MS-Word
Content
Lecture 4: MSWord
Muhammad Shahzad Ali
LECTURE
4
Office Management Tool - I
MS-WORD
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Introduction
Microsoft Word is one of the Office suites of program. Normally we can use this program to do your document that contains text or graphic, such as letter, company memo, etc. The most common way to start Word 2007 is from the Start menu displayed when you click the Start button at the left end of the Microsoft Windows taskbar.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To start Microsoft Word 2007 from the Start Menu:
± Click on the Start button, ± point to All Programs then ± click on Microsoft Office and ± click on Microsoft Office Word 2007 again.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
The first screen that you will see a new blank page document. When you first start Word, this environment consists of the following elements:
± When you click the Office Button, Commands related to managing Word and Word documents are gathered together on this menu.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
The Title bar displays the name of the active document. At the right end of the title bar are the three familiar buttons - Minimize, Restore and Close buttons. Below the title bar is the Ribbon, which makes all the capabilities of Word available in a single area so that you can work efficiently with the program.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Across the bottom of the program window, the Status bar gives you information about the current document. At the right end of the status bar is the View toolbar, which provides tools for adjusting the view of document content.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Screen Elements of Word 2007
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office button:
± Opens the Office menu, from which you can open, save, print, and start new presentations.
Quick Access Toolbar:
± A small toolbar next to the Office button contains shortcuts for some of the most common commands.
Title bar:
± Identifies the Word program running and the name of the active presentation.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Minimize button:
± Shrinks the application window to a bar on the taskbar; you click its button on the taskbar to reopen it.
Maximize/Restore button:
± If the window is maximized (full screen), click will changes it to windowed (not full screen) and vice versa.
Close (Quit) button:
± Closes the application
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Ribbon:
± Functions as a combination of menu bar and toolbar, offering tabbed "pages" of buttons, lists, and commands.
View buttons:
± Allow you to see the active Word window/page in different views.
Status bar:
± Reports information about the presentation and provides shortcuts for changing the view and the zoom.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
The Word 2007 Ribbon
The Word 2007 Ribbon is a bar across the top of the window that contains tabbed pages of commands and icons/buttons. It replaces the previous versions menu bar and drop down menus.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
The ribbon is designed to help you quickly find the commands that you need to complete a task. The ribbon is divided into Seven tabs by default, and each tab is a selection of groups that show related items together. Command buttons in each group carry out a command or display a menu of commands.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
As you can see, similar commands are grouped together making the ribbon very task oriented. The more popular commands are available directly on each tab;
± you can directly access the command by clicking on the command icons/buttons.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Ribbon:
± The whole bar, including all of the tabs.
Tab:
± A tabbed page of the Ribbon such as Home, Insert, etc. ± Every tab contains several groups and every group has it own command icons.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Group:
± A section of a tab. ± For example, the Home tab has the following groups: Clipboard, Font, Paragraph, Styles, and Editing.
Dialog box launcher:
± A small icon in the bottom-right corner of a group, from which you can open a dialog box related to that group.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
We can minimize the Ribbon to make more space available on your screen. To minimize the Ribbon
± Click Customize Quick Access Toolbar
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
From the drop-down menu, click Minimize the Ribbon. To use the Ribbon while it is minimized, click the tab you want to use, and then click the option or command you want to use.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To restore the minimized Ribbon
± Click Customize Quick Access Toolbar. ± From the drop-down menu, click the Minimize the Ribbon again.
Note: To quickly minimize the Ribbon, double-click the name of the active tab.
± Double-click a tab again to restore the Ribbon.
Keyboard shortcut: To minimize or restore the Ribbon, press Ctrl + F1.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Save VS Word 2007 Save As The first time you save a document, whether you click on Office Button - Save OR Office Button - Save As, you will bring to a Save As dialog box. From this dialog box, you have to specify where you want to save it - that is, the disk drive and the folder or subfolder in which you want it saved as well as the file name. if you save the file you just need to go to Office Button - Save and the file will be save. If you wish to save the same file to other location or give a new file name, then you need to use the Office Button - Save As command.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To save a document for the first time
± From the Office Button, click Save As.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
If you want to save your new document in a folder that already exists in the major area, double-click that folder to open it. If you want to store your new document in a new folder, click the New Folder icon in the toolbar, type the name of the new folder, and click OK.
± The new folder will open.
When you have the folder(s) open in which you want to save the document, enter the name of the document in the File name: box, and then click Save button.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Note:
± If you would like the document to be open in the previous versions of Word, in the Save as type: dropdown menu, select Word 97 - 2003 Document (*.doc).
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To save a document subsequently
± From the Office Button, click Save. OR ± Click the Save icon on the Quick Access Toolbar.
OR
± Press CTRL+S.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To save a document automatically
± From the Office Button, click Word Options. ± From the Word Options dialog box displayed, and click the Save option on the left. ± Under the Save documents section, click the Save AutoRecover infomation every check box. ± In the minutes box, use the arrows to select a time or type a time for how often Word is to save your document. ± Click OK to close the dialog box.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word Drop Caps: Apply it to Draw Attention in Your Documents!"
A drop cap is the first letter of a report, article, chapter, or story that appears in a larger than normal and more interesting font than the other characters.
± So it occupies several lines of the paragraph.
Drop caps can be used to add style to a document and draw attention to something in the document. Maybe you are not aware that you seems the drop cap before, just you don't know that it's a drop cap.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
There are basically two styles of drop caps, dropped and in margin.
