UNIT- III

Using Windows – Using Windows Explorer – word Basics – Formatting text and
documents – working with headers, footers and foot notes – Tables, Tables and
sorting – Working with Graphics – Templates and Wizards – Creating Micros
and Menus – Mail merge.

Microsoft Windows (or simply Windows) is a meta family of graphical operating systems
developed, marketed, and sold by Microsoft. Windows are particularly valuable in
multitasking environments , which allow you to execute several programs at once. By
dividing your display into windows, you can see the output from all the programs at the same
time. To enter input into a program, you simply click on the desired window to make it the
foreground process.

Whenever you open a program, file, or folder, it appears on your screen in a box or frame
called a window (that's where the Windows operating system gets its name). Because
windows are everywhere in Windows, it's important to understand how to move them, change
their size, or just make them go away.

Parts of a window

Although the contents of every window are different, all windows share some things in
common. For one thing, windows always appear on the desktop—the main work area of your
screen. In addition, most windows have the same basic parts.

Parts of a typical window

 Title bar. Displays the name of the document and program (or the folder name if
you're working in a folder).
  Minimize, Maximize, and Close buttons. These buttons hide the window, enlarge it to
fill the whole screen, and close it, respectively (more details on these shortly).
 Menu bar. Contains items that you can click to make choices in a program. See Using
menus, buttons, bars, and boxes.
 Scroll bar. Lets you scroll the contents of the window to see information that is
currently out of view.
 Borders and corners. You can drag these with your mouse pointer to change the size of
the window.

Other windows might have additional buttons, boxes, or bars. But they'll usually have the
basic parts, too.

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Moving a window

To move a window, point to its title bar with the mouse pointer . Then drag the window to
the location that you want. (Dragging means pointing to an item, holding down the mouse
button, moving the item with the pointer, and then releasing the mouse button.)

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Changing the size of a window

 To make a window fill the entire screen, click its Maximize button or double-click
the window's title bar.
 To return a maximized window to its former size, click its Restore button (this
appears in place of the Maximize button). Or, double-click the window's title bar.

 To resize a window (make it smaller or bigger), point to any of the window's borders
or corners. When the mouse pointer changes to a two-headed arrow (see picture
below), drag the border or corner to shrink or enlarge the window.

Drag a window's border or corner to resize it

A window that is maximized cannot be resized. You must restore it to its previous size
first.

Note
  Although most windows can be maximized and resized, there are some windows that
are fixed in size, such as dialog boxes.

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Hiding a window

Hiding a window is called minimizing it. If you want to get a window out of the way
temporarily without closing it, minimize it.

To minimize a window, click its Minimize button . The window disappears from the
desktop and is visible only as a button on the taskbar, the long horizontal bar at the bottom of
your screen.

Taskbar button

To make a minimized window appear again on the desktop, click its taskbar button. The
window appears exactly as it did before you minimized it. For more information about the
taskbar, see The taskbar (overview).

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Closing a window

Closing a window removes it from the desktop and taskbar. If you're done with a program or
document and don't need to return to it right away, close it.

To close a window, click its Close button .

Note

 If you close a document without saving any changes you made, a message appears that
gives you the option to save your changes.

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Switching between windows

If you open more than one program or document, your desktop can quickly become cluttered
with windows. Keeping track of which windows you have open isn't always easy, because
some windows might partially or completely cover others.

Using the taskbar. The taskbar provides a way to organize all of your windows. Each window
has a corresponding button on the taskbar. To switch to another window, just click its taskbar
button. The window appears in front of all other windows, becoming the active window—the
one you're currently working in. For more information about taskbar buttons, see The taskbar
(overview).

To easily identify a window, point to its taskbar button. When you point to a taskbar button,
you'll see a thumbnail-sized preview of the window, whether the content of the window is a
document, a photo, or even a running video. This preview is especially useful if you can't
identify a window by its title alone.

Pointing to a window's
taskbar button displays a preview of the window

Note

 To see thumbnail previews, your computer must support Aero. For more information
about Aero, see What is the Aero desktop experience?

Using Alt+Tab. You can switch to the previous window by pressing Alt+Tab, or cycle
through all open windows and the desktop by holding down Alt and repeatedly pressing Tab.
Release Alt to show the selected window.

