LOVELY PROFESSIONAL UNIVERSITY

TERM PAPER OF ELEMENTS OF IT

SUBMITTED TO:SUBMITTED BY: Prof. Mohantesh Name:Jagdeep kaur Yashish verma Class : MCA Roll no:R277B40 R277B39

1. Introduction of Ms-Word 2. Objectives 3. What is a word processing

4. Important features of MsWord 5. Getting started with Ms-Word 6. Components of Ms-Word 7. Main menu options 8. What do we have learn 9.

9.1 INTRODUCTION

Let us consider an office scene. Many letters are typed in the office. The officer dictates a letter. The typist first types a draft copy of the letter. The officer goes through it to check mistakes regarding spelling errors, missing words, etc. and suggests corrections. The typist changes the letter as suggested by the officer. This is a simple example of word processing. There are many software packages to do the job of word processing. Some of them work in DOS environment. Example are WordStar, Word Perfect and Professional Write. But in these days working in WINDOWS is becoming more and more popular. So let us consider software for word processing which works in WINDOWS. Our choice is MS-WORD because it is the most popular software in these days. MS-WORD is a part of the bigger package called MS OFFICE, which can do much more than word processing. In fact when you open up MS OFFICE you will find four main components in it. They are MS-WORD (for word processing), MS EXCEL (for spreadsheet), MS ACCESS (for database management) and MS POWERPOINT (for presentation purposes). However, we will limit ourselves to MS-WORD only in this lesson.

OBJECTIVES
After going through this lesson you should be in a position to

start the MS-WORD package

be familiar with the MS-WORD screen advantages and Features of Word Processing some common Word Processing Packages how to invoke Ms-Word learn the capabilities of Ms-Word

9.3 WHAT IS WORD-PROCESSING? Word Processor is a Software package that enables you to create, edit, print and save documents for future retrieval and reference. Creating a document involves typing by using a keyboard and saving it. Editing a document involves correcting the spelling mistakes, if any, deleting or moving words sentences or paragraphs. (a) Advantages of Word Processing One of the main advantages of a word processor over a conventional typewriter is that a word processor enables you to make changes to a document without retyping the entire document. (b) Features of Word Processing Most Word Processor available today allows more than just creating and editing documents. They have wide range of other tools and functions, which are used in formatting the documents. The following are the main features of a Word Processor i. ii. iii. iv. v. Text is typing into the computer, which allows alterations to be made easily. Words and sentences can be inserted, amended or deleted. Paragraphs or text can be copied /moved throughout the document. Margins and page length can be adjusted as desired. Spelling can be checked and modified through the spell check facility.

vi. vii.

Multiple document/files can be merged. Multiple copies of letters can be generated with different addresses through the mail-merge facility.

(c) Some Common Word Processing Packages The followings are examples of some popular word processor available

Soft word WordStar Word perfect Microsoft word

9.4 IMPORTANT FEATURES OF MS-WORD Ms-Word not only supports word processing features but also DTP features. Some of the important features of Ms-Word are listed below: i. Using word you can create the document and edit them later, as and when required, by adding more text, modifying the existing text, deleting/moving some part of it. Changing the size of the margins can reformat complete document or part of text. Font size and type of fonts can also be changed. Page numbers and Header and Footer can be included. Spelling can be checked and correction can be made automatically in the entire document. Word count and other statistics can be generated. Text can be formatted in columnar style as we see in the newspaper. Text boxes can be made.

ii. iii. iv.

v.

vi. vii.

Tables can be made and included in the text. Word also allows the user to mix the graphical pictures with the text. Graphical pictures can either be created in word itself or can be imported from outside like from Clip Art Gallery. Word also provides the mail-merge facility. Word also has the facility of macros. Macros can be either attached to some function/special keys or to a tool bar or to a menu.

viii. ix.

It also provides online help of any option.

We have already told you that for working in Ms-Word you should be familiar with WINDOWS. If you have not covered WINDOWS so far then read that first and then go through MS-WORD. By now you must be aware of the fact that a software package is improved from time to time. These improvements are sold in the market as new versions of the same software. Thus you will find many versions of MS-WORD being used in different offices. In this lesson we will cover the version MS-WORD 97, which is latest in the market and contain many improvements over the older versions. However, you do not have to worry if you have an older version such as WORD 6.0 or WORD 95. All the commands

available in these older versions are also available in WORD 97 and they are compatible.

