EXERCISE-5

To create project certificate, Features to be covered:- Formatting Fonts in word, Drop Cap in word, Applying Text
effects, Using Character Spacing, Borders and Colors, Inserting Header and Footer, Using Date and Time option,
Formatting Styles, Inserting Table, Bullets and Numbering, Changing Text Direction, Cell alignment, Footnote,
Hyperlink, Symbols, Spell Check and Track Changes.

AIM: To create a document applying the above mentioned techniques.

Hardware Requirements: Personal Computer

Software Requirements: Operating System, MS Office Package (MS- Word Application)

MS- WORD 2007:

 The HOME Tab includes commands related to the Clipboard, font selections, paragraph settings, and styles and
editing.
 The INSERT tab includes what you need to add pages, tables, illustrations, links, headers and footers, text
objects, and symbols in your document.
 The PAGE LAYOUT tab contains the commands for working with themes page backgrounds, and paragraph
spacing in your document.
 The REFERENCES tab includes special elements you will use when you create longer or more complete
documents.
 The MAILINGS tab is a new addition in the Office Word 2007 interface. Here you can find everything you need
to creating, previewing, and producing a mail merge project.
Ribbons or Tool Bars:

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 Creating and Saving a File:

The Office Button is the round icon at the top left-hand corner. It
includes the basic File Functions from the older version of Office

New, Open, Save, Save As, Print, etc.

Click on the Office Button icon. You will see the main file functions in the pull-down
menu.

From these options you can Create a File, you can open existed files,
save a file, Save As option to save another copy with another name, print
option, close option, etc.

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Rulers and Scroll Bars:

Ruler and Scroll Bar (Top) Ruler and Scroll Bar (Bottom)

Status Bar

THEORY:

Drop cap: To create a large dropped initial capital letter

Header and Footer:

1. To create a header, enter text or graphics in the header area or click button on the header and footer tool bar.

2. To create footer, click switch between header and footer.

3. Then click exit.

Border:
On the format menu, click borders and shadings.

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 To specify that the border appears on a particular side of a page, such as only at the top, click custom under
setting.

To specify a particular page or section for the borders to appear, click the option you want to apply.

To specify the exact position of the border on the page.

Finally, click OK.

Color:
Select the text you want to make a different color.

To apply the color most recently applied to text, click font color.

To apply different colors, click the arrow on the right of the font color button, select the color you want and then
click the button.

Date and Time:

On the Insert tab, in the Text group, click Date & Time.

In the Date and time dialog box, select the format you want.

Select the Update automatically check box.

The date is inserted as a field and will update automatically.

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Table:

A table consists of rows and columns.

Cell Alignment:

Aligns a contents written in a table in the top left corner or top right corner or in the center etc..

Foot Note:

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 Foot notes are used to comments on, or provide references for text in a document.

Hyperlink: It is a colored and underlined text or a graphic that you click to go to a file, a location in a file, an HTML page
on the World Wide Web, or an HTML page in an intranet.

Symbols: You may not be able to enter certain symbols into your word document, as there si a limitation on the keys on
the key board. Creating these new symbols especially when working with mathematical terms it becomes very
difficult .For example we can insert symbols such as ,,, ..

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Spell check: It automatically checks for spelling and grammatical errors

Bullets and Numbering:

In Microsoft word we can easily create bulleted or numbered list of items.

Formatting Styles:

A style is a set of rules to be followed for the effective document. Style can be applied to text, paragraph, table or a list.

Procedure:

Table:

1. Click where you want to create a table.

2. On the Insert menu, Click on Table.
3. Under Table size, select the number of columns and rows.
4. Under AutoFit behavior, choose options to adjust table size.
5. To use a built-in table format, click AutoFormat.

Select the options you want

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Cell Alignment:

1. Click the cell that contains text you want to align.

2. On the Tables and Borders toolbar, select the option for the horizontal and vertical alignment you want— for
example, Align Bottom Center or Align Top Right.

Foot Note:

1. In References Menu, click where you want to insert the note reference mark and then click Footnote.
2. Click Footnotes or Endnotes.
3. In the Number format box, click the format you want.
4. Click Insert.
Word inserts the note number and places the insertion point next to the note number.

5. Type the note text.

6. Scroll to your place in the document and continue typing.

As you insert additional footnotes or endnotes in the document, Word automatically applies the correct
number format.

Hyper link:

Select the text or picture you want to display as the hyperlink, and then click Insert Hyperlink on the Standard
toolbar

Do one of the following:

1. Link to an existing file or web page:

1. Under Link to, click Existing File or Web Page.

2. In the Address box, type the address you want to link to or, in the Look in box, click the down arrow, and
navigate to and select the file

2. Link to a file you haven’t created yet

Under Link to, click Create New Document.

3. In the Name of new document box, type the name of the new file.
4. Under When to edit, click either Edit the new document later or Edit the new document now

An e-mail address:

1. Select the text or picture you want to display as the hyperlink, and then click Insert Hyperlink on the
Standard toolbar
2. Under Link to, click E-mail Address.
3. Either type the e-mail address you want in the E-mail address box, or select an e-mail address in the recently used
e-mail addresses box.

