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Editorial........................................................................... 3

The Wonders of Word . ................................................... 4

Putting it all Together .................................................... 8

Divide and Format! . ......................................................13

Create your own Letterhead . .......................................16

Create an Impressive Resume .....................................19

Prepare for Mass Mailing! ........................................... 22

Design an Org Chart in a jiffy ...................................... 26

Converting Word Documents to PDFs ........................ 30

Let Word correct your documents .............................. 32

Compile your own Dictionary ...................................... 37

Automate Tasks using Word Macros . ..........................41

Installing Missing Components ................................... 45

Print Addresses on Envelopes .....................................47

BUSINESS HEAD & DGM Circulation FeatureS EDITOR Photo Editor

Vijay Adhikari Charmaine Fernandes Shiresh R Karrale
EDITOR WRITERS HEAD OFFICE
Brian Pereira Vijay George, Gareth Mankoo Intelligent Computing Chip,
editor@chip-india.com TBW Publishing & Media Pvt. Ltd.
DESIGN `A’ Wing, Ruby House, 2nd Floor,
Assistant Editor - Technical Jagdish Limbachiya, Pramod Jadhav, J.K. Sawant Marg, Dadar (W),
Jamshed Avari Brijesh Gajjar, Sachin Pandit, Mumbai - 400 028. INDIA
jamshed.avari@chip-india.com Hemali Limbachiya, Pravin Shinde, Phone: (91 22) 4030 2323
Ravi Parmar, Ravikumar Potdar Fax: (91 22) 4030 2707
E-mail: comment@chip-india.com
 HANDS ON WITH MS WORD  EDITORIAL

Hands on with MS Word

Monster.com has a service that creates a resume for Rs.1599/-. But
would you actually spend 1599 bucks for a two-page resume? What
if I told you that you could create an impressive resume in under
30 minutes for free? And that too in Word 2003! Like the Resume
Wizard, there are several tools in Word that are rarely used. And
even if they are used, they’re not utilized to the maximum.
For Hands on with Word, we took a few scarcely used tools in MS
Word and scratched our heads to try to find ways to use them to their
potential. For instance, you’ve probably only heard of section breaks
in Word, but we’ve shown you how to apply distinctly different styles
to separate sections.
We’ve also included some neat workshops like how to mail a single
letter to all your contacts in just a few steps and how to automate a
sequence of tasks using macros.
Creating a MS Word document is easy but how do you create a
stylish document with a great layout? Check out The Wonders of
Word for some page layout tips from our in-house experts.
Adobe PDF has become a widely acceptable standard for
exchanging documents. PDF preserves the original formatting of
a document created in a native application. Yet you do not need the
native application to view the document. There’s a simple two-page
workshop in this booklets that shows you how to convert your MS
Word documents into PDFs.
Have you ever had trouble linking a Word document and an Excel
worksheet? In Putting it all together, we show you how to integrate
MS Word, Excel, PowerPoint, Outlook without any hassles.
We’ve also thrown in a few workshops with step-by-step
instructions on creating a swanky letterhead and compiling your own
dictionary—you can start with maintaining a technology dictionary for
your documents.

Charmaine Fernandes
editor@chip-india.com

JANUARY 2008  intelligent computing CHip PLUS

3
 FEATURE  HanDs On WITH MS WORD

The Wonders
of Word
Word has a lot of features that can
enhance your documents giving
it a professional finish, be it your
school project, business letterhead,
invitations or newsletters. Let’s
unearth the potential of Word
and make the best use of it!

W ord processing on a home

computer used to be a tedious
job. Those were the days of WordStar,
monochrome monitors, and dot-matrix
printers. You couldn’t even see effects
like bold and italicized text on your
screen and you weren’t sure what
anything would look like until you
held a printed copy of the document
in your hands. Fast forward to 2006
and practically every home computer
user has a copy of Microsoft Office, the
gold standard productivity suite. Today,
what you see on screen is what you get
in print. Programs like Microsoft Word
have grown tremendously in terms of
features and functionality in the last 10
years or so and home and office users
have far more power in their hands
than they might be aware of. Before
proceeding, it’s important to note that
desktop publishing (or DTP) is not the
function of a single application. There
is no one single DTP program. Desktop
publishers use word processors to
prepare their matter and then use
page layout programs to manipulate
the appearance of that text on a page
as well as the tables, charts, images
and graphics that will accompany it.
The most commonly used page
layout programs for print publications
today are Adobe PageMaker, Adobe
InDesign and Quark Xpress. Page
layout is what most people refer to as
desktop publishing, but it is only one
part of the process. Other programs
that come into play include Adobe
Illustrator or CorelRAW for creating
vector illustrations i.e. drawings and
diagrams, and Adobe Photoshop to edit
images and photographs. In addition,
desktop publishing now encompasses
electronic and online publishing, so
additional programs can be used.
What Word can and can’t do
Today, the lines that separate
programs like Word from specialized
illustrating and page layout programs
have blurred. Designed primarily to
work with text, Word has evolved into
a program that is fully capable of
handling images, graphs, charts, and
illustrations. It still isn’t on par with
page layout packages such as Adobe
PageMaker, Adobe InDesign or Quark
Xpress, but most people don’t need
that level of functionality for their day-
to-day needs.
First, your choice of program should
depend on what you need it for. Word
is a good option if you’re going to
produce text-based documents with
only a few images, such as letters,
official documents, pamphlets, flyers,
and leaflets. However, image-heavy
brochures, booklets that require
extensive formatting, and anything that
involves a lot of different formatting
styles and designs is best left to page
layout packages. The other major
consideration is how you plan to print
your work—Word is fine if you’re going
to print only a dozen or so pages on
your home inkjet, but high volume jobs
require a page layout program that
can handle the file formats used by
professional printers.
For home use, Word can handle
pretty much anything you could
possibly need to produce: school or
college projects, great looking cards,
invitations and letters. For offices,
it’s suitable for internal documents,
letterheads and reports. You’ll soon
come to appreciate the advantages
of page layout programs if you’re
designing a newsletter or magazine,
which means you’re dealing with a
number of small articles and pictures
rather than one continuous document.
And don’t use Word (especially
WordArt) to design logos since these
often need to be printed at different
sizes. An illustration program will

intelligent computing CHip PLUS  JANUARY 2008

4

Your charts and graphs can look better and convey more information.
allow you to print it at any size without
suffering a loss in quality.
Things you should know
about page layout
First and foremost, always remember
the purpose of the matter you’re
working on. Everything from the
selection of fonts to the images and
colors must be appropriate to your
specific project. Your choice of fonts,
layout and even the size of the paper
will depend on the type of document
you are producing and how it should
be handled. Use larger point sizes and
more white space for posters that will
be displayed on a notice board, and
more descriptive text in smaller font
sizes for documents that people will
hold in their hands to read.
Page layout is all about
manipulating text and images on
screen, so don’t be afraid to try new
ideas and see how they look. Feel
free to experiment with margins,
borders and the structure of your
pages. Remember to save your
work regularly or you can even save
multiple versions of it so you have
more choices.
JANUARY 2008  intelligent computing CHip PLUS
It helps to type your text first, and
then place images (including tables,
charts and text boxes) to fit. Keep in
mind which images you want to place
where, and plan which page you want
each one to be on. Inserting images
will displace a large amount of text, so
be a little flexible when imagining the
end result.
Pay attention to the visual appeal
of each page. Try to follow the rule
of thirds—divide your page into a 3x3
grid and align elements like pictures
and text boxes along those lines—for
a more striking look. Remember that
humans tend to scan pages starting
from the upper left and continuing in
a “Z” pattern. Place your most eye-
catching images on the upper half of
the page, and try to avoid starting new
subtopics too close to the bottom.
Use white space (any blank space
without text or images) generously,
and plan pages so that the viewers’
focus is drawn to the points you
want to emphasize. There are no set
rules about whether or not to use
justified or left-aligned text, so choose
whatever you think is appropriate to
the subject matter.
HANDS ON WITH MS WORD  FEATURE
How to get great looking
results with Word
Creating good-looking documents
with Word is just a matter of exploring
the program and becoming familiar
with all the options. First, change the
default font! Everyone’s sick of 12-point
Times New Roman. If you want to
grab eyeballs, a nice, crisp font is the
place to start. There are two main
types of fonts: Serif and Sans Serif.
Serif fonts have decorative “curls” on
the ends of each character. These are
considered classical and elegant and
connote a sense of stability and formal
establishment. Common examples are
Times New Roman, Garamond, and
Book Antiqua. Sans Serif fonts use
straight lines without any curls. These
are used to convey a sense of neatness
and modernity, for example Arial,
Tahoma, and Verdana. Similarly, thicker
or “heavier” fonts project a more
formal feel and lend a serious, credible
image to your text. Thin, light fonts look
crisp, fresh, and energetic.
Decorative and novelty fonts
should be used only after careful
consideration. Whatever you do, do NOT
type your resume using Comic Sans!
The type of font you chose will
have a major impact on how well your
work is received, but that isn’t the only
consideration. While you can use more
than one font in your document, try to
make it look as uniform as possible to
avoid the impression of clutter. If you
aren’t happy with the fonts you have,
there are thousands available online
for free. Try your luck at sites such as
www.1001freefonts.com.
Now it’s time to explore the lesser
known font manipulation options in
Word. Click “Format | Font…” and
try out all the options there. Click
on the “Character Spacing” tab, and
you’ll find options to fine tune the
appearance of your text. You can
tweak the spacing between individual
characters and also adjust kerning,
a highly sophisticated method of
adjusting the spacing between specific
combinations of characters (like A and
V) so they look better.
5
 FEATURE  HanDs On WITH MS WORD
Next, click “Format | Paragraph”,
where you’ll find options to tweak the
alignment, indentation, and spacing
of paragraphs. One great way to
make your document look better is to
manually adjust the spacing before
and after paragraphs instead of hitting
Enter twice while typing. This is also
an easy way to make pesky paragraphs
that are running over into a new page
fit where they should. The “Line and
Page Breaks” tab in the same dialog
box has a very cool option called
Widow/Orphan Control. Checking it
ensures that paragraphs will never
start on the last lines of a page or spill
over to a new page for one or two lines!
Next, it’s time to tweak your
images. You might be familiar with Text
Wrapping, the art of making text flow
around pictures, but here’s something
you probably didn’t know. Double-click
on any image to open the “Format
Picture” dialog box. Select the “Layout”
tab and click on the button labeled
“Advanced”. You’ll see many more
options for text wrapping, including
how far text should stay from the edges
of the picture. The “Picture Position”
tab even lets you manually specify the
exact position of the image on the page.
(You can also add a border to your
image using the Format Picture dialog
box.) But that’s not all! If your picture
Wrap the text around the edges of an object or shape for an added effect.
6
has an irregular shape, you can force
Word to wrap text perfectly around it,
rather than in a rectangle. Enable the
Picture toolbar (select “View | Toolbars
| Picture”) and select the second last
tool, labeled “Set Transparent Color”.
Now just click anywhere in the space
surrounding the shape and voila!
Instant wraparound text! Click the “Text
Wrapping” button on the same toolbar
and select “Edit Wrap Points” to further
tweak the shape if you want to.
Nothing looks as tiresome as the
default charts in Microsoft Word,
and luckily there are dozens of other
options already built in. Effective chart
design goes a long way in making
your documents look professional.
Tip: Use Microsoft Excel to make your
charts, since it has a very flexible
wizard that lets you specify all options
in one go. Check out all the types of
charts available, and make sure you
know what you need; a single 3D 100
percent stacked column chart can
often illustrate the data in five or six pie
charts far more simply and effectively.
Specify names and labels for all axes,
and explore all the tabs in the wizard
to suit the look of your charts to your
document. To make data more easily
understandable, try the options under
the “Data Labels” tab, and enable the
“Show Data Table” option to integrate
Use text boxes to break monotony as well
as draw focus to important points.
the chart with a table for further
clarity. Once the chart is created,
double click on each area, i.e. the
legend, background, walls of the chart,
and even each individual column or
line to bring up its Format dialog box.
Experiment with colors, gradients, and
background effects, and once you’re
completely done, copy and paste the
chart into Word.
Text boxes are also a powerful way
to make a plain text document look
more interesting. They can be used
to highlight important points. Here’s
a quick tip to create the perfect sized
text box quickly and easily—rather than
creating a textbox and then resizing
it to fit your text, just type the text
first, select it and then click “Insert |
Textbox”. You can double-click on the
box border and format it just like a
picture, including wrapping text around
it. Use a different font, spacing, or
paragraph style to make it interesting.
There you have it! These are just
a few pointers. Word has far more
hidden tricks that can help you create
some awesome looking work without
complicated page layout programs.
You’ll impress your friends and
colleagues, but what’s more important
is that you know they’re looking at your
work and reading it with interest. A
little attention to presentation goes
a long way. So start exploring all the
options in Word and your boring old
documents will never be the same.
intelligent computing CHip PLUS  JANUARY 2008