± Here it looks like.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add a drop caps to your document
± Type your paragraph as you normally would. ± Select the first character of the first word at the start of your paragraph. ± Click the Insert tab of the Ribbon. ± In the Text group, click Drop Cap then click on Drop Cap Options.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
From the Drop Cap dialog box displayed, in the Position section, you can choose either Dropped or In margin option. Change any other options to format your drop cap. Click on OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Guide to Add Shading to Highlight Text in Word 2007
Add shading to your document text can grab reader's attention. But with different formatting features available in Word, there are many different ways to draw attention to your document?
± For example, you can underline, bold, color text, etc to draw attention to it.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
What if you want to draw attention to an entire paragraph?
± One option is to shade the entire paragraph in a different color, making it stand out from the rest.
This shading can be added in conjunction with any border you may specify for the paragraph. Word 2007 even can allows you to precisely control the degree of shading.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add shading to a paragraph
± Position the insertion point in the paragraph that you want to shade. ± Click the Home tab from the Ribbon. ± In the Paragraph group, click the down-arrow to the right of the Shading tool.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
From the shading color palette displayed, select any one of the theme colors of the palette. There are ten colors, and each option under the colors represents a different percentage of shading for that color.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To remove shading from a paragraph
± Position the insertion point in the paragraph with shading applied. ± Click the Home tab from the Ribbon. ± In the Paragraph group, click the down-arrow to the right of the Shading tool. ± From the shading color palette displayed, select No Color. Then, the paragraph shading will be removed.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
How to Add Word 2007 Borders and Shading to Your Documents?
Microsoft Word 2007 borders and shading feature allow you to separate and call attention to the selected text. Borders are added above, below, or to either side of any amount of text, from a single character to several pages. You can add many varieties of shading to the space occupied by selected text, paragraphs, and pages - with or without a border around them.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
You can create horizontal lines as you type. The following will show you how to add Word 2007 borders and shading to the selected text and the unique way to create horizontal lines as you type.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add Word 2007 borders and shading to text
± Select the text for which you want to have a border or shading. ± From the Home tab, in the Paragraph group, click the Borders down arrow, and then select the type of border you want to apply.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add paragraph borders
± Place the mouse cursor on the paragraph that you wish to add the borders. ± From the Home tab, in the Paragraph group, click the Borders down arrow, and then select Borders and Shading.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± From the Borders and Shading dialog box displayed, click the Borders tab. ± Do the changes by selecting the type of box (click Custom for less than four sides), the line style, color, and width you want. ± If you want less than four sides and are working with paragraphs, click the sides you want in the Preview area. ± Click the Options button to set the distance the border is away from the text.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± From the Border and Shading Options dialog box displayed, set the distance for top, bottom, left and right. ± Click OK to close the Border and Shading Options dialog box. ± Click OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add page borders
± From the Home tab, in the Paragraph group, click the Borders down arrow, and then select Borders and Shading. ± From the Borders and Shading dialog box displayed, click the Page Border tab. ± Do the changes by selecting the type of box (click Custom for less than four sides), the line style, color, width and art that you like to use for the border.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± If you want less than four sides, click the sides you want in the Preview area. ± Click the Options button to set the distance the border is away from either the edge of the page or the text.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± From the Border and Shading Options dialog box displayed, set the distance for top, bottom, left and right. ± Click OK to close the Border and Shading Options dialog box. ± Click OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add shading
± Select (highlight) the text for which you want to have shading. ± From the Home tab, in the Paragraph group, click the Borders down arrow, and then select Borders and Shading. ± From the Borders and Shading dialog box displayed, click the Shading tab.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create horizontal lines as you type
± Press ENTER to create a new paragraph. ± Type --- (three hyphens) and press ENTER. ± A single, light horizontal line will be created between the left and right margins. ± Type = = = (three equal signs) and press ENTER. A double horizontal line will be created between the left and right margins.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Type _ _ _ (three underscores) and press ENTER. ± A single, heavy horizontal line will be created between the left and right margins. ± As you can see, adding Word 2007 borders and shading features to your documents really can enhance the readability of the text.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Styles: How and Why to Apply Styles in Your Document?"
A style is a set of formatting instructions. In another term, it is a way to give a name to a group of formatting attributes such as font formatting (color, size, etc), paragraph formatting (alignment, spacing, etc). Microsoft Word 2007 allows you to create your own Word styles and also come with a number of built-in styles.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Among the most important built-in styles are the standard heading styles: Heading 1, Heading 2, Heading 3, etc. For example, you might use Title Heading for chapter titles, Heading 1 for section headings, Heading 2 for the sub-headings, etc. Once you have defined a style, you can quickly and easily format text simply by applying the style without the need to apply text formatting individually.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Styles can save a lot of time and help insure consistency in your documents. With the headings styles, Word can automatically create a table of contents (TOC), and you also can use headings to define cross-references.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Here we show you how to use styles to create a TOC later. These styles are on the Home tab, in the Styles group.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To apply the Style
± Place the cursor in the chapter title or heading in your document. ± In the Styles group, click on a suitable heading such as Title for the highest level, Heading 1 for the next level, etc. ± To see more styles, click the More icon in the Styles group and you can choose any intended style.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Note: For each chapter title and heading, you need to apply the style. The heading styles and the TOC work together as Word designate Heading 1 titles to the highest level in the TOC; Heading 2 corresponds to the next highest level; and Heading 3 is the following level.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Adjusting the Width of Characters in Word 2007 Document
Sometime you may need to adjust the horizontal size or width of characters in your document. Actually, Word provides you a way to do so and the scaling can be applied to any characters in a selection. The tool is available in the Font dialog box Character Spacing tab.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To change the horizontal size / width of characters
± Select the characters you want to adjust the widths. ± Display the Font dialog box by pressing Ctrl + D. ± From the Font dialog box displayed, click on the Character Spacing tab ± Use the Scale: drop-down menu to specify the scaling you want applied to the characters. ± You can select from a pre-defined scale, or enter any value between 1% and 600%. ± Click on OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Page Break: How to Insert and Prevent Certain Types of Page Breaks?"
