Office Productivity Tools (Part-1) : Starting Word Program and Word Screen Layout

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Starting Word Program

Starting Word Program

You can start the WORD program as follows:

  • Click on the Start button.
  • In the menu that appears select All Programs [registered] Microsoft Office Microsoft Office Word 2007

In a few seconds you will see Word screen on the monitor.

Word Screen Layout

Word Screen Layout

Title Bar

Title bar is the topmost part of the screen which contains quick access tool bar on the left, title of the document in the center and the sizing buttons on the extreme right of it.

Ribbon

The Ribbon is designed to help you quickly find the commands that you need to complete a task.

Rulers

The rulers display horizontal and vertical scales that reflect the width and height of your typing area. The horizontal scale is invaluable when you want to quickly set tabs, margins, and indents. Select the View tab on the main word screen to be able to select/deselect the Ruler/Gridlines and other options.

Managing Documents

Managing Documents

Formatting Document

Formatting Document

Font Formatting

Using the Formatting toolbar is the easiest way to change many attributes of text.

  • Font Face: Font is the basic typeface in which your words are displayed
  • Font Size: It determines how large each letter will appear. The font size is measured in points (1/72 of an inch) .
  • Font Style: Font style determines the emphasis or weight that the letters have when they are displayed.
  • Alignment: Text can be aligned to the left, center, or right side of the page or it can be justified across the page.
  • Numbered and Bulleted Lists: Lists are used to highlight the main points of the document.
  • Increase/Decrease Indent: Change the indentation of a paragraph in relation to the side of the page.
  • Outside Border: Add a border around a text selection.
  • Highlight Color: Use this option to change the color behind a text selection.
  • Text Color: This option changes the color of the text. The color shown on the button is the last color chosen.
  • Line Spacing: Line Spacing determines the height of each line of text in the paragraph.

Working with Tables

Working with Tables

Tables There are two ways to add a table to the document using the Insert feature:

  • Click on the Insert Table tab on the standard tool bar and select table icon from the sub-task menu
  • Drag the mouse along the grid, highlighting the number of rows and columns required for the table. And as you select the number of rows and columns, accordingly the table will get created on the document.
  • Alternatively select Insert Tab Table from the sub-task menu bar. Then select Insert Table options to display the input screen for number of rows and columns the table will have.

Copying Text and Moving Text

Copying Text and Moving Text

Copying Text

  • Select the text that will be copied.
  • Select Home [registered] Clipboard sub task menu command on the menu bar, or click the Cut button on the standard tool bar, or press CTRL + X keys.
  • Choose Home [registered] Clipboard sub task menu command on the menu bar, click the Copy button on the standard toolbar, or press CTRL + C keys to copy the text to the clipboard.

Moving Text

  • Select the text that will be moved.
  • Select Home [registered] Clipboard sub task menu command on the menu bar, or click the Cut button on the standard tool bar, or press CTRL + X keys.
  • To paste cut text, move the cursor to the location you want to move the text to and select Home [registered] Clipboard sub task menu command on the menu bar, click the Paste button on the standard toolbar, or press CTRL + V keys.

Headers and Footers

Headers and Footers

The spelling and grammar checkers check for misspelled words or grammar errors. Word will automatically check for spelling and grammar errors as you type unless you turn this feature off. To use the spelling and grammar checker, follow these steps:

  • Select button from the main tab bar or press F7 button on the key board.
  • The Spelling and Grammar dialog box will notify you of the first mistake in the document and misspelled words will be highlighted in red.
  • If the word is spelled correctly, click the Ignore button or click the Ignore All button if the word appears more than once in the document.

Page Layout

Page Layout
  • Using Ruler: Move the mouse over the area where the white ruler changes to grey.
    • When the cursor becomes a double-ended arrow, click with the mouse, and drag the margin indicator to the desired location.
    • Release the mouse when the margin is set.
  • Using Page Set-up Dialog Box: The margins can also be changed using the Page Setup dialog box:
    • Select Page Layout Tab and click on the command on the menu bar and choose the Margins button under Page Setup sub task group to display the margin dialog box.

Headers and Footers

Headers and Footers
  • Select Insert Header and Footer subtask menu on the main tab bar. Click on the Header or Footer option as per the requirement
  • On selecting Header option, header toolbar will appear and the top of the page will be highlighted.
  • Type the heading in the Header box. You may use many of the standard text formatting options such as font face, size, bold, italics, etc.

Similarly, you can select the designated command for Footer and customized it as per requirement.

Page Numbers

Page Numbers

Printing Documents

Printing Documents
  • Open the document to be printed.
  • Choose Office Button [registered] Print command on the menu bar. The Print dialog box will open. Select the Options like print range, Number of copies, Printer name etc. See that printer is switched on and the paper is available in the printer tray.
  • Click OK.
Spreadsheet Screen

Worksheet

The Worksheet
  • Information is created in Excel in a worksheet and is saved in a file called a workbook. Each Excel file is a workbook that can hold many worksheets. The worksheet is a grid of columns (designated by letters) and rows (designated by numbers) .
  • The letters and numbers of the columns and rows (called labels) are displayed in grey buttons across the top and left side of the worksheet. The intersection of a column and a row is called a cell. Data is entered into a cell.
  • Columns are lettered from A to Z, AA to AZ, BA to BZ and so on. Similarly, Rows are numbered 1,2, 3, and so on. A column letter and a row number together identify a cell which is called cell address.

Find and Replace Data in a Worksheet

Find and Replace Data in a Worksheet

Using Formulas

Using Formulas
  • Formulas are used for simple addition, subtraction, multiplication, and division as well as for complex calculations.
  • To manipulate data and extract useful information from Excel worksheets, formulas play very important role. In Excel, formulas are used to calculate results from the worksheet data. When there is some change in the data, such formulas automatically calculate the updated results with no extra efforts on the part of the user. There is a new feature introduced by Excel 2007, which enables you to create formulas which use columns names from a table, when you are working with table. This feature helps the user to make formulas much easier to read.

Functions

The Functions

Auto Sum Function

The sum of cell values can also be done with the help of AutoSum function.

Following steps explains how to do that.

  • Click on the cell F3
  • Select the Formulas tab
  • Click AutoSum from the function library group.
  • Select Sum
  • Press Enter

Formatting Worksheets

Formatting Worksheets

Home Tab and the Formatting Tools

Home tab provides the quick access to the most used options with respect to the formatting requirements.

Using the Mini Toolbar

Shortcut menu appears when you right click a cell or a range selection.

Using the Format Cells Dialog Box

Although most of the formatting related requirements gets fulfilled by the controls available on the Home tab of the Ribbon, some special types of formatting are fulfilled by using Format cells dialog box.

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