MS WORD

INTRODUCTION
Communication plays a vital role in the fulfilment of all marketing objectives. Understanding
communication is essential since it is the basic process through which managers specifically and
organizations in their entirety accomplish their set objectives culminating in their success.
Various communication tools are MS Word, MS Excel, MS PowerPoint.

What is MS Office?
Microsoft Office is the most efficient suite of applications for document creation, communication
and business information analysis. For many functions, the business platform has evolved from
paper to the Web. Microsoft Office extends desktop productivity to the web, streamlining the way
you work and making it easier to share, access and analyse information so you get better results.
Office offers a multitude of new features. Of particular importance for this release are the features
that affect the entire suite. These Office-wide, or shared features hold the key to the new realm of
functionality enabled by Office. Office offers a new Web-productivity work style that integrates
core productivity tools with the Web to streamline the process of sharing information and
working with others. It makes it easier to use an organization's intranet to access vital business
information and provides innovative analysis tools that help users make better, timelier business
decisions. Office delivers new levels of resiliency and intelligence, enabling users and
organizations to get up and running quickly, stay working and achieve great results with fewer
resources.

COMPONENTS OF MS OFFICE
• MS-WORD
• MS-EXCEL
• MS-POWER-POINT

o MS-WORD
Ms-word is a powerful word processor that allows you to create:
• Memos
• Fax coversheets
• Web pages
• Reports
• Mailing labels
• Brochures
• Tables
• And many other professional and business applications.
Let us consider an office scene. Many letters are typed in the office. The officer dictates a letter.
The typist first types a draft copy of the letter. The officer goes through it to check mistakes
regarding spelling errors, missing words, etc. and suggests corrections. The typist changes the
letter as suggested by the officer. This is a simple example of word processing.
There are many software packages to do the job of word processing. Some of them work in DOS
environment. Example are WordStar, Word Perfect and Professional Write. But in these days
working in WINDOWS is becoming more and more popular. So let us consider software for
word processing which works in WINDOWS. Our choice is MS-WORD because it is the most
popular software in these days.
 o STARTING MS – WORD
To begin working in Word, start the program from within the Windows environment or
‘workspace’. You can usually start Word by choosing Microsoft Word from the Start menu’s
Program sub menu.
To start Word:
1. On the Windows taskbar, choose Start.
2. From the Programs sub menu, choose Microsoft Word 2013.

MS-WORD SCREEN AND COMPONENTS

When you start working in Word, your monitor displays what appears to be a blank piece of
paper on your screen with a blinking black bar on the left. This screen, the document window, is
where you enter and manage your document text. Different command interfaces and
informational display areas, illustrated in Figure, surround the document window. Each of these
items allows you to receive information about, or apply features to, your document. Microsoft
Word wants you to manage, organise, and create things with words. That's the essence of word
processing. What you see on the screen, on Word's interface, is designed to make writing an easy
and effortless task. The largest portion of the Word screen is for composing text. It's blank and
white, just like a fresh sheet of paper. That's where you compose and format your text.

✓ The title bar lists the document's title or merely Document1 until you give the document a
title by saving it to disk.
✓ The File Ribbon Tab replaces the traditional File menu of most Windows programmes.
Clicking the File Ribbon Tab displays the File Ribbon Tab menu, a list of commands that deal
with files and documents. It's the big round button at the top left of the screen, with four colourful
squares in it.
✓ Tabs organise Word's various and sundry commands into groups based on word-processing
activities. Tabs appear and disappear depending on what you're doing in Word.
✓ Groups and command buttons help keep commands for the various tabs organised. Each
group contains command buttons that do specific things to your text.
✓ The Ruler may or may not be visible. When the Ruler is visible, it helps you set margins and
tabs. To show or hide the Ribbon select View Tab then Ruler.
THE DOCUMENT WINDOW
These Microsoft Word Keyboard Shortcut will help you to complete your documents much
faster.