Page breaks force the following text, table or image to appear on the next page. So, there are few things you need to take care when using a page break, such as:
± prevent a page break in the middle of a paragraph ± prevent a page break between paragraphs ± specify a page break before a paragraph
You can insert a page break anywhere in your document, or you can specify where Microsoft Word positions automatic page breaks.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To insert a page break
± Click where you want to start a new page. ± On the Insert tab, in the Pages group, click Page Break. ± Alternatively, you can press Ctrl + Enter to insert a page break.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To prevent page breaks between paragraphs
± Select the paragraphs that you want to keep together on a single page. ± On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Line and Page Breaks tab. ± Under the Pagination section, select the Keep with next check box. ± Click OK. ± Then, apply the page break.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To prevent page breaks in the middle of a paragraph
± Select the paragraph that you want to prevent from breaking onto two pages. ± On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Line and Page Breaks tab. ± Under the Pagination section, select the Keep lines together check box. ± Click OK. ± Then, apply the page break.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Themes: How to Assign a Theme, Changing the Theme Color, Font and Graphic Effects To Your Documents?"
A theme in Word 2007 consists of three elements:
± Colors ± Fonts ± Design Effects
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Colors:
± Each theme consists of a set of four colors for text and background, six colors for accents, and two colors for hyperlinks. ± You can change any single color element or all of them.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Fonts:
± Two fonts are chosen as part of the theme - one for the heading font use for headings and a second for the body font used for general text entry. ± The default fonts used in Word for a new document are Calibri for body text and Cambria for headings
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Design effects:
± These effects are applied to any graphics, pictures, charts or design elements in your document. ± The effects can include lines (borders), fills, and effects such as 3D, shading, gradation, drop-shadows, and other design subtleties.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To apply/assign a theme to the document
± On the Page Layout tab, in the Themes group, click Theme icon to display a gallery of themes. ± Click the theme you want, and it will be applied to the current document.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To change the color of a theme
± Open your document that you wish to change the theme color. ± On the Page Layout tab, in the Themes group, click the Colors icon.
The drop-down menu of color combinations will be displayed.
± Point at the rows of color combinations to see which ones appeal to you. ± When you find the one you want, click it.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To change the Word 2007 themes fonts
± On the Page Layout tab, in the Themes group, click the Fonts icon.
The drop-down list displays various theme fonts. The current theme font combination is highlighted.
± Point to each font combination to see how the fonts will appear in your document.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Click the font name combination you decide upon. When you click a font name combination, the fonts will replace both the body and heading fonts in your document on one or selected pages.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create a new theme font set
± On the Page Layout tab, in the Themes group, click Fonts icon. ± Click Create New Theme Fonts at the bottom of the dropdown list. ± From the Create New Theme Fonts dialog box, click either or both the Heading font: and Body font: down arrows to select a new font combination. ± Type a new name for the font combination you've selected in the Name: text box, and click the Save button.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create a custom Word 2007 themes
± On the Page Layout tab, in the Themes group, click Colors icon. ± At the bottom of the menu of colors, click the Create New Theme Colors link. ± From the Create New Theme Colors dialog box displayed, select a color for one of the color groups, click the text/background/accent/ down-arrow and click the color you want to test.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Go through each set of colors that you want to change. ± When you find a group of colors that you like, type a name in the Name: text box, and click the Save button.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Header and Footer Feature - How to Add, Edit or Delete it?"
Word 2007 header and footer are parts of a document that contain information such as page numbers, dates, the document title, and so on. The header appears at the top of every page, and the footer appears at the bottom of every page. The good thing about creating your document header or footer is that you just need to create it once and it will appear on every page of the entire document.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
The following shows the icons available on the Header and Footer Tools - Design tab.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create Header or Footer
± Open the document to which you want to add a header or footer. ± On the Insert tab, in the Header & Footer group, click Header or Footer. ± The header or footer area will be displayed along with the special contextual Header & Footer Tools Design tab. ± You also can do this by double-clicking in the top area of the document where a header located.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Type the text you want displayed in the header. ± To switch between the header and footer, click the Go To Header or Go To Footer icons in the Navigation group. ± To insert a page number, click Page Number in the Header & Footer group. ± To insert a date or time click Date & Time in the Insert group. ± When finished, double-click in the document area or click the Close Header And Footer button in the Close group.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To edit Word 2007 Header and Footer
± Open the document to which you want to add a header or footer. ± Double-click the header or footer area, to make it visible. Edit the header or footer as necessary. ± When finished, double-click in the document area or click the Close Header And Footer button in the Close group.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To delete Header and Footer
± Open the document to which you want to add a header or footer. ± Double-click the header or footer area, to make it visible. ± Delete the header or footer text or graphics, and press the keyboard Delete button. ± Alternatively, you also can click Header or Footer in the Header & Footer group, and click Remove Header or Remove Footer.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
How to Insert a Table into the Word 2007 Document?
There are three ways to insert a table in Word 2007 document:
± 1) Clicking the Table button creates a table with the number of columns and rows you select from the grid, with all the cells of equal size. ± 2) You can use the Insert Table dialog box, where you can specify the number of rows and columns as well as their sizes. ± 3) You can also create a table by drawing cells the size you want.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To Insert a Table (method 1)
± Click the Insert tab of the Ribbon. ± In the Table group, click the Table icon. Word displays a drop-down list. ± Drag the intended table columns and rows from the table grid.