Using Aero Flip 3D. Aero Flip 3D arranges your windows in a three-dimensional stack that
you can quickly flip through. To use Flip 3D:

1. Hold down the Windows logo key and press Tab to open Flip 3D.

2. While holding down the Windows logo key, press Tab repeatedly or rotate the mouse
wheel to cycle through open windows. You can also press Right Arrow or Down
Arrow to cycle forward one window, or press Left Arrow or Up Arrow to cycle
backward one window.
3. Release the Windows logo key to display the frontmost window in the stack. Or, click
any part of any window in the stack to display that window.
 Aero Flip 3D

Tip

 Flip 3D is part of the Aero desktop experience. If your computer doesn't support Aero,
you can view the open programs and windows on your computer by pressing Alt+Tab.
To cycle through the open windows, you can press the Tab key, press the arrow keys,
or use your mouse. To learn more about Aero, see What is the Aero desktop
experience?

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Arranging windows automatically

Now that you know how to move and resize windows, you can arrange them however you
like on your desktop. You can also have Windows automatically arrange them in one of three
ways: cascading, vertically stacked, or side by side.

Arrange windows in a
cascade (left), vertical stack (center), or side-by-side pattern (right)

To choose one of these options, open some windows on your desktop, then right-click an
empty area of the taskbar and click Cascade windows, Show windows stacked, or Show
windows side by side.

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Arranging windows using Snap

Snap will automatically resize your windows when you move, or snap, them to the edge of the
screen. You can use Snap to arrange windows side by side, expand windows vertically, or
maximize a window.

To arrange windows side by side

1. Drag the title bar of a window to the left or right side of the screen until an outline of
the expanded window appears.
2. Release the mouse to expand the window.
3. Repeat steps 1 and 2 with another window to arrange the windows side by side.

Drag a window to the side of

the desktop to expand it to half of the screen

To expand a window vertically

1. Point to the top or bottom edge of an open window until the pointer changes into a
double-headed arrow .

2. Drag the edge of the window to the top or bottom of the screen to expand the window
to the entire height of the desktop. The width of the window doesn't change.
Drag the top or bottom of a window to expand it vertically

To maximize a window

1. Drag the title bar of the window to the top of the screen. The window's outline
expands to fill the screen.
2. Release the window to expand it to fill the entire desktop.
 Drag a window to the
top

Dialog boxes

A dialog box is a special type of window that asks you a question, allows you to select options
to perform a task, or provides you with information. You'll often see dialog boxes when a
program or Windows needs a response from you before it can continue.

A dialog box appears if you exit a

program without saving your work
Unlike regular windows, most dialog boxes can't be maximized, minimized, or resized. They
can, however, be moved

Using Windows Explorer

What is Windows Explorer?

Windows Explorer offers you a fast, easy way to view, copy, delete, move, etc., the folders
and files found on all of your disk drives. Think of it as one really big filing cabinet. It is
important to note that the Windows Explorer application is different from Internet Explorer.
Windows Explorer lets you play with the files on your computer, while Internet Explorer
allows you to connect to other computers via the World Wide Web.

How to open Windows Explorer

For Windows 95, 98, and ME:

1. Click the Windows Start button, and then select the Programs button.
2. Click on Windows Explorer.

For Windows 2000 and XP:

1. Click the Windows Start button, and then select the Programs button.
2. Select the Accessories button.
3. Click on Windows Explorer.

For Windows Vista and 7:

1. Click the Windows logo in the task bar at the lower left.
2. Click Computer from the menu that appears.

What are Drives, Folders and Files?

For organizational purposes, everything on your computer is reduced or segmented into very
specific parts and locations. Your PC also consists of drives which are further broken down
into Hard Drive(s), CD-ROM drives, floppy drives, ZIP drives (if applicable) and so forth.
Within each Drive, there are hundreds, and potentially thousands of Folders and Files. Again,
each of these files and folders are of great assistance in keeping things orderly.

A Folder is very similar to a folder in a file cabinet. Inside each of the Folders, there may very
well be more sub-folders, or Files. Folders are a great way to keep you organized on different
projects that you may be involved with. For example, you might have a Folder for all of your
documents, and another for all of your spreadsheets. Furthermore, you may have sub-folders
within these to keep those documents even more organized.

Each individual document and spreadsheet within is known as a File. Files are the items that
you are able to view and to work on if desired. An example would be the images you
download from your digital camera; or the Word document that you've created.

What's inside all these folders?

When you open Windows Explorer, you will see two sections, a left 'pane' and right 'pane'.
The left pane shows you your drives and folders. This layout is called a tree, as it closely
resembles a tree with all of the 'branches'. To the left of each of the drives is a small [+]
symbol. Using the mouse and clicking on this symbol will show you all the folders that are
stored on that particular drive. Some of these folders themselves will also have a [+] symbol
next to them. Again, this means that there are more sub-folders contained within that
particular folder. If you click on the [+], it will open the folder list to reveal the contents and
change the [+] to a minus [-] symbol. This simply means that the folder has been opened
accordingly. If you click the [-] then it will close the folder and return it to the [+] symbol.

