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Chapter : 4.3 Editing and Profiling Tools
Topic : 4.3.1 Checking and Correcting Spelling
Checking and Correcting Spelling
Word checks the spelling and grammar frequently as the contents are typed.
A red squiggly line under a word denotes that Word thinks it has been spelt
incorrectly.
If the line is green, then the grammar may be incorrect.
If the line is blue, then the word is correctly spelled but improperly used.
FIG 4.40: Error Detection
To run a spelling and Grammar check
User can check the whole or part of the text for mistakes using the Spelling and
Grammar button.
From the Review tab, click the Spelling & Grammar command.
The Spelling and Grammar pane will appear.
For each error in your document, Word will try to offer one or more suggestions.
User can select a suggestion and click Change to correct the error.
Word will move through each error until the user review them all.
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After the last error has been reviewed, a dialog box will appear confirming that
the spelling and grammar check is complete.
Click OK.
If no suggestions are given, user can manually type the correct spelling in his
document.
FIG 4.41: Spelling and Grammar check option
Ignoring errors
The spelling and grammar check is not always correct.
Particularly with grammar, there are many errors Word will not notice.
There are also sometimes when the spelling and grammar check will say
something's an error when it's actually not.
This often happens with people's names, which may not be in the dictionary.
If Word says something is an error, user can choose not to change it.
For spelling errors
Ignore: This will skip the word without changing it.
Ignore All: This will skip the word without changing it, and it will also skip all
other instances of the word in the document.
Add: This adds the word to the dictionary so it will never come up as an error.
Make sure the word is spelled correctly before choosing this option.
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FIG 4.42: Ignoring Error
For grammar errors
Ignore: This will skip the word or phrase without changing it.
For grammar errors, Word provides an explanation for why it thinks something is
incorrect. This can help you determine whether you want to change or ignore it.
Automatic spelling and grammar error checking
By default, Word automatically checks the document for spelling and grammar
errors, so user may not even need to run a separate check. These errors are
indicated by colored, wavy lines.
The red line indicates a misspelled word.
The blue line indicates a grammatical error, including misused words.
A misused word occurs when a word is spelled correctly but used incorrectly.
Steps to change the automatic spelling and grammar check settings
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From the Review tab, click the Spelling & Grammar command and then click
Options.
A dialog box will appear. On the left side of the dialog box, select Proofing.
FIG 4.43: Spelling and Grammar check dialog box
The dialog box gives several options to choose from
If the user doesn’t want Word to automatically check spelling, uncheck Check
spelling as you type.
If the user doesn’t want grammar errors to be marked, uncheck Mark
grammar errors as you type.
If the user doesn’t want Word to check for contextual errors, uncheck Use
contextual spelling.
By default, Word does not check for sentence fragments (incomplete sentences)
and run-on sentences.
To turn on this feature, click Settings in the dialog box, then check the
Fragments and Run-ons option.
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FIG 4.44: Spelling Check Options dialog box
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Chapter : 4.3 Editing and Profiling Tools
Topic : 4.3.2 Handling Graphics
Handling Graphics
MS word allows the user to communicate information with graphics instead of
just using text.
Graphics can be added into the word document by choosing the required options
available in the illustrations group under the Insert tab.
There are a variety of several other types of options, which user can use to
illustrate many different types of ideas.
Types of options available in the MS word are
Clipart
Text Wrapping
Inserting Pictures
Word Art
WaterMark
What is Clip Art?
Adding Clip Art to the document is a way to illustrate ideas.
Clip art is a collection of graphic images that can be inserted in documents.
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Steps to Insert a Clip Art
Click the Insert tab and from the Illustrations grouping, click on Clips Art.
FIG 4.45: Clip Art
The Clip Art Task pane will open on the right of the screen.
In the three fields that are provided, user can search for a particular topic, in all
the collections provided by Microsoft and all media types.
After clicking the Go button the search will return a list of clip art.
Use the scroll bar to locate a clip, which the user likes.
Click once on the clip art to insert it into the user document.
FIG 4.46: Clip Art task pane
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What is Text Wrapping?
Wrapping means that text flows around a graphic object rather than over it.
Wrapping Text Around Graphics
Click on the image to be wrapped.
And from the Arrange grouping under page Layout tab , select the Wrap text
option.
FIG 4.47: Wrap Text
Click one of the text wrapping options that appears.
Click More Layout Options, to change which sides of the object to place text or
change the distance between the text and object.
When the Graphic is selected, user can also click-hold and drag the graphic to a
new position.
It allows the user to control how many lines of text are above to the right or Left
of the graphic.
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FIG 4.48: Text wrapping Layouts
Inserting Pictures from Files
In addition to the clip art graphics that come with Word, user can insert graphics
that were scanned or created in the other graphics programs into the documents.
How to insert a picture?
Place the cursor in the document where the picture/ illustration wants to be
inserted.
Click the Insert Tab on the Ribbon.
Click the Picture Button.
Browse to the picture to include.
Click the picture and click on the insert button.
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FIG 4.49: Insert Picture Option
Word Art
Word Art is another powerful graphics tool that the user can use to make his
documents with visual impact.
Text in Word Art is formatted in unique shapes, orientations, and patterns that
the user can easily modify and customize.
How to Insert Word Art
Click the Insert tab, from the Text grouping; click the Word Art dropdown arrow.
Click a style of WordArt from the Gallery.
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FIG 4.50: Word Art Styles
Type the text in Your Text here box, user can change the font and size before
Clicking OK.
