document using the Insert feature:

Click the Insert Table button on the Standard toolbar. Drag the mouse along the grid, highlighting the number of rows and columns for the table.

Or, select Table > Insert > Table from the Menu bar. Specify the number of rows and columns for the table and click OK.

Draw Tables

A table can also be drawn on the document:

1. Draw the table by selecting

Table > Draw Table from the bar. The cursor is now the image of a pencil and the Tables and Borders toolbar has appeared.

2. Draw the cells of the table with the mouse. If you make a mistake, click the Eraser button and click/drag the mouse over the area to be deleted.

3. To draw more cells, click on the Draw Table button

Nested Tables

You can insert a table inside another table or cell the same way you insert a regular table.

You can delete that table the same way you delete the outer one. To do that, place your mouse where you want to insert the table and click on the Insert Table button from the Standard toolbar.

Insert Rows and Columns

Once the table is drawn, you can insert additional rows by placing the cursor in the row next to which you want to insert the new row. Select Table > Insert > Rows Above or Rows Below. Or, select an entire row and right-click the mouse. Choose Insert Rows from the Table Shortcut menu, a new row appears above the selected one.

Similar to inserting a row, you can add a new column by placing the cursor in a cell adjacent to where you want the new column be added. Select Table > Insert > Columns to the Left or Columns to the Right. Or, select the column, right-click the mouse, and select Insert Columns, a new column appears to the right of the selected one.

Move and Resize Tables

Place your mouse within the table. A four arrow shape appears on the upper left side of table. A resizing handle will appear in the right part of the table.

• To move the table, click and drag the four-ended arrow. Position the table on your document and release the mouse click.

• To resize the table, click and drag the resizing handle.

• Change the column widths and row heights by clicking and dragging the mouse on the line divider between rows or columns. Drag the mouse to increase or decrease the column width or the row height.

Moving the order of the column and/or rows inside a table

Highlight the column or row, and drag it to the destination position. For example in a 4 x 4 table, if you want to move the first column to the third position, drag the first column to position of the fourth column – and you can see that first column has been moved to third position.

Moving a part of table (column/row) outside the table

Put the mouse pointer outside the table and press ENTER several times, then highlight a column or row and move it to outside the table; Word will create a new table with the same data.

Splitting or Merging cells

To split a cell in 2 columns or 2 rows:

Click once inside the cell. From the Menu bar, select

Table > Split Cells

Specify in the Split Cells dialog box the number of columns or rows. Click OK. The cell is split now into the number of rows and columns you specified.

To merge one or more cells:

Highlight the cells you want to merge. From the Menu bar, select Table > Merge Cells.

Table Properties

Click inside a table. From the Menu bar, select Table > Table Properties. Use the

Table Properties dialog box to modify the alignment of the table with the body text and the text within the table.

Under the Size section, check the preferred width checkbox and enter a value if you want the table to have an exact width.

Under the Alignment section, highlight the illustration that represents the alignment of the table in relation to the text of the document.

Under the Text wrapping section, select none if the table should appear on a separate line from the text or choose around if the text should wrap around the table.

Click the Borders and Shading button found at the bottom of the Table Properties dialog box to select from a number of border styles, colors, and widths. Click the Shading tab to change the background color and pattern.

Click the Options button found on the Table Properties dialog box to change the spacing between the document text and the table borders by entering a value or using the up and down arrows from the Default cell margins. Check the Allow spacing between cells checkbox and enter a value to add space between the table cells.

Deleting Data from a Table / Part of a Tables / a Whole Table

1. To delete data from the whole or part of the table: Highlight the cells containing this data or the whole table, and press the DELETE button from your keyboard, which will delete only the text inside the cells highlighted.

2. To delete a part of a table:

a. Highlight a column or a row, and press the BACKSPACE button from your keyboard. The column or row highlighted will be deleted.

b. Highlight one or more cell (s) (not making a row or column), and press the BACKSPACE button from your keyboard, it will show the Delete Cells dialog box asking whether you want to:

i. Shift cells left

ii. Shift cells up

iii. Delete entire row

iv. Delete entire column

3. To delete the whole table:

In case you want to delete the whole table and its contents, you should select the table by clicking either on the top left square box, or the lower right one, and then press the BACKSPACE button found on the keyboard.

