MS-WORD 2000

Introduction

Word 2000 is an advanced Word processing product by Microsoft. Word 2000 is a

major upgrade to an already fully featured package, apart from integrating information
from non-word programs like spreadsheet, databases, graphic sources etc. word 2000
has added many internet based facilities like E-mail, designing web pages etc.

Word 2000 gives you tools to easily create professional quality documents and
share information. This new version of word is loaded with helpful, time saving features
that will allow you to focus on the content of your documents rather than on how to use
the software. Word automatically determines what language a user is typing and applies
the correct proofing tools like AutoCorrect, Spell Check, and Grammar Check etc.

MS-Word is the most full - featured Word Processing program in use today. Word
provides all basic word - processing duties and fulfils most of desktop publishing needs.
Word help to generate all memos, letters, reports and other text intensive documents.

What is Word Processor?

A Word Processor is a software package that helps us to create and edit
documents. Creating a document involves typing it into the internal memory of the
computer and saving it by writing it into the disk. Editing a document involves correcting
the spelling mistakes, deleting words, making sentences and paragraphs.

Features of MS-Word
1. Click and type
2. Collect and paste multiple items
3. Auto detect and replace corrupt or missing components
4. Detect and repair
5. Adaptive menu
6. Save any document directly to a web server
7. Web page preview
8. Tables can be added in web pages as you can allow site visitors to edit these through
their browser.
9. Online office assistance
10. Facility of checking spellings, grammar are available in ms-word
11. Find and replace words are another feature, which replaces all words in the current
document.
12. Auto saving is another important feature, which saves document from time to
time
13. The complete document or a part of a document can be copied to another
document by copy or export facility.
14. Synonyms (i.e. Words having the same or nearly the same meaning are called
synonyms) for the given word can be used.
15. Mail merge facility is available in ms-word. A bulk of letters can be sent to
various persons by this facility.
16. Auto correct and auto format features are there in ms-word
17. Easy table creation & formatting that includes table auto format, which allows
to focus on data.
18. A number of fonts are available in ms- word program. You can choose the
desired font and symbol.
19. Setting of the paragraphs, left margin, right margin, line spacing , top margin,
bottom margin etc. Can be done as per the choice of the user.

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 How to Start MS-Word
Start  Programs  Microsoft Word (or) MS-Word
(or)
Start  Programs  MS-Office  Microsoft Word (or) MS-Word
(or)
Start  Run  Type "winword" in the Text Box displayed in the Run Dialog box
and Finally click OK

MS - Word Screen

Opening a New Document

To Create or open a New document click the New Button on the Standard
Toolbar, (Or)
Select File  New, click General tab and select Blank Document to open a new
document. Everytime you run word, it opens a new blank document named as
Document1.

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 A new document can also be created based on a template. A template is the
model on which a document is based.

A New document is opened and gives a temporary name DOCUMENT1. If we open

another New Document it would be named DOCUMENT2 with the next DOCUMENT3 and
so on. When you open a document it is placed on the top of any existing one and
becomes the active document. The next step is to enter the text in the document. The
Short Cut key is " Ctrl + N "

Opening an Existing Document

If you have created a file and have saved it with some name, later you may have
to open it. To open an existing file choose File  Open or press Ctrl+ O.

To quickly open one of the previous documents you worked on, choose it from the
bottom of the File Menu and click it. Or Click Open Button on the Standard Toolbar
(Or) Select File  Open.

Then a Dialog box appears, in that dialog box select the file name with the Mouse
or type the file name on the Filename Box and finally click OK (Or) The Short Cut
key is " Ctrl + O "

Saving a Word Document

To Save any Document Select File  Save (Or) Click Save Button on the
Standard Toolbar (Or) The Short Cut Key is " Ctrl + S "

The first time you save a word document, then it displays a Dialog box, in that
dialog box - you assign it a name and the folder in which to save it. Thereafter, when
you save the document, word uses that name and folder and does not prompt you for
changes to them - unless you decide to save the file under different name or in a
different folder, in this case you need to use the File  Save As option rather than File
 Save.

