1.

0 Introduction

Consider the following typed letter:

C-1/45
Janak Puri
Delhi-110 058
Dear Anu,
We both have holiday next Monday. What do you say to a trip to muree and a ramble in the gullies? We
could start early, say 6 a.m., in my car, and take some group with us, and make a day of it up in the cool. It would be a
change from this heat down here. If you agree, I will arrange the picnic, and be round at your house at a quater to six
on Monday morning. Bring your camera with you.
Yours

Rohit

Just notice, in this letter, there are some spelling errors, typing mistakes, missing words, missing lines, a paragraph to
be moved down and so on.
In order to make the changes, the entire document has to be retyped and if there were many documents of this sort, the
time and effort required to retype each would be phenomenal.
Such work, defined above, is called Word Processing.
A word processor is a software package, which helps enter and edit a document much faster than the usual manual
ways. Most of the word processors today allow much more than allowing one to enter and edit a document.
The following is a list of some of the functions that are possible by using a Word Processor:
Creating the document (typing in)
Saving the document
Opening an existing document
Moving or copying paragraphs from one place in the document to another
Finding the words and replacing them with another word
Searching for spelling errors
Printing the document etc.

In this block, we will describe the use of a word processor: Microsoft Word (MS Word). MS Word is a windows based
application and is a normally available as an icon in the Application group or the MS Office group. This unit describes
the various features related to typing and revising text, selecting text as a group, instead of a letter or word at a time.
Most word-processing efforts, whether a note to yourself or an annual report, are created through an iterative process of
typing & editing. In this unit, we briefly cover some simple ways of revising documents.
With Word, you can search a document for specific characters, formats, or styles using the Find & Replace command.
Various editing & proofing tools including spell check have been explained. Word's spelling feature is used to check
an entire document or a block of selected text against Word's built-in dictionary or against specialized dictionaries that
you create.

1.1 Objectives

After going through this unit, you will be able to

start the WORD software package.

create and edit document.
print a document.
create bulleted text.
close and save the document.
copy and move text
 finding and replacing text
correct your typed document using spell checker

1.2 Starting Word

As in the case with other window applications, to invoke MS Word, you click on the icon Microsoft Word. In
application or MS Office group the following icon will be displayed. To invoke MS Word, double click on this icon

Starting Word and Opening a document

To start word and simultaneously open a word document, double-click the filename of the document in the File
Manager.

1.3 The Word Screen

This section provides an overview of the major elements on the Word screen, such as menus, toolbars and status bar.
When the word is started, a new, blank document appears on the word screen. The following illustration identifies each
part of the word screen.
The (Menu bar) provides access to the word commands. These commands are grouped together in menus, with only
the group (menu) name displayed on the menu bar.
The "toolbars" contain buttons that provide quick access to commonly used commands.
Clicking a button has the same effect as selecting the command from the menus, but can be done in a single action.

The Ruler
The Ruler allows you to accurately set the layout of the document. It allows you to set tabs, indents, and change page
margins.

1.4 Getting to Word Document

This section explains the basic procedures for creating new documents, saving your work, opening existing documents,
and printing.

Creating a Document
To create a new document at any time, click the new button on the Standard toolbar. While creating a document such
as memo, letter, report, or resume, one can often save time by using one of the wizards or templates that come with
Word.
When you open a document it is placed on the top of any existing once and becomes the active document.
The next step is to enter the text for the document.

Opening a Document
To quickly open one of the last documents you worked on, choose it from the bottom of the file menu. To open a
document, click the Open button on the Standard toolbar. When the dialog box appears, select the document in the File
Name box (Windows) and then choose the OK button.

Saving a Document
To save a document on disk, click the Save button on the Standard toolbar. When you save a document for the first
time, Word displays the Save As dialog box so that you can type a name for the document.
Printing a Document
Before printing a document, Page breaks and choosing print preview from the File menu checks the overall appearance
of the document. To view the document one page at a time, and also edit the text more easily, choose Page Layout
from the View Menu. When ready to print, click the Print button on the Standard toolbar. Your default printer should
be set using Windows program for printing.