FIG 4.51: Word Art Text
It can be resized by dragging the white handles and position as desired.
Check out the WordArt Tools Format Ribbon for text, edit, style changes, spacing
and height.
Watermark
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A watermark is a graphical object which appears very faintly in the background
of a page.
Steps to Insert Watermark
Click the Page Layout Tab in the Ribbon.
Click the Watermark Button in the Page Background group.
Click the watermark that is needed for the document or click Custom
Watermark to create the new watermark.
An Image can also be used as a Watermark.
To remove the watermark follow the steps above, but click Remove Watermark.
FIG 4.52: Watermark
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Chapter : 4.3 Editing and Profiling Tools
Topic : 4.3.3 Creating Tables And Charts
Creating Tables And Charts
Tables
A table is made up of rows and columns. The intersection of a row and column is
called a cell.
Create a Table
Click the Insert tab on the Ribbon
Click the Table button
Select Insert Table.
FIG 4.53: Insert Table Option
Click the arrows to select the desired number of columns and rows.
Then click OK.
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FIG 4.54: Insert Table Dialog Box
Insert a Row or Column
Position the cursor in the table where the user would like to insert a row or
column.
Right click the mouse and click on Insert option.
To insert a Row, Click either the Insert Row Above or the Insert Row Below
button.
To insert a Column, Click either the Insert Columns to Left or Insert Columns
to Right button. Or it can be done on layout tab.
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FIG 4.55: Insert a Row or Column
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Delete a Row or Column
Position the cursor in the row or column which should be deleted.
Then right click the mouse and click Delete Cells Option .
Click the Delete entire row to delete a row or Click Delete entire column to
delete a column.
Then click ok.
FIG 4.56: Delete a Row or Column
Charts
A chart is a tool which the user can use to communicate the data graphically.
Including a chart in the document will help the reader to see the meaning behind
the numbers, and it makes the comparisons to be shown easier.
The word has many different types of charts, allowing the user to choose the one
that fits best to the data.
In order to use charts effectively, user needs to understand as how different
charts are used.
FIG 4.57: Charts in Excel
How to Insert a Chart
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Position the cursor on the document, where the chart is to be inserted.
Open the Insert ribbon.
Click Chart in the Illustrations section.
FIG 4.58: Chart button in word
FIG 4.59: Chart Templates
Select the style of chart to insert and click OK.
A chart and a spreadsheet will appear.
The data that appears in the spreadsheet is placeholder source data that the
user will replace with their own information.
The source data is used to create the Word chart.
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FIG 4.60: Chart and Spreadsheet
Enter the data into the worksheet.
If necessary, click and drag the lower-right corner of the blue line to increase or
decrease the data range for rows and columns.
Only the data enclosed by the blue lines will appear in the chart.
When it is done, click the close button to close the spreadsheet.
The chart will be completed.
User can edit the chart data at any time by selecting the chart and clicking the
Edit Data command on the Design tab.
Creating charts with existing Excel data
If the user already has the data in an existing Excel file, for which the chart is to
be created. Then the user can transfer the data by copying and pasting it.
To copy the data, open the spreadsheet in Excel, select and copy the desired
data and paste it into the source data area of the Word chart.
User can also embed an existing Excel chart into a Word document.
This can be useful when the user knows that user needs to update the data in his
Excel file and when he needs his Word chart to automatically update whenever
the Excel data is changed.
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Chapter : 4.3 Editing and Profiling Tools
Topic : 4.3.4 Document templates and wizards
Document Templates
Document templates in Word are very simple and it offers customizable options.
Document templates will help the user to prepare his documents as it looks more
attractive and formal.
There are many predefined templates in different categories, such as
Letters
Charts and diagrams
Reports
Certificates
Business cards
Books
Calendars, etc
Using Existing Template
To start a new document, Click the File tab and then click New option which will
display Available Templates to be selected.
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FIG 4.61: Available Templates
Microsoft Word provides a list of templates arranged under Sample Templates
or user can download hundreds of templates from office.com which are
arranged in different categories.
User will use Sample Templates for their document, click over Sample
Templates which will display a gallery of templates. User can try to use
office.com option to select a template for their requirement.
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FIG 4.62: Sample Templates
User can browse a list of available templates and finally select one of them for
document by double clicking over the template.
User select Equity Report template for report purpose.
While selecting template for a document, would have to select Document
Option available in the third column.
This opens the document with predefined setting which can modify document
title, author name, heading etc. as per document requirement.
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FIG 4.63: Selected Template
Create New Template
User can create a fresh new template based on requirement or can modify an
existing template and save it for later use as a template. A Microsoft Word
template file has an extension of .dotx.
To create a new template using an existing template, Click the File tab and then
click New option which will display Available Templates to be selected. Select
any of the available templates and open it with Template Option turned on.
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FIG 4.64: Template Option
Now user can modify opened template as per requirements and once user done,
save this template with .dotx extension which is standard extension for Microsoft
Word Templates.
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FIG 4.65: Modified Template
User can create a template from a new document as well. Click the File button,
and click New option to open a new document. Under Available Templates,
double click Blank Document to create a new document template. Save the
template with a unique name and .dotx extension.
User can save created template anywhere and whenever like to use this
template, just double click over the template file and it will open a new template
based on the document for User.
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Chapter : 4.4 Summary
Topic : Summary
In this class, user have learnt about
the basic concepts of word processing
about word processing techniques
the concept of editing and profiling tools
the various shortcuts while using word software
to prepare the document much easier.
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