For example, 5 X 5 tables. The table will automatically insert into the document.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To Insert a Table (method 2)
± Click the Insert tab of the Ribbon. ± In the Table group, click the Table icon. ± From the drop-down list displayed, click the Insert Table command. ± From the Insert Table dialog box displayed, in the Table size section, specify the Number of columns and Number of rows of the table. ± Click OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To Draw a Table
± Click the Insert tab of the Ribbon. ± In the Table group, click the Table icon. Word displays a drop-down list. ± Click on Draw Table from the list of options. Word changes to Print Layout view (if you are not already in that view) and changes the mouse pointer so it looks like a pencil.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Use the mouse pointer to define the outside borders of your table, much as you would draw in a drawing program. ± Use the pencil to draw the columns and rows into the table. Press Esc when you are done.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
How to Create Table in Word 2007 That Has Specific Column Widths?"
If you want a ten-column table with the first two columns a certain width, and the rest of the columns sharing the remaining horizontal space? Here's an easy way to define that table setup.
± All you need to do is set the wider columns, and then use the Split Cells option to create the rest. ± Here's I show you an easy way to get the desired result:
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create table in Word 2007 with specific column widths
± If you are new, read another tutorial on how to insert a table in Word 2007. ± Create a one-row, three-column table. ± This one-row table should fill the whole width of your document, from margin to margin.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Use the mouse to adjust the width of the first two columns, making the column widths as wide as you need. ± Place the insertion point in the third column of the table.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± From the Table Tools Layout tab, in the Merge group, click the Split Cells icon. ± From the Split Cells dialog box displayed, in the Number of columns control box, specify that you want the cell split into 8 columns. ± Click OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Your row is now just as you wanted. To create more rows just like it, select the row and then choose to insert additional rows above the selected row. After you insert the first row, just press F4 repeatedly until you have created the number of desired rows.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Delete a Table: How to Delete Column, Row or Entire Table?
After you create a table, you can type text or numbers into cells and press the Tab key to move the insertion point from cell to cell. Pressing Tab when the insertion point is in the last cell in the last row adds a new row to the bottom of the table. In addition to the Tab key, you can use the Arrow keys (up, down, left and right) to position the insertion point, or you can simply click any cell.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To delete a column in a table
± Move your mouse pointer to the top of the table column that you wish to delete until you see a small arrow pointing downward and click once.
The entire column is highlighted.
± Right-click on the highlighted column and click on Delete Columns.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To delete a row in a table
± Move your mouse pointer to the left of the table row that you wish to delete until you see an arrow pointing inward and click once.
The entire row is highlighted.
± Right-click on the highlighted row and click on Delete Rows.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To delete the entire table
± Highlight the entire table that you wish to delete. ± On the Table Tools Layout tab, in the Rows & Columns group, click on Delete icon and click the Delete Table option.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Table of Contents - Using Headings to Create a TOC
A table of contents (TOC) is very useful for a long document.
± For example, you can use TOC to quickly browse through what are the contents of a long document.
Adding a TOC to your document is simple if you have included styles (either build-in style such as Heading 1, Heading 2, etc or custom styles) Many people try to create a table of contents manually, without using the built-in process in Microsoft Word.
± It's not easy and the spacing never comes out quite right, does it?
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
This tutorial demonstrates how to create a TOC. There are two steps you take to create a TOC:
± Prepare your document by assigning heading styles that you want to appear in the TOC. ± Apply those headings into the TOC.
After the heading styles are applied, it's time to collect them all together in the TOC. This is where Word does the work for you.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create a Table of Contents
± Position the insertion point where you want the TOC to appear, usually at the beginning of the document. ± Click the References tab of the ribbon. ± From the Table of Contents group, click Table of Contents icon.
Word displays a drop-down list of TOC options.
± Click either Automatic Table 1 or Automatic Table 2, whichever TOC looks best to you in the instant preview.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To modify a Word 2007 Table of Contents
± Position the insertion point where you want the TOC inserted. ± Click the References tab of the ribbon. ± From the Table of Contents group, click Table of Contents icon.
Word displays a drop-down list of TOC options.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Click Insert Table of Contents.
Word displays the Table of Contents tab of the Table of Contents dialog box.
± In the Table of Contents dialog box, make sure that the Formats drop-down list is set to From Template. ± Click Modify button.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± From the Style dialog box displayed, click TOC 1 to select the highest level, or Level 1, in the TOC, and then click Modify. ± From the Modify Style dialog box displayed, change the necessary options in the Formatting section (i.e. use the Font color box to change the color to blue).
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± No table of contents entries found. ± Click on OK to close the Modify Style dialog box. ± Click on OK again to close the Style dialog box. ± Look in the Print Preview area of the Table of Contents dialog box and you will see that TOC 1 (or Level1) is now blue. ± After you click the final OK, a message appears asking if you want to replace the TOC. ± Click OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Note: If you want to change TOC 2 (Level 2) or TOC 3 (Level 3) to be blue also, you would do the same procedure selecting TOC 2 or TOC 3 in the Style dialog box before proceeding to the Modify Style dialog box.
The TOC is automatically updated whenever you open the document; but it's a good idea to also update it whenever you add more titles or headings in your document or when you add more content that may affect the page numbers that appear in the TOC.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To update Word 2007 Table of Contents
± Click the References tab of the ribbon. ± From the Table of Contents group, click the Update Table icon. ± From the Update Table of Contents dialog box displayed, you have two options to choose:
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Update page numbers only: If you've added body text but no new headings (this option is faster). Update entire table: If you have added or changed a chapter title or heading.
Note: Avoid editing entries in the TOC itself; if you ever update the TOC you will lose those changes. To change text that appears in the TOC, be sure to edit this text in the body of the document and then click Update Table to compile the changes.