WORD TOOLBARS
There are a horde of options available in
Word that many of us are aware of but
seldom make use of. These useful tools
can help you optimize your usage of Word.
Let’s take a closer look at some of them:
WORD ART: Whether you want to jazz
up your title or watermark or make any
other text in your document stand out
make use of Word Art. With this tool, you
can make an impressive impact on your
documents. WordArt enables text effects
such as skewing, shadowing, rotating, and
stretching in a variety of shapes and colors.
You can even include three-dimensional
effects. You can access this option from
the Drawing toolbar. Go to “View | Toolbar
| Drawing”. Click on the “Insert WordArt”
button. WordArt displays a window with 30
built-in Word Art effects from which you
can make your choice.
AUTO-TEXT: This is a very useful tool in
case you want to reuse text or graphics
without having to manually type or insert
them. Each selection of text or graphics
is recorded as an AutoText entry and
is assigned a unique name. The text
entries are divided into categories such
as Salutation or Closings. If you want to
save text, select the text and go to “Insert
| AutoText | New”. Word will use the name
JANUARY 2008  intelligent computing CHip PLUS
of the text as the default name, accept
it or type a new name with at least four
characters, as Word inserts an entry only
after four characters have been typed. In
case you want to rename an entry, go to
“Tools | Templates and Add-ins”. Click on
“Organizer” and select the “Auto Text” tab.
From the “In Normal” box on the left, click
the entry you want to rename, and then click
“Rename”. In the “Rename” dialog box, type
a new name for the entry. Click “OK” and
then click “Close”.
MAIL MERGE: Here’s a great feature that
creates a set of documents that are the
same but each document contains unique
elements. For example, you want to send
a letter to several people announcing a
launch of a new product. By using mail
merge, you can have your company logo
and the text about the product appear
in each letter and you can change the
address and greeting line of each letter.
Mail merge allows you to create labels for
envelopes, letters, e-mail messages, or
faxes. How to use this feature? Open a new
Word document, go to “Tools | Letters and
Mailings | Mail Merge” to open the “Mail
Merge” pane. Use the hyperlinks at the
bottom of the task pane to navigate through
the mail-merge process.
MACROS: Macros are there to help you
repeat a process using a shortcut key,
without you having to manually repeat
every step of the process. You can create a
macro by using a macro recorder to record
a sequence of actions. Go to “Tools | Macro
| Record New Macro”. Enter the name for
the macro under “Macro name”. In the
“Store macro” box, click the template or
HANDS ON WITH MS WORD  FEATURE
document in which you want to store the
macro. You have the option of assigning the
macro to a toolbar, menu, or shortcut key. If
you don’t want to assign the macro to either
of them, click “OK” to begin recording the
macro. But if you want to assign the macro
to a toolbar or menu, go to “Toolbars |
Customize” then click on the “Commands”
tab. In the “Commands” box, click on the
macro you are recording, and drag it to the
toolbar or menu you want to assign it to.
Click “Close” to begin recording the macro.
To assign the macro to shortcut keys, click
on “Keyboard”. In the “Commands” box,
click the macro you are recording. In the
“Press new shortcut key” box, type the key
sequence, and then click “Assign”. Click
“Close” to begin recording the macro. Now
perform the actions you want to include
in your macro. Note that when you record
a macro, you can use the mouse to click
commands and options but not to select
text. Use the keyboard to record these
actions. For example, use F8 to select
text and press END to move the cursor to
the end of the line. To stop recording your
macro, click “Stop Recording”.
SPELLING & GRAMMAR CHECKER: This is
probably one of the most popular features
of Word. As you type, Word automatically
checks your spellings and the correct usage
of grammar. Possible spelling problems
are underlined with red wavy lines and wavy
green underlines indicate grammatical
problems. You can also run a spelling and
grammar check in one go. By default, Word
checks both spelling and grammar. If you
want to only run a spell check, go to “Tools
| Options” and select the “Spellings and
Grammar” tab. Check the “Grammar with
spellings” checkbox and click “OK”.
7
FEATURE  HanDs On WITH MS WORD
Putting it all together
The individual Microsoft Office applications are designed to work closely. Here’s
how to take advantage of this and exchange data between Word, Excel, and
PowerPoint.
W hen working on a project, you’ll
use the best features of Word,
Excel, and PowerPoint. You are likely to
use Excel to make a chart or prepare
a spreadsheet; the text of the report
and the cover page is usually done
in Word. And finally, you may want
to present a summary of this report
using PowerPoint. The good news is
that it is possible for Word, Excel, and
PowerPoint to exchange and share
information.
But how is this possible? Since Word,
Excel, and PowerPoint are developed
by the same company (Microsoft), there
is a certain level of integration between
the Microsoft Office applications.
That’s what a software suite is all
8
about; individual applications are each
developed for a specific task, but they
are designed to work seamlessly with
each other.
So how can you leverage on
this integration and data exchange
feature? The individual elements
(charts, pictures, sounds) are treated
as “objects”. A Word document
page, a PowerPoint slide, or an
Excel sheet may be thought of as
“containers” for these objects. So it
is possible to copy and paste objects
between applications. Further, these
objects can be linked to their native
applications—the one used to create or
modify that object.
There is yet another aspect of
integration. Some features are
common across Word, Excel, and
PowerPoint. For instance, the diagram
tool, which is used for creating
organizational charts and pyramids can
be accessed from the “Insert” menu of
all three applications; this is a common
aspect of the MS Office suite. Moreover,
there are other such common tools.
Menus are similar across
applications and some features like
printing, tracking, and reviewing use
the same routines. The spelling and
grammar checker uses the same
dictionaries across Office applications.
Let’s review a few examples of how to
exchange data between Word, Excel,
and PowerPoint.
intelligent computing CHip PLUS  JANUARY 2008
 HANDS ON WITH MS WORD  FEATURE

What is OLE?
Object Linking and Embedding is the
technology that makes data exchange
possible between Microsoft Office
applications. There are two aspects of
OLE: linking and embedding. You must
also understand the concept of source
and destination document.
Suppose you create a graph in an
Excel document called Graph.xls. Now if
you want to put this same graph in a
Word document called Report.doc,
you’ll have to decide if you want to do
this by linking or embedding. In this
example, the Excel document Graph.xls
is the source document and Report.doc
is the destination document.
Embedding
When you embed an object in a
destination document, it becomes a part
of the destination document. It’s data is
stored there while it is also displayed.
If you want to make modifications,
just double-click on the embedded
object. A mini-application will appear in
a box, and you can edit the data for that
object in the destination document. If
you make changes, the source
document will remain unaffected and
unchanged.
So the embedded object has no
connection to the source document. This
relation is the reverse of the relation
with linked objects.
Linking
If you regularly update the data in the
source document and want those new
changes to be reflected in the
destination document (where you’ve
pasted a related object), then it is
necessary to link the object to the
source. For instance, if you paste an
Excel spreadsheet or chart in a Word
document, and then double-click on this
object, the Excel application will launch
and the source document will open
along with the object in it.
You can then edit the data in the
source file and either save or close it.
The object will then incorporate those
changes in the destination file. This will
be demonstrated later in this story (See
box: Linking Excel and Word).
When you link source and
destination documents, do not change
the storage locations (folders) of either
of the documents later. Otherwise, the
object will not be updated in the
destination document, as the source
will not be found.
So how do you link or embed objects?
The following examples illustrate this.

Connecting Outlook mail to Word

Word can be used as the default text processor for composing, editing, or reading e-mails. If you set up an option in Outlook,
then whenever you compose a new mail, the Word formatting toolbar will appear, allowing you to use all the rich features of
Word to prepare and format your e-mail message. Rich text is text that has formatting (bold and italics) and different fonts. If
you receive e-mail messages in rich text format, then it makes sense to use Microsoft Word to read these messages—otherwise
you will see only the text without the formatting and correct fonts.

In Outlook 2003, select “Tools | Options” and then click

1 on the “Mail Format” tab. Under “Message Format”,
make sure both the boxes “Use Microsoft Office Word 2003….”
have a check mark. Also select “Rich Text” for “Compose in
this message format”.

In Outlook 2003, click on the “New” button to compose a new
2 message. Notice that the Word formatting toolbar has
appeared exactly below the subject line. Also notice that the “Word
Count” box (which is a feature of Word) has appeared in the upper-
right side. You can now go about writing your message and applying
colors, styles, and fonts to different words.
You will also notice that the menus have changed and are
3 similar to the Word menus. In other words, you are using
Microsoft Word within Outlook! The Format menu offers
commands like Fonts and Styles—which convert plain text to
the rich text format. The other menus have also be modified to
reflect MS Word commands.

JANUARY 2008  intelligent computing CHip PLUS

9
FEATURE  HanDs On WITH MS WORD

Embedding an Excel chart in a Word document

With embedding, a copy of the source document data is
placed in the destination document. So if you place an Excel
chart in a Word document, the data relating to that chart is
also placed in the Word document. The source document data
remains unaffected when you make changes to the object in
the destination document. In this case, Excel is the source
document and the destination is the Word document.

Switch to the Word document (destination). Click in the

3 document at the position where the chart should be
inserted. Select “Edit | Paste Special”. A dialog box appears
asking if you want to link the object to the source or just
embed it in the destination. Select the “Paste” option and
click “OK”. The object is now embedded in the destination
Word document. You can close the source Excel document.

Prepare a chart in an Excel spreadsheet (source), and a

1 report in a Word document (destination). Save both the
documents and provide suitable file names. Preferably, both
documents can be saved in the same folder.