Drawing Canvas

The drawing canvas feature is particularly useful when there are different parts of a drawing you need to keep together.

To insert a drawing canvas, from the Menu bar, select Insert >Picture >New Drawing. The drawing canvas and the Drawing toolbar will appear. The canvas can be resized by clicking and dragging the black outer edges at the corner or on the border.

You can add a line connector to the drawings in your canvas by using the Drawing Toolbar.

If you want to delete the drawing and the canvas, select the canvas by clicking once on its border and press the BACKSPACE or DELETE key found on the keyboard.

Spelling and Grammar

AutoCorrect

Word automatically corrects commonly misspelled words and punctuation marks with the AutoCorrect feature.

You can view a list of words that are automatically corrected by Word:

From the Menu bar, select Tools > AutoCorrect Options. If this feature is not showing, expand the Tools menu by clicking on the double arrows at the bottom of the Tools Menu. The Autocorrect dialog box will appear, select the first tab called AutoCorrect.

Many options including the accidental capitalization of the first two letters of a word and capitalization of the first word of the sentence can be automatically corrected from this page. If there are words you often misspelled, enter the wrong and correct spellings in the

Replace and With boxes.

Spelling and Grammar Check

Word will automatically check for spelling and grammar errors as you type unless you turn this feature off. Spelling errors are identified in the document with a red underline.

Grammar errors are indicated by a green underline.

To disable this feature

From the Menu bar, select Tools menu > Options

From the Options dialog box, select the Spelling & Grammar tab. Uncheck the checkboxes: Check spelling as you type and Check grammar as you type and click OK.

To use the spelling and grammar checker, follow these steps:

1. From the Menu bar, select Tools > Spelling & Grammar.

2. The Spelling and Grammar dialog box will notify you of the first mistake in the document and misspelled words will be highlighted in red.

3. If the word is spelled correctly, click the Ignore Once button or click the Ignore

All button if the word appears more than once in the document.

4. If the word is spelled incorrectly, choose one of the suggested spellings in the Suggestions box and click the Change button or Change All button to correct all occurrences of the word in the document. If the correct spelling is not suggested, enter the correct spelling in the Not in Dictionary section and click the Change button.

5. If the word is spelled correctly, click the Add to Dictionary button to add the word to the dictionary so it will no longer appear as a misspelled word.

As long as the Check Grammar box is checked in the Spelling & Grammar dialog box, Word will check grammar and spelling mistakes. Follow these steps for correcting grammar mistakes:

1. If Word finds a grammar mistake, it will be shown in the box as a spelling error.

The mistake is highlighted in green.

2. Several suggestions may be given in the Suggestions box. Select the correction that best applies and click Change.

3. If no correction is needed, Word is often wrong more than it is right, click the

Ignore button.

Note: If you do not want the grammar checked, uncheck the Check grammar checkbox in the Spelling & Grammar dialog box.

Synonyms

To find a synonym for a word, right-click on the word and select Synonyms from the Shortcut menu.

From the list of suggested words, highlight the word you would like to use or click for more options.

Thesaurus

Steps to use the thesaurus:

From the Menu bar, select Tools > Language >

Thesaurus or select it from the Synonyms Shortcut menu as explained in the Synonyms paragraph above.

A list of synonyms for the word you are looking for are given in the Research Task Pane. Click on any of the words listed in the Thesaurus section to view other synonyms for those words. Click on the arrow next to any word and select Insert option to replace the word with its synonym.

Page Formatting

Page Numbers

To add a page number to a document, follow the steps:

1. From the Menu bar, select Insert > Page Numbers. The Page Numbers dialog box will appear.

2. From the Position drop-down menu, select the position of the page number to make it appear either on the Top of page or Bottom of page.

3. From the Alignment drop-down menu, select the alignment of the page numbers.

4. If you do not want the page number to show on the first page (if it is a title page or booklet covering, for example), uncheck the Show number of first page box.

5. When finished, click OK.

Headers and Footers

Headers are added to the top margin of every page such as a document title or page number. Footers are added to the lower margin at the bottom of the page. Follow these steps to add or edit headers and footers in the document:

1. From the Menu bar, select View > Header and Footer. The Header and

Footer toolbar will appear and the top of the page.

2. Type the heading in the Header box. You may use many of the standard text formatting options such as font face, size, bold, italics, etc.