Closing a Document and Quitting Word

When finished working in Word close the active document and then quit Word by choosing Exit (Windows) from the
file menu. To work on another document in Word, close the active document by choosing Close from the file menu
and then open the other document.
Also, several documents can be open at the same time. To work in a particular document, click anywhere in its
window, or select the document name from the window menu.

1.5 Typing and Revising Text

When you open a new document in Word, the insertion point is at the top of the document, ready for you to begin
typing. Word inserts a non-printing character called a paragraph mark at the end of a paragraph. This section gives the
details about typing text and the various ways of revising text.

1.5.1 Typing Text

Typing text in MS-Word is very easy and straightforward task, because of the useful word processing features
supported by it. When you create a new document in Word you can just start typing. Press the Enter key only when
you have finished a paragraph.
MS-Word automatically moves the text to the next line when it reaches the right edge of the screen. This feature is
known as word-wrap. When you end a paragraph, word inserts a non-printing character called a paragraph mark (¶).
To display all non-printing characters, click the show/hide button on the standard toolbar.

1.5.2 Editing text

Editing Text includes selecting, deselecting, deleting, inserting, replacing text, which are described in this subsections.
The cursor changes shape to an I-beam when it is over the text work area (document page). However, when you move
the cursor into the left margin it changes to a white arrow. The area of the page is known as the "selection bar" and
allows you to select blocks of text easily.

1. Selecting text
You can select text by dragging over the text to select it, as well as clicking actions. The actions you perform depend
on what you want to do. The options are:

Selecting a word; a complete line; an entire sentence; a paragraph; a block of text, the whole document

i) The easiest way to select a word is to double-click anywhere on the word. The selected text then appears
reversed (or highlighted).
ii) One way to select a complete line of text is to drag the cursor over it.
A simple way to achieve this is to click in the left margin beside the line (the cursor appears as a white arrow).
To select several lines drag the mouse in the left margin beside the text you require.
iii) To select an entire sentence hold down the "CTRL" key and click anywhere in the sentence. Note that the
punctuation mark (if any), and the space following the sentence is also selected.
iv) You can select a paragraph by clicking three times anywhere within the paragraph. Alternatively, double
clicking in the left margin beside the paragraph can do this.
v) To select the block of text click at the beginning of the first line, then press "Shift" as you click at the end of
the last line you wish to select.
vi) To select the whole document click three times in the left margin. Alternatively, you can do this by pressing
the "CTRL" key and clicking in the left margin.

2. Deleting Text
Text can be deleted by using either the "Delete" or "Backspace" keys. Delete removes single characters to the right of
the cursor, while backspace removes single characters to the left.
Block deletions make it easy to delete sentences, paragraphs and sections of documents. Once you have selected the
text you wish to remove, pressing the "Delete" or "Backspace" key removes it from the document.

3. Inserting Text
MS-Word offers several ways of inserting text into an existing document. The simplest among all, is to move the
cursor to the required position and start typing. The existing text will be pushed and adjusted accordingly.
Place the mouse pointer (the I-beam) where you want to being inserting text.
Next, click the mouse button to move the insertion point to the desired locations.

4. Replacing Text
Word can combine the steps of deleting unwanted text, positioning the insertion point, and inserting replacement text.
To replace text:
Select the text to be removed
Start typing the new text
The selected text will be removed and the new text accommodated.

1.5.3 Copying and Moving

Word for windows supports all of the usual windows techniques for copying and moving information (text, graphics or
an item inserted from other application)
"Moving" means to remove (cut) the selected text or graphic from one location and insert it in another location.
"Copying" means to make a copy of the selected text or graphic and insert it in another location, leaving the
original unchanged.