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 4. In the Subject box, type the subject of the e-mail message

A specific location in another document

1. Insert a bookmark in the destination file or Web page.

2. Open the file that you want to link from, and select the text or object you want to display as the hyperlink.

3. On the Standard toolbar, click Insert Hyperlink .

4. Under Link to, click Existing File or Web Page.
5. In the Look in box, click the down arrow, and navigate to and select the file that you want to link to.
6. Click Bookmark, select the bookmark you want, and then click OK.

Symbol:
1. Click where you want to insert the symbol.
2. On the Insert menu, click Symbol, and then click the Symbols tab.
3. In the Font box, click the font that you want.
4. Double-click the symbol that you want to insert.
5. Click Close

Spell check:

1. On the Review Menu, click Spelling and Grammar

2. When Word finds a possible spelling or grammatical problem, make your changes in the Spelling and Grammar
dialog box.

Bullets and Numbering:

1. Type 1. to start a numbered list or * (asterisk) to start a bulleted list, and then press SPACEBAR or TAB.
2. Type any text you want.
3. Press ENTER to add the next list item.
Word automatically inserts the next number or bullet.

4. To finish the list, press ENTER twice, or press BACKSPACE to delete the last bullet or number in the
list

Formatting Styles:

1. Select the words, paragraph, list, or table you want to change.

2. If the Styles and Formatting task pane is not open, click Styles and Formatting on the Formatting toolbar
3. Click the style you want in the Styles and Formatting task pane.

If the style you want is not listed, click All Styles in the Show box

Track Changes:

1. Open the document you want to revise.

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 2. On the Tools menu, click Track Changes

Result: Creating a document using MS Word completed successfully by applying different options.

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 EXERCISE-6

Create a Newsletter. Features to be covered:-Table of content, Newspaper columns, Images from files and clipart,
Drawing toolbar and Word Art, Formatting Images, Textboxes and Paragraphs and Mail Merge in Word.

AIM: To create a news Letter and Mail Merge

Hardware Requirements: Personal Computer

Software Requirements: Operating System, MS Office Package (MS- Word Application)

THEORY:

Table of contents:

Table of contents displays a list of headings in a created document. It basically provides an outline of the entire document
created

Newspaper columns:

One can create a newspaper columns document by specifying the number of new letter-style column required and then
adjust their width, and add vertical lines between columns.

Images from files and clipart:

Inserting a picture (graphic) from a file and clipart may be required for a document. This picture could be a scanned
photograph or any other digitally produced one. This picture can be modified, resized, cropped and enhanced.

Drawing toolbar and Word Art:

One can create his/her own drawings in Microsoft word. Ms Word provides a full fledged drawing tool
bar.

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 Word Art in Microsoft word enables you to create special and decorative text.

Formatting Images, Textboxes and Paragraphs:

Formatting an image includes selecting appropriate color, size, layout and cropping.

Generally the text in a document follows a standard orientation (line after line). A text box provides a different orientation
to the text with in a document. It can arrange the text in anywhere and can be resized and moreover moved to any section
of the document or even outside.

When you are formatting a paragraph, you do not need to highlight the entire paragraph. Placing the cursor anywhere in
the paragraph enables you to format it. After you set a paragraph format, subsequent paragraphs will have the same format
unless you change the format.

Mail Merge:

It helps us to produce from letters mailing labels envelopes catalogs and others types of merged document. It is so found
in the tools option on the menu bar. In tools we have letters and mailing. In letters and mailing we have mail merge mail
merge tool box envelopes tables and letters wizard. In mail merge select the required document you are working on. A
window for customizing the data base structure appears. This file contains the names, address details with contact
numbers etc of people you wish to send the letters.

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PROCEDURE:

Table of contents:

1. Click where you want to insert the table of contents.

2. On the Insert menu, point to Reference, and click Index and Tables.
3. Click the Table of Contents tab.
4. To use one of the available designs, click a design in the Formats box.
5. Select any other table of contents options you want.

Newspaper columns:

1. Select the entire or part of document to be converted into a newsletter-style

2. Click on format menu, select columns

3. Any desired number of columns are presets-one or two or three or left or right b\can be selected.

4. Width and spacing can be fixed and equal columns width can be checked for uniformity

5. If newspaper columns are to be separated by a line, then check line between

6. Under apply to will be whole document if entire document is selected else we have to select a selected text. 7. Click ok

Inserting images from files and clip art:

1. Click where you want to insert the picture.

2. On the Insert menu, point to Picture, and then click From File.
3. Locate the picture you want to insert.
4. Double-click the picture you want to insert.

CLIP ART:

1. On the Insert menu, point to Picture, and then click Clip Art.
2. In the Clip Art task pane, in the Search for box, type a word or phrase that describes the clip you want or
type in all or some of the file name of the clip.
3. To narrow your search, do one or both of the following:
 To limit search results to a specific collection of clips, in the Search in box, click the arrow and
select the collections you want to search.
 To limit search results to a specific type of media file, in the Results should be box, click the
arrow and select the check box next to the types of clips you want to find.
4. Click Go.