To make changes to the embedded chart, just double-click

With both documents open, switch to the Excel
2 document. Click once on the chart. The selection handles
will appear around it. Now select the “Edit | Copy” command from
the menu.
4 on it. It’s data sheet is also embedded in the Word docu-
ment. Click on the relevant tab to find the data (for instance Sheet
1 tab below), and then change the figures. Don’t forget to switch
back to the sheet displaying the chart (for instance Chart 1 tab
below). Click outside the chart area to update the chart.

intelligent computing CHip PLUS  JANUARY 2008

10

Linking Excel and Word
Linking is quite different from embedding. In linking, you are
dealing with the source document when making changes.
Only an image of the source data is placed in the destination
document, and this image (object) is linked to the source
document. Therefore, when you double-click on the object,
We assume that you have prepared an Excel chart and
1 spreadsheet as well as a Word document. Now while
keeping both the documents open, switch to the Excel
document. Click once on the chart to display the selection
handles around it. Now select the “Edit | Copy” command
from the menu.
To make changes to the linked chart, double-click on it.
3 The source Excel document will open at once. Click on
the “Sheet1” tab, make the required changes, and then save
the Excel file. Switch back to the destination Word document.
You will notice that the changes are not reflected in the chart.
Close the Word document and reopen it.
JANUARY 2008  intelligent computing CHip PLUS
HANDS ON WITH MS WORD  FEATURE
the source document opens with the data, enabling you to
make changes to the data. The image/object will be later
updated in the destination document, as we shall see. In this
case, the Excel document is the source and the Word document
is the destination.
Switch to the Word document (destination). Click on the
2 document at the position where the chart should be
inserted. Select “Edit | Paste Special”. A dialog box appears
asking if you want to link the object to the source or just
embed it in the destination. Select the “Paste link” option and
click “OK”. The object is now copied and linked in the
destination Word document. You can close the source Excel
document.
When you reopen the destination Word document, a
4 dialog box appears and informs you that the document
is linked to another file that contains data. It also asks if you
want to update this document (with the changes made in the
source document). Accept the changes by clicking “OK”. You
will now see that the chart is updated with the changes.
11
FEATURE  HanDs On WITH MS WORD
Linking PowerPoint and Excel
Sometimes, you may want to insert an Excel Spreadsheet in a
PowerPoint slide. This is usually done when marketing teams
make presentations. Here too, you can choose to either
embed it or just link it to the original spreadsheet. The same
We assume that you have prepared an Excel spreadsheet.
1 To get the grid lines, select “File | Page Setup” and then
click on the “Sheet” tab. Ensure that there is a check mark in
the box near “Gridlines”. Then click “OK”.
Select the table and then choose
2 “Edit | Copy”.
Open your PowerPoint document and insert a new slide,
3 if necessary, by choosing “Insert | New Slide”. Then
choose “Format | Slide Layout”. Select a blank content layout
from the task pane on the right (PowerPoint 2003). Then,
paste the spreadsheet into the slide by selecting “Edit | Paste
special”. Select the “Paste Link” option and click “OK”.
12
OLE principles apply. In this example, the Excel spreadsheet
is the source document and the PowerPoint presentation file
is the destination document. In this example, we shall link the
spreadsheet to the presentation.
2
The inserted spreadsheet is small and needs to be
4 resized. Click on it once to view the selection handles.
Drag the upper-center selection handle upwards. Also drag
the left and right selections handles to expand the spreadsheet
table. Save the PowerPoint file.
To make changes to the table data, double-click on the
spreadsheet you just inserted in the slide; this will open the
source Excel document. After making the changes to the
source document, save it and close it.
Close and reopen the PowerPoint file. A dialog box will
appear informing you that the PowerPoint file is linked to
another file. Click on “Update Links”. The data is now updated
according to the changes made in the source document. 
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Divide and format!

Document sections are subdivisions that get
exclusive page formatting. Here are practical
examples of how to use various types of
document sections.

STEP 1: Create a “Next Page” section ReferenceS

Let’s say you want to create a special title page for your report. Unlike the rest of the document, it What is a section?
should not have a page number or text in the header and footer. Once we create the section, we’ll When you start a new
specify the title of the report and center it horizontally and vertically across the page (so that it document, there are
appears exactly in the center of the page.) For the paper size, we’ll use “Letter” (8.5 × 11 inches), while no sections since the
the rest of the document is printed on A4-size paper (8.27 × 11.69 inches). document is one continuous
section. So by making

1 Open an existing report

or a new document. 3 For the alignment, click
on the "Center" button
on the formatting toolbar to
sections you sub-divide
a document. Sections are
created simply by inserting
align it horizontally.
section breaks. These are
shown as double-lined
markers in the document.
2 On the first line of the
first page, type a title for
the report, for example, 4 Hit [Enter] and position
the cursor on the next
Create sections if you want
parts of the document to
"Quarterly-1 Performance line under the title that you look different.
Report". just typed.

What is a section
USED FOR?

5 Click on the "Insert"

menu and select
"Break".
6 Select the "Next page"
option.
There are instances when
a certain section of the
document needs unique
page formatting. For
instance, you may want
to format the top half of
page one to print on an
A5-sized card paper, while
the rest of the document
to print on an A4 paper.
Moreover, you can have
this special top half print
from a different tray in the

7 Click
"OK".
printer (where you load the
special A5 card paper), and
The section break will be inserted after the title you can print the rest of
and the rest of the existing content on that page the document on sheets in
will be moved to the next section.
another tray.

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Reference Formatting the section

What type of
formatting can be
applied?
Once you create a section,
it can have its own special
formatting, while other
1 Position the cursor
on the first section
by clicking on the report
5 Click on the
"Layout" tab and
select "Center" under
title. Select "File | Page Vertical Alignment.
Setup".

2
pages and sections follow
Click on the "Paper"
the default settings of the tab.
document. Here’s a list of
all the formatting settings
that can be applied
separately to a section:
 Margin
 Paper size and
3 Select A5 under
Paper Size.

orientation
 Page borders
 Vertical alignment
 Headers and footers 4 Note that the
changes will be

6
applicable only to the Click
 Columns
current section. "OK".
 Page numbering

1
 Line numbering Click "Insert | Page
 Footnotes and number".
endnotes

TIP
Deleting a section
break
When you delete a section
2 Uncheck "Show
number on first
page". 3 Apply this by
clicking "OK".
break, the text takes the
formatting of the other
pages in the document. In
other words, it becomes
like any other page in the
document.
To delete a section,
just click on the section
break line and press the
[Delete] key. It is
important to remember
that if you delete the
section break, the text
preceding the break will
Click "File | Print Preview". You can now see that the section at the beginning of the document has taken on a
be formatted according to different formatting. Other pages in the document follow the default settings for page size and text formatting.
the section that follows You will also notice that other pages have page numbers (if you had put these earlier in their header/footer), but
the break and not vice the page number is suppressed in the first section.
versa.
STEP 2: Create a "Continuous" section
In Step 1, we showed you that creating a new section sends the remainder of the page to the next page.
That creates a section as a separate page. But there are instances when you need to create sections
on the same page. One example is newspaper-style columns. Suppose you want the top half of the
page to follow a two-column text layout and the lower half of the page to follow a three-column layout.
Here's how to create continuous sections and columns.

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1 2
Open a Word
document that has at
least a page of text.
4 Click "Insert | Break"
and select
"Continuous".
5 Place the cursor after
another few
paragraphs and create
another section.
Creating columns
1 Place the cursor in
the first section that
was just created.
4 Place the cursor in
the second section
and create a three-
column format.
Create an "odd/even" section
Starting the next section on an odd- or even-numbered page is useful when creating the manuscript
for a novel or for articles for a magazine. In the case of a novel, you may want the next chapter to start
on a right-hand page, which has an odd number. In the case of a magazine article, you may want to
force the next article to start on a left-hand (even-numbered) page.
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3
Position the cursor To see the section break marker,
after the first two or click on the "Show/Hide" button
three paragraphs. on the standard toolbar.
6 Create a third section
after that for the rest of
the document.
It is important that you
insert a third section break,
otherwise the rest of the
document will take the
three-column format of the
second section.
2 Click "Format |
Columns", and from the
column presets, select the
two-column format.
3 Click
"OK".
5 The rest of the
document (third section)
follows a one-column
format.
So section 1 has a two-
column format, while
section 2 has a three-
column format. The rest of
the document (section 3) is
a single-column format.
REFERENCE
Types of sections
Which type of section do
you need: Continuous or
Next page?
Next page: Word
inserts a page break and
starts the next section
on the next page. Use
this section break if you
want to apply different
page numbers, headers
and footers, etc to the
sections in the document.
Continuous: Word
inserts a section break
and begins the new
section on the same
page. Use this section
break if you want to have
a different formatting
for each column or
margins on the same
page. If there are multiple
columns in the previous
section, Word balances
the columns above the
section break and then
fills out the page with the
new section.
TIP
Copy a section
break
You have created a section
and have taken great
pains to format it. There’s
a simple way to apply
those same formatting
changes to another
section in document.
You can copy the section
formatting by copying the
section break in normal
view. When you paste a
section break in a new
location, the text above
the section break takes on
the formatting contained
in the section break.
15
 WORKSHOP  HanDs On WITH MS WORD
TIP
Use character
spacing
To give you letterhead a
professional appearance,
take advantage of Word’s
ability to control the font
size, character attributes,
and character spacing. If
your text is looking a bit
cramped, expanded
character spacing will
give it a more professional
look and feel. To expand
the spacing, highlight the
text you want to modify.
1 Go to “Format |
Font”.
2
tab.
Click on the
“Character Spacing”
3 Use the “Spacing”
drop list to select the
option “Expanded”.
4 Increase the character
spacing in 0.1-point
increments until you like
how the text looks. You
can also adjust the
position of the text,
lowering or raising it to
suit your design.
16
Create your own
letterhead
Starting a new business and want to get a
prospective clientele to notice you? Try using
Headers and Footers in MS Word to create an
eye-catching letterhead and watch your brand
recognition grow!
STEP 1: Create the header
Once you know what your business is going to offer and where you’re going with it, create a header
that provides the company’s name along with its graphical identity or logo. Follow these steps to
create the header:
1 Go to "View |
Header and
Footer".
2 Then type the
name and slogan
of your company in
the header box. For
example, type in the
name of your
business "Sullivan &
Associates" along
with the slogan
"Travel the World
with Education".
3 To format the text
that appears in 5 Click on "Center"
from among your
the header, go to aligning options to
"View | Toolbar | center the text in the
Formatting". header.
4
Use the
Formatting
toolbar to select the
"Font","Font size",
and "Font color"
according to your
preference. You could
also "Underline" the
company name.
STEP 2: Insert a logo
Most business letterheads include a picture or logo and yours should too. You can scan an image
from a hard copy, create a logo using a drawing program, import a logo from a clip art collection or
download an image or graphic file from the Internet. To insert this saved logo from your PC:
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1 Click on the area

in your worksheet
where you wish to see
3 Click on the
"Insert" button.
TIPs
Select a theme
your logo, and go to Depending on the
"Insert | Picture | occasion, you can also
From File". select a theme for your
basic letterhead. In order
to select a theme:

2 From the "Insert

Picture" dialog 1 Go to “Format |
Theme”.

2
box, use the "Look in" From the “Choose a
drop list to select
your company logo
from the folder that
4 To adjust the logo
according to your
preference, go to
Theme” scroll list,
select a theme of your
contains it. "Format | Picture". choice.

3 Click
“OK”.

5 In the "Format
Picture" dialog
box, click on the
7 Under the
"Horizontal
alignment" section,
Add a picture
"Layout" tab. select the radio watermark
button "Other". You can also use a picture

6 Under the as a watermark.

"Wrapping Style"
section, select the 1 Go to “Format |
Background”.

2
option "Tight".
Click on the option
“Printed Watermark”.

8 Click
"OK".
3 In the “Printed
Watermark” dialog
To move the image,
box, select the “Picture
click on the edge of Watermark” radio button.

4
the image in order to Click on the “Select
make the four-sided Picture” button to
arrow appear.
select a picture saved on
your computer.

STEP 3: Create the footer

Besides your header, the letterhead should also feature important contact details that people can use
5 From the “Insert
Picture” dialog box,
use the “Look in” drop list
for reference. This information can be featured on the bottom of your page as the page footer. Follow to select the picture of
these steps to create a footer: your preference from the
folder that contains it.

1 In the "Header
and Footer"
toolbar, click on the
3 After entering and
formatting the
contact information, 6 Click on the “Insert”
button.
"Switch between
Header and Footer"
option.
click on the "Close"
button in the "Header
and Footer".
7 After inserting the
image, ensure that the
“Scale” is set to “Auto”
and checkmark the
“Washout” check box.

As done in the case of

the header, use the
"Formatting" toolbar
8 Click
“OK”.

to format the text

according to your
preferences.

2 In the "Footer" box, enter your contact information that could include
information like your telephone number, e-mail address, and your company's
address.

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TIPS STEP 4: Save the letterhead as a template

Customize your Once you're satisfied with the way your letterhead looks, save it as a Word document template to
logo access it in the future.
Whether you are starting

1
a new business or Go to "File | Save
updating your existing as".
identity package, an
appropriate, eye-catching
logo can go a long way
in creating a lasting
impression with potential
customers. For example,
a financial advisor should
lean toward a more 2 Give the
template a
3 Use the "Save
as type" drop
list to select the
conservative logo by name, for example, "Document
Letterhead.dot. Template" file type.
using visual cues that
emphasize stability and
trustworthiness. Your
logo should describe your STEP 5: Use your letterhead
business at a glance, The letterhead template is saved along with the other available templates in your Word document.
helping customers Follow these steps to use the saved letterhead template:
understand who you are
while also giving them a
feel of what your business 1 Go to "File |
New".

is about. Check out www.

cooltext.com to create
your own logo.