Closing Document To Close existing document use the command File  Close

Editing the Text

The process of changing the appearance of the text, deleting a portion of the text,
duplicating or moving a part of the text, is called editing. To make these changes you
must first select the portion of text, which needs the change. The selected portion of text
is called a BLOCK. When the text is blocked, it will be highlighted. You will find below
some of the methods to block or select a portion of the text.

 Click and Drag: Click in the place from where the text is to be selected and drag to
the place at the end of selection and release the mouse button.
 Click on the selection area (space at the left side of the screen - after the ruler but
before the text) of line to block a line
 Double Click on the word to block a word.
 Ctrl + Click anywhere on the sentence to block a sentence.
 Three Times Click simultaneously to block entire paragraph.

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 Insert and Overstrike Word is normally in the insert mode. As text is typed,
following text is pushed to the right and down. You can put word into the overstrike
mode by pressing the <Ins> key. OVR is displayed at the bottom of the screen (on the
Status Bar) when in overstrike. Press <Ins> again to put Word back into the insert
mode.

Using Select All Option

This option is used to select entire contents of the active document
Goto Edit Menu  Select Select All option
(or) use the Shortcut key (Ctrl + A)

Cutting, Copying, Pasting and Deleting

 Cut: This removes the selected text or word or a sentence or a paragraph from the
screen and puts it on the clipboard, from which it can be pasted. Text or graphic can
be cut by selecting it and using EditCut or by pressing
<Ctrl + X>

 Copy: Text is Copied to the clipboard by selecting it and using the EditCopy or by
pressing <Ctrl + C>. Copied text remains in the original position, while cut text is
removed.

 Paste: The Text or Graphic image that resides on the Clipboard is inserted into a
document at the cursor position using EditPaste or by pressing <Ctrl + V>.

Clipboard The Clipboard is a designated portion of memory where Cut or Copied text
or graphics are stored.

 Deleting any Text First select the text or word or a sentence or a paragraph and
press <DEL> key. To delete one Character at a time by putting the cursor on the
character and press <DEL> key.

Finding and Replacing Text

Find (Ctrl+F )
This option is used to search for the specified text in the active document.

Procedure
1. Type some data on the page
2. Goto Edit Menu and then select “Find “ option, it displays the find dialog box.

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 3. Here type the text on the “Find What “ text box, for which you want to search
in the document
4. Click the Find Next button, it will show that text in a highlighted mode.
5. Repeat the above Step 4 continuously until word finishes its searching
6. If the specified text is not found then word automatically displays a message
“Word Has finished Searching the Document, The Search Item Was Not
Found”
7. Finally click the Close Button

Replace (Ctrl + H)
This option is used to search for the given text which is on the “find what” text
box and replaces that text with the text given on “replace with” textbox

Procedure To Replace The Text

1. Type some data on the page
2. Goto Edit Menu and then select “Replace “ Option, it displays the replace
dialog box.

3. Here type the text on the “Find What “ text box, for which you want to search in
the document and then type text on the “Replace With” text box to which you
want to replace the text.
4. Click the “Replace “ to replace the text individually or Click the ”Replace All”
button to replace all text with the specified text .
5. Finally click the Close Button

Goto (Ctrl + G)
This option is used to moves the insertion point to the item you want to go to.
You can move to a page number, comment, footnote, bookmark, or other location.

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Procedure Goto Edit Menu  select Goto

1. It displays a dialog box, here select Any One Option under the Go to What List
Box, and then type the Number for which you want to go to ie either Page Or
Line Or Footer Or Bookmark Etc

Undo and Redo Mistakes

Undo (Ctrl + Z)
This option is used to reverse or cancels the last done actions

On the Standard toolbar, click the arrow next to Undo

Word displays a list of the most recent actions you can undo. Click the action you
want to undo. If you don't see the action, scroll through the list. You undo an action or
you can undo all actions above it in the list.
On the Edit menu, click Undo. If you can't Undo the last action, the Undo
command changes to Can't Undo.

Tip   If you later decide you didn't want to undo an action, click Redo on the Standard
toolbar.