Office Management Tool - I
Institute of Management Sciences
Muhammad Shahzad Ali
LECTURE
4
Office Management Tool - I
MS-WORD
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Introduction
Microsoft Word is one of the Office suites of program. Normally we can use this program to do your document that contains text or graphic, such as letter, company memo, etc. The most common way to start Word 2007 is from the Start menu displayed when you click the Start button at the left end of the Microsoft Windows taskbar.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To start Microsoft Word 2007 from the Start Menu:
± Click on the Start button, ± point to All Programs then ± click on Microsoft Office and ± click on Microsoft Office Word 2007 again.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
The first screen that you will see a new blank page document. When you first start Word, this environment consists of the following elements:
± When you click the Office Button, Commands related to managing Word and Word documents are gathered together on this menu.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
The Title bar displays the name of the active document. At the right end of the title bar are the three familiar buttons - Minimize, Restore and Close buttons. Below the title bar is the Ribbon, which makes all the capabilities of Word available in a single area so that you can work efficiently with the program.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Across the bottom of the program window, the Status bar gives you information about the current document. At the right end of the status bar is the View toolbar, which provides tools for adjusting the view of document content.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Screen Elements of Word 2007
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office button:
± Opens the Office menu, from which you can open, save, print, and start new presentations.
Quick Access Toolbar:
± A small toolbar next to the Office button contains shortcuts for some of the most common commands.
Title bar:
± Identifies the Word program running and the name of the active presentation.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Minimize button:
± Shrinks the application window to a bar on the taskbar; you click its button on the taskbar to reopen it.
Maximize/Restore button:
± If the window is maximized (full screen), click will changes it to windowed (not full screen) and vice versa.
Close (Quit) button:
± Closes the application
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Ribbon:
± Functions as a combination of menu bar and toolbar, offering tabbed "pages" of buttons, lists, and commands.
View buttons:
± Allow you to see the active Word window/page in different views.
Status bar:
± Reports information about the presentation and provides shortcuts for changing the view and the zoom.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
The Word 2007 Ribbon
The Word 2007 Ribbon is a bar across the top of the window that contains tabbed pages of commands and icons/buttons. It replaces the previous versions menu bar and drop down menus.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
The ribbon is designed to help you quickly find the commands that you need to complete a task. The ribbon is divided into Seven tabs by default, and each tab is a selection of groups that show related items together. Command buttons in each group carry out a command or display a menu of commands.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
As you can see, similar commands are grouped together making the ribbon very task oriented. The more popular commands are available directly on each tab;
± you can directly access the command by clicking on the command icons/buttons.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Ribbon:
± The whole bar, including all of the tabs.
Tab:
± A tabbed page of the Ribbon such as Home, Insert, etc. ± Every tab contains several groups and every group has it own command icons.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Group:
± A section of a tab. ± For example, the Home tab has the following groups: Clipboard, Font, Paragraph, Styles, and Editing.
Dialog box launcher:
± A small icon in the bottom-right corner of a group, from which you can open a dialog box related to that group.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
We can minimize the Ribbon to make more space available on your screen. To minimize the Ribbon
± Click Customize Quick Access Toolbar
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
From the drop-down menu, click Minimize the Ribbon. To use the Ribbon while it is minimized, click the tab you want to use, and then click the option or command you want to use.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To restore the minimized Ribbon
± Click Customize Quick Access Toolbar. ± From the drop-down menu, click the Minimize the Ribbon again.
Note: To quickly minimize the Ribbon, double-click the name of the active tab.
± Double-click a tab again to restore the Ribbon.
Keyboard shortcut: To minimize or restore the Ribbon, press Ctrl + F1.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Save VS Word 2007 Save As The first time you save a document, whether you click on Office Button - Save OR Office Button - Save As, you will bring to a Save As dialog box. From this dialog box, you have to specify where you want to save it - that is, the disk drive and the folder or subfolder in which you want it saved as well as the file name. if you save the file you just need to go to Office Button - Save and the file will be save. If you wish to save the same file to other location or give a new file name, then you need to use the Office Button - Save As command.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To save a document for the first time
± From the Office Button, click Save As.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
If you want to save your new document in a folder that already exists in the major area, double-click that folder to open it. If you want to store your new document in a new folder, click the New Folder icon in the toolbar, type the name of the new folder, and click OK.
± The new folder will open.
When you have the folder(s) open in which you want to save the document, enter the name of the document in the File name: box, and then click Save button.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Note:
± If you would like the document to be open in the previous versions of Word, in the Save as type: dropdown menu, select Word 97 - 2003 Document (*.doc).
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To save a document subsequently
± From the Office Button, click Save. OR ± Click the Save icon on the Quick Access Toolbar.
OR
± Press CTRL+S.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To save a document automatically
± From the Office Button, click Word Options. ± From the Word Options dialog box displayed, and click the Save option on the left. ± Under the Save documents section, click the Save AutoRecover infomation every check box. ± In the minutes box, use the arrows to select a time or type a time for how often Word is to save your document. ± Click OK to close the dialog box.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word Drop Caps: Apply it to Draw Attention in Your Documents!"
A drop cap is the first letter of a report, article, chapter, or story that appears in a larger than normal and more interesting font than the other characters.
± So it occupies several lines of the paragraph.
Drop caps can be used to add style to a document and draw attention to something in the document. Maybe you are not aware that you seems the drop cap before, just you don't know that it's a drop cap.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
There are basically two styles of drop caps, dropped and in margin.
± Here it looks like.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add a drop caps to your document
± Type your paragraph as you normally would. ± Select the first character of the first word at the start of your paragraph. ± Click the Insert tab of the Ribbon. ± In the Text group, click Drop Cap then click on Drop Cap Options.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
From the Drop Cap dialog box displayed, in the Position section, you can choose either Dropped or In margin option. Change any other options to format your drop cap. Click on OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Guide to Add Shading to Highlight Text in Word 2007
Add shading to your document text can grab reader's attention. But with different formatting features available in Word, there are many different ways to draw attention to your document?