Ensure that the 2 In the "New

Document" task
list, click on "On my
header is
Computer".
comprehensible
Feel free to use a stylized
headline font for the
company name or even a
3 In the
"Templates"
dialog box, click on
graphic logo, but make the "General" tab.
sure that the address,
telephone number, etc is
easy to read.

Download fonts
If you need to add some 4 Double-click
on the
"Letterhead.dot"
spice to your letterhead
icon.
but can’t seem to find the
right font to do so, then
check out Letterhead
Fonts (http://www.
letterheadfonts.com/
downloads/index.shtml).
This website offers free
downloads of some great
fonts that are sure to jazz
5 You can use this
template to
type, print, and save
up your letterhead. any text or letters
according to your
preferences.

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Create an
impressive resume
Are prospective employers constantly showing
you the door due to your weak resume
layout? Now triumph over competition with
a professional resume using Word’s Resume
Wizard.
STEP 1: Access the Resume Wizard References
The Resume Wizard in Word is an inbuilt feature in Microsoft Word that allows you to present your Avoid too many
credentials in a professional and aesthetically pleasing format. Follow these steps in order to access it headings
in a Word document: With employers receiving
hundreds of resumes,

1 Go to "File |
New".
you must make sure that
your resume hooks an
employer’s attention

2 In the "New
Document"
section, select
within a 5-second glance.
A great way to do this
is to use job titles and
"On my
Computer" skill headings that relate
under to and match the jobs
“Templates”. you want. Additional
information may

3 In the
"Templates"
sometimes clash with the
job profile; for example,
4 5 6
dialog box, click Choose the Select the Click
on the "Other "Resume radio button "OK". your hobby of “gardening”
Documents" tab. Wizard" template. "Document". may not benefit the
designation of “Sales
Executive” that you are
STEP 2: Choosing the Resume style applying for.
Resume Wizard enables the user to create unique resumes by opting for specific layouts from
available styles. The Style selection depends solely on how you would like the final resume to look. Use Keywords
You have just finished
reviewing vacancy ads
1 In the "Resume
Wizard" dialog
box, click on "Next".
for positions that interest
you. Use the keywords
listed in these ads
to match them to the
bullets in your resume.
If you have missed any
keywords, add them to
your resume. For example,
use keywords such as
“good communication
skills” and “team player”.

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TIPs
Quantify and Use
Power Words
Using numbers to describe
your achievements and
responsibilities can
greatly expand and
elevate your image. This
method creates vivid
images in the mind when
read, whereas general
statements are easy to
skip over or forget.
Typically the more
specific you can be in
2 In the next view, select the
radio button "Professional" for
the Professional Resume style.
3 Click on the
"Next" button. 4 From the list of the
types of resumes
available, select
5 Click on
"Next".

describing your duties, "Professional resume”.

the better it is.
For example, these
sentences quantify your
achievements in terms of
numbers.
 Managed a department
of 100 with a budget of
$1,00,000.
 Increased sales by
25% in a 15-state
territory.
STEP 3: Enter your personal information
Resumes need the user’s basic personal information. This helps the employer to revert back with the
confirmation status. Always ensure that this information is updated in case of changes.
1 You are navigated
to a dialog box
that asks for your
2 You might have to
enter additional
personal information
"Name" and "Mailing in the "Phone", "Fax"
address". and "Email" fields.

Avoid Grammatical
Errors
Sometimes the minor
details are really the most
3 Click on
"Next".

significant ones. Make

sure that you have a STEP 4: Select suitable headings
single font format for the The headings in the resume will determine what you would like to bring to your interviewer's attention.
entire document. Ensure Make sure that the headings selected are the ones that will best describe the user and the job profile.

that the resume looks
good in the Print Preview.
Most resumes face
instant rejection by the
1
From the list of headings,
check mark the ones that
would allow you to provide
information such as "Education",

employer due to spelling

errors, typos, or
"Languages", "Professional
Experience", or "References". 2 Click on
"Next".

grammatical errors.
Besides using spellcheck
on the entire document,
make sure you proofread
your resume carefully.
Having someone else
review your resume is
also a good idea.

3 Once again, select

the additional
headings that would help
4 Click on
"Next".

customize your resume.

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STEP 5: Select suitable headings TIPs

The headings in the resume will determine what you would like to bring to your interviewer's attention. Use a Cover Letter
Make sure that the headings selected are the ones that will best describe the user and the job profile. Since the main aim of
creating a good resume is

1 In the blank field that opens up, enter the

custom heading you would like to see in your
resume, for example, "Locations Preferred".
to get noticed, use a cover
letter along with your
resume to articulate your

2 3
Click on the Click on focus. Describing exactly
"Add" button. "Next". how you are qualified for
the position gives you
an edge over others who
leave it for the employer
to figure how their skills
would match the job
profile. Always end your
cover letter by requesting

4 You will then be for an interview or an

navigated to the appointment.
end of the Resume
Wizard.
Create a table in
the resume
It is advisable to tabulate
certain information
in a resume for better
presentation. To insert a
table in a Word document:

1 Go to
“Table | Tools”.

2 In the “Insert Table”

dialog box that opens,
use the scroll buttons

5 Click on
"Finish".
provided to select the
number of rows and
columns that your table
STEP 6: Fill in your details will consist of.
The Resume Wizard conjures a resume layout that appears in a Word document. The details to the
selected headings need to be entered here. 3 In the “Auto Fit
Behavior”, select
“Fixed Column Width” and

1 You will be
provided with
directives along with
2 Enter the
information that
would best describe
use the scroll buttons to
set it on “Auto”.
each heading so as to
understand the type
of data required.
your qualifications or
the reasons for your
application.
4 Click
“OK”.

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Prepare for
Mass Mailing!
Need to send out a notice or invitation to a
group of people? Use the Mail Merge feature to
do this efficiently and quickly.

Reference STEP 1: Create the Data Source

What is Mail The Data Source contains the list of addresses. You can use either Word, Excel, Access or Outlook to
Merge? create the list (See tips). We shall use Excel to create a list of addresses.
Send the same letter
(such as an invitation) to
several people is called
mass mailing. Word offers
1 Start Excel and
open a new
worksheet.
3 Split the address
into three or four
columns like
a feature called ‘Mail ‘address-1,’ ‘address-2,’
Merge’ for this task. Data ‘city,’ ‘zip code’, etc.
from two sources are
merged to form a
2 Type the column
names like ‘Name,’
‘Company’, etc
personalized letter in
memory. This letter is
then printed. The two
sources are the address
book (data source) and the
4 Widen the columns
by pointing at the
column borders and
main letter. dragging them to the
right.

5
TIP Type data in the rows
Mail Merge corresponding to the headings.
toolbar
The Mail Merge wizard
takes you through the
6 Save the file and
note its name and
location.
steps of creating merged
letters. It offers an easy
step-by-step procedure.
But after you have some
experience using this
7 Close the worksheet and
exit Excel.

feature, you can try out

the Mail Merge Toolbar,
which offers powerful STEP 2: Create the Form Letter
features. Select “View | The second important thing to have is the actual letter. It’s called the ‘Form Letter’. It will not have
Toolbars | Mail Merge” to variable data like an actual name or address. In the next step, we will insert ‘fields’ or placeholders for
see this toolbar. the variable data.

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1 Type a general
letter like a formal 3 Do not type an
address at the top.
REFERENCES
What are Fields?
notice or invitation.
The form letter used in
mail merge must have
some way of indicating

4 Do not type a name

after the salutation.
where the variable data
(actual names and
addresses) will appear.
These are indicated by

2 Leave some blank

lines at the top
(press the [Enter] key). 5 Save the letter and
note its name.
Merge Fields inserted
during the merge.
A field is a unit of data
that appears in the
columns in the address
STEP 3: Performing the merge book. For instance,
In this step, we will link the data source to the letter (which is currently open). ‘NAME’ is a field.

What are Records?

1 From the “Tools”
menu, select
“Letters and mailings |
A set of data belonging to
one person or thing is
Mail merge”. called a ‘Record’. For
instance: Garth, Fort,
5678 Ford Ave., Planter,
WA, 10002.

2 The Mail Merge task A data source file is a

pane appears on the collection of records.
right.
Data source
The data source is the
place from where a name
and address is picked up
and placed in the
corresponding merge

3 Under “Select
document type”,
choose “Letters”.
4 Click the “Next” link
at the bottom of the
fields in the letter. In
other words, it’s a list of
task pane. addresses. The data
source can be your
Outlook address book, or

5
a list created in Excel,
7
Under “Select starting Under Select
document”, choose “Use the recipients’ choose Word, or Access.
current document”. ‘Use an existing list.

8 Click on the
“Browse” link

6 Click the “Next” link at the under “Use an

bottom of the task pane. existing list”.

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TIPS Select Data Source

Field names
The field names in the
data source are used as
1 In the “Select data source” box, under “Look in” point to the folder where the
Excel address book (prepared in step 1) is stored.

merge fields in the letter.

So do not leave a space
within the field name. A
2 Click on the address
file and then click
the “Open” button.
field name like “First-
name” is acceptable but
“First name” is not.

Mail merge data

3 In the “Select Table”
dialog box, click
“OK”.
source
There’s a way to create
the data source directly in
mail merge. In the third
step of the mail merge
wizard, select “Type new
list” and click on the Selecting Recipients
“Create” link in the task
pane. But we do not
recommend this if there
1 The list of Mail
Merge recipients
appears.
4 Click
“OK”.

are many addresses or if

you plan to use the
addresses again in future. 2 Choose the “Select
all” option.

Data source in
Word 3 Alternatively,
choose “Clear all”

If you choose to create
your address list in Word,
then be sure to put a
comma after each field or
field heading. The row of
field headings should be
made bold. The items in
each row should
correspond to the order of
the headings. For
5
and select the recipients Click on the “Next”
to whom you want to link at the bottom of
send letters to. the task pane.
STEP 4: Inserting the fields
While typing the letter, you did not type variable data like names and addresses. In this step, you will
insert placeholders or ‘fields’ for the variable data. While actually performing the merge (in the next
step), actual names and addresses will be placed in the fields.

1
instance, if the heading Click at the top of
row is: FirstName, the letter, where the
LastName, Address1, City, address is to appear.

State, PostalCode, then

each row of data will be
written as follows: Garth,
Fort, 5678 Ford Ave.,
Planter, WA, 10002.

2 Click on the
“Address
block” link.

3 In the “Insert
address book”
box, select “Always
4 Click
“OK”.

include the country/

region”.

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5 The field “Address

Block” is inserted.
This will later be
6 Click after the
salutation, where
the name is to appear.
TIPS
Data source in
replaced by actual
Outlook
addresses. If you choose to pick the
addresses from the
Microsoft Outlook address
book, then Outlook must
be the default email

7 Click on the “More

items…” link in the
task pane.
8 Select
“Name” and
client. To ensure this, do
the following within
click “Insert”.
Microsoft Outlook:

1 Start
Outlook.

2 From the “Tools”

menu, select
“Options”.

9 Click on the
10 The field 3 Click on the
“Other” tab.

4
“Close” “Name” will Under “General”, click
button. be added. to put a check mark
for “Make Outlook the
default program for
STEP 5: Previewing and Printing e-mail”.
The merge is almost complete. When the data source is merged with the letter, you can specify for
which records (addresses) you want to print letters. You also get a chance to preview how the merged
and printed letter looks.
5 Select “OK” and
restart Outlook.

1 Click on the “Next: Previewing merged

Preview your letters
letters” link at the
bottom of the task pane.

There’s a better way to

preview and print letters

3
for selective records. This
2 Notice that the Also the “Name”
“Address block” field after the can be done from the Mail
field is now replaced by salutation is replaced by Merge Toolbar. But this
an actual name and an actual name. can be done only after you
address.
have completed the mail
merge operation.

4 Click on the “Next:

Complete the
merge” link at the
bottom of the page.
1 Select “View |
Toolbars | Mail Merge”
to see this toolbar.