Redo (Ctrl + Y)
This option is used to repeat the last done actions

On the Standard toolbar, click the arrow next to Redo

Word displays a list of the most recent actions you can Redo. Click the action you
want to Redo. If you don't see the action, scroll through the list. You Redo an action or
you can Redo all actions above it in the list.
On the Edit menu, click Repeat. If you can't repeat the last action, the Repeat
command changes to Can't Repeat.

Viewing a Document in Different Ways

Normal view
In normal view, you can type any text or edit or apply different formats ie
applying colors to the text or bold, italic, underline etc or alignments to the text.
But it does not support 2d or 3d graphic images or drawing object etc

Procedure:
1. Type some text on the page
2. Select some text and then apply some color to that text.
3. Now drag some drawing object ie rectangle or ellipse or add word art text etc
4. Now Goto View Menu and then select “ Normal “, you can see only the text
but not the graphics
5. That is In Normal View you can see only the text

Web layout view

In this view, you can type any text or edit or apply different formats and you can
also place any 2d or 3d graphic images or drawing object or you can apply the
background color also.

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 It is an editing view that displays your document, as it will appear in a web
browser ie on internet explorer

Procedure:
1. Select some text and then apply some color to that text.
2. Now drag some drawing object ie rectangle or ellipse or add word art text etc
3. Now Goto “View Menu” and then select “ Web Layout “, you can see all the
text and graphics.
4. In this view you can also able to apply the Background Colour for the
document (To apply the Backgroud color Goto Format Menu  BackGround
 Click on some Color Box to apply that perticular color or you can apply Fill
Effects to the Document)
5. That is In Web Layout View you can see all text, graphics and even
background colour also.

Print layout view

In this view, it displays your document as it will print. The default view is the
print layout view. Here you can see or edit every thing except the background colour for
the page.

Procedure:
1. Select some text and then apply some color to that text.
2. Now drag some drawing object ie rectangle or ellipse or add word art text etc
3. Now Goto “View Menu” and then select “ Print Layout “, you can see all the
text and graphics.
4. The Background color will not support in this view. Ie you can see text, all
graphics etc but not the back ground color in Print Layout View

Outline view

In the outline view, in which you can examine and work with the structure of your
file in classic outline form. Work in outline view when you need to organize and develop
the content of your file.

Outline view shows the document's structure. The indentations and symbols in
outline view do not affect the way your document looks in normal view and do not print.

To switch to outline view, click

Outline View on the horizontal
scroll bar.

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 Document Map
Turns on or off the document map, a vertical pane along the left edge of the
document window that outlines the document structure. Use the document map to
quickly browse a long or online document and to keep track of your location in it.

Procedure:

1. Type some paragraph and then type some title for that paragraph.
2. To make that title as heading, first select that title and then goto formatting
tool bar and then under the “Style List Box”  select Heading
3. Similarly type two or more paragraphs with titles as headings
4. Now goto View  Document Map, you can organize the paragraph through
their titles, which are displayed on the left edge of the document.
5. Simply click on a heading it will show the related paragraph.

Header and Footer

Adds or changes the text that appears at the top and bottom of every page or
slide.

Why use headers and footers?

Headers and footers are typically used in printed documents. You can create
headers and footers that include text or graphics — for example, page numbers, the
date, a company logo, the document's title or file name, or the author's name — that are
usually printed at the top or bottom of each page in a document.
A Header is printed in the top margin; a Footer is printed in the bottom margin.
Both headers and footers are in the margin area and do not reduce the text area of your
document.

When a document is viewed in the Normal Mode, the header/footer text is not
displayed. In the Page layout or Print layout, header/footer text is displayed in light gray
colour. You can double click on the Header/Footer to activate and edit it.

You can use the same header and footer throughout a document or change the
header and footer for part of the document. For example, use a unique header or footer
on the first page, or leave the header or footer off the first page. You can also use
different headers and footers on odd and even pages or for part of a document.

Create a Header/Footer

1. To add a Header/Footer to a document, Select View  Header and Footer

A box will be displayed to type the header text along with the Header and
Footer Toolbar.