± For example, you can underline, bold, color text, etc to draw attention to it.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
What if you want to draw attention to an entire paragraph?
± One option is to shade the entire paragraph in a different color, making it stand out from the rest.
This shading can be added in conjunction with any border you may specify for the paragraph. Word 2007 even can allows you to precisely control the degree of shading.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add shading to a paragraph
± Position the insertion point in the paragraph that you want to shade. ± Click the Home tab from the Ribbon. ± In the Paragraph group, click the down-arrow to the right of the Shading tool.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
From the shading color palette displayed, select any one of the theme colors of the palette. There are ten colors, and each option under the colors represents a different percentage of shading for that color.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To remove shading from a paragraph
± Position the insertion point in the paragraph with shading applied. ± Click the Home tab from the Ribbon. ± In the Paragraph group, click the down-arrow to the right of the Shading tool. ± From the shading color palette displayed, select No Color. Then, the paragraph shading will be removed.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
How to Add Word 2007 Borders and Shading to Your Documents?
Microsoft Word 2007 borders and shading feature allow you to separate and call attention to the selected text. Borders are added above, below, or to either side of any amount of text, from a single character to several pages. You can add many varieties of shading to the space occupied by selected text, paragraphs, and pages - with or without a border around them.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
You can create horizontal lines as you type. The following will show you how to add Word 2007 borders and shading to the selected text and the unique way to create horizontal lines as you type.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add Word 2007 borders and shading to text
± Select the text for which you want to have a border or shading. ± From the Home tab, in the Paragraph group, click the Borders down arrow, and then select the type of border you want to apply.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add paragraph borders
± Place the mouse cursor on the paragraph that you wish to add the borders. ± From the Home tab, in the Paragraph group, click the Borders down arrow, and then select Borders and Shading.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± From the Borders and Shading dialog box displayed, click the Borders tab. ± Do the changes by selecting the type of box (click Custom for less than four sides), the line style, color, and width you want. ± If you want less than four sides and are working with paragraphs, click the sides you want in the Preview area. ± Click the Options button to set the distance the border is away from the text.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± From the Border and Shading Options dialog box displayed, set the distance for top, bottom, left and right. ± Click OK to close the Border and Shading Options dialog box. ± Click OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add page borders
± From the Home tab, in the Paragraph group, click the Borders down arrow, and then select Borders and Shading. ± From the Borders and Shading dialog box displayed, click the Page Border tab. ± Do the changes by selecting the type of box (click Custom for less than four sides), the line style, color, width and art that you like to use for the border.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± If you want less than four sides, click the sides you want in the Preview area. ± Click the Options button to set the distance the border is away from either the edge of the page or the text.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± From the Border and Shading Options dialog box displayed, set the distance for top, bottom, left and right. ± Click OK to close the Border and Shading Options dialog box. ± Click OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To add shading
± Select (highlight) the text for which you want to have shading. ± From the Home tab, in the Paragraph group, click the Borders down arrow, and then select Borders and Shading. ± From the Borders and Shading dialog box displayed, click the Shading tab.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create horizontal lines as you type
± Press ENTER to create a new paragraph. ± Type --- (three hyphens) and press ENTER. ± A single, light horizontal line will be created between the left and right margins. ± Type = = = (three equal signs) and press ENTER. A double horizontal line will be created between the left and right margins.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Type _ _ _ (three underscores) and press ENTER. ± A single, heavy horizontal line will be created between the left and right margins. ± As you can see, adding Word 2007 borders and shading features to your documents really can enhance the readability of the text.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Styles: How and Why to Apply Styles in Your Document?"
A style is a set of formatting instructions. In another term, it is a way to give a name to a group of formatting attributes such as font formatting (color, size, etc), paragraph formatting (alignment, spacing, etc). Microsoft Word 2007 allows you to create your own Word styles and also come with a number of built-in styles.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Among the most important built-in styles are the standard heading styles: Heading 1, Heading 2, Heading 3, etc. For example, you might use Title Heading for chapter titles, Heading 1 for section headings, Heading 2 for the sub-headings, etc. Once you have defined a style, you can quickly and easily format text simply by applying the style without the need to apply text formatting individually.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Styles can save a lot of time and help insure consistency in your documents. With the headings styles, Word can automatically create a table of contents (TOC), and you also can use headings to define cross-references.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Here we show you how to use styles to create a TOC later. These styles are on the Home tab, in the Styles group.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To apply the Style
± Place the cursor in the chapter title or heading in your document. ± In the Styles group, click on a suitable heading such as Title for the highest level, Heading 1 for the next level, etc. ± To see more styles, click the More icon in the Styles group and you can choose any intended style.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Note: For each chapter title and heading, you need to apply the style. The heading styles and the TOC work together as Word designate Heading 1 titles to the highest level in the TOC; Heading 2 corresponds to the next highest level; and Heading 3 is the following level.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Adjusting the Width of Characters in Word 2007 Document
Sometime you may need to adjust the horizontal size or width of characters in your document. Actually, Word provides you a way to do so and the scaling can be applied to any characters in a selection. The tool is available in the Font dialog box Character Spacing tab.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To change the horizontal size / width of characters
± Select the characters you want to adjust the widths. ± Display the Font dialog box by pressing Ctrl + D. ± From the Font dialog box displayed, click on the Character Spacing tab ± Use the Scale: drop-down menu to specify the scaling you want applied to the characters. ± You can select from a pre-defined scale, or enter any value between 1% and 600%. ± Click on OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Page Break: How to Insert and Prevent Certain Types of Page Breaks?"