Cut, Copy & Paste

The procedures used to cut, copy and paste are similar to window's editing procedures. If a portion of the text is to be
moved to a different place, select the text to be moved and then use the cut option in the edit menu. The selected text
will be copied to the clipboard in Windows. Now the Paste option is enabled in the Edit menu. To paste the text that is
in the clipboard at some position in the document, place the cursor at the starting point of insertion and choose Edit
Paste. The text will be pasted there.
If the text to be pasted elsewhere is only to be copied but not removed from its original position then
Select the text to be copied
Choose the Edit Copy option.
Place the cursor at the insertion point.
Choose the Edit Paste option to paste a copy of the selected text.

The paste option can be repetitively used once the copy operation is made. To try these operations type the following
lines of text:

Example:

If you choose to do a complete installation, can tell the installer which items want to install.
Now, select the word "you" from the example above. Choose Edit → Copy. The text will be copied to the Clipboard.
Now place the cursor after the comma and choose the Edit → Paste option. Again place the cursor between the words
items and 'want' and repeat the paste operation. The final text should look like this.
If you choose not to do a complete installation, you can tell the installer which items you want to install.

Copying From One Word Document to Another

MS-Word provides facility to copy (portions or whole) one document to another. To do this, two documents should be
opened first. To edit two documents at the same time do the following:
Open any two documents one after the other using the File menu.
Choose the Window → Arrange All option. The two documents are displayed in separate windows on the
screen. The highlighted title bar indicates the active window.
To activate a document window of your choice just click on that document with the mouse pointer. The
individual documents can be re-sized according to convenience using the size-boxes in the lower-right corners
of the window.
Now copy the portion of the document desired to be copied to the other document on to the clipboard using
Edit -> Copy option option.
Change the focus of input to the other document and place the cursor at the point of insertion.
Use Edit -> Paste option to copy the document.

1.5.4 Typing Special Characters (Symbols)

MS-Word supports a set of special characters and symbols, which cannot be entered through the keyboard. To insert
these specials characters choose Insert → Symbol. The dialog box of all available symbols is displayed for respective
fonts. Clicking on the symbol displays an enlarged version of the symbol. Double clicking inserts the characters at the
current cursor position in the document.
If you don't see the symbol you're looking for, you may need to select a different font in the font box, which shows all
of the fonts installed on your system. All fonts based on the ANSI or ASCII character set are listed as Normal Text.

The Special Characters tab includes additional characters such as em and en spaces, em and en dashes, non-breaking
hyphens, non-breaking spaces, ©, and ®.

To display and print a particular symbol, Word needs both the screen font and the printer font that contain that symbol.
If you have installed only the printer font, the symbols may be printed properly but may not be displayed correctly.

1.6 SOME COMMON Features

In this section, we will discuss some of the common features of the MS-Word.

1.6.1 Changing the Case of text

The "Change Case" command in the "Format" menu allow you to change the case of the characters in text without
having to retype them.
In brief, to change the capitalization of text
1. Select the text you want to change.
2. From the Format menu, choose Change Case.
3. Select the option you want, and then choose the OK button.
For a quicker method of achieving the same results, select the text you want to replace and then press SHIFT+F3 until
the text has the effect you want.

1.6.2 Moving & copying text with drag and drop

You can move text within a document by dragging it to a new location. This method of moving text is known as "drag
and drop". When you move text its attributes (size, fonts, etc.) accompany it without changing the text in the new
location.
To drag and drop, you first select the text you want to move, then drag it to the desired location. When the cursor is
positioned over selected text it changes to a white left pointing arrow. Drag-and-drop editing is the easiest way to
move or copy a selection a short distance and you can also drag and drop items between documents. However, to move
or copy a selection a longer distance, the Cut, Copy and Paste commands are often more convenient.

To move text and graphics using drag-and-drop editing

1. Select the text and graphics you want to move.
2. Point to the selected text and graphics, and then hold down the mouse button. When the drag-and-drop pointer
appears, drag the dotted insertion point to the new location.
3. Release the mouse button to drop the text into the selected place.

To copy text and graphics using drag-and drop editing.

1. Select the text and graphics you want to copy.
2. In Windows, hold down the CTRL key, point to the selected text and graphics, and then hold down the mouse
button while you drag the dotted insertion point to the new location.