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Procedure

1. To add header and footer to the active document Goto View Menu  Header
And Footer
2. Now it displays A Small Rectangular boxes at the top and bottom of the page
with the header and footer toolbar
3. To create a header or footer, enter text or graphic in the header or footer area.
Or Click a button on the Header and Footer toolbar, ie you can insert auto text
entries or page number, total number of pages, date, time. You can format the
page numbers, page setup etc.
4. What ever you selected for header and footer in first page it will be applied to
entire page in the document.

Tip   The text or graphics you enter in a header or footer is automatically left aligned.
You may want to center the item instead or include multiple items (for example, a left-
aligned date and a right-aligned page number). To center an item, press TAB; to right
align an item, press TAB twice.

Formatting the Text

The arrangement of document in a well-designed manner in a legible way is
called formatting the text. This we can achieve in "MS-Word" by using the selection of
different tool bars (or) in the Font Dialog Box. These tools includes

 Selecting the Different Font Names, Selecting Font Sizes, Underline

Styles etc
 Add effects like Superscript, Subscript, Strike through, Shadow etc
 Paragraphs Formatting
 Bullets and
Numbering
 Borders And Shading
 Columns
 Tab
 Create Drop Caps
 Change Case

Font Command: Select Format

 Font
This opens the Font Dialog
Box as shown below.

In the Font tab,

 In the Font List box, you can

change the type of font.
There are several fonts in the
font and you can select any of
them by clicking the mouse
over a particular font. The
Default Font name is ”Times
New Roman”

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 In the Font Style List box , you can select different styles i.e. Bold, italic,
underline etc. You can select any of them by clicking the mouse over a particular
style. The Default Style is “Regular”

 In the Font Size List box, you can change the size of the text, it displays
different sizes, and you can select any of them by clicking the mouse over a
particular size. The Default size of the font is 12.

 In the Font Color box , you can change the color of the text, it displays different
colors, and you can select any of them by clicking the mouse over a particular Color
Box. The Default Color is Automatic ie Black.

 In the Underline Style box , you can select the different styles of underlines by
clicking the mouse over a particular style.

 In the UnderLine Colour box, you can select the colour for the underline.
Default colour is Black.

 Under the "Effects" , you can select any one Effect or more Effects. The effect are
Strike Through, Super Script, Sub Script, Shadow to the selected text, All
caps, Small caps etc

Subscript: The text that is written below the original line is a Subscript. E.g., H20,
here 2 is the subscript. To create a subscript, block the text, which is to be printed below
the original line (in the above case 2), select FormatFont, select Subscript check box
and click on Ok.

Superscript: The text that is written above the original line is a Superscript. E.g.,
A +B3, here 3 is the superscript. To create a superscript, block the text, which is to be
3

printed above the original line (in the above case 3), select FormatFont, select
Superscript check box and click Ok.

Procedure To Change the Font name, Style and Size

1. Type some data on the page

2. Select that text either with Mouse or with the Keyboard
3. Goto Format Menu and then select “Font option “, it displays the Font Dialog
Box.
4. Under the Font Tab, select the Font or Font Style or Font Size of Your choice
that will be displayed on the Preview Window and finally click the Ok button

Procedure To Change the Effects

1. Type some data on the page

2. Select that text either with
Mouse or with the Keyboard
3. Goto Format Menu and then
select “Font option “, it
displays the Font Dialog
Box.
4. Under the Effects Frame,
select the Effect (Strike Through or Super Script or Sub Script or All Caps or
Small Caps etc) that you want to apply for the selected text, that effect will be
displayed on the Preview Window and finally click the Ok button

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 Here we can give animations to the text

Select Format  Font  Text Effects tab

Here we can give different animation effects such as Blinking Background, Los Vegas
Lights, Marching Blank Ants, Shimmer, Sparkling Text etc.