Page breaks force the following text, table or image to appear on the next page. So, there are few things you need to take care when using a page break, such as:
± prevent a page break in the middle of a paragraph ± prevent a page break between paragraphs ± specify a page break before a paragraph
You can insert a page break anywhere in your document, or you can specify where Microsoft Word positions automatic page breaks.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To insert a page break
± Click where you want to start a new page. ± On the Insert tab, in the Pages group, click Page Break. ± Alternatively, you can press Ctrl + Enter to insert a page break.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To prevent page breaks between paragraphs
± Select the paragraphs that you want to keep together on a single page. ± On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Line and Page Breaks tab. ± Under the Pagination section, select the Keep with next check box. ± Click OK. ± Then, apply the page break.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To prevent page breaks in the middle of a paragraph
± Select the paragraph that you want to prevent from breaking onto two pages. ± On the Page Layout tab, click the Paragraph Dialog Box Launcher, and then click the Line and Page Breaks tab. ± Under the Pagination section, select the Keep lines together check box. ± Click OK. ± Then, apply the page break.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Themes: How to Assign a Theme, Changing the Theme Color, Font and Graphic Effects To Your Documents?"
A theme in Word 2007 consists of three elements:
± Colors ± Fonts ± Design Effects
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Colors:
± Each theme consists of a set of four colors for text and background, six colors for accents, and two colors for hyperlinks. ± You can change any single color element or all of them.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Fonts:
± Two fonts are chosen as part of the theme - one for the heading font use for headings and a second for the body font used for general text entry. ± The default fonts used in Word for a new document are Calibri for body text and Cambria for headings
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Design effects:
± These effects are applied to any graphics, pictures, charts or design elements in your document. ± The effects can include lines (borders), fills, and effects such as 3D, shading, gradation, drop-shadows, and other design subtleties.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To apply/assign a theme to the document
± On the Page Layout tab, in the Themes group, click Theme icon to display a gallery of themes. ± Click the theme you want, and it will be applied to the current document.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To change the color of a theme
± Open your document that you wish to change the theme color. ± On the Page Layout tab, in the Themes group, click the Colors icon.
The drop-down menu of color combinations will be displayed.
± Point at the rows of color combinations to see which ones appeal to you. ± When you find the one you want, click it.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To change the Word 2007 themes fonts
± On the Page Layout tab, in the Themes group, click the Fonts icon.
The drop-down list displays various theme fonts. The current theme font combination is highlighted.
± Point to each font combination to see how the fonts will appear in your document.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Click the font name combination you decide upon. When you click a font name combination, the fonts will replace both the body and heading fonts in your document on one or selected pages.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create a new theme font set
± On the Page Layout tab, in the Themes group, click Fonts icon. ± Click Create New Theme Fonts at the bottom of the dropdown list. ± From the Create New Theme Fonts dialog box, click either or both the Heading font: and Body font: down arrows to select a new font combination. ± Type a new name for the font combination you've selected in the Name: text box, and click the Save button.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create a custom Word 2007 themes
± On the Page Layout tab, in the Themes group, click Colors icon. ± At the bottom of the menu of colors, click the Create New Theme Colors link. ± From the Create New Theme Colors dialog box displayed, select a color for one of the color groups, click the text/background/accent/ down-arrow and click the color you want to test.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Go through each set of colors that you want to change. ± When you find a group of colors that you like, type a name in the Name: text box, and click the Save button.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Header and Footer Feature - How to Add, Edit or Delete it?"
Word 2007 header and footer are parts of a document that contain information such as page numbers, dates, the document title, and so on. The header appears at the top of every page, and the footer appears at the bottom of every page. The good thing about creating your document header or footer is that you just need to create it once and it will appear on every page of the entire document.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
The following shows the icons available on the Header and Footer Tools - Design tab.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create Header or Footer
± Open the document to which you want to add a header or footer. ± On the Insert tab, in the Header & Footer group, click Header or Footer. ± The header or footer area will be displayed along with the special contextual Header & Footer Tools Design tab. ± You also can do this by double-clicking in the top area of the document where a header located.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Type the text you want displayed in the header. ± To switch between the header and footer, click the Go To Header or Go To Footer icons in the Navigation group. ± To insert a page number, click Page Number in the Header & Footer group. ± To insert a date or time click Date & Time in the Insert group. ± When finished, double-click in the document area or click the Close Header And Footer button in the Close group.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To edit Word 2007 Header and Footer
± Open the document to which you want to add a header or footer. ± Double-click the header or footer area, to make it visible. Edit the header or footer as necessary. ± When finished, double-click in the document area or click the Close Header And Footer button in the Close group.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To delete Header and Footer
± Open the document to which you want to add a header or footer. ± Double-click the header or footer area, to make it visible. ± Delete the header or footer text or graphics, and press the keyboard Delete button. ± Alternatively, you also can click Header or Footer in the Header & Footer group, and click Remove Header or Remove Footer.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
How to Insert a Table into the Word 2007 Document?
There are three ways to insert a table in Word 2007 document:
± 1) Clicking the Table button creates a table with the number of columns and rows you select from the grid, with all the cells of equal size. ± 2) You can use the Insert Table dialog box, where you can specify the number of rows and columns as well as their sizes. ± 3) You can also create a table by drawing cells the size you want.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To Insert a Table (method 1)
± Click the Insert tab of the Ribbon. ± In the Table group, click the Table icon. Word displays a drop-down list. ± Drag the intended table columns and rows from the table grid.