While working in MS-WORD you have to work with a mouse. Also one can work, to some extent, through the keyboard. The use of mouse is simpler as it is fully menu driven. In MS-WORD every command is available in the form of icons. You can go inside MS-WORD by the following way 1. Take the mouse pointer to START button on the task bar. Click the left mouse button. The monitor will show like as follows:

Fig. 9.1
2. 3.

Move the pointer to programs. You will notice another menu coming up to the right. In that menu identify where Microsoft word is placed. Move the cursor horizontally to come out of programs.

4.

Move into the rectangular area meant for Microsoft word. Click the left mouse button there. The computer will start MS-WORD. You will find the screen as follows.

Fig. 9.2

Click the X in the upper right corner of the New Document pane to close the New Document pane. Your screen will then look like the one shown here.

The Title Bar

This lesson will familiarize you with the Microsoft Word screen. We will start with the Title bar, which is located at the very top of the screen. On the Title bar, Microsoft Word displays the name of the document on which you are currently working. At the top of your screen, you should see "Microsoft Word - Document1" or a similar name.

The Menu Bar

The Menu bar is generally found directly below the Title bar. The Menu bar displays the menu. The Menu bar begins with the word File and continues with Edit, View, Insert, Format, Tools, Table, Window, and Help. You use the menus to give instructions to the software. Point with your mouse to a menu option and click the left mouse button to open a drop-down menu. You can now use the left and right arrow keys on your keyboard to move left and right across the Menu bar options. You can use the up and down arrow keys t bar options. You can use the up and down arrow keys move

up and down the drop-down menu

The most frequently used menu options appear on the menu list. A chevron appears at the bottom of the list. Click the chevron to display additional menu options.

To select an option, click the option or use the arrow keys to move to the option on the drop-down menu and press Enter. An ellipse or a right arrow after a menu item signifies additional options; if you select that menu item, a dialog box appears. Items in gray are not available. You can customize your screen so that all of the menu options display when you click a menu item. This tutorial assumes that your menu is set to display all menu options. To customize your menu to display all of the menu options: a. Click Tools on the Menu bar. b. Click Customize on the drop down menu. The Customize dialog box opens.

c. Click the Options tab. d. Click in the check box to select Always Show Full Menus.

1. Click Close. Exercise 1 Do the following exercise. It demonstrates using the Microsoft Word menu. 5. 6. 7. 8. Click File on the Menu bar. Press the right arrow key until Help is highlighted. Press the left arrow key until Format is highlighted. Press the down arrow key until Styles and Formatting are highlighted. 9. Press the up arrow key until Paragraph is highlighted. 10. Press Enter to select the Paragraph menu option. 11. Click Cancel to close the dialog box.

Toolbars
The Standard Toolbar The Formatting Toolbar Toolbars provide shortcuts to menu commands. Toolbars are generally located just below the Menu bar. Before proceeding with this lesson, make sure the toolbars you will use -- Standard and Formatting -- are available. Follow these steps: 1. Click View on the Menu bar. 2. Highlight Toolbars. 3. Standard and Formatting should have check marks next to them. If both Standard and Formatting have heck marks next to them, press Esc three times to close the menu. 4. If they do not both have check marks, click Customize. 5. Click the Toolbars tab. 6. Point to the box next to the unchecked option and click the left mouse button to make a check mark appear. Note: You turn the check mark on and off by clicking the left mouse button. 7. Click Close to close the dialog box. The Ruler

