To: Sir.

Asim Iftikhar

MS-WORD TUTORIAL

By: Syed Abdul Qadir

MBA (E) 8/21/2011

MS-WORD TUTORIAL

TABLE OF CONTENTS:
COLUMNS
1.1. Create Columns .......................................................................................................................................................... 4 1.2. How to combine single / two columns formats on the same page ...................................................................... 5 1.3. Remove columns ........................................................................................................................................................ 5 1.4. Align text in a column ................................................................................................................................................. 6 1.5. Modify Columns .......................................................................................................................................................... 7 1.6. Insert a Column Break ............................................................................................................................................... 8 1.7. Delete a column break ............................................................................................................................................... 8

TABLES
2.1. Create a New Table ................................................................................................................................................... 9 2.2. Creating a table using Quick Tables by using a ready-made table .................................................................. 10 2.3. Draw a Custom Table .............................................................................................................................................. 10 2.4. To select one or more rows .................................................................................................................................... 11 2.5. To select one or more Columns ............................................................................................................................. 11 2.6. Delete contents within a cell ................................................................................................................................... 11 2.7. Add a Quick Style to a Table .................................................................................................................................. 11 2.8. Apply a Fill to a Table .............................................................................................................................................. 12 2.9. Apply an Outline to a Table ..................................................................................................................................... 12 2.10. Insert Additional Rows or Columns ..................................................................................................................... 13 2.11. Delete Table, Rows, Columns, or Cells .............................................................................................................. 13 2.12. Evenly distribute columns and rows .................................................................................................................... 13

MAIL MERGE
2.13. To merge two or more cells into a single cell ..................................................................................................... 13 2.14. To split a cell into multiple cells ............................................................................................................................ 14 2.15. Change Text Direction within Cells ...................................................................................................................... 14 2.16. Align Text within Cells............................................................................................................................................ 14 2.17. To evenly distribute the height and width ........................................................................................................... 14 2.18. Change Cells Margins ........................................................................................................................................... 14 3.1. Edit a Data Document .............................................................................................................................................. 18 3.2. Preview the Mail Merge ........................................................................................................................................... 19 3.3. Personalize and Print the Mail Merge ................................................................................................................... 19 3.4. Create Labels Using Mail Merge ............................................................................................................................ 19

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TABLE OF CONTENTS & INDEX

4.1. Inserting an automated table of contents.............................................................................................................. 20 4.2. Formatting a table of contents ................................................................................................................................ 20 4.4. Updating a table of contents ................................................................................................................................... 21 4.5. Inserting a manual table of contents...................................................................................................................... 21 4.6. Removing a table of contents ................................................................................................................................. 21 5.1. Marking an index entry ............................................................................................................................................ 22 5.2. Adding the index ....................................................................................................................................................... 22 5.3. Create an Index ........................................................................................................................................................ 22

HEADER & FOOTER

6.1. Insert and Edit Headers and Footers .................................................................................................................... 23 6.2. Remove a header or footer ..................................................................................................................................... 24 6.3. Insert Different Headers and Footers for Different Pages .................................................................................. 24 6.4. Change header and footer position ....................................................................................................................... 24

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MS-WORD TUTORIAL

August 21, 2011 Mr. Asim Iftikhar Course Facilitator Computer Applications MBA Executive Institute of Business Management Korangi, Karachi

Subject: Letter of Transmittal Dear Sir, I have completed the Assignment which you assign me. The Assignment describes many significant features of MS- Word & Excel. I would like to acknowledge and express thanks for the constant guidance extended by you during the preparation of this Assignment, right from preparation of work plan up to the final submission.

Thanks and Regards Syed Abdul Qadir MBA (Executive) Institute of Business Management 11617

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1. COLUMNS 1.1. Create Columns

Click the Page Layout tab.

Select the text you want to display in columns.

Click the Columns button. Select the number of columns you want.

The Output will be

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1.2. How to combine single / two columns formats on the same page

Position your cursor immediately after the paragraph mark. Choose Page Layout then Insert Page and Section Breaks and Continuous.

Choose Page Layout > Columns > Two.

The page will become a Single column of text at the top followed by two columns below Section break.

1.3. Remove columns

Select the Columns

Then click the Columns button on the Page Layout tab

Then click the one column.

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1.4. Align text in a column

Select the column

Click Home tab

Click the Align Left, Center, Align Right, or Justify button to align paragraphs in columns.

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1.5. Modify Columns

Click the Page Layout tab. Then click in the columns you want to modify and Click the Columns button

Then click on more columns.

Click a column preset format.

Then enter the number of columns you want.

Enter the width and spacing for each column.

To place a vertical line between columns, select the 'Line between' check box. Click OK.

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1.6. Insert a Column Break

Click the Page Layout tab. Click the Break button

Then click Column.

1.7. Delete a column break

Click after the break. Then press the Backspace key.