For example, 5 X 5 tables. The table will automatically insert into the document.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To Insert a Table (method 2)
± Click the Insert tab of the Ribbon. ± In the Table group, click the Table icon. ± From the drop-down list displayed, click the Insert Table command. ± From the Insert Table dialog box displayed, in the Table size section, specify the Number of columns and Number of rows of the table. ± Click OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To Draw a Table
± Click the Insert tab of the Ribbon. ± In the Table group, click the Table icon. Word displays a drop-down list. ± Click on Draw Table from the list of options. Word changes to Print Layout view (if you are not already in that view) and changes the mouse pointer so it looks like a pencil.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Use the mouse pointer to define the outside borders of your table, much as you would draw in a drawing program. ± Use the pencil to draw the columns and rows into the table. Press Esc when you are done.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
How to Create Table in Word 2007 That Has Specific Column Widths?"
If you want a ten-column table with the first two columns a certain width, and the rest of the columns sharing the remaining horizontal space? Here's an easy way to define that table setup.
± All you need to do is set the wider columns, and then use the Split Cells option to create the rest. ± Here's I show you an easy way to get the desired result:
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create table in Word 2007 with specific column widths
± If you are new, read another tutorial on how to insert a table in Word 2007. ± Create a one-row, three-column table. ± This one-row table should fill the whole width of your document, from margin to margin.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Use the mouse to adjust the width of the first two columns, making the column widths as wide as you need. ± Place the insertion point in the third column of the table.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± From the Table Tools Layout tab, in the Merge group, click the Split Cells icon. ± From the Split Cells dialog box displayed, in the Number of columns control box, specify that you want the cell split into 8 columns. ± Click OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Your row is now just as you wanted. To create more rows just like it, select the row and then choose to insert additional rows above the selected row. After you insert the first row, just press F4 repeatedly until you have created the number of desired rows.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Delete a Table: How to Delete Column, Row or Entire Table?
After you create a table, you can type text or numbers into cells and press the Tab key to move the insertion point from cell to cell. Pressing Tab when the insertion point is in the last cell in the last row adds a new row to the bottom of the table. In addition to the Tab key, you can use the Arrow keys (up, down, left and right) to position the insertion point, or you can simply click any cell.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To delete a column in a table
± Move your mouse pointer to the top of the table column that you wish to delete until you see a small arrow pointing downward and click once.
The entire column is highlighted.
± Right-click on the highlighted column and click on Delete Columns.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To delete a row in a table
± Move your mouse pointer to the left of the table row that you wish to delete until you see an arrow pointing inward and click once.
The entire row is highlighted.
± Right-click on the highlighted row and click on Delete Rows.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To delete the entire table
± Highlight the entire table that you wish to delete. ± On the Table Tools Layout tab, in the Rows & Columns group, click on Delete icon and click the Delete Table option.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Word 2007 Table of Contents - Using Headings to Create a TOC
A table of contents (TOC) is very useful for a long document.
± For example, you can use TOC to quickly browse through what are the contents of a long document.
Adding a TOC to your document is simple if you have included styles (either build-in style such as Heading 1, Heading 2, etc or custom styles) Many people try to create a table of contents manually, without using the built-in process in Microsoft Word.
± It's not easy and the spacing never comes out quite right, does it?
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
This tutorial demonstrates how to create a TOC. There are two steps you take to create a TOC:
± Prepare your document by assigning heading styles that you want to appear in the TOC. ± Apply those headings into the TOC.
After the heading styles are applied, it's time to collect them all together in the TOC. This is where Word does the work for you.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To create a Table of Contents
± Position the insertion point where you want the TOC to appear, usually at the beginning of the document. ± Click the References tab of the ribbon. ± From the Table of Contents group, click Table of Contents icon.
Word displays a drop-down list of TOC options.
± Click either Automatic Table 1 or Automatic Table 2, whichever TOC looks best to you in the instant preview.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To modify a Word 2007 Table of Contents
± Position the insertion point where you want the TOC inserted. ± Click the References tab of the ribbon. ± From the Table of Contents group, click Table of Contents icon.
Word displays a drop-down list of TOC options.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± Click Insert Table of Contents.
Word displays the Table of Contents tab of the Table of Contents dialog box.
± In the Table of Contents dialog box, make sure that the Formats drop-down list is set to From Template. ± Click Modify button.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± From the Style dialog box displayed, click TOC 1 to select the highest level, or Level 1, in the TOC, and then click Modify. ± From the Modify Style dialog box displayed, change the necessary options in the Formatting section (i.e. use the Font color box to change the color to blue).
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
± No table of contents entries found. ± Click on OK to close the Modify Style dialog box. ± Click on OK again to close the Style dialog box. ± Look in the Print Preview area of the Table of Contents dialog box and you will see that TOC 1 (or Level1) is now blue. ± After you click the final OK, a message appears asking if you want to replace the TOC. ± Click OK.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Note: If you want to change TOC 2 (Level 2) or TOC 3 (Level 3) to be blue also, you would do the same procedure selecting TOC 2 or TOC 3 in the Style dialog box before proceeding to the Modify Style dialog box.
The TOC is automatically updated whenever you open the document; but it's a good idea to also update it whenever you add more titles or headings in your document or when you add more content that may affect the page numbers that appear in the TOC.
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
To update Word 2007 Table of Contents
± Click the References tab of the ribbon. ± From the Table of Contents group, click the Update Table icon. ± From the Update Table of Contents dialog box displayed, you have two options to choose:
Office Management Tool - I
Institute of Management Sciences
Lecture 4: MSWord
Muhammad Shahzad Ali
Update page numbers only: If you've added body text but no new headings (this option is faster). Update entire table: If you have added or changed a chapter title or heading.
Note: Avoid editing entries in the TOC itself; if you ever update the TOC you will lose those changes. To change text that appears in the TOC, be sure to edit this text in the body of the document and then click Update Table to compile the changes.
Office Management Tool - I
Institute of Management Sciences