3. Click the Insert AutoText button to view a list of options available.

4. Use the other options on the toolbar to add page numbers, the current date and time.

5. To edit the footer, click the Switch between Header and Footer button found on the Header and Footer toolbar.

6. When you are done adding headers and footers, click the Close button on the Header and Footer toolbar.

Footnotes and Endnotes

Adding footnotes and endnotes to a document allows you to provide extra information on a topic. This information could be the source location, or extra details not necessarily in the main body of the text.

• Footnotes always appear at the bottom of the current page.

• Endnotes always appear at the bottom of the last page of a document.

When inserting a footnote or endnote while the document is in Normal View, the Note pane will open at the bottom of the document window for easy editing of footnotes or endnotes.

Place an insertion point in a sentence that the footnote or endnote is being created for and where the footnote or endnote mark will appear.

From the Menu bar, select Insert > Reference > Footnote to open the Footnote and Endnote dialog box. Select the Footnotes or Endnotes option in the Location area.

Once done, click Insert.

Bookmarks

A bookmark identifies a location or selection of text that you name and identify for future reference. For example, you might use a bookmark to identify text that you want to revise at a later time. Instead of scrolling through the document to locate the text, you can locate it by using the bookmark dialog box.

Select a text you want a bookmark assigned to, or click where you want to insert a bookmark.

From the Menu bar, select Insert > Bookmark. Under Bookmark name, type or select a name. Bookmark names must begin with a letter and can contain numbers. You can't include spaces in a bookmark name. However, you can use the underscore character to separate words — for example, "First_heading." Click Add.

To show bookmarks:

From the Tools menu, click Options, and then click the View tab.

Select the Bookmarks check box.

If you assigned a bookmark to an item, the bookmark appears in brackets […] on the screen. If you assigned a bookmark to a location, the bookmark appears as an Ibeam.

The brackets do not print.

Highlight the word or text, which you want to link to the bookmark you have just created and from the Menu bar, go to Insert > Hyperlink, then click on Bookmark and select your specified bookmark name. The text appears as a hyperlink that points to the bookmark location.

Page Size and Orientation

From the Menu bar, select File > Page Setup and choose the Paper tab. Select the proper paper size from the Paper size dropdown menu.

Go to Margins tab and change the Orientation to Portrait or Landscape.

Symbols and Special Characters

When creating documents, sometimes you need to use a symbol or character that doesn't appear on the keyboard. These symbols and characters can be accessed from the Symbol dialog box.

Insert Symbols

Use the Symbol dialog box to locate symbols, characters from other languages, arrows, and other characters. Symbols inserted into documents can then be formatted like letters or numbers.

1. From the Menu bar, select Insert > Symbol... , and the Symbol dialog box will appear.

2. Select the appropriate symbol. If you don't see the symbol you need, use the Font pull-down list to select another font.

3. Locate and click the symbol you want. Click on the Insert button to insert the symbol in your document. Note: the inserted symbol will appear where the cursor is blinking.

4. To close the Symbol dialog box, click on the Close button.

Insert Special Characters

Special characters do not appear on the keyboard. However, some characters have more functions than Symbols. For example, the non-breaking hyphen appears like any other hyphen, but the words that it separates will always remain on the same line (i.e., they won't break).

From the Menu bar, select Insert > Symbol...

The Symbol dialog box appears:

1. Select the Special Characters tab

2. From the Character listing, select appropriate character 3. Locate and click the character you want. Click on the Insert button to insert the character in your document. Note: the inserted character will appear where the cursor is blinking.

4. To close the Symbol dialog box, click on Close.

Smart Tags and Other Markers

A Smart Tag is a button that appears after certain actions have taken place, such as an automatic text correction or a copy/paste procedure. When you click on the button, a menu of options appears.

For instance, if Word automatically capitalizes the first letter of a word but you want the word to be lowercase, you can quickly change it by clicking on the Smart Tag that appears and selecting undo capitalization. Word includes several types of these Smart Tags that appear after different functions are performed.

You can enable or disable the Smart Tags, from the Menu bar, select Tools > AutoCorrect Options; click on the Smart Tags tab and select or deselect Label text with Smart Tags.