o CREATING NEW DOCUMENT

a) Creating a new blank document. When you’re preparing a simple document—like a two-
page essay, a note for the babysitter, or a press release—a plain, unadorned page is fine. Or, when
you’re just brainstorming and you’re not sure what you want the final document to look like, you
probably want to start with a blank slate or use one of Word’s templates to provide structure for
your text.
b) Creating a document from an existing document. For letters, resumes, and other documents
that require more formatting, why reinvent the wheel? You can save time by using an existing
document as a starting point. When you have a letter format that you like, you can use it over and
over by editing the contents.
c) Creating a document from a template. Use a template when you need a professional design
for a complex document, like a newsletter, a contract, or meeting minutes. Templates are a lot
like forms—the margins, formatting, and graphics are already in place. All you do is fill in your
text.

o OPENING AN EXISTING DOCUMENT

The steps are:
1. Choose Office button → Open (Alt+F). In the Open window, navigate to the folder and
file you want to open.

The Open window starts out showing your My Documents folder, since that’s where Word
suggests you save your files. When your documents in a more exotic location, click the My
Computer icon, and then navigate to the proper folder from there.

2. With the file selected, click Open in the lower-right corner.

The Open box goes away and your document opens in Word. You’re all set to get to work. Just
remember, when you save this document (Alt+F, S or Ctrl+S), you write over the previous file.
Essentially, you create a new, improved, and only copy of the file you just opened. If you don’t
want to write over the existing document, use the Save As command (Alt+F), and then type a
new name in the File Name text box.

ELEMENTARY WORKING WITH MS-WORD

1) Selecting Text
You need to select text to be able to apply formatting to that text. Among the ways to select text:
1. Click and drag with your mouse.
2. Double-click a word to select the word.
3. Triple-click in a paragraph to select the paragraph.
4. Click and drag in the document's Selection Area in the left margin.

2) Selecting Fonts
The Font group is located on the home tab.

The most commonly used commands in the Font group are:

1. Font. Choose between a wide selection of fonts.
2. Font Size. Change the size of your text.
3. Bold. Bold your text.
4. Italic. Italicize your text.
5. Underline. Underline your text.
6. Strikethrough. Strikethrough your text.
7. Text Highlight Color. Highlight your text.
8. Font Color. Change the color of your text.
9. Clear All Formatting. Clear all formatting in the selection and return the text to its default.

3) Clear Existing Formatting

You can clear the formatting in a document by selecting the section you want to clear (or press
CTRL+A to select the entire document), and from the Home tab in the Font group, select Clear
All Formatting.

4) Change Text to WordArt

You can quickly and easily add visual appeal to Word text using WordArt.
To change text to WordArt:
1. Select the text you want to convert to WordArt.
2. From the Insert tab, in the Text group, select WordArt.

3. Select an option from the drop-down list.

5) Working with Fonts

1. Bold your name and increase the text size to 20.
▪ Highlight your name.
▪ In the Font group, click Bold.
▪ In the Font group, click the text size drop-down box and select 20.
2. Italicize your address.
▪ Highlight your address.
▪ In the Font group, click Italic.
3.Change the text color of the date to red.
▪ Highlight the date.
▪ In the Font group, click the font color drop-down box and red.
4. Underline the greeting line.
▪ Highlight the greeting line.
▪ In the Font group, click Underline.
5. Add a text effect to "Sincerely".
▪ Highlight "Sincerely."
▪ In the Font group, click Text Effects and choose an effect.

6) Working with Lists

The list commands are located on the Paragraph group of the Home tab. To add a bulleted list to a
Microsoft Word document:

1.Click the left side of the Bullets command:

2. Begin typing.
3. Press the enter key to add additional bullets.
4. Press the Enter key twice to get out of list mode.

To add a numbered list to a Microsoft Word document:

1. Click the left side of the Numbering command:

2. Begin typing.
3. Press the Enter key to add additional numbers.
4. Press the Enter key twice to get out of list mode.
 PRACTICAL 1

OBJECTIVE -
Write a letter or a greeting card and send it to five people using mail merge option of MS word.
INTRODUCTION -
In any working environment, there are situations when a similar type of letter or document is to
be sent to many persons who reside at different locations. The letters may contain the address of
each recipient, in addition to the standard information contained in the letter. One way of doing
this is to print the letters by changing the address each time in the document after printing such
letter. But this would mean lot of effort and time and also results in bad organization.
Such problems are taken care of by the Mail Merge facility.
In word processing, Mail Merge is the process of transferring selected information from one
document to another document.