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 5. If you don't know the exact file name, you can substitute wildcard characters for one or
more real characters. Use the asterisk (*) as a substitute for zero or more characters in a file name.
Use the question mark (?) as a substitute for a single character in a file name.

6. In the Results box, click the clip to insert it.

Drawing Toolbar and Word Art:

1. Click in your document where you want to create the drawing.

2. On the Insert menu, point to Picture, and then click New Drawing.

A drawing canvas is inserted into your document.

3. Use the Drawing toolbar to add any shapes or pictures that you want.
WORD ART:

1. On the Drawing toolbar, click Insert WordArt .

2. Click the WordArt effect you want, and then click OK.

3. In the Edit WordArt Text dialog box, type the text you want.

4. Do any of the following:

• To change the font type, in the Font list, select a font.

• To change the font size, in the Size list, select a size.
• To make text bold, click the Bold button.
• To make text italic, click the Italic button.

Formatting Images:

1. Formatting of the images can be achieved by selecting the image and double click on the picture, format
picture dialog box appears.

2. The same can be achieved by selecting the tools menu > customize>tool bars tab>picture and click close.

Basic formatting features of an image

Resize a drawing

1. Select the drawing canvas

2. On the Drawing Canvas toolbar, do one of the following:
o To make the drawing canvas boundary larger without changing the size of the objects on the
canvas, click Expand.

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 o To make the drawing canvas boundary fit tightly around the drawing objects or pictures, click
Fit.

o To scale the drawing and make the objects and canvas proportionately smaller or larger, click
Scale Drawing, and then drag the edges of the canvas.

Resize a picture or shape

1. Position the mouse pointer over one of the sizing handles

2. Drag the sizing handle until the object is the shape and size you want.

To increase or decrease the size in one or more directions, drag the mouse away from or toward the
center, while doing one of the following:

o To keep the center of an object in the same place, hold down CTRL while dragging the mouse. o To
maintain the object's proportions, drag one of the corner sizing handles.
o To maintain the proportions while keeping the center in the same place, hold down CTRL
while dragging one of the corner sizing handles.

Crop a picture

1. Select the picture you want to crop.

2. On the Picture toolbar, click Crop .

3. Position the cropping tool over a cropping handle and then do one of the following: o To crop one side, drag the
center handle on that side inward.
o To crop equally on two sides at once, hold down CTRL as you drag the center handle on either side
inward.
o To crop equally on all four sides at once, hold down CTRL as you drag a corner handle inward.
4. On the Picture toolbar, click Crop to turn off the Crop command.

Text Box:

1. On the Drawing toolbar, click Text Box .

2. Click or drag in your document where you want to insert the text box
3. You can use the options on the Drawing toolbar to enhance a text box— for example, to change the fill
color— just as you can with any other drawing object

Paragraphs:

Change line spacing

Select the text you want to change.
1. On the Formatting toolbar, point to Line Spacing, and then do one of the following: o To apply a new setting, click
the arrow, and then select the number that you want. o To apply the most recently used setting, click the
button. o To set more precise measurements, click the arrow, click More, and then select the options you want
under Line Spacing.

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Change spacing before or after paragraphs

1. Select the paragraphs in which you want to change spacing.

2. On the Format menu, click Paragraph, and then click the Indents and Spacing tab.
3. Under Spacing, enter the spacing you want in the Before or After box.

Change paragraph direction

1. Place the insertion point in the paragraph that you want to change, or select several paragraphs.
2. Do one of the following:
o To have text begin from the left, click Left-to-Right on the Formatting toolbar.
o To have text begin from the right, click Right-to-Left on the Formatting toolbar.

When you change the paragraph direction, Microsoft Word leaves justified and centered text as it is. In the case
of left-aligned or right-aligned text, Word flips the alignment to its opposite. For example, if you have a left-
toright paragraph that is right aligned, such as the date at the top of a letter, clicking Right-to-Left results in a
right-to-left paragraph that is left aligned.

Mail Merge:

1. Open a document and type the complete body of the letter and format it as required.
2. Create a data source and choose mail merge from tool bar a window is displayed.
3. Click on create button and choose from letter options. Then a window is displayed.

4. Click active window choose currently active document. Click on data and create data source option.

5. A window for customizing the data base structure appears and this file contains the names address details with
contact number etc. we can add or remove fields from this file.

6. Once the list of fields is finalized a window of same is displayed and types the required file names and click
on save button.

7. A window is displayed. Type the details of 10 candidates. After typing details of one person, click on add
menu.

8. Click on the o.k. to finish entering the records mail merge tool bar is displayed.

9. Place the curser at the place where you wish to insert names and click on insert mail merge button. A drop list
is displayed all fields created would be shown.

10. By highlighting to desired file and click on it we can insert the field into the main document and go to begin
the mail merge click on mail merge.

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 11. A window is displayed click once on the merge button to generate letters for all records in your data source

file.

Result: Creating a newsletter or mail merge using MS Word is completed.

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