2 Click the “Previous

Record” or “Next
Record” buttons on the

5 Click on the “Print…” link to

begin printing the letters. 6 In the Print Records box, select
“All” and click “OK”.
mail merge toolbar.

3 To print the currently

7
displayed merged
Alternatively,
specify the letter, select “File |
series of records Print”.
in the “From”
and “To” box.

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Reference
Why do I need an
org chart?
An organizational chart,
also referred to as a tree
diagram, is a diagram that
depicts the relationships
among the staff or
departments in an
association or
organization. This visual
illustration is a concise
explanation of the
structure of an
organization as compared
to a long list of names and
Design an
org chart in a jiffy
The new version of Word lets you create an
impressive organizational chart that was earlier
difficult to create in Word 2003. Learn how
to make an organizational chart in just a few
minutes.
STEP 1: Create an org chart
Before you begin creating the chart, ensure that you have a rough idea of the type of organizational
chart you want to create and where each employee will be placed in relation to the other employees. If
your organizational chart is fairly large, change the page orientation to suit the chart.
1 Open a new document in
Microsoft Word 2007. 3 Then click on the
"Orientation" drop-
down box.
2 Click on the "Page
Layout" menu. 4 Select
"Landscape".

designations. It’s a handy

tool for managers during
decision making or
5 Click on the "Insert"
menu. 6 Next click on the
"SmartArt" button.
communication in the
organization. With an
organizational chart in
front of him/her, a
manager can have a clear
idea of the resources
available in each
department. However, this
chart doesn’t depict the
social relationships
among people and it also
tends to get outdated very 7 In the left panel, click on
"Hierarchy". 8 Now click on a chart
pattern that best suits
the structure of your
quickly in a dynamic organization.
organization.

9 Click
"OK".

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STEP 2: Insert the names and designations TIPs

A basic organizational chart will appear in your document. Now you simply have to insert the names Use an online org
and designations of the employees in the organization. chart
You want to create an

1
organizational chart for
2
Click on the To begin entering
organizational chart the text, On the left your company but would
that appears. of the organizational also like to view samples
chart selection box, of org charts of other
click on the box with
As soon as you click on companies before you
two arrows to open the
the chart to select it, start with you’re own
text pane.
the SmartArt Tools
chart. Well, you should
menu appears with two
new tabs under it: definitely check out
Design and Format. OrgChartWiki, which is a
free service, where you
You can also click on the “Text Pane” button under the can not only create your
Create Graphic section to view the text pane. own organizational chart
but also refer to other
charts of publicly listed
3 In the "Type your
text here" window,
enter the text, that is,
Click on any of the text
boxes in the chart to
directly type in the text
US companies such as
Google, Intel, and other
the designations and in them. such bigwigs. So if you
the names of the
want to know who’s in
personnel who hold
those designations. charge of Finance in
Google, then visit http://
orgchart.forbes.com.

Change the chart’s

layout
There are different
layouts of org charts.
Another available layout
STEP 3: Add a shape to the chart in Microsoft Word 2007 is
The organizational chart that appears by default only provides you with 5 text boxes, which will referred to as hanging
definitely be insufficient if you have a large organization. Therefore, you will have to add more shapes layout. Once you’ve
to the chart. inserted a basic hierarchy
chart in your document.

1 Click on the Design

menu under
SmartArt Tools.
3 To choose the
location of the new
shape in relation with
Click on the “Design”
menu under SmartArt
the select shape, click Tools. In the “Create
on the lower part of the Graphic” section, click on
"Add Shape" button. “Layout”, and from the
drop-down list, select one
of these options: Standard
(all text boxes will branch
out from the selected
2 Click on the text box
under which you
want to insert the
box), Both (the text boxes
will branch out on either
additional box. side of one stem), Left
hanging (the text boxes
Select Add Shape After or Before to insert new shapes in will be branch out to the
the same level. Choose Add Shape Above or Below to
left), Right hanging (they
add a new shape above or below the selected box. The
Add Assistant option allows you to insert a text box will emerge from the stem
below the selected box. towards the right side).

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TIP
Animate your
organizational
chart
While making a
presentation about
your association or
organization, you might
be required to add the
organizational chart to the
slide show to introduce
the members of the team
and its structure. It is a
good idea to animate the
chart in PowerPoint such
that each text box appears
at the click of the mouse.
To insert the chart into the
presentation:
1 Copy and paste the
chart onto a slide in
PowerPoint.
2 Select the chart
graphic. Since
PowerPoint and Word are
part of the same package,
each text box is treated
separately and this allows
you to make them appear
one after another.
3 Next click on the
“Animations” menu
and under the Animations
section, click on the
“Custom Animation”.
4 Here, we’ll give each
level a fly-in effect.
In the right pane, click
on the drop-down arrow
near “Change” and select
“Entrance | Fly-in”.
5 Click on the drop-
down arrow next to
“Content Placeholder”
and select “Effect
Options”.
6 Click on the “SmartArt
Animation” tab.
7 Next to Group graphic,
select “By level one
by one” or “By branch one
by one” from the drop-
down box and click “OK”.
28
STEP 4: Customize its appearance
Making an organizational chart is a whole new experience with Word 2007. With a few clicks, you can add
some amazing effects to your chart. Producing such effects using Word 2003 would be next to impossible.
1 Select the
organizational chart. 3 Under the SmartArt
Styles group, click on
"Change Colors" and select
a color combination from
the ones listed below.
2 Click on the "Design"
menu under SmartArt
Tools.
4 As soon as you select
a color combination,
the colors will be applied
to the SmartArt Styles
next to it. From these,
select a style for the
chart.
Shape and Word Styles
In addition to applying a style to the entire structure, you can also modify the color and text of individual
boxes in the chart.
1 3
Click on the chart to Under the Shape and
select it. WordArt Styles sections,
select the type of formatting
that you want to apply to
your chart.
2 Next click on the
"Format" menu under
SmartArt Tools.
Applying Shape Effects
The most innovative and interesting aspect of the new version of Word is the SmartArt Tools that adds a
whole new dimension to the application. One look at the Shape Effects feature and you’ll be convinced that
with this version Microsoft has definitely taken word processing to the next level. Follow these steps to
apply an effect to your chart.
1 Click on the "Format"
menu under SmartArt 3 Next click on "Shape
Effects" under the
Tools. Shape Styles section. Select
an effect from the ones
listed below.
Move your cursor over any
effect and to get a glimpse
2
Select your chart by of what your chart will look
clicking on it like with that effect.
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4 Here, we will apply

a reflection and 5 Then click on
"Bevel | Circle" to
give the box a raised
TIPs
Insert text boxes
bevel effect. Select
"Reflection | Tight effect. of different sizes
touching" (the first By default, when you
reflection effect). insert an org chart in the
document, all the text
boxes that appear as part
of the organizational chart
are of the same size.
There is an option
whereby you can change
their sizes. Select the box

6 To customize the whose size you want to

direction of the change. Click on the
chart, click on "Shape “Format” menu and click
Effects | 3-D Rotation |
3-D Rotation Options".
on the “Larger” or
“Smaller” buttons to
increase or decrease the
size, respectively. To
customize the size
manually, click on the
“Size” button on the
extreme right and specify
the height and width. You
can change the size of the
text boxes depending on
7 In the "Format
Shape" dialog box,
you can manually set
the seniority of the
designation. For instance,
the degree of rotation
and the perspective. 8 Click "Close" to
apply the settings.
you can increase text box
of the CEO or Director of a
company and decrease
those of other
STEP 5: Update the chart subordinates.
Once you've created a lucid and neat chart, you can document and distribute it. However, organizations
are dynamic entities and there will inevitably be some type of structural changes that occur in the Reset the chart
organization. You should regularly check to ensure that the chart reflects these changes. In case there The new version of Word
is a change in the organizational structure, for example, a new designation has been created and the provides the user with a
employee who was previously the Assistant Director (Finance) has been promoted and given the new number of excellent
designation of Executive Director (Accounts). effects. However, some of
the effects of SmartArt
Tools may not blend well
with each other. To
remove the effects you’ve
applied, you can either
press [Ctrl] + Z to undo
the changes or select the
original setting in each
style option (if you
remember what they
BEFORE AFTER were). There is a simple
solution to this problem,

1 Click on the "Design"

menu and select the text
box that you wish to shift.
2 Under "Create
Graphic", click
on "Promote".
Click on "Demote" to shift a text box to the next
level.
just click on the chart and
under the “Design” menu,
select the “Reset
Graphic” button.
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Reference
What does PDF
stand for?
PDF stands for Portable
Document Format. This is
primarily used to
distribute documents
while preserving their
formatting and design on
any system. The biggest
advantage is that the
recipient need not have
the program that was
used to create the original
document, but would still
require a reader to view
the file. Another plus
point of this format is that
the file size of a PDF
document is modest. PDF
files can be viewed using
Adobe Acrobat Reader,
which can be freely
downloaded from
www.adobe.com.
30
Converting Word
Documents to PDFs
Sharing a document that includes text as well
as graphics is a smarter way than exchanging
cumbersome Word files. Welcome to the world
of the Portable Document Format.
STEP 1: Setting up PrimoPDF
Creating a PDF from a Word file (or any other text file) is easy. Professional PDF creation tools can
cost USD40 or more, but utilities such as PrimoPDF are free and offer simple PDF conversion.
To download the
software, go to www.
primopdf.com.
1
Click "Download
Now". Note where
you download the file.
The file should be 9.7
MB in size.
Remember to close
2 Double-click on
"FreePrimoSetup"
and follow the onscreen
any text applications instructions on the
that may be open. screen to install it.
STEP 2: Creating your PDF
The secret to making a PDF is to make the system recognize the PDF creator as a printer. PrimoPDF
does just that—it installs itself as a PDF printer. Thus, you can use PrimoPDF to print your documents
to PDF within any program on your computer that has a 'Print' facility.
To create a PDF file, we'll use Word.
(See sidebar: Why use PDF?)
1 In Word,
go to
"File | Print".
2 From
the list
of available
printers, select
“PrimoPDF"
and click "OK".
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3 The "Create
PDF" window
pops up. Enter a
4 Select whether the PDF will be
used for Screen, Print, E-Book
or Prepress. Depending on the
Reference
Why use PDF?
PDF format is great for
name if needed and selection, the PDF will be
select a location for optimized for that purpose. users who simply want to
the PDF file. share documents on a
read-only basis and don’t

5 Click "OK", and your PDF is

ready! Adobe Acrobat Reader
should automatically open it now.
wish to edit them. Read-
only privileges can be
assigned in Word
documents too, but you
may face version
STEP 3: Exploring additional options incompatibility issues,
To utilize the PDF functionality to the maximum, you could explore several other options. and besides there’s no
Security concerns assurance that the
PrimoPDF allows you to set a degree of security for your PDF document, so that you can control user actions on receiving party has Word
the file. installed.

1 If you are concerned about

security, click on the
"Security" button to access the
3 Users will also need to enter
a password to view the PDF—
a perfect way to ensure security.
TIP
Speeding up
security settings window. Acrobat Reader
We recommend version 7

4 Under "Encryption", choose

either 40-bit (for Acrobat
Reader 4.0 and below) or 128-bit
(7.02) of Acrobat because
it is not only faster but
also solves some security
2 Users must enter a specified (for Reader 5.0 and above). The
password in order to change latter is recommended as it is more issues with previous
any security settings in the PDF. effective. versions. If you still find
things slow, download a
Document properties little utility called
If you’re interested in entering a proper description, such as internal title of the file, author name, etc, go to Document Acrobat Reader speedup
Properties. to fix that. Go to www.
tnk-bootblock.co.uk and

1 Click "Document Properties"

to enter a brief description of
the PDF.
2 Enter the respective details in
their individual boxes. You can
enter keywords if you want your
download the 207 KB
program. The program
document to be easily searchable disables plugins that
online. Key in important words otherwise load whenever
separated by commas.
Acrobat launches. The
fewer are the plugins
(most of which you wont

3 Press "OK" require), the quicker is the

when done. load time.
Note: If the software fails
Program options to work, you may need to
Program options enable you to control how the program behaves. You can tweak these options to speed up the PDF download
creation process. VB runtime files.