AutoCorrect Options

AutoCorrect Options button appears after an automatic correction, such as a lowercase letter that's changed to a capital or a path that's converted to a Hyperlink. The tag shows as a small blue box when you place the mouse pointer near the text that was changed. The tag changes to a button icon that you can point to it and click it to display the smart tag menu. If you do not want the correction, click the Smart Tag and select undo.

Paste Options

Paste Options button gives you greater control and flexibility in choosing the format for a pasted item. The tag appears just below a pasted item, such as text or a table with options for formatting. For example, if you paste text from a different document into your current document, you can choose either to retain the original formatting of the other document or let the inserted text assume the formatting of the new document.

Wavy Underlines

Word uses different color wavy underlines to highlight items it believes to be incorrect or inconsistent. The green and red wavy underlines indicate grammar and spelling errors.

To show or hide the wavy underlines:

From the Menu bar, select Tools > Options > Spelling & Grammar tab and check or uncheck Check spelling as you type and Check grammar as you type. Click on the

OK button.

Track Changes

Word gives you the option to track changes inside your document. Tracking changes could be very useful to professors/students who want to identify changes that occurred in a document.

Reviewing Toolbar

To be able to start working on the Track Changes inside your document, you need to show the Reviewing toolbar. From the Menu bar, select View >Toolbars >Reviewing.

The Reviewing toolbar contains many options that make it easy for you to use the track changes option inside your document.

Track Changes in Print Layout View

To start using the track changes while you are working inside Print Layout View, click on the Track Changes button found on the Reviewing toolbar. Notice how the TRK label is automatically highlighted on the Status bar. Word is ready to identify the errors found in your document. You can correct misspelled words (underlined in red) and grammatical errors (underlined in green), knowing that Word is recording the changes.

In the Print Layout, Word will display the changes in a box.

��All changes in Font, Font Size, and Font Color for a specific part of the document are placed in the same box.
��Other format changes like Text Alignment are placed in separate boxes.
��Deleted words are placed in separate boxes.
��Inserted text will appear in a different font color, and will be underlined.
��All boxes have arrows pointing to the exact text where the change took place.
��The left side of the document shows vertical lines indicating the regions where changes have occurred.

��Placing the mouse over new text or over the box containing the information on the changes displays a pop-up box. This box contains information about that specific change, the user responsible for the change, the date, time, and type of editing done.

User Information

The user information identifies the person who is using the application. Your name is automatically entered when Word is installed on your computer. To confirm or change this information, follow these steps: 1. From the Menu bar, select Tools > Options. 2. Choose the User Information tab. 3. Type your name in case it is not there under Name and then click on the OK button.

Note: If you have just typed a new name in the User Information tab, and you continued editing, all changes you do will be marked with a different color to indicate that they have been performed by a different user. Moreover, the pop-up box containing the information on the user will appear in a different color.

Viewing the changes

To view all the changes you made to your document as one list, click on the Reviewing Pane button found on the Reviewing toolbar. A new window will appear listing the changes per category.

In the Normal View, the changes you made to your document cannot be identified easily: you can identify that a change has occurred at a specific place but you cannot identify the type of change that took place like you do in Print Layout View. Thus, the Reviewing Pane option is considered fundamental to see the changes you made to the document, while you are working in the Normal View.

Note: In Normal View, all the changes you made to your document appear as follows:

• All the boxes that point to the region where changes have been made will disappear.
• Deleted words are shown with a line across them, and their color is changed.
• The parts that were added will appear underlined and will appear in a different color.
• When you place the mouse over new text or over the box containing changed text, a pop-up box appears. It contains information related to the specific change
• To identify where change have taken place, check the vertical lines that appear on the left of the document as well.

Accepting / Rejecting Changes

After reviewing the document using the Track Changes option, you can send the document to any user. He/she in turn will be able to review the document and the changes you made. The user has the option to accept or reject part or all the changes made to the document.

• To accept a part of the changes made to a document, select a box containing some changes and click on the Accept Change button found on the Reviewing toolbar. Once you accept a change, the box that used to contain the changes will disappear and the changes become part of your text.

• To accept all the changes made to a document, click on the drop down arrow next to the Accept Change button and select the Accept All Changes in Document.