The ruler is generally found below the main toolbars. The ruler is used to change the format of your document quickly. To display the ruler: 1. Click View on the Menu bar. 2. The option Ruler should have a check mark next to it. If it has a check mark next to it, press Esc to close the menu. If it

does not have a check mark next to it, continue to the next step. 3. Click Ruler. The ruler now appears below the toolbars. Document View In Word, you can display your document in one of five views: Normal, Web Layout, Print Layout, Reading Layout, or Online Layout. Normal View Normal view is the most often used and shows formatting such as line spacing, font, point size, and italics. Word displays multiple-column text in one continuous column. Web Layout Web layout view enables you to view your document as it would appear in a browser such as Internet Explorer. Print Layout The Print Layout view shows the document as it will look when it is printed. Reading Layout Reading Layout view formats your screen to make reading your document more comfortable. Outline view Outline view displays the document in outline form. Headings can be displayed without the text. If you move a heading, the accompanying text moves with it. Word 2002 In Word 2002, you can display your document in one of four views: Normal, Outline, Page Layout, or Online Layout. Normal view Normal view is the most often used and shows formatting such as line spacing, font, point

size, and italics. Word displays multiplecolumn text in one continuous column. Outline view Outline view displays the document in outline form. Headings can be displayed without the text. If you move a heading, the accompanying text moves with it. Print Layout view The Print Layout view shows the document as it will look when it is printed. Online Layout view The Online Layout view optimizes the document for online viewing (viewing the document in a browser such as Internet Explorer). Before moving ahead, check to make sure you are in Normal view: 1. Click View on the Menu bar. 2. The icon next to Normal should have a box around it. If the icon next to normal has a box around it, press Esc to close the menu. If the icon next to Normal does not have a box around it, continue on to the next step. 3. Click Normal. You are now in Normal view. Text Area

Just below the ruler is a large area called the "text area." You type your document in the text area. The blinking vertical line in the upper left corner of the text area is the cursor. It marks the insertion point. As you type, your work shows at the cursor location. The horizontal line next to the cursor marks the end of the document.

Exiting Word You have completed Lesson One. Typically, you would save your work before exiting. This lesson does not require you to enter any text, so you might have nothing to save. To exit Word: 1. Click File. 2. Click Exit, which can be found at the bottom of the dropdown menu.

3. If you have entered text, you will be prompted: "Do you want to save changes to Document1?" To save your changes, click Yes. Otherwise, click No. 4. Specify the correct folder in the Save In box. 5. Name your file by typing lesson1.doc in the File Name field. A few features of MSWord are worthy of special note: Spellchecker: No spellchecker is perfect. The MSWord built-in spellchecker is about as far from perfect as it is possible to imagine, BUT it is a valuable part of the program - there is no excuse to EVER submit written work containing elementary spelling and typig errors. USE IT! Tools: Spelling and Grammar MSWord's built-in grammar checker is less useful. If you want to turn the grammar check off: Tools: Options: Spelling & Grammar Graphics: There are two basic types of graphics that you can include in MSWord documents: drawing objects and pictures. Drawing objects include AutoShapes, curves, lines and "WordArt". These objects are part of your Word document. Use the Drawing toolbar to change and enhance these objects with colors, patterns, borders, and other effects. Pictures are graphics that were created as another file. They include bitmaps, scanned pictures and photographs, and clip art. You can change and enhance pictures by using the options on the Picture toolbar and a limited number of options on the Drawing toolbar. Views: View menu MSWord can display documents in a confusing array of different views:
1.

Normal view: Work in normal view for typing, editing, and formatting text. Normal view shows text formatting but simplifies the layout of the

page so that you can type and edit quickly. In normal view, page boundaries, headers and footers, backgrounds, drawing objects, and pictures that do not have the In line with text wrapping style do not appear.

Outline view: Work in outline view to look at the structure of a document and to move, copy, and reorganize text by dragging headings. In outline view, you can collapse a document to see only the main headings, or you can expand it to see all headings and even body text. Outline view also makes it easy to work with master documents. A master document makes it easier to organize and maintain a long document, such as a multipart report or a book with chapters. In outline view, page boundaries, headers and footers, graphics, and backgrounds do not appear. Print layout view: Work in print layout view to see how text, graphics, and other elements will be positioned on the printed page. This view is useful for editing headers and footers, for adjusting margins, and for working with columns and drawing objects. Print preview: In print preview, you can display multiple pages of a document in a reduced size. In this view, you can see page breaks, hidden text, and watermarks, and you can make editing or formatting changes before you print the document.