1 2
If this option is selected, the PrimoPDF can save your Go to http://www.tnk-
default viewer for opening security settings, so you can bootblock.co.uk/prods/
PDF documents (most likely easily apply them to all PDF files vbruntimes.
Adobe Acrobat Reader) will that you create henceforth.
automatically open.

3 PrimoPDF can also save your

document information settings
(title, author, etc) so you can easily
apply them to subsequent PDF files.

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Let Word correct

your documents
Tired of receiving Word documents with
microscopic fonts and other difficult-to-read
settings? Here’s how you can transform these
files to reflect your preferred settings—at the
click of a button!
Reference STEP 1: Customizing AutoCorrect options
How is AutoCorrect The AutoCorrect feature in Word has an inbuilt set of rules regarding spelling errors, capitalization,
useful? etc. From these options, you can choose which ones you wish to enable or disable. Follow these steps
AutoCorrect is an to navigate to the AutoCorrect dialog box.
excellent feature in Word
that relieves users from
the time-consuming task
1 Select "Tools |
AutoCorrect Options".

of correcting errors in a
document. Unlike the

spelling feature wherein
you have to run spell
check through the entire
document to fix errors,
AutoCorrect automatically
does that while you’re
typing. This feature is
useful in dealing with the
following problems:
2
Click on the
"AutoCorrect" tab.
4 Click on "Replace
text as you type" to
get Word to fix errors
while you are typing.
3 Insert checkmarks
in the options that
you wish to enable.

1 Capitalization errors:
While typing, you

5
might accidentally forget Click
to capitalize words that "OK".
are usually capitalized.
AutoCorrect fixes this for
you. STEP 2: Adding and modifying entries
2 Misptyped words:
AutoCorrect also fixes
common typing errors
Besides correcting spelling errors, AutoCorrect has another great advantage—you can get it to insert
words, phrases, or even graphics as soon as it recognizes an AutoCorrect item that you’ve entered.
Entering a plain text entry in the AutoCorrect dialog box is simple so we’ll show you how to insert your
such as in case you type company logo.
“yoru” instead of “your”.

3 Spacing errors: It
also deals with words
that require spaces
between them, for
example, “everytime” that
should be written as
“every time”.
1 First create the item
that you want to
insert in the documents.
2 Select the item.
Include the
paragraph mark in the
For example, create the selection if required.
company logo and apply
the necessary
formatting.

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3 Now, navigate
to "Tools |
AutoCorrect
TIPs
for frequently
options".
typed text
If you usually type in your
address or other such
information while creating

4
tab.
Click on the
"AutoCorrect"
a document, then use
AutoCorrect for the same.
Simply, create an
AutoCorrect entry using a

5 Enable the
"Formatted
text" option.
neatly formatted address
and enter “adrs” under
“Replace”. To enter your

7 Click on the address, simply type in

6 Under the "Add" button “adrs” and the entire

"Replace" to add this entry to address will be entered at
field, enter the the list.
that insertion point.
text that you want
to use to activate
the replacement. 8 Click
"OK". Easier access to
AutoText
Now each time you type in that text, Word will automatically replace it with the company logo that you entered earlier. If you use Autotext
frequently, then it is
Replacing or deleting entries recommended that you
In the same way, you can also make changes to or delete existing entries. Follow these steps to modify enable the AutoText toolbar.
an entry. This makes navigation to
the AutoText entries much

1 Navigate to
"Tools |
AutoCorrect
easier. To enable the
toolbar, right-click on the
options". blank area near the toolbars
and then on “AutoText”.

2
tab.
Click on the
"AutoCorrect"
Once the toolbar is enabled,
you can click on any option
to insert frequently used
words or phrases.

REference
Why create a
template with
AutoText entries?

3 Select an entry
from the list.
If you’re working in a
department wherein
employees have to use
certain terms or jargon

4 Make changes
to the entry.
5 Now click on
the "Replace"
button.
often, then a template
containing such AutoText
entries will be very
helpful. You can create a
To remove an entry from the list, simply select the entry and click on the "Delete" button.
template with these
entries and share it with
STEP 3: Creating exceptions others. This would also
Although AutoCorrect is an extremely useful feature, there may be times when you might not want ensure consistency in
AutoCorrect to fix text that it considers to be incorrect. For example, if you’re typing a formula or an terms of the documents
equation, you certainly wouldn’t want AutoCorrect to change any of the text without your consent. In created by different
such cases, you can add exceptions to the rules in the AutoCorrect dialog box. people in the department.

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TIPS
Improve speed by 1 Navigate to
"Tools |
AutoCorrect
3 Click on the
"Exceptions"
button.
disabling the options".
AutoText feature
Often users complain that
advanced features such as 2
tab.
Click on the
"AutoCorrect"
Screentips, AutoCorrect,
AutoText etc. tend to slow
down Microsoft Word as
well as the computer. If
you feel that this is the
case with your computer,
then disable this feature
in Word. Follow these
steps to do this:

1 Navigate to “Tools |
AutoCorrect options”.

2 Click on the
“AutoText” tab.

3 Clear the check

mark next to
“Show AutoComplete
suggestions”.
From now on, when you Here, you can enter exceptions under three categories: First letter (Word will not capitalize words after this text),
Initial Caps (Enter words or names, such as INtech, that you don't want Word to fix), and Other Corrections (you can
begin typing an AutoText
enter a list of words that should not be changed).
entry, ScreenTips with
suggestions for that word/
phrase will not appear.
4 In the
"AutoCorrect
Exceptions" dialog
6 Insert a
checkmark
near the option
Print AutoText box that opens, "Automatically
entries enter exceptions add words to list"
to the AutoCorrect to let Word
You’ve made several
feature. automatically
modifications to the modify the list.

5
AutoText entries and now
Click on the
you want to check to "Add" button
ensure that you’ve made to add the entry to
the necessary changes. the list.
Instead of going through
them on the computer, you
can print the entire list of
AutoText entries. Follow
these steps to print the
7 Click
"OK".

entries:

1 Navigate to “File |
Print” or click on
[Ctrl] + P to open the
AutoText
Another excellent feature in Word is AutoText, which allows you to customize Word to automatically
insert text in your documents. This feature is a real boon while typing commonly used words.
“Print” dialog box.

2 From the drop-down

list near “Print what”,
select “AutoText entries”.
STEP 4: Inserting AutoText in documents
You can choose from a long list of standard elements in documents such as salutations, attention

3 Click “OK” to print the

entire list of entries.
lines, mailing instructions, etc. You can also customize the AutoText list to suit your requirements.
Follow these instructions to insert text automatically.

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1 Select "Insert | TIP

AutoText".
You can also enter this
text by typing in the first
few letters of the
Inserting AutoText
in Headers and
Footers
While writing a large
document, you might want
to insert your name, the
page number, the date
and time, and other such

2 Click on a type of
AutoText to access
the various lists. For
AutoText. A box with a
suggestion for that word
or phrase will appear.
details in the header or
footer. AutoText allows
example, to insert a Click on "Enter" if you you to insert fields, which
salutation, select want that text to be get updated each time
"Salutation | Ladies and inserted in the
you open the document.
Gentlemen". document.
Follow these instructions
to insert AutoText in
headers and footers.
STEP 5: Creating AutoText entries
To make optimum use of this feature, add frequently used text to the list of entries. Adding a new entry
is really simple.
1 View the header and
footer by selecting
“View | Header and
Footer”.

1 Type the text that you want

Word to remember. 2 Click in the header
or footer, depending
where you want to insert

2 Show the paragraph mark by

clicking on this icon: ¶
the field. Here, we will
insert the author’s name,

3 Select the text. Don't include page number, and the date
the paragraph mark. in the header.

4 Click on
[Alt] + F3.
3 When you navigate to
“Insert | AutoText”,
the text that is usually
inserted in headers and
footers appears.

4 Click on the fields that

you wish to insert.
Once inserted, the fields

5 In the dialog box that will be updated with the

opens, enter a name actual data from the
for the text. document.

6 Click
"OK".

Now as soon as you

start typing that text in
the document, Word will
ask you whether you
want it to complete the
text for you.

STEP 6: Managing AutoText entries

Along with creating and deleting entries, you can also organize your AutoText entries by saving them in
separate templates. Therefore, when you're working on a particular type of document, you can simply
apply a template that contains the AutoText entries that you require for that document.

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TIP
Creating a sub 1 Select "Tools |
Templates and
Add-ins".
menu in AutoText

2
If you’ve enabled the In the
AutoText toolbar, you’ll "Template and
find that the new entries Add-ins" dialog
box, click on the
that you’ve added to the
"Templates" tab.
list tend to be added to a
new sub menu “Normal”.
However, if you have several
entries that you’ve added
for specific documents,
then you might find it
difficult to access them
easily. Therefore, it is
recommended that you
organize your AutoText

3
entries by creating separate Click on the
menus and adding new button
entries under these sub "Organizer", which
menus. Follow these steps is at the bottom.
to do this:

1 Select “Format
| Styles and
Formatting”.
To modify or import styles from the current document template to the normal template or any other template, click
on the “Attach” button to open a template.

2 In the Styles and

Formatting pane, click
on the “New Style” button.
4 In this dialog
box, click on
the "AutoText" tab.
This list shows the
AutoText entries in
the current

3
document.
Under the Properties
section, type in a name This list shows the
for your new style next AutoText entries in
to the “Name” text box, Normal.dot.

for example, “Company

information”.
5 To change the
template from

4 Insert a checkmark
near the option “Add to
template”.
which you are
copying entries,
click on "Close

5
file" on the right.
Click
“OK”.

6 Now enter the text that

you want to add to the
AutoText entry list and 6 Click on "Open
file". 9 Click on
"Close" when
you're done

7
select it. copying all the
Browser your

7 In the Formatting
toolbar, select and
apply the style that you
folders and
select another
template.
necessary entries.

just created.

8 Now press
[Alt] + F3.
8 Now select the
entries in the
left list and click

9 In the dialog box, enter on "Copy" to copy

them to the
a name for the entry.

10 Click
“OK”.
template of the
current document. 10 Click
"OK".

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Compile your own

dictionary
Does Word keep flagging words only because
they are not in its dictionary? Learn how to
create and modify your own dictionaries in
Word and run spell checks using them.

STEP 1: Add words to the Custom dictionary Reference

When you run a spell check in Word, you’ll find that several words that aren’t incorrect are highlighted Dictionaries in
in red or green. This is because these words are not included in Word’s dictionary. In order to avoid Word
these words from being highlighted, simply add them to Word’s Custom dictionary. For instance, in this By default, Word comes
document, the names of chemicals turn up in the “Not in Dictionary” section. equipped with dictionaries
in different languages

1 Click on "Tools |
Spelling and Grammar"
or press F7 to run the spell
2 When that particular
word appears in the
"Spelling and Grammar"
and you can choose your
language by selecting
check. dialog box, click on the “Tools | Language | Set
"Add to dictionary" option. Language”. Word also
provides for flexibility by
allowing you to add words
to a separate dictionary
that may not be in the
dictionary. You can also
create your own dictionary
from scratch that includes
Modify the Custom dictionary words specific to a
Instead of adding words to the Custom dictionary one at a time, follow these steps to customize the particular subject. The
existing dictionary. custom dictionaries are
ANSI (American National
Standard Institute) files
1 Select "Tools |
Options". 3 Under "Spelling", click
on the "Custom
Dictionaries" button.
and only characters that
conform to the ANSI
standard can be added to
the dictionaries. You can
add upto 5,000 words to
the custom dictionary.

2 Click on the "Spelling

and Grammar" tab.