• To reject part of the changes made to a document, select a box containing some changes and click on the Reject Change/ Delete Comment button found on the Reviewing toolbar. Once you reject a change, the box that used to contain the changes will disappear and the changes become part of your text.
• To reject all the changes made to a document, click on the drop down arrow next to the Reject Change/ Delete Comment button, and select the Reject All Changes in Document.
Note: In Normal View, it is necessary to place your cursor on the modification itself before clicking on Accept Change or Reject Change/ Delete Comment buttons. Else the change will not be accepted or rejected.

Inserting Comments

Sometimes you want to explain a certain point in your document but do not want to include the explanation inside the text. A way to do so is by using the Insert Comment feature of Word. You can insert comments as side notes to help you mark certain points of your document. You can use comments to mark the place that you reached while reading the document. To insert a comment, select to view your document in Print Layout View and follow this procedure:

• Place your cursor on the location where you want to insert the comment.
• From the Menu bar, select Insert >Comment.

You can also insert a comment from the Reviewing toolbar:

Click on the New Comment button.
• A text box appears with a line pointing towards the location you selected.
• Write your comment in the box and click once anywhere outside the box.

To delete a comment, select the comment and choose Reject Change/Delete Comment button from the Reviewing toolbar.

Note: In the Print Layout View, you can view comments normally. In the Normal View however, you cannot see the comment; you can only see a vertical line where the comment had been inserted. In addition, when you add a comment in the Normal View, the Reviewing Pane will open automatically and your comment will appear in the Reviewing Pane.

Comparing and Merging Documents

Word allows you to compare and merge documents. For example, you have started reviewing and correcting mistakes in a certain document, however you forgot to activate the Track Changes option. In this case, Word can compare the original document to another document version in order to identify the changes you made. This procedure requires that you have two documents. The first copy is the original document and the second copy is the non-tracked document in which you made some corrections without activating the Track Changes.

Open the non-tracked document in Word. From the Menu bar, select Tools > Compare and Merge Documents…. The Compare and Merge Documents dialog box will appear.

1. Select the document with which you want to compare changes.
2. Click the down arrow next to the Merge button, and select one of the three options below:
1. • Merge: Allows you to add and track the changes in the original document.
2. • Merge into current document: Allows you to add and track the changes into the non-tracked document.
3. • Merge into new document: Allows you to add and track the changes into a new document.

Window Splitter

Word allows you to split the window of the document you are working with into two parts. This feature can be very helpful, especially in some cases that require you to keep a part of the document fixed and visible at all times, while you are working on editing the document in the other part of the window.

To split the window, follow the steps below:

From Menu bar, select Window > Split. The mouse pointer changes into a horizontal line. Fix the horizontal line at the place where you want the splitting to occur, and click once at this location. The window is split now, and you can scroll through both parts independently. Notice that this feature creates two copies of the same document. You can choose to make either the first part or the last part of the document fixed. You cannot use more than one window splitter at once.

Note: When you split a document, no changes are made to the document, only the view changes to allow you to view two copies of the same document in the same window of the Word application.

To remove the split, select from the Menu bar, Window > Remove Split.

Compiling a Table of Contents

The table of contents or TOC lists the headings/titles inside a document. It can be very useful to create an overview of the topics discussed in a document. The table of contents can be created manually, or created automatically within Word.

To be able to automatically create and insert a table of contents in your document, follow the steps below:

1. First we need to reveal the Outlining toolbar. From the Menu bar, select View > Toolbars > Outlining.

2. Type the text for which you want to create a table of contents. Add a heading for every paragraph inside the document. Note: As you will see later, providing headings for your text is not a condition to have a TOC inserted, but headings make your text look more organized.
3. To insert a TOC, place the cursor at the beginning of the document, and from the Menu bar, select Insert > Reference > Index and Tables. Choose the Table of Contents tab.
4. Under General section, from the Formats drop down menu, select the format of your choice. In Show levels, you can specify the maximum number of levels you wish to include in your TOC by typing or using the Up and Down arrows.

Note: Number of levels is different from the number of headings in your text. Introduction, body, and conclusion are on the same level (example: Level 1). Under each, you might have more headings of higher levels. You should specify a maximum level otherwise all headings of level greater or equal to the specified would not be included in your TOC.

Finally, click on the OK button. Word warns you that there are no entries to insert a TOC (Error! No table of contents entries found). This is because no levels were associated with the headings that were created.

To specify a level for the headings, highlight each heading and from the Outlining toolbar, click on the drop down menu next to Body text and select a level.