1.6.3 Justifying text

Justification determines the way text is aligned with respect to the margins. The default for Word is left justification,
which aligns text to the left margin. You can change the justification of text by using the Justification buttons on the
toolbar from left to right they are:
1. Left Justifies text on the left margin;
2. Center Centers all lines of text;
3. Right Justifies text on the right margin;
4. Justify Justifies text on both left and right margins.
When you justify text the current paragraph or selected text is affected. The selected justification remains in affect for
the document until you change it.

1.6.4 Creating Bulleted & Numbered lists

You can easily create a bulleted or numbered list by selecting a list and then clicking the Bullets button or the
Numbering button on the formatting toolbar. Alternatively, you can click either of these buttons before you type a list.
When you've finished typing the list, just press ENTER and click the same button again. The new text you type is not
formatted with bullets or numbers.
1.6.5 Arranging and Moving between open documents

All the open documents can be viewed at the same time via the "Arrange All" command in the "Window" menu. The
title bar of the active document becomes colored.
To move to another document, you click inside its window or via the window list in the "Window" menu.

Check Your Progress 1

1. Type in the document given below (The content of check your progress) and perform the following
operations:
i) Go to the third line of the 1st paragraph and copy it at the bottom of the current page and at the beginning of
the next page.
ii) Cut the first word of the paragraph and paste it at the end of the first sentence.
iii) Make the paragraph right justified.
iv) Split the screen to two portions. Set one portion of the document to page layout view and the other to Normal
view.
v) Type in the last paragraph of one portion to the other portion and watch the changes.
vi) List the steps to remove this split, bring the document to full screen view, then close the document and quit
Word.

2. Click the appropriate answer

I The toolbar in Word
a) provides a shortcut way of accessing commands
b) allow the current time to be displayed
c) help in displaying the position of insertion point
d) allow you to move around in a document

II. Print Preview is used to

a) Save the document
b) Print the document
c) View how the document will appear when printed
d) Copy the document

III. The field for current time is displayed on

a) the toolbar
b) the horizontal ruler
c) the status bar
d) the vertical ruler

3. What are the differences between viewing a document in Normal view and Page Layout view?

1.7 Finding and Replacing

MS-Word provides some excellent features as Find and Replace, which may be used for a number of tasks, with high
flexibility. Using these features it is possible to find a specific text in a document, search for a particular pattern of text
etc.

1.7.1 Finding and Replacing Text and Formatting

To find a particular text in a document, choose the Edit->Find option. A dialog box like the one in example below
appears. This dialog box can be used to specify the text to be found. The text found by this option can be changed, by
clicking the mouse at the position required, in the document. The dialog box can be reused to fetch the next instance of
the text.

Example:
The Find dialog box can be used to specify the direction in which the Find operation is to be done. To do this use the
Search option in the dialog box.

Special search requests like Match Case or Use Pattern Searching can be used. If the Match Case option is not checked
out then MS-WORD finds all the instances of the text specified, irrespective of upper or lower case characters. For
example, if the text to be found is given as "New York" then "NEW YORK", "new york", are also found as matching
text.
The Find Whole Words Only option can be used to make searches on complete words only. If not checked out, all
matching patterns of texts are shown. For example, if the word "man" is to be searched and replaced by the word
"woman", then if the above option is not checked, this would lead to a search for all words containing the word "man"
(e.g., words like "human", "manner", "Manmohan" are also found by MS-WORD).

Finding Special Characters

To specify special characters like line break, tab character, white space, etc., in the Find Dialog box, choose the Special
drop down list. Most of the special characters here are self-explanatory. Suppose it is required to find the words
"Indian Team" with a white space in between (the white space might be a tab, a single space, 2 spaces etc.). Then the
correct way to specify this is by typing the word "Indian" in the Find What box. Now choose Special-> White Space
which inserts a (^W) in the Text box next to "Indian". Now type in "Team". So the correct search pattern would be
"Indian^wTeam".
In the same manner the Any Letter and Any Digit options can be used.
Use the Find->Replace option to replace the text found, matching the specifications in the Find Dialog box. This is a
very useful feature using which one can make fast editing in the existing document at specific locations. For example,
a business letter can be addressed to a new person by replacing the old person's name with the new person's name but
retaining the rest of the format and style.