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4 6
TIPs Select "Custom.dic" and Click on "Add" and the word
Associate a click on "Modify". you just added will be in the
list under "Dictionary".
language with
your dictionary
For the purpose of writing
or editing in a language
other than the frequently
used language, you can
create and sort
dictionaries in terms of
different languages by
linking each dictionary
with one language. Click
on “Modify” to edit a
dictionary, and in the next
dialog box, select a
5 In the "Word" text field,
enter the word you want to
add, for example, "defragment". 7 Click "OK"
twice.
language from the drop-
down list under
“Language” and click
“OK” to apply the new
8 Under the
"Spelling" section
in the "Options" dialog
9 Click "OK" to apply
the new settings.
The words that you
settings. As you do this, box, insert a check inserted into the
dictionaries will be mark near the option Custom dictionary will
"Check spelling as you not be flagged by Word
classified under different
type". the next time you run
languages in the the spell check.
“Dictionary list”.

Why can’t I add

words to the
Custom
Dictionary?
Despite adding a word to
the Custom dictionary,
you might find that Word
still continues to flag it in
your document. Moreover,
this problem could occur
if you frequently add
words to this dictionary.
This happens because the STEP 2: Create a new dictionary
Custom dictionary has an If you're working on a document related to a specific subject, such as biology or economics, which has
upper limit of 64 KB and its own terms that may not be in Word's dictionary, it can be tedious to add each term to the dictionary.
does not accept words if it For this purpose, Word has an option whereby you can create your own dictionary and carry out a spell
exceeds this limit. In this check using it. In the following steps, we will show you how to create and activate a medical dictionary.
case, you can create
another custom dictionary
to which you can continue
1 Open a new
Notepad file. 4 Name the file
“Medical
dictionary” and save it
adding new words.
2 Type in words
related to medicine.
Each word should
as a plain text file (.txt).

appear on a separate
line.

3 Check the list to see

that there are no
5 Copy it to the folder
C:\Documents and
Settings\(Username)\
extra spaces before or Application Data\
after the terms. Microsoft\Proof.

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Activate the dictionary TIPs

The next time you work on a medical document, simply activate the dictionary so that words Create separate
specific to the subject don’t get flagged when you run the spell check. templates
Customized dictionaries

1 Open the medical

document that you are
working on.
3 Click on the "Spelling and
Grammar" tab.
are a handy tool while
working with subject-
specific documents such
as computing or medicine
that have their own set
of terms. Moreover, a
research paper or an
article for an academic
journal might require
formatting as specified

2 Select "Tools | Options".

4 Click on the "Custom
Dictionaries" button.
by the style sheet. In that
case, you can create a
template that includes

5 The new dictionary will

appear in the
Dictionary list.
6 Insert a checkmark next
to "Medical dictionary".
standard formatting
and a subject-specific
dictionary. Create a
new document with the
text and formatting as

7 Click
"OK".
required, select the
relevant dictionary, and
save the new file as a

8 Ensure that the option

"Check spelling as you
type" is selected under the
10 Click
"OK".
document template.

Spelling section. Add words with

special
characters
Certain words that
you want to add to the
dictionary may have

9 To recheck the accents or you might

document using the want to add symbols to
new dictionary, click on the Now only those words that the dictionary. To insert
"Recheck Document" are not listed in the Custom
special characters to
section under "Proofing and Medical dictionaries will
Tools". be flagged by Word. words in the dictionary,
click on “Start | Program
Update the new dictionary Files | Accessories |
You can keep on adding or deleting terms from your medical dictionary as and when you come across System Tools | Character
a new term. Follow these steps to modify any of the dictionaries: Map” or type in “charmap”
in the “Run” dialog box.

1 Select "Tools | Options".

4 Select "Medical
dictionary" and click on
"Modify".
From the list of displayed
characters, click on the
required character and
select “Copy”. Now in the

2 Click on the "Spelling

and Grammar" tab.
5 In the dialog box that
opens, enter a new term
dictionary’s dialog box,
paste the character in the
and click on "Add". Word text box and click
on “Add”.

3 Click on "Custom
dictionaries". 6 Click
"OK".

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Create a
dictionary of
common names
While writing a letter to a
friend, your friend’s name
might also get flagged
since it might not be in the
dictionary. To avoid
common names from
being flagged, create a
dictionary of names that
you often use in your
documents so that the
names you use frequently
will not be underlined but
only misspelled names
will be flagged when you
run the spell check.
Use the same
dictionary for
Firefox
The dictionary you create
will also be applied to
other MS Office
applications and not only
MS Word. Therefore, you
can be sure that even the
mails you type in Outlook
will be checked for
spellings using your
customized dictionary.
But what about the
e-mails that you type in
mail clients such as Yahoo
and Hotmail? You can use
the same dictionary in
Firefox. Locate the
Profiles folder of Firefox:
C:\Documents and
Settings\(Username) \
Application Data\Mozilla\
Profiles. Copy the Custom
dictionary or the one that
you created and paste it
here. The settings will be
applied the next time you
open Firefox.
40
STEP 3: Make an exclusion list
Word allows you to create and modify a new dictionary; however, you cannot make changes to
Word's inbuilt dictionary, that is, the LEX files. In case you don't want Word to automatically correct a
particular word or you want it to simply flag a word to see if the correct word is used in each context,
you can create an exclusion list containing a list of words that you don't want Word to flag when you
run a spell check. For example, you might type "abut" instead of "about", but Word will not correct it
since "abut" is also in the dictionary.
1 In a new Wordpad
or Notepad file, 3 Give the file an
appropriate name
and the extension ".
enter the words that
EXC", the extension
you want Word to flag
when you run the spell used for exclusion files.
check.
4 Save the list as a
plain text file (.txt).
2 Ensure that each
word is typed on a
separate line with no 5 To save the file in
the location where
spaces before of after Word can access it,
the word. select "Tools | Options".
6 Click on the "Spelling &
Grammar" tab. 7 Select "Custom
dictionaries".
8 Click on "New" to
add the dictionary
to that particular folder.
9 Browse and select
the exclusion list
that you recently
created.
You don't necessarily
have to insert a
checkmark near the
exclusion list file, it
only has to be saved in
the appropriate folder
for Word to utilize it.
Copy the exclusion list to the dictionary folder
Instead of adding the exclusion list to the list of custom dictionaries using the “Custom dictionaries”
button, follow these simple steps to insert the exclusion list in its right place.
1 Once you've created
the exclusion list
file, copy it.
3 Paste your
exclusion list file in
this location.
2 Go to the Proof
folder: C:\
Documents and
The changes you've
made to Word will only
take place the next
Settings\(Username)\ time you open Word,
Application Data\ so close and reopen
Microsoft\Proof. your document.
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Automate Tasks
Using Word Macros
Tired of receiving Word documents with
microscopic fonts and other difficult-to-read
settings? Here’s how you can transform these
files to reflect your preferred settings—at the
click of a button!
STEP 1: Assigning a macro Reference
Before you create your first macro, you will need to select a document to work on. Let us open a Word WhAT ARE macros?
document with multiple paragraphs. A macro is a series of
keystrokes or mouse

1 Remove all The text doesn't look very
existing text readable, does it? It
formatting by would look much better if
selecting the text in it were set in 12 point
the document and Arial, with 6-point space
pressing [Ctrl] + between paragraphs. Of
[Spacebar], and course, you could do
paragraph always this by going to
formatting by the "Format | Font" and
pressing [Ctrl]+ Q. "Format | Paragraph"
menus, but a simple
macro can automate this
boring task for you.
clicks that you can create,
save, and run whenever
you want to automate
repetitive tasks. Macros
are useful because they
lighten your workload by
combining multiple steps
that can be run in
sequence by clicking on a
button or pressing a key
combination.

Keep it simple
 There are two ways of
creating macros in Word.

2 Go to "Tools You can record them, or

| Macro | write them from scratch.
Record New Writing a macro requires
Macro".
that you learn a language
called Visual Basic, so we
won’t go into this.
3 A "Record
Macro" dialog
box will appear.
 It’s easier and just as
effective to record your
Type a name for keystrokes or mouse
your macro in the

4 Click on the clicks using the macro

Macro name text
box. Keyboard button. recorder in Word (also
Excel and PowerPoint),
so this is the method we
Select “All
Documents” if you Enter a description of shall use.
want your macros to your macro so you can
be applicable to all easily identify what it
your Word files. does.

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Name it right
When you assign a name
to your macro, remember
that spaces should not be
used. For example, a name
such as “MyMacro” is
acceptable but “My
Macro” isn’t.
One or all?
When you choose a
location for your macro,
you will be asked to
specify whether you’ll be
running it only in the
current document or in all
your Word documents.
Most of the time, however,
you’ll want to make the
macro available in all
documents so select All
Documents (Normal.dot).
Assign a ‘free’
shortcut key
When you assign a
shortcut key combination
that you’ll be using to run
the macro (see Step 3),
make sure you choose one
that’s not already
assigned for something
else. For instance, if you
select Ctrl+F, the “Record
Macro” dialog box will
warn you that this
combination has already
been assigned to the “Find
and Replace” command.
You could opt for Alt+F
instead.
42
The macro name
may look a bit
ungainly, but
ignore it for now.
We’ll learn how to
5 At the "Customize
Keyboard" dialog
box, you can assign a
change it later.
keystroke combination
6
for your macro. Press Click on the
a key combination to "Assign"
represent your macro button and then
(e.g. Alt+F). on “Close”.
STEP 2: Recording the macro
Once you have assigned your macro as described in the previous step, the mouse pointer turns into an
arrow with an audiocassette icon. A Stop Recording toolbar also appears, which you can use to pause or
cease recording your macro.
1 Go to “Edit | Select All”
so that all the text in
your document is selected.
In our example, we want to convert our documents to 12 point Arial with
6-point space between paragraphs. Accordingly, let’s press the
keystrokes necessary to record your macro.
2 Now go to
"Format |
Font" and select
3 Set the
Font style
to Regular and
Arial from the the size to 12.
drop-down list.
You can preview
what your text
will look like at
the bottom of the
dialog box. 4 Click
“OK”.
7
Click on the
5
Stop Recording
Now go to
button only when
"Format |
you have finished
Paragraph". Click
recording all the
on the up arrow in
keystrokes.
the "Spacing after"
box and set the
value to 6 pt.
Preview your
text here.
Clicking the Pause
Recording button
6 Click temporarily stops
“OK”. the recording.
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Step 3: Assigning a toolbar button TIP

Your macro is now ready. But before we run it, let’s add a button to the toolbar so you don’t have to Assign an
memorize the keyboard shortcut that we devised (Alt+F). After all, when you have created many macros, appropriate
it becomes difficult to remember all the keyboard shortcuts. security level
Some viruses spread via
macros, so Windows XP
provides a choice of three
security levels, High,
Medium, and Low.
To set or change the

1 Right-click
anywhere on
any toolbar.
security level, do the
following:

1 Open the Word

document

2 Go to “Tools | Macro
| Security” to open
the Security dialog box.
If your security is set to
High, you won’t be able to

2 Click on run unsigned macros.

3
“Customize”. To be able to run most
macros, you will need
to choose Medium. You

3 5
A Customize Find your macro may, however, have to
dialog box in the Commands put up with many alert
appears. Now list, then click and messages.
click on the drag it to a toolbar.
Commands tab. Remember to keep
the mouse button
pressed while you
are dragging the icon!

4 Under the
Categories
list, select
If you choose an off-limits
location, Word displays an
“Macros”. "X" near the mouse
pointer. Otherwise, you'll
see a plus sign and the
pointer looks like an "I",
4 If you are a more
experienced user who
creates macros frequently
indicating where the
and don’t want to see a lot
button will go.
of alerts, you can choose
Low. However, since this
offers the least protection
against malicious macros,

6 Once you have

brought your
macro over the
we do NOT recommend
that you try this.
Play safe.
desired location on
the toolbar, let go
of the mouse
button. Your macro
button will appear
on the toolbar.

7 When you are

done, click on the
“Close” button.