Notice that some headings might have the same level depending on whether they are of same importance. For instance, you have main headings, sub-headings, and even sub-sub-headings. The main headings all have the same level value (Level 1 for example), the sub-headings have the same level too (different from that of the main headings, for instance, Level 2), and finally, the last headings have the highest level value. Notice how the regular text (the non-heading text) has no level. It is specified as Body text.

When done, either go to the start of the document (where you have previously inserted a TOC) and select Insert > References > Indexes and Tables and click OK, or directly from the Outlining toolbar, click on Update TOC button.

Note: The Go to TOC button highlights the Table of Contents. After inserting your TOC you can either Demote or Promote headings. That is, you can move a heading of Level 1 to Level 2 by clicking the Demote button found on the Outlining toolbar. The same approach applies to Promote a heading. Remember to update your TOC after performing any action.

Creating an Index

An index provides help about certain terms or phrases in your text. An index can provide a page number, a cross- reference, and other options.

To add an index, from the Menu bar, select Insert > References > Indexes and Tables

Select the text to be indexed and from the Index and Tables dialog box select the Index tab.

From the Formats drop down menu, choose a format of your choice. You can view the format you have just selected in the Print Preview area shown on top of the Index tab.

Click the Mark Entry button at the bottom of the tab page to open the Mark Index Entry dialog box.

Include the information, example: sub-entries, cross-references, bookmarks, page number format, etc… then click on Mark button, then click on Close.

Note: The Mark Index Entry dialog box stays open so that you can mark multiple index entries.

After inserting the index, you can include a heading for your index table to insert in your TOC. Don't forget to specify a Body text level for the index heading and click on the Update TOC when done.

Saving a Word Document as a Web Page

Professors can upload Word documents to websites. However there are some disadvantages when uploading Word to the Web:

Word documents use more computer space than files in HTML format and large files may create network congestion and delays.
• The Word document requires the client computer to have Word installed locally to function properly, while the HTML file can be read by any browser (e.g. Netscape, Internet Explorer).
• The Word document requires one step further: a new window will pop-up asking whether the client wants to Save or Open the document. The HTML version, on the other hand, loads instantly on the browser.

To save a Word document as a Web page, follow the steps below:

1. Open the Word document.
2. From the Menu bar, select File>Save as Web Page. The Save As window will open.

3. From the Save as type select Web Page instead of Single File Web Page

4. From the Save in drop down menu, select the location where you want to save the new file.

5. You can change the File name of your new Web page document.

6. To change the title of the Word document, click on Change Title button. This title will appear at the top of the web browser when a person views your Web page. Click OK when done.

7. Click on Save. Note: If you try to view the icon of the file we have just saved as a Web Page from My Documents folder, the file icon includes both the Word and the HTML logos (see figure on the right).

Page Margins and Gutter Margins

Page Margins

Margins represent the white empty boundaries formed around the paper inside a Word document. Margins can be user-defined and changed at any time. To change the margins measurements:

1. From the Menu bar, select File>Page Setup, the Page Setup dialog box will open, choose the Margins tab.

2. Under Margins section, enter a value in any of the Top, Bottom, Left, and Right boxes using the up and down arrows. The Preview section will reflect the changes you have just done.

3. When finished, click OK.

Gutter Margins

In order to bind a Word document after printing it, you need to create enough space either from the top or right or left of the document for the binding. To set a gutter position and value:

1. From the Menu bar, select File >Page Setup, the Page Setup dialog box will open, choose the Margins tab.
2. Select the position of the gutter from the Gutter position drop-down menu, to be either on top, left or right to the left of the document, and from the Gutter box, enter a value for the gutter's measure using the up and down arrows. The Preview section will reflect the changes you have just done.
3. When finished, click OK.

Indentations

Make sure you can see the rulers found at the top and left. If you can't then go to View > Ruler.

From the ruler found on the top of your document notice the four shapes in grey. Three appear to the left (they could be found one on top of the other depending on the indentation you already have) and one found to the right. These are the Indent shapes.

Place your mouse pointer on each of these shapes. You will get a small tool tip that specifies the job of that shape: Square = Left Indent, lower triangle = Hanging Indent, upper triangle = First Line Indent, and finally, right triangle = Right Indent.

