Create a document in MS Word

      Create a document in MS Word

In this blog we discuss about create a document in MS Word.

Create a document

·        On the File tab, click New.

·        In the Search for online templates box, enter the type of document you want to create and press ENTER.

Add and format text

·        Place the cursor and type some text.

·        To format, select the text

·        Then select an Option: Bold, Italic, Bullets, Numbering, and more.

Add Pictures, Shapes, SmartArt, Chart, and more

·        Select the Insert tab.

·        Select what you want to add:

Tables:

Select Tables, hover over the size you want, and select it.

Pictures:

Select Pictures, browse for the picture you want, and select Insert.

Online Pictures:

Select Online Pictures, search and choose the picture you want, and select Insert.

Shapes:

Select Shapes, and then select a shape from the drop-down.

Icons:

Select Icons, choose the one you want, and select Insert.

3D Models:

Select 3D Models, choose from a file or online source, go to the image you want, and select Insert.

SmartArt:

Select SmartArt, choose a SmartArt Graphic, and select OK.

Chart: 

Select Chart, select the chart you want, and select OK.

Screenshot:

Select Screenshot and select one from the drop-down.

 

 

 

 Common Short Cut Keys in MS Word and there uses

Press Ctrl + B to toggle the Bold attribute

Press Ctrl + I to toggle the Italic attribute

Press Ctrl + U to toggle the Underline attribute

Press Ctrl + Q to remove paragraph formatting

Press Ctrl + C to copy selected text to the clipboard

Press Ctrl + X to cut selected text to the clipboard

Press Ctrl + V to paste text from clipboard

Press Ctrl + Z to undo the last action

Press Ctrl + Y to redo the last action

Press Ctrl + Shift + < to decrease font size one point

Press Ctrl + Shift + > to increase font size one point

Press Ctrl + Spacebar to remove character formatting

Press Ctrl + Shift + Spacebar to create a non-breaking space

Press Ctrl + Hyphen to create a non-breaking hyphen

Press Ctrl + Home to go to the start of the document

Press Ctrl + End to go to the end of the document

Function key Shortcuts

Press F1 to access online Help or the Office Assistant

Press F2 to move text or graphics

Press F3 to insert an AutoText entry (after Word displays the entry)

Press F4 to repeat the last action

Press F5 to choose the Go To command (Edit menu)

Press F6 to go to next pane or frame

Press F7 to launch the Spelling and Grammar check

Press F8 to extend a selection

Press F9 to update selected fields

Press F10 to activate the Menu Bar

Press F11 to go to the next field

Press F12 to choose the Save As command (File menu)

Shift + Function key:

Press Shift + F1 to start context-sensitive Help or reveal formatting

Press Shift + F2 to copy selected text

Press Shift + F3 to change the case of letters

Press Shift + F4 to repeat a Find or Go To action

Press Shift + F5 to move to a previous revision

Press Shift + F6 to go to the previous pane or frame

Press Shift + F7 to choose the Thesaurus command (Tools menu, Language submenu)

Press Shift + F8 to shrink a selection

Press Shift + F9 to switch between a field code and its result

Press Shift + F10 to display a shortcut menu

Press Shift + F11 to go to the previous field

Press Shift + F12 to choose the Save command (File menu)

Ctrl + Function key:

Press Ctrl + F2 to choose the Print Preview command (File menu)

Press Ctrl + F4 to close the window

Press Ctrl + F5 to restore the document window size

Press Ctrl + F6 to go to the next window

Press Ctrl + F10 to maximize the document window

Press Ctrl + F12 to choose the Open command (File menu)

Ctrl Key:

Press Ctrl + C or Shift + F2 to copy selected text to the clipboard

Press Ctrl + X to cut selected text to the clipboard

Press Ctrl + V to paste text from clipboard

Press Ctrl + Z to undo the last action

Press Ctrl + Y to redo the last action

Press Ctrl + N to new document

Press Ctrl + O to open a document

Press Ctrl + P to print a document

Press Ctrl + A to select all

Press Ctrl + F to find

Press Ctrl + H to replace

Press Ctrl + G to go to

Press Ctrl + up arrow to paragraph up

Press Ctrl + down arrow to paragraph down

Press Ctrl + left arrow to go to the word to the left

Press Ctrl + right arrow to go to the word to the right

Press Ctrl + Shift + Function key

Press Ctrl + Shift + F5 to edit a bookmark

Press Ctrl + Shift + F6 to go to the previous window

Press Ctrl + Shift + F7 to update linked information in a Word source document

Press Ctrl + Shift + F8 to extend a selection or block (then press an arrow key)

Press Ctrl + Shift + F10 to activate the ruler

Press Ctrl + Shift + F12 to choose the Print command (File menu)

Alt + Function key:

Press Alt + F1 to go to the next field

Press Alt + F3 to create an AutoText entry

Press Alt + F4 to quit Word

Press Alt + F5 to restore the program window size

Press Alt + F8 to run a macro

Press Alt + F9 to switch between all field codes and their results

Press Alt + F10 to maximize the progra

    Mailings tab in MS Word

 In this blog we discuss about the Mailings tabs in MS Word.

What is Mailing tab?

This tab contains everything needed to complete a successful mail merge. This tab contains all the mailing options that were in previous versions of Word, in a much easier format.

Parts of mailings their uses, work and short keys:

Create:

Envelopes:  create and print envelopes.
Labels: create and print labels.

Start Mail Merge:

Start Mail Merge:

Open a blank document in Word. This is the main document in your mail merge that will be sent to each recipient. Click on the Mailings tab and select Start Mail Merge. A drop-down menu displaying every different mail merge document type will appear.

Select Recipients:

The 3 options are from step 3 of the wizard. The drop-down contains the commands: Type New List, Use Existing List and Select from Outlook Contacts. Type New List displays the "New Address List" dialog box. You will have to save this list as a Microsoft Office Address List 

Edit Recipient List:

Displays the "Mail Merge Recipients" dialog box allowing you to change or filter the list of recipients.

Write & Insert Fields:

These commands are only available when you are in a mail merge document.

Highlight Merge Fields:

 Highlights all the fields in the active document that have been inserted. This makes is easy to see what will be replaced.
Address Block: 

Displays the "Insert Address Block" dialog box. This allows you to customise how the address will be inserted.
Greeting Line:

 Displays the "Insert Greeting Line" dialog box. Let’s you add a greeting line to your document.
Insert Merge Field:

 Button with Drop-Down. The button displays the "Insert Merge Field" dialog box. The drop-down allows you to quickly insert a merge field just by clicking on it in the list and contains the commands: Title, First Name, Last-named, Company Name, Address_Line_a, Address_Line_2, City, State, Zip Code, Country_or_Region, Homophone, Work Phone, and Email Address.
Rules:
Drop-Down. Let’s you add decision making rules to the mail merge. The drop-down contains the commands: Ask, Fill-in, If-Then-Else, Merge Record, Merge Sequence, Next Record, Next Record If, Set Bookmark, and Skip Record If.
Match Fields:

Displays the "Match Fields" dialog box allowing you to match the required fields with the recipients list.
Update Labels:

Only enabled when creating labels. Updates all the labels in the document to be consistent with the first label.

Preview Results:

Preview Results:
 This is disabled when there are no fields in your document. Toggles the merged fields in your document with actual data from your recipient list.
First Record:

 View the first record in the recipient list.
Previous Record:

 View the previous record in the recipient list.
Go to Record:

 View a specific record in the recipient list.
Next Record:

View the next record in the recipient list.
Last Record:

 View the last record in the recipient list.
Find Recipient:

 Displays the "Find Entry" dialog box to search for a particular text entry.
Auto Check for Errors:

(Alt + Shift + K). Displays the "Checking and Reporting Errors" dialog box. This allows you to simulate the mail merge and to specify how to handle any errors that occur during mail merge. You can even simulate the merge and report errors in a new document.

