DOCUMENT CREATION IN MS-WORD!
Word is a program used for doing word processing. Using Word, the documents like company newsletters, book report can be created easily. Word has got options for dealing with both text and graphics to create a Professional - looking documents.
Many features are available for formatting a document, which include setting the margins, selecting typefaces and setting spaces between lines and paragraphs etc. Various tools are available in Word like Spell Checker, Mail Merge, Word Art for manipulating the text effectively.
Steps in Creating a Document in MS-Word
Word documents are stored in a file with the extension ‘.DOC.’ Other types of files that can be created using Word are: Text file (.TXT), Rich Text Format (.RTF) files, and Internet files (.HTML).
To create a new document in Word, first thing we need to do is to have a blank document. When we start a ‘Word’ application, it automatically opens a new blank document. It can also be opened explicitly, using ‘File --> New” menu command or using the very first tool available in the ‘Standard’ toolbar.
After entering the text into a new document file, the plain text must be edited to produce an error-free document. Editing is an important task in a document creation, which involves:
- Adding or removing some text
- Modifying a portion of text
- Moving or copying a part of text
Text Insertion
For inserting some text in a line/paragraph, the insert button must be ‘ON’. The status of the insert button is shown on the status bar by the word ‘OVR’. When the indicator ‘OVR’ is disabled, that means the ‘INSERT’ button is ON and whatever we type at a particular position will be inserted.
When ‘OVR’ is enabled, it indicates that the ‘OVERWRITE’ mode is ‘ON’. In ‘OVERWRITE’ mode, whatever we type will overwrite the text at the right of the cursor. Pressing the ‘Insert’ button will set the ‘INSERT’ mode on/off. Mouse double click on the ‘OVR’ indicator will also set the mode.
Text Deletion
To delete one character at a time, use ‘Del’ or ‘Backspace’ key in the keyboard. ‘Del’ key deletes a letter at right, whereas ‘Backspace’ key deletes one character at left of the cursor. Press ‘Ctrl’ key along with the ‘Del’ or ‘Backspace’ key to delete one word to the right or left of the cursor.
For deleting a block of text, select the text using ‘Shift + Arrow keys’ in the keyboard or using the mouse click and drag feature. Press ‘Del’ key to delete the selected block of text.
Replacing an existing Text
To replace an entire word or a sentence, it is easiest to select the word or the sentence first, and then type. This new text will replace the selected text. This eliminates the need to delete the old text before typing the new text.
Editing tool Find and Replace is also available for finding a text and to replace it with another text in one or more places in the entire document. Enter both texts in the text boxes given in the Find and Replace dialogue box and press ‘Ok’ to do the replacing of the existing text.
Copying and Moving the Text
Editing tools ‘Cut’, ‘Copy’ and ‘Paste’ are used for copying and moving the text around the document. ‘Copy’ and ‘Paste’ will make ‘n’ copies of the same text. ‘Cut’ and ‘Paste’ will move the text from one place to another. Mouse ‘Drag & Drop’ feature is a shortcut for moving the text.
Previewing a Document
Previewing is nothing but seeing the output on the screen as exactly as it is printed on the paper. Previewing can be done by, clicking the preview tool available on the Standard tool bar or using the ‘File --> Print Preview’ menu command.
SETTING MARGINS and TABS
A Margin is an amount of space between the text and the edge of the page on all 4 sides. They are in inches. Default margin is 1 inch at the top and bottom, 1.25 inches at the left and right sides.
Procedure for Page Setup
Use the “File --> Page Setup” menu command to set the margins for the entire page. The other way of doing this is by dragging and drop as discussed below.
While in the Print Layout View, position the cursor over the left margin or right margin on the ruler. The shape of the cursor will change to Double Edged arrow. Then, click and drag using the mouse to change the page margin.
Tab Setup
Tabs are used for setting the margins temporarily for a paragraph or to align the text in a line. There are two kinds of TABS: Indent tabs and Alignment tabs. Indent tabs are used for setting the margins of a paragraph, while Alignment tabs are used for text alignment.
Indent Tabs
An Indent is nothing but a temporary left or right margin for lines or paragraphs. They are used to call attention to a paragraph, achieve a particular visual effect or to leave white spaces along the margins for notes or illustrations. There are five types of indents. They are: Left Indent, Right Indent, Double Indent, First Line Indent, and Hanging Indent.
- Left Indent: is used to set left margin for a paragraph
- Right Indent: is used to set right margin for a paragraph.
- Double Indent: combination of both left and right margins
- First Line Indent: is used to set the left margin for the first line of a paragraph.
- Hanging Indent: is used to set left margins for all lines, except the first line of the paragraph. Hanging indent is nothing but Left Indent when it is set next (right) to the first line indent.
Procedure for setting Indent Tabs
- Select the paragraph. The indent tabs are displayed on the ruler for the selected paragraph. Set the position of the Indent tabs using Mouse or Keyboard.
- To set the tab using the mouse, select the tab using the left mouse button, hold it and move it across the ruler to the new tab position.
- To set the tab position, using keyboard, use the menu command ‘Format --> Tabs’ and type the position in inches for the required indent tabs. Press ‘Set’ and ‘Ok’. An alternate method is to use the ‘Tab Key’ in the keyboard for setting the first line and the left indent. Pressing the Tab key once will set the first line indent, pressing it multiple times will change the First Line indent as well as the Left indent.
Alignment Tabs
Alignment refers to the position of the text at left, right or center. For text alignment, Word application needs a reference point based on which it will align the text left, right or center. For left alignment, the reference point is the left margin or the starting position of the text. For right alignment, the reference point is the right margin. For center alignment, the reference point is center of the document.
When we use tabs for text alignment, the text is aligned based on the position of the alignment tab, set on the ruler. The text will be aligned according to the type of tab used at the corresponding position on the ruler. There are 4 types of alignment tabs: Left tab, right tab, Center tab and Decimal tab. The 1st 3 tabs align the text to the left, right and center respectively, whereas the Decimal Tab aligns the decimal point of a decimal number at the position set by it on the ruler.
Procedure for using Alignment Tabs
To use the alignment tabs for text alignment, first you have to set the tabs in their position and then use the TAB button for aligning the text at the tab positions set already.
Setting the Tab using Mouse:
- Place the cursor in the line for which you want to set the tab.
- Select the tab from the top left corner of the ruler by clicking on it to get the one of your choice.
- Set the tab in its position by clicking at the appropriate position on the ruler. Any number of alignment tabs can be set for a single line.
Setting the Tab using Keyboard:
Use the Menu option ‘Format --> Tabs’ which would pop up the Tab setup dialogue box. In the Tabs Dialogue box, select the type of the alignment tabs their position in inches. Press the Set Button for setting multiple tabs. Press Ok to have the alignment tabs on the ruler for the current line/paragraph.