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2. TABLES 2.1. Create a New Table

Click the Insert tab. Then click on Table Button.

Drag to select the number of rows and columns you want. Release the mouse button to insert a blank grid in the Document or click Insert Table. Enter the number of columns and rows you want. Click OK.

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2.2. Creating a table using Quick Tables by using a ready-made table

Choose Insert tab. Then click Table and then click Quick Tables. Select the style of table from the Quick Tables Gallery. You can clear the sample data from the table by selecting the table and press Delete.

2.3. Draw a Custom Table

Click the Insert tab. Click the Table button and then click Draw Table. Drag to draw a rectangle creates individual cells or the table boundaries. Draw a horizontal lines create rows. Draw vertical lines create columns. Diagonal lines split cells. When you're done, click outside of the table.

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2.4. To select one or more rows

Click in the left margin next to the first row you want to select and then drag to select the rows you want.

2.5. To select one or more Columns

Click in the left margin next to the first Column you want to select and drag to select the Column you want.

2.6. Delete contents within a cell

Select the cells whose contents you want to delete and then press Backspace or Delete.

2.7. Add a Quick Style to a Table

Click the table or select the cells and Click the Design tab under Table Tools.

Click the scroll up or down arrow or click the more list arrow in the Table Styles group to see additional styles. The current style appears highlighted in the gallery.

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2.8. Apply a Fill to a Table

Click the table or select the cells and Click the Design tab under Table Tools.

Click the Shading button Click Color to select a theme or standard color. Or Click No Color to remove a color fill. Or Click More Colors to select a standard or custom color.

2.9. Apply an Outline to a Table

Click the table or select the cells. Click the Design tab under Table Tools. Use the Line Width, Line Style, and Pen Color buttons to select the border attributes you want or Click the Border button.

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2.10. Insert Additional Rows or Columns

Select the Row or Column. Click the Layout tab under Table Tools. Click the Row & Column buttons you want: o To insert above, click the 'Insert Above' o To insert below, click 'Insert Below' o To insert left, click 'Insert Left' o To insert Right, click 'Insert Right'

2.11. Delete Table, Rows, Columns, or Cells

Select the rows, columns, or cells you want to delete. Click the Layout tab under Table Tools. Click the Delete button Then click the delete option you want: To delete Cells: o Select the direction and then click OK. o You can delete Rows, Columns and Tables.

2.12. Evenly distribute columns and rows

Select the columns or rows. Then click the Layout tab under Table Tools. Then click the Distribute Vertically. Or Distribute Horizontally button in the Cells Size group.

2.13. To merge two or more cells into a single cell

Select the cells you want to merge. Click the Layout tab under Table Tools. Click the Merge Cells button.

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2.14. To split a cell into multiple cells

Click the cell you want to split Click the Layout tab under Table Tools Click the Split Cells button Enter the number of rows or columns Clear the Merge cells before split check box Click OK.

2.15. Change Text Direction within Cells

Select the cells Click the Text Direction button.

2.16. Align Text within Cells

Select the cells, rows, or columns Click the Layout tab under Table Tools. To align text in a cell, row or column, Click one of the alignment buttons in the Alignment group.

2.17. To evenly distribute the height and width

Select the row or column Click the Layout tab under Table Tools.

2.18. Change Cells Margins

Select the Cell Click the Layout tab under Table Tools. Click the Cell Margins button. Specify cell margin sizes Click OK.

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3. MAIL MERGE
The purpose of a Mail Merge is to help speed up the process of creating a document that would be sent to multiple people, but yet its customized with names, perhaps even addresses, and/or other details. Mail merges are one of the most useful, time-saving features included with Microsoft Word, yet people dont use it. If youre sending out invitations to a party, a wedding, or batch mailings of any kind, this would be a HUGE timer saver. They even offer a Step by Step Mail Merge Wizard under the START MAIL MERGE feature that will guide you through the entire process every step of the way. 1. Open up a new document in Microsoft Word 2. Start by clicking the Mailings Tab Here youll find everything you need to complete your mail merge. Click start mail merge

3. Select the type of document that you want to create you can choose to do a form letter, envelopes, address labels (with different address on each label), etc. You also have the option to do a Step by Step Mail Merge Wizard. Word offers the following document types: Letters- Creates personalized letters for mass mailings. E-mail messages- Creates personalized e-mail messages for mass emailings. Envelopes- Print addressed envelopes for a group mailing. Labels- Print addresses labels for a group mailing. Directory- Creates a single document containing a catalog or printed list of addresses.

4. Select what type of Word document you want to do letters, emails, directory, Envelopes, Labels.

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5. Step 2 then ask you how to us want to create your letter etc. From an existing document, from a template or use the current document.

6. Select the recipients (there are a few options here): You could use an existing list (like a spreadsheet in Excel that has separate columns for names, addresses, and phone numbers), or you can pull in Outlook Contacts, or create a new list right in Word.