Finish:

Finish & Merge:
Drop-Down. The drop-down contains the commands: Edit Individual Documents, Print Documents and Send E-mail Messages.

 

Page Layout Tab/Design Tab

Page Layout Tab/Design Tab in MS Word

In this blog we discuss about page layout or design tab.

What is page layout?

The Page Layout Tab lets you control the look and feel of your document in Microsoft Word. You can apply a global design to your document by using one of the available themes and colour schemes.

Parts of page layout in MS word their work and uses:

Margins:

 Drop-Down. Built-in margin settings or customise your own. Similar to Excel but has 2 more options "Moderate" and "Mirrored". Custom Margins displays the "Page Setup" dialog box.

Orientation:

Drop-Down. Change the orientation of the current section. The drop-down contains the commands: Portrait and Landscape. This provides a shortcut to the (Page Setup)(Page tab, Orientation).

Size:

 Drop-Down. Select from all the different available paper sizes. This provides a shortcut to the (Page Setup)(Page tab, Paper size drop-down).
Columns:

Drop-Down. The drop-down contains the commands: One, Two, Three, Left and Right and the command More Columns. Provides access to 1, 2, 3 column layouts.
Breaks:

Drop-Down. The drop-down contains the commands: Insert Page Break, Remove Page Break and Reset All Page Breaks.

Line Numbers:
 Drop-Down. The drop-down contains the commands: None, Continuous, Restart Each Page, Restart Each Section, Suppress for Current Paragraph and Line Numbering Options. The Line Numbering Options displays the "Page Setup" dialog box.
Hyphenation:

 Drop-Down. The drop-down contains the commands: None, Automatic, Manual and Hyphenation Options. The Hyphenation Options displays the "Hyphenation" dialog box.

Watermarks:

In 2013 this group was moved to the Design Tab

Paragraph:

You can quickly display the "Paragraph" dialog box, Indents and Spacing tab, by clicking on the launcher in the bottom right corner of this group.
These are options taken from the (Format Paragraph)(Indents and Spacing tab) for quick access.

Indent Left:

This automatically updates to indicate how much indentation has been applied to the paragraph of the current selection. This can be used to change the left indentation for the current selection.
Indent Right:
This automatically updates to indicate how much indentation has been applied to the paragraph of the current selection. This can be used to change the right indentation for the current selection.
Spacing before:
This automatically updates to indicate how much spacing is defined before the paragraph of the current selection. This can be used to change the spacing for the current selection.
Spacing After:
The automatically updates to indicate how much spacing is defined after the paragraph of the current selection. This can be used to change the spacing for the current selection.

Arrange or Drawing Tools - Format contextual tab:

Position:
 Drop-Down. Displays a list of picture positioning options. The drop-down contains the commands: In Line With Text and Text Wrapping. You can select More Layout Options to display the "Advanced Layout" dialog box.
Wrap Text:
Drop-Down. The drop-down contains the commands: In Line with Text, Square, Tight, Through, Top and Bottom, Behind Text, In Front of Text, Edit Wrap Points and More Layout Options.

Bring Forward:

 Button with Drop-Down. The button brings the selected object forward one level. The drop-down provides a command to bring the selected object in front of all the other objects.
Send Backward:

 Button with Drop-Down. The button brings the selected object back one level. The drop-down provides a command to send the selected object to the back of all the other objects.
Selection Pane:
 Displays the Selection Pane task pane.
Align:
Drop-Down. The drop-down contains the commands: Align Left, Align Centre, Align Right, Align Top, Align Middle, Align Bottom, Distribute Horizontally, Distribute Vertically, Align to Page, and Align to Margin, Align Selected Objects, View Gridlines and Grid Settings. The Grid Settings displays the "Drawing Grid" dialog box.

Group:
 Drop-Down. The drop-down contains the commands: Group, Regroup and Ungroup.
Rotate:

 Drop-Down. The drop-down contains the commands: Rotate Right 90, Rotate Left 90, Flip Vertical, Flip Horizontal and More Rotation Options.