Procedure
1. Type some data on the page
2. Select that text either with
Mouse or with the Keyboard
3. Goto Format Menu and then
select “Font option “, it
displays the Font Dialog Box.
4. Click the Text Effects Tab,
Under the Animations List
box, select any one Animation,
that animation will be displayed on the Preview Window and finally click the Ok
button

Paragraph Formatting
To make changes to a selected paragraph,

use Select Format  Paragraphs

It will opens a window, in that window you can align the Paragraph, Create Line
Spacing, Indent the Paragraphs and Spacing between the Paragraphs

Paragraph Alignment

The text in the paragraph is by default Left Aligned i.e., the text written will be
properly adjusted in the left side. The Text can be Left or Right Aligned or Center or
Justified.
Example:
This text is Left Aligned
This text is Centred
This text is Right Aligned

The text in this paragraph is Justified, i.e., the text will be properly adjusted
on both the left and right margins. This type of alignment will improve the appearance of
the paragraph.
Indents

There are four types of Indents

 Left: Leaves a gap at the left side of a paragraph according to given number
of inches

 Right: Leaves a gap at the right side of a paragraph according to given

number of inches

 First Line: Leaves a gap at the beginning of first line of a paragraph

according to given number of inches

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  Hanging: Leaves a gap at
the left side of paragraph
except for the first line in the
paragraph according to given
number of inches

Spacing: sets the amount of spaces

between the lines and the paragraph

Above : sets the amount of spaces

above the selected paragraph

Below : sets the amount of spaces

below the selected paragraph

Line Spacing : sets the amount of

spaces between the lines

Borders and Shading

You can specify the borders for paragraphs and pages. You can also specify
shading for paragraphs to emphasis the text.

Paragraph Borders

paragraph borders are used to emphasis a particular portion of the text. Different
styles of borders, like - thin or thick line, double or dotted line borders can be applied in
different colors.

To Apply Borders To A
Paragraph

1. Click on the
paragraph or select a
Line of Text

2. On the Format
Menu  select
Borders and
Shading Option

3. Under borders
tab, from settings
select Box, Shadow,
3-D or Custom.

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4. Select the Line Style for the Border

5. Select the Line Color for the Border

6. Select the Width of Line and click on OK.

Page Border

You can add a border

to each page in a document,
to pages in a section, to the
first page only, or to all pages
except the first. You can add
page borders in many line
styles and colors, as well as a
variety of graphical
borders, which are present
under the Art List Box.

The selected type of border

will be applied to the full
page.

To Apply Borders to a Page

1. Click on the any page in the document

2. Select Format  Borders And Shading
3. Select the Page Border Tab
4. Select the type of border from the settings or select an Art from the
drop down list
5. under Apply to drop down list, specify whether page border is to be
applied to the whole document etc., and click on OK

Note: To remove the page borders, click on the page with border, select Format 
Borders and Shading and select None in the borders Setting option

Paragraph Shading

Paragraph shading is also used to

emphasis the text written in the
paragraph. The shading can be done
for one paragraph or selected
paragraphs using different colours.

To apply shading for the

Paragraphs

1. Click on the paragraph (for

single paragraph) or select
more than one paragraph

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 2. select Format  Borders and Shading

3. From the Shading Tab, choose the desired colour for filling, select the fill
style if required and click on OK.

Note: To remove shading, click on the paragraph with shading, select Format 
Borders and Shading and select None in the fill color of shading tab.

Bullets and Numbering

This feature is used to create a bulleted or numbered list from a selected list of
items by including some symbol or serial numbers to the left side of the text.

To apply Bullets
 Select the text
 Select Format  Bullets and
Numbering
 Select the style of bullet from
bulleted tab
 click on OK.

To change the type of Bullet

symbol, click on any one bullet style , click on Customise… button, it displays the
following dialog box

It displays a list of 6 types

of bullet styles, you can
choose any one and then click
the OK button.

Here you can specify the

Font, Bullet Position and text
position for the Selected
Bullet

Other wise you can click on

Bullet… Button, and then select the required symbol by choosing the appropriate font.(
for example select the font Webdings or Windings1 or Windings2 or Windings3 etc,
which are present at the bottom of the Font List box)

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 To remove bullets and numbering, block the text, select Format  Bullets and
Numbering and select the bullet type None and click on OK.

To apply Numbering

 Select the text

 Select Format  Bullets
and Numbering
 Select the style of
Number from Numbered
tab
 click on OK.

Other wise you can click

on Customize… Button, and
then select the required
number format or number
style or start at or number
position or text position

To change the font style

click the Font… button and
choose the appropriate font.
( for example select the font
Times New Roman or
Arial Black or Verdana
etc, which are present at
the bottom of the Font
List box)

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