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7. Insert Merge Field this means that you will insert each of the different fields that you want included. For example, the fields that I chose to insert into my form letter included the typical address fields like first and last name, address, city, etc. The first image shows the list of fields insert, and the second image below shows what my document looked like with the merge fields inserted.

to

8. Next you can preview the results to make sure that everything looks the way you want it to. The image below shows what each document would look like after the information from the recipient list was placed into the document.

9. Once everything looks just the way you want it to, youll click Step 6. Youll have a few options there. The first will be to edit the individual documents. If you choose this, it will create a separate page for each entry in your recipient list. Youll be able to make any edits if necessary. The next option would be to print the documents, and the final option would allow you to send each of the pages as an email message.

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3.1. Edit a Data Document

Click the Mailings tab. Click the Start Mail Merge button. Click Step by Step Mail Merge Wizard. The Mail Merge task pane opens Select the type of document. Click Next. In Step 2, use the default settings. Click Next. On Step 3 of 6 in the Mail Merge task pane. Click Edit recipient list. Select the data source. Click Edit Make the changes to the fields. Select any existing record Click New Entry to add new record Click OK. To retain the record in the data document, but exclude it from the merge, clear check mark next to record. When you're done, click OK.

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3.2. Preview the Mail Merge

You can check Preview Results manually by. Click the Mailings tab. Click the Preview Results button

3.3. Personalize and Print the Mail Merge

In Step 6 of 6 in the Mail Merge task pane. Click Edit Individual Letters. Specify the settings for the merged records. Click OK. Click Print on the task pane. Click the All option to print the entire merge. Or other options to print only a selected portion of the merge.

Click OK.

3.4. Create Labels Using Mail Merge

Click the Mailings tab. Click the Start Mail Merge button. Click Step by Step Mail Merge Wizard. The Mail Merge task pane opens Click the Labels option. Click Next Starting document on the task pane to display Step 2 of 6. You can use this option for creating Emails, Envelopes & Directory.

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4. TABLE OF CONTENTS 4.1. Inserting an automated table of contents

Click References tab. Click Table of Contents. Select Automatic Table 1, Automatic Table 2 or Insert Table of Contents. When you Ctrl+Click on a heading, you are taken to the heading in the document

4.2. Formatting a table of contents

Click References. Click Table of Contents. Click Insert Table of Contents to see the dialog box. In the Print Preview section, you can change how page numbers are treated. Deselect the Show page numbers if you dont need to show page numbers. Deselect the Right align page numbers if you want the page number to appear immediately after the chapter or heading name. The Tab leader sets the characters from the end of the heading to the page number

4.3. Adding text to a table of contents

Select the paragraph. Click References and Add Text. Choose a level for the selected text

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4.4. Updating a table of contents

Click References. Update Table. The Update Table of Contents dialog box appears. Click OK to proceed with the update.

4.5. Inserting a manual table of contents

Move your insertion point. Click References. Then choose Table of Contents and Manual Table To fill it out, click on each entry and type the desired text.

4.6. Removing a table of contents

Click References. Select Table of Contents. Click Remove Table of Contents.

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5. INDEX 5.1. Marking an index entry

Select the text and Click References tab. Click Mark Entry Dialog box appears

5.2. Adding the index

Choose References. Click Insert Index to see the dialog box. Once you are done making any changes to format, style and other settings. Click OK to insert the index into your document.

5.3. Create an Index

Click the References tab. To use an existing text as an index entry, select the text. Or to enter your text as an index entry. Click at the point where you want the index entry inserted. Click the Mark Entry button. Type or edit the entry. To mark the index entry, click Mark or Mark All for all similar text. Go to the page where you want to display your Index. Click the Insert Index button. Click the Index tab, and the select any options you want. Click OK.

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6. HEADER & FOOTER 6.1. Insert and Edit Headers and Footers
Click the Insert tab and Click the Header or Footer button.

Click a built-in header or footer or Click Edit Header or Edit Footer to modify an existing one.

Click the header or footer box, and then type the text you want. Click the Go to Header or Go to Footer button on to display the header or footer text area. When you're done, click the Close Header and Footer button. Double-click a header or footer to edit it.

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6.2. Remove a header or footer

Click the Insert tab. Click the Header or Footer button. Click Remove Header or Remove Footer.

6.3. Insert Different Headers and Footers for Different Pages

Click the Insert tab. Click the Header or Footer button. Click a built-in header or footer. Or click Edit Header or Edit Footer to modify an existing one. Then select the Different Odd & Even Pages check box. Click to select the Different First Page check box to create unique header or footer for the first page Click the Close Header and Footer button to confirm.

6.4. Change header and footer position

Double-click the header or footer. Adjust the Header from Top or Footers from Bottom settings on the Ribbon.

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