Example:
In the Replace dialog box (example above) one can make a global replacement of text of the next pattern to verify if
replacement is necessary and commit replacement.

1.8 Editing and Proofing Tools

The editing and proofing tools in Word help to improve your writing and the readability of your text. These tools can:
Find and correct spelling errors.
Automatically correct typing and spelling errors that you've specified.
Locate possible grammatical or stylistic errors, suggest improvements and help you evaluate the readability of
your text.
Look up synonyms, antonyms, and related words.
Automatically hyphenate text.
Check text in other language.
Display document statistics such as word count or paragraph count.

1.8.1 Using the Spelling Checker

Spell check is one of the powerful features of MS-Word. It also provides to check the spellings of the entire document
including the header, footer and the hidden text. Adding words to the dictionary is possible.
The Spelling Checker provides a convenient way of correcting spelling mistakes in your documents. It compares the
words in your document against its own dictionary.
You should always check your documents with the Spelling Checker before you print them.
You start the Spelling Checker via the "Spelling" command in the "Tools" menu or by clicking the "Spelling" button.
The Spelling Checker automatically checks the active document.
When the Spelling Checker locates a word it cannot find in the dictionary it stops, highlights the offending word, and
display it on the "Not in Dictionary" line.

You have the option to:

1. Ignore its selection;

2. Manually type in a correction to the word;
3. Replace the word with a suggested word;
4. Add the word to the dictionary.

The "Suggestions" box lists possible alternatives to the word. If it cannot find a close match this box will be empty.
To retain the word, choose Ignore and to ignore the change at all its occurrences in the document Choose Ignore All.
To change the word, choose Change and to change the word at all its occurrences in the document choose Change All.
To add the current selected word into the dictionary chooses the Add button.
You have the choice to add the word to the default Word custom dictionary, or a new custom dictionary that you create.
You create new customs dictionaries via the Options button.
Before you add a word to a dictionary, check that it is spelled correctly, otherwise it will be assumed that the
misspelled word is correct.
If you have any doubts, check the word with a paper dictionary before you add it.
The Speller Checker is not foolproof and will not catch a mistake if you accidentally type in another word. The
Spelling Checker does not understand the context in which the word is used in the sentence.

1.8.2 Checking Grammar

During a grammar check, Word identifies sentences that contain possible grammatical or stylistic errors and suggests
improvements. For example, if you wrote "The project were completed by your team," Word could question the
grammar, first for subject-verb agreement and then for passive voice. Word also question style errors, such as
wordiness and the use of clichés.
You can determine how strictly Word observes grammar and style rules by using rule groups. Word provides three rule
groups-formal, business, and casual-which you can customize to observe or ignore specific grammar or style rules.
You can also create up to three of your own custom rule groups.

Check Your Progress 2

1. During spell check, Word uses the English (US) dictionary as its Main dictionary, supported by
i. US.DIC
ii. SCIENCE.DIC
 iii. CUSTOM.DIC
iv. FRENCH.DIC
2. The keyboard shortcut keys for undoing the modifications made to a document are:
i. Alt+Z
ii. Shift+Z
iii. Tab+Z
iv. Ctrl+Z

1.9 Summary

This unit, was an attempt to help you in editing text, finding and replacing word or text in the document; and making
spelling and grammatical checks.
After going through this unit you must have become familiar with the features of Word which make it distinguished
from the other Word processors. By now, you must know how Word document appears in different views. The
various commands can be invoked either through the toolbar, menu or keyboard shortcut keep. In short, Word
Processing job has been made easier and faster.

1.10 MODEL ANSWERS

The questions given in the 'Check Your Progress' have been designed only at the conceptual level and the answers to
these questions are directly available in the unit. Therefore, Model Answers have not been provided. However, as this
block is more practical oriented, therefore, students are advised to try the commands given, on their terminals.

MS-Word Basics