Highlight the paragraph you want to indent.

There are many ways to indent a text:

1. Indenting the whole selection (to the left or right).
2. Indenting the first sentence only in the whole selection (to right).
3. Indenting everything below the first sentence in a selection (to right).

First of all, place your cursor before the first sentence in the paragraph you want to indent then go to Format > Paragraph.

The Paragraph dialog box will open.

1. Under General you can see the Alignment, Directions, and Outline level of your paragraph.
2. Under Indentation you can change the indentation settings for your paragraph.
Left Indent:

• Change the values found in the Before text and After text fields. Notice the changes in the Preview area. Notice that this will affect all your selection. Click on OK and view the changes. Notice that the three shapes (the Left Indent, Hanging Indent, and First Line

Indent shapes) have moved a bit to the right. In this case you have increased the left indentation of the document. You can undo this action by dragging the three shapes to the opposite direction (left instead of right).
Hanging Indent:
• Highlight your paragraph and go to Format>Paragraph and take a look at the Special drop down menu. You can choose either Hanging or First Line indentation or None if you don't want any sort of indentation. Notice what happens when you select either one:
i. Hanging indents everything below the first sentence.
ii. First line indents the first sentence only.
• You can choose to increase/decrease the value by which to indent from the By field. Values are displayed in inches.
i. By choose Hanging and clicking on OK, everything below the first sentence will be indented. Notice in the ruler that the lower triangle along with the square have been dragged to the right whereas the upper triangle is still in its place. This is to prove that the lower triangle serves as the Hanging Indent shape. The square specifies that our indentation is left indentation i.e. we are increasing the indentation to the left of the selection. Terms might be confusing at times however once you understand it becomes very clear.
ii. If you choose First line from Special and click on OK, the first sentence only is indented. From the document top ruler, it is obvious that the top triangle has been dragged whereas everything below it is still in place. This shows that the top triangle is the one responsible for First Line indentation.
iii. The last type of indentation is the Right Indentation. If you go to Format>Paragraph and change the value in the After text field then click on OK you will notice that in the document, the Right Indent triangle found on the right side of the top ruler, has been dragged to the left. This increases the indentation to the right of the document.
3. Under Spacing you can change the spacing between sentences in your paragraph.

Another way to indent a whole paragraph is by placing the cursor in front of any sentence in a paragraph or highlighting the paragraph and clicking on the Decrease Indent or Increase Indent buttons found on the Formatting toolbar.

Setting Tabs

A Tab Stop is a location on the horizontal ruler that indicates how far to indent the first line of a paragraph and how far to indent a line every time your press the ENTER key then TAB key on your keyboard. In other words, you can suggest the position you want to place your cursor to begin your sentence. To set a Tab Stop position, follow the steps below:

��From the Menu bar, select Format > Tabs.
��The Tabs dialog box will open; in the Tab stop position box, type the distance that you want the tab to move the cursor. Tabs are set in inches.
��When finished, click on the OK button.
��When you press the TAB key on your keyboard and start typing the first word of your sentence will be placed at a position according to the tab stop position you specified.

The Tabs dialog box provides the following options:

The Alignment section specifies the position from which you want text to continue.

o Left places all additional text to the right of the tab.

o Center centers text from the tab stop position.

o Right places all additional text to the left of the tab.

o Decimal aligns all text at the decimal point.

o Bar creates a bar at the tab point for dividing text.

If you want to add a leader, select any of the leader style found under Leader section, and click on the OK button.

Changing the default tab stops

��From the Menu bar, select Format > Tabs.
��From the Default tab stops, enter the distance, in inches, between each tab.
��When finished, click on the OK button.

Removing Tabs

To remove tabs if you no longer need them:

��From the Menu bar, select Format > Tabs, then in the Tab stop position box, select the tab you want to remove, and click Clear.
��When finished, click on the OK button.

Keyboard Shortcuts

Keyboard shortcuts can save time and the effort of switching from the keyboard to the

mouse to execute simple commands. Print this list of Word keyboard shortcuts and keep

it by your computer for a quick reference.

Note: A plus sign indicates that the keys need to be pressed at the same time.

The End

Mustafa Akbar Jafary

Friday, 17 February 2012

MICROSOFT WORD TRAY THE PUBLISH BLOG POST

Create New Documents

Changing the default tab stops

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