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Tweaking your
macro button
You can tweak your button
further as outlined in Step
4. With the “Customize”
dialog box still open,
right-click on your new
button to display its
command menu. To
display the text without
the image, select Text
Only (Always) on the
command menu. To show
the image without the
text, choose Text Only (in
Menus). To display both
text and image, select
Image and Text. Tired of
your macro? To remove
the button from your
toolbar, choose Delete.
Keep it simple
Finally, remember it’s
best to keep things
simple. Very complex
macros don’t always work
like you’d expect and it
can be a bother tweaking
them to work right.
Moreover, keep in mind
that the simplest macros
tend to be the most
useful.
44
Step 4: Customizing the macro button
The macro button you assigned to a toolbar (see Step 3) doesn't have to be a default text button. Word
lets you brighten up the toolbar by allowing you to use one of several built-in images. Here's how you
can customize your macro button with a little picture.
1 Right-click any
toolbar. In the
the menu that
2 Right-click the
macro button you
want to change. Now
appears, choose you will get another
“Customize”. menu with several
commands.
Ignore the dialog
3 Click Name on
the popup menu
and type a new, brief,
box that opens (but sensible name in the
let it remain on the menu instead of the
screen) . earlier name.
4
With the menu
still on screen,
click on “Change
Button Image”.
5 Choose an image
that you like, and
6
your button is ready.
Finally,
If you don’t want any
click on
text with your image,
the “Close”
click “Default style”.
button.
Step 5: Running your macro
Your macro is now ready to run. You can launch it by choosing one of the following three ways.
1 Go to "Tools | Macro |
Macros", click on 2 You can also press
Alt+F to run your
macro (the keyboard
your macro, name it, and
click on the “Run” button. shortcut that we assigned
(You can also press in Step 1).
Alt+F8 to bring up this
dialog box.)
3 Or you could simply
click on the new
button you just created in
the toolbar.
All three techniques will
produce the same result.
Look at your document
now. Isn't it much more
readable? Now that your
first macro is ready, you
can write similar macros
to automate other
repetitive tasks.
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Installing Missing
Components
If you are a person who regularly keeps on
changing between work stations that have
Word 95 or 97 installed, you might want to save
your documents in these formats. Let us see
how you can enable Word to provide you with
this feature, in case it’s not already installed.
STEP 1: Open Control Panel
To install or remove any file from the Windows program, you need to access the “Add and Remove” Reference
utility in the Windows Control Panel. Control Panel
View
1 Click
"Start |
Control Panel".
2 Now click on
"Add or
Remove
Windows Control Panel
can be seen in two
Programs". This views—Category View and
will display the
Classic View. The
"Add or Remove
Programs" utility Category view is modern
window. and displays all the
Control Panel utilities
arranged under certain
categories. On the other
hand, the Classic view is
more descriptive and
displays all the utilities
STEP 2: Change the configuration simultaneously. You can
Next, locate Microsoft Office in the program list displayed in "Add or Remove Programs". You can install switch between different
Microsoft Word as a part of Microsoft Office or as an individual program. Depending on the manner views by clicking on the
in which you have installed Word, the item that you need to locate in the program list will vary. In this link available on the left-
case, we are using Microsoft Word that has been installed as part of the Microsoft Office package. side of the “Control
Panel” window. For

1 Click on "Microsoft
Office Professional
Edition 2003". This can
vary with the version of
Office installed on your
machine.
2 Now, click on
"Change". This
will display Microsoft
instance, if your Control
Panel is currently
Office's Standard displayed in category
Configuration view, then the link would
Wizard. read as “Switch to Classic
view”.

3 Select the "Add or

Remove Features"
radio button.
4 Click on "Next". This
will display the
"Custom Setup" screen.

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TIPs
Activate Product programs for which you want to install the new feature.
If you have not activated
Word, then certain
features might be
disabled or you might not
be allowed to edit Word
By default, the check boxes for all Office programs are selected. You can keep them selected for all the Office
5 If you want to install the
converter only for Word,
clear all the check boxes
6 To access the advanced
customization options,
select the "Choose
except for Word. advanced customization of
applications" check box.

documents. To resolve
this issue, click on “Help |
Activate” and follow the
onscreen instructions.
Office allows you to make
This is done to reduce the
changes, install, or remove
piracy of Microsoft individual components

7
products. Registering your using the advanced Click on
product also gives you customization options. "Next".
access to many other
features, which otherwise
might not be available.

Repair Office
The “Custom Setup”
dialog box also offers you
the option of repairing
problems with Office and
reseting it to the original
configuration. To repair
Office, select the “Repair
Office” option, click on
“Next” and follow the
onscreen instructions.
Alternatively, click on 8 On the "Advanced Customization" screen that
appears, click on the "+" sign next to the
"Office Shared Features" group to expand it.
9 Now, expand the
"Converters and
Filters" group.
10 Expand the
"Text
Converters" group.
“Help | Detect and

11 12
Repair”. Next, from the drop-down
Click on the down arrow
next to "Word 97-2003 & menu that appears, click
Help 6.0/95 RTF Converter". on "Run from My Computer".
If you are unable to
access Word’s Help, then
it might not have been
installed during custom
installation, wherein you
have to select the
features that you want to
install along with Word.
Moreover, it is possible
that someone else could
have disabled Word’s
Help. To activate Help
once again, expand the
“Word for Windows”
group, click on “B”, and
You need to install this
converter to save Word files
in formats supported by
13 Repeat the
procedure
for all the converters
14 Click
on "Update"
and follow the
then on “Run from My
Word 95 and 97. However, that you want. onscreen instructions .
Computer”. you need not install this
converter if you want to open Now, the installers that you have selected will be
Word 95 and 97documents. installed on your computer.

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Print addresses
on envelopes
Printing addresses on envelopes is customary
especially in business correspondence. Since
there are various envelope sizes available
and there is no standard printing method
for printing envelopes, this can be a tricky
proposition. But here’s an easy way.

STEP 1: Prepare the letter with the address Reference

The final objective is to print the recipient's address on the front face of the envelope. This address can Printers and
be picked up either from the letter or from the Outlook Address book. In this step, we'll type a letter envelopes
with the recipient's name and address. How do you insert the
envelope into the printer

1 Type the
address on the
top of the letter.
2 Leave a blank
line immediately
input tray? Face up or face
down? To the left or right?
after the address. At what angle should it be
rotated? There is no
single method that is
common to all printers.

3 Save the file and

give it a suitable
name.
We suggest that you refer
to your printer manual for
this information. See the
section on loading or
STEP 2: Define the delivery address printing envelopes.
In this step, we'll start developing the envelope for printing. Here, we'll pick up the recipient's address The input tray on
typed in Step 1, put it on the face of the envelope, and align it. some printers has an
attachment for feeding

1 Select the
address in
the letter.
2 Select "Tools | Letters
and Mailings |
Envelopes and Labels".
envelopes. Drag the
attachment to one side

5 If
required,
define the
and feed the envelope
(either face up or down).
font, font The input tray may also
style, and show an engraved symbol
size of the of the envelope, indicating
address text
the direction in which the
on the
envelope. envelope should be fed
into the tray.

3 Notice that
the address
text has already
4 Click on the
"Options" button,
and then click on the
been picked up
for the envelope.
"Font" tab.
6 Complete the process by clicking "OK" until you return
to the "Envelopes and Labels" dialog box.

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TIPs STEP 3: Define the return address

Change Fonts
If you don’t want to use
the default fonts for the
addresses on the
envelope, then do the
following.
The return address will appear in a smaller font at the top of the envelope (near the postal stamp). You
can either type it out or pick it up from the Outlook address book.
1 Click in the
“Return
Address” box.
2 Type your own
name and
postal address.

1 In the “Envelopes and

Labels” dialog box,
click on the “Options”
button.

2 Click on the “Font”

button for “Delivery
Address” or “Return
Address”.
3 Change the font
and other
parameters as you

3 Choose a desired font,

font size, and font
style.
did earlier for the
recipient's address.

4 Complete the process

by clicking on “OK”.

Custom size
envelopes

If the listed envelope

sizes do not match the
dimensions of your
envelope, then in the list
of envelope sizes, choose
the last option “Custom
size”. Specify the width
and height that you earlier
measured on your
envelope.
If your name and address had earlier been entered in the MS Outlook Address book, then click on the "Insert
Address" button. Select your address from the list and click "OK". Before doing this, ensure that MS Outlook is open.
STEP 4: Set the envelope dimensions
Word recognizes a list of standard envelope sizes that are used globally. There are standard interna-
tional sizes (recognized by Word). But in case your envelope is of a non-standard size, you can either
take the closest available size (in the list) or define your own custom size.

2 Click on the
"Options" button.

3 Click in the box

under "Envelope
Options".

4 Scroll through the

list of sizes and
choose the size
nearest or equivalent
to the dimensions of

1 Use your scale to measure the your envelope.

dimensions of your envelope in
millimeters or inches. Make a note of
these measurements. 5 Complete this by
clicking "OK".

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STEP 5: Set up the envelope feed
Among all the various printers, there is no single method for loading envelopes in the printer. To determine
the proper method to feed the envelopes into your printer, consult your printer manual and also look at the
paper feed tray. In this step, we'll inform Word in advance how you plan to feed the envelope.
1 In the “Envelopes and
labels” dialog box, click 2 Select the
"Printing
Options" tab.
on the “Options” button.
3 Depending on how your
printer accepts
envelopes, choose either
the "Face up" or "Face
down" option.
4 If you've chosen the
"Face down" option,
then you can choose the
"Clockwise rotation" option
in accordance with your
printer's requirements.
5 Under "Feed
from", select
"Manual Feed".
6 Click on "OK" to
complete the
procedure.
After all the envelope
printing options have been
selected, load the envelope
in the manner specified,
and then click on the
"Print" button in the dialog
box.
JANUARY 2008  intelligent computing CHip PLUS
TIPS
Paper types
One should carefully
consider the finish of the
paper of the envelope.
Some printers cannot
print properly on glossy or
glaze finishes. It is a good
idea to consult the printer
manual to check the type
of papers that your printer
can print on. You can also
check the “Printer
Properties” (under “File |
Print”) to get an idea
about the supported paper
types.
Add to document
It makes sense to save the
envelope format if you
intend to send the same
letter again in future. The
envelope format will
become a separate
section at the top of your
letter. It preserves the
envelope size, and the
delivery and return
addresses.
After defining the
envelope, following
instructions in Steps 1 - 4,
do the following:
1 Select “Tools | Letters
and Mailings |
Envelopes and Labels”.
2 Click the “Add to
document” button.
A separate section is
created at the top of the
letter. This is your
envelope format. To see
exactly how it will print on
a real envelope, select
“File | Print Preview”.
49
 Essential tips for MS Word

AutoSave and AutoRecover adjustments to accommodate more

Word can automatically save your
document every few minutes. So if your
PC hangs or reboots, you can recover
the document and will lose only the
text generated after the last save. But
you must save your document manually
at least once. To enable the AutoSave
option do the following:
1. On the “Tools” menu click
“Options”. Under the ‘Save’ tab
enable the options “Save
AutoRecover info every” and
specify the interval in minutes (say
every 5 minutes).
2. Also enable the options “Allow Fast
Saves” and “Allow background
Saves”.
Preview before print
Before you print a document, we
advise you to define its dimensions in
the page setup and also preview it. In
doing so you can prevent paper
wastage.
1. Click “File | Page Setup”.
2. Specify the margins, page
orientation, and paper size.
3. Then click “File | Print Preview”.
4. Reduce the zoom view to 50 or 75
percent.
5. Go back to the Page Setup (if you
need to) and make some more
text on the page, or leave more
spacing.
6. Finally close the Print Preview
mode and print the document.
Save in RTF
To avoid infections from Word Macro
viruses we advise you to chose RTF
(rich text format) instead of DOC as the
default save format for documents.
1. On the “Tools” menu click
“Options”. Click the ‘Save’ tab.
2. Click in the box near “Save Word
file as” and chose ‘Rich Text
Format.’
Avoid the clutter
Word offers as many as 20 toolbars,
each for a different function. These
can be selectively displayed or hidden.
Two toolbars can also be merged
together. To maximize the area for text
display, enable only the ‘Standard’ and
‘Formatting’ toolbars. Display a
particular toolbar only when you need
its functionality.
To hide or display toolbars:
1. Click “View | Toolbars”
2. A list of toolbars appears. Click on
the toolbar name to add or remove
the check mark (enable/disable a
toolbar).

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