STEPS –
1) In a blank Microsoft Word document, click on the Mailings tab, and in the Start Mail Merge
group, click Start Mail Merge.

2) Click Step-by-Step Mail Merge Wizard.

3) Select your document type. In this demo we will select Letters. Click Next: Starting document.
4) Select the starting document. In this demo we will use the current (blank) document. Select
Use the current document and then click Next: Select recipients.

5) Select recipients. In this demo we will create a new list, so select Type a new list and then
click Create.
a) Create a list by adding data in the New Address List dialog box and clicking OK.

b) Save the list.

c) Selecting Edit recipient list opens up the Mail Merge Recipients dialog box, where you
can edit the list and select or unselect records. Click OK to accept the list as is.

d) Click Next: Write your letter.

6) Write the letter and add custom fields.
Click Address block to add the recipients' addresses at the top of the document.

7) Press on your keyboard and click Greeting line... to enter a greeting.

8) Note that the address block and greeting line are surrounded by chevrons (« »). Write a
short letter and click Next: Preview your letters
9) Preview your letter and click Next: Complete the merge.

10) Click Print to print your letters or Edit individual letters to further personalize some or all
of the letters.
 PRACTICAL 2

AIM- To design your resume using MS word.

INTRODUCTION - A CV is a short document that gives you a chance to show a

prospective employer the best of what you’ve got. It sells your skills, experience, and shows
them you’re the right person for the job.
Making a good impression is important in today’s competitive job market. Your CV will be
your first contact with employers so it’s essential to get it right.

STEPS –
1.Go to File > New.
2. In the search box, type Resume or Cover Letter.

3.Double-click the template you want to use.

4.Replace the placeholder text with your own information.

5. First, let’s insert a header.

a. Press Ctrl + Home to get to the top of the document.
b. Click on the Insert tab. In the Header & Footer group, click on the Header button to
open a menu of different header options.
c. Scroll down the menu to view all the options and click on Blank.
d. Notice that a new Contextual Ribbon of tools has opened called Header & Footer Tools.
It has one tab (“Design”).
e. Also notice how Word is calling out the header section with a dotted-line.

6. Next, let’s insert a footer.

a. Note that, when the header is active, the footer is active as well. Scroll down to the bottom
of the current page and notice that there is a Footer section called-out with a dotted-line.
b. In the Design tab of the Header & Footer Tools contextual ribbon, locate the Header &
Footer group. Click on the Footer button to open a menu of different footer options.
c. Again, scroll down the menu to view all the options and then click on Blank (Three
Columns).

d. What we’re going to do is, put our name in the left text box, the current date in the center
text box, and the page number in the right text box. There are tools on the Header & Footer
Tools contextual ribbon to facilitate this.
e. Click on the left Type Text box and type your name. Do not hit Enter .
f. Click on the right box. In the Contextual ribbon, locate the Header & Footer group and
click on the Page Number button. A list of options will be shown about where you want to
insert the page numbers (see table below)

7. Adding comments
a. Go to review and add a new comment.

8. Inserting a Table
1. Open a new document in Word.
2. Click on the Insert tab and in the Tables group, click on the Table button.
3. Move your Cursor over the squares in the Table Pane to determine the
size of your table. Notice how the squares change color and the
dimensions are given at the top.
4. When you have a 7 column x 5 row table, press the left mouse button.
Your table will be inserted where your insertion point was located.

EXAMPLE OF A RESUME IS GIVEN BELOW-