By default, MSWord is setup so that you may not be able to see all of the toolbar on small monitors:

To change this, select: Tools -> Customize -> Options and uncheck the "Standard and Formatting toolbars share one row" option. You can then see both toolbars in all their glory:
6.

Click Save. Bullets and Numbering In Microsoft Word, you can easily create bulleted or numbered lists of items. Several bulleting and numbering styles are available, as shown in the examples. You select the one you wish to use. Try the exercises to see how it works. Examples -- Numbering

Examples -- Bulleting

Exercise 1

Type the following as shown. Apple Orange Grape Mango Cherry Highlight the words you just typed.

Choose Format > Bullets and Numbering from the menu. Choose the Numbered tab. Several styles are available to you. Click the style you want to use. Click OK. Your list is now numbered.

To remove the numbering: 1. Highlight the list again. 2. Choose Format > Bullets and Numbering from the menu. 3. Click None. 4. Click OK. Your list is no longer numbered. Alternate Method -- Numbering by Using the Icon. 1. Highlight the list you typed.
2.

Click the Numbering icon Your list is now numbered.

on the Formatting toolbar.

To remove the numbering: 1. Highlight the list again.

2.

Click again on the Numbering icon longer numbered.

. Your list is no

Bulleting 1. Highlight the list you typed. 2. Choose Format > Bullets and Numbering from the menu. 3. Choose the Bulleted tab. 4. Several styles are available to you. Click the style you want to use. 5. Click OK. Your list is now bulleted. To remove bulleting:

1. Highlight the list again. 2. Choose Format > Bullets and Numbering from the menu. 3. Click None. 4. Click OK. Your list is no longer bulleted. Alternate Method -- Bulleting by Using the Icon

Undo & Redo

You can quickly reverse most commands you execute by using Undo. If you then change your mind, you can use Redo. Exercise 2 Type Undo example. 2. Choose Edit > Undo Typing from the menu. The typing disappears. 3. Choose Edit > Redo Typing from the menu. The typing reappears. 4. Highlight "Undo example." 5. Press Ctrl-b to bold. 6. Choose Edit > Undo Bold from the menu. The bolding is removed. 7. Choose Edit > Redo Bold from the menu. Your text is bolded.
1.

Alternate Method -- Undo & Redo by Using Keys

1.

2. 3. 4. 5. 6. 7.

Type: Undo example. Press Ctrl-z. The typing disappears. Press Ctrl-y. The typing reappears. Highlight ";Undo example." Press Ctrl-u to underline. Press Ctrl-z. The underline is removed. Press Ctrl-y. The underline reappears.

Save File

Save your file by following these instructions: Choose File > Save As from the menu. 2. Specify the correct folder in the Look In field. 3. Name your file by typing lesson6.doc in the File Name field. 4. Click Save. Don't exit Microsoft Word.
1.

File Close Close your file by following these instructions. You are going to open a new file for the next exercise. Choose File > Close from the menu. Open New File Choose File > New from the menu. 2. Click Blank Document in the New Document pane. 3. If you need to close the pane, click on the X in the upper right corner of the New Document Pane to close the pane.
1.

Exercise 3 This exercise is intended to bring together all the things you have learned. Type and save the following document. Refer to the previous lessons and exercises if you need help. Selecting Accounting Software Many accounting software packages are on the market today. Selecting the right one for your company can be a daunting task. You must consider many factors, such as software, hardware, accounting issues, and internal needs that might be specific to your company. When reviewing software features, you need to review at a long list of criteria. Among them are

these:
1. 2. 3. 4. 5.

Reporting Security Ease of use Customizability Operating system

When looking at reporting, you must review these two reporting features: Standard Standard reports are reports: reports that come with the software when you purchase it. You will want to check these reports against your current reports. Custom reports: Customized reporting means you can create your own custom reports. If you need information that is not contained in the standard reports, you will need to write your own customized reports.

Printing

After you have finished typing your document, you will want to print it. While preparing to print, you can specify the number of copies you want and the pages you want to print. Exercise 3 -- Print Your Document

Choose File > Print from the menu. Click OK.

Alternate Method - Printing by Using the Icon Click the Print icon on the Standard toolbar.