The right pane shows all the files and sub-folders that are contained within the folder that you
are currently viewing with Explorer. For example, let's view the contents of the My
Documents folder. Generally speaking, this folder is contained on the 'C:' drive of your PC.
As such, locate your 'C:' drive in the left pane, click the [+] next to this drive- remember, if it's
already opened, it will have a [-] next to it. From the folders listed in the 'C:' drive, locate the
My Documents folder. Click on the Folder itself, not the [+] symbol next to it. This will
change the contents of the right pane to display all of the sub-folders and files in My
Documents.

Opening a file

It is important to note that your computer contains two vastly different types of files. There
are Program files and Data files. Program files are the applications that you run on your
computer. Examples of Program files include RealFlight and Windows Explorer itself. Data
files, on the other hand, contain information that was created by the Program files. These
might include text documents, photos or images and music. To open a Program file, simply
point the mouse cursor on the file, and click twice - double-click- with the left mouse button.
As an example we'll open RealFlight using Windows Explorer:
On the left pane, locate the hard drive that contains the RealFlight program. Generally, this is
the 'C:' drive. Click the [+] symbol next to this drive. Again, if it shows the [-] symbol there is
no need to click on it as the drive is open.

On the left pane below your hard drive, search for a folder labeled Program Files and click
the [+] next to it. This will reveal the contents of the Program Files. Looking at the left pane
below the Program Files listing locate a folder that has been designated as RealFlight. To
open the RealFlight files, simply click the folder to access its contents. There is no need to
click the [+]. The right pane will now display everything that is located in the RealFlight
folder. Look for a file titled RealFlight that includes the same icon as the one that appears on
your desktop. If you wish to start the RealFlight software, double-click this folder.

Data files are opened in exactly the same way. The only difference is that Windows will first
open the application that is needed to view the data file. That is, you do not need to do this
yourself. Again using RealFlight as an example, let's open the readme file that appears in the
RealFlight folder.
Move or Copy a File

The simplest and most efficient way to move or copy a file is to use your mouse to drag it to
the desired location. Moving a file is defined as taking the file out of one folder and placing it
into a different folder. Copying on the other hand, keeps the original file in its current or
existing folder, and makes an additional 'copy' in the new or target folder.

To move a file:

Locate the file you wish to move on the right pane.

Scroll the left pane so that the target folder or desired location appears. In other words, you
are able to see the folder in which you wish to move the file. Click and hold down the left
mouse button on the file you wish to move. With the mouse button still held down, move the
mouse cursor to the target folder. While you are doing so, a faint image of the icon should
now appear with the mouse cursor. When the target folder is highlighted, release the mouse
button. This will move the file from its current location to the new desired location. Holding
down the mouse button while moving the cursor is called 'dragging the mouse'.

Word Basics

 Create a new document

 Cut, copy and paste
 Format words
 Format paragraphs
 Use bullets and numbering
 Adjust page settings
 Check spelling
 View pages

Create a new document

1. Start Microsoft Word 2003.

You should see a screen that looks like this:

2. Close the Getting Started pane.
3. In the blank document, type:

Fax Cover Sheet

at the top of the page.

4. Press the ENTER key on your keyboard twice.

The document should look like this:

 TIP: Pressing the ENTER key twice should add two blank lines between the words
Fax Cover Sheet and the blinking cursor.

5. Type:

To: John Smith

6. Press the ENTER key on your keyboard.

7.Type:

From: Melissa Jones

then press ENTER.

8. Type:
Fax number: 888-555-1874

then press ENTER

 9. Type:

Date: January 1, 2004

then press ENTER.

10. Type:

Total number of pages: 5

The document should now look like this:

Create a folder for your document

1. On the Menu Bar, click File, then Save.

2. When the Save As window appears, create a new folder in the My Documents folder
called Word Documents.

TIP: To create this new folder, first select the My Documents folder in the Save in
drop-down list.
Then click the icon.

When the New Folder window appears, type:

Word Documents

in the Name box.

Then click the button.

The Word Documents folder should appear in the Save in box.

Save the document

1. In the File name box, type:

Fax Cover Sheet

 2. Click the button.

Cut, copy and paste

1. Click at the beginning of the words

Fax number: 888-555-1874

2. Holding your mouse button down, drag over the words to highlight them.
Copy text

1. On the Menu Bar, click Edit, then Select All.

2. Click the icon.

Click the icon.

This should create a new document.

You should now have two Word windows open, and a new blank document:

Paste text

1. Click the icon.

All the text from the document Fax Cover Sheet should appear in the new document:
 2. Click the icon to save the new document.

Save the document as Fax Cover Sheet Copy in the Word Documents folder.