Professional Documents
Culture Documents
This document assumes only some basic experience in using Microsoft Word. The abbreviations used in the document are hopefully self explanatory. For example, Tools Options implies: select Tools menu from the menu bar and then click Options in the drop-down menu list. The following Figure shows the general layout of Microsoft Word window headers.
Title bar Menu bar Highlight Format Painter Show/Hide
Ruler
Toolbar
Undo / Redo
Split Box
Not all toolbars can be shown here. For details, click View Toolbars in the menu bar and select the required item. All the commands described in this document are based on Microsoft Office 2003 version of Word.
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Selecting Text
To select a word in a document, double click that word. To select a sentence, click any where in that sentence while the Ctrl key is pressed down. To select a paragraph, click any where in that paragraph three times. To select a graphic object, click once on the object. To select a part of a word, or a part of a sentence, or a part of a paragraph, position the curser at the beginning of the text that is to be selected, hold down the Shift key, and either press an arrow key to select characters one at a time, or click the end character of the text Pressing F8 key twice selects a word; three times a sentence; four times a paragraph; five times a section; six times the whole document. Alternatively, any text (word, line, paragraph or part there of) may be selected by dragging the mouse pointer through text.
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iii. iv.
1.3
To move text, select the text and drag the selected text to the target location. To copy selected text, hold down Ctrl key while dragging the text to the target location. An alternative is to use Edit menu and select Copy Cut and Paste functions. This method is useful if a selected text (or graphic object) has to be copied to multiple documents or to several places in the same document.
1.4
Backup Copies
A backup copy can save tremendous amount of time and effort in case a document needs to be restored back to its original state after a long edit session or when the document gets corrupted for whatever reason. As a precaution, it is recommended that an automatic backup copy is generated while creating a document. In Tools menu, select Options Save check box Always create backup copy 1. See also Document Recovery.
To create a backup copy initially you must save the document (using File menu
1.5
Password Security
If a document contains confidential information, it is better protected with a password. In Tools menu, select Options Security set a password in the Password to open field. There are several password encryption types and other options such as: password to read, password to edit, digital signature, write protect etc., which may be selected as required.
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Even if documents are not intended for public use, they should be devoid of spelling and grammatical errors. In Tools menu, select Options Spelling & Grammar check boxes Check spelling as you type and Check grammar as you type. Here too, there are several options which the user may select.
1.7
Page Boundaries
Displaying page boundaries is a helpful feature while preparing a document: In Tools menu, select Options View Tab in Print & Web Layout options check box Text boundaries. A dotted frame appears around the text area showing the text boundaries. If necessary, the margins may be adjusted further to suit the needs by selecting File menu Page Setup Note that the text boundary is visible only in Print Layout. Check to see if this view or an alternative is available (View Print Layout).
1.8
New Window
You can open a new window in Word either from the Window menu on the standard toolbar or by pressing Ctrl+N keys. Pressing Ctrl+W keys closes the currently selected window.
1.9
Page Breaks
To set a page break is quite simple: In the Insert menu, select Break Page Break. To remove a page break: first switch to Normal view (View Normal) click the Show/Hide button () in the toolbar, click on the line where Page break is displayed. Use the delete key to remove it. Click once again the Show/Hide button to hide the formatting and change back to the original view. The key combination Ctrl+Shift+( may be used instead of the Show/Hide button ()
1.10 Hyphenation
(a) Non-breaking Hyphen is a hyphen that is used to prevent a hyphenated word or phrase from breaking if it occurs at the end of a line. For example, to prevent the number 912-1759 from breaking into two lines, use Ctrl+Shift+HYPHEN instead of simple HYPHEN (-) (b) Optional Hyphen is a hyphen used to control where a word or phrase breaks if it occurs at the end of a line. For example, you can specify the word predetermination to break as pre-determination rather than prede-termination by using Ctrl+HYPHEN at the preferred position in that word. The hyphen will appear only if the word breaks at the end of a line.
1.11 Watermark
You can create a watermark in a Word document at any time. On the Format menu, point to Background, and then click Printed Watermark. You may then select Picture Watermark or Text Watermark and additional options such as font, size, colour, transparency, etc. You may supply your own text in the Text box. Click Apply. To remove, use Background Printed No Watermark.
1.13.1 Tables
To insert a table, use Table Insert Table. After selecting the number of rows and columns and other options, a table will be created. To format the table, right click on the table and select Table Properties Two important properties to be selected are : Table Alignment and Text Wrapping. To prevent table rows spanning across pages, click anywhere on the table. On the Table menu Table Properties click Row tab Clear Allow row to break across pages checkbox. This assumes that the number of rows fit in a page of the document otherwise. Note also that in Table Properties Table tab, there are options to align the Table with respect to the text. If a Table spans multiple pages, it is advantageous to repeat the table headings on successive pages. To repeat the headings: Select the heading row and the first row. On the Table menu click Heading Rows Repeat. Numbering the rows or columns is quite simple. Select the row or column and press Numbering button ( ) on the toolbar (Figure 1)
In very large tables, space may be conserved by using small non-standard fonts. Use Ctrl+Shift+< (or Ctrl+Shift+\) to decrease the font sizes to: 8 7 6 1. Ctrl+Z works in the reverse order to a maximum of its original size. (Note: This functionality is keyboard dependent) Referencing the Cells in a Table: You reference cells in a Table as A1, A2, B1, B2, etc2. with the letter representing a column and the number representing a row. In the following Table, the cells may be referenced as shown: A A1 A2 A3 B B1 B2 B3 C C1 C2 C3
1 2 3 In this table,3
=MAX(A1:C3) gives the maximum value of all the cells in the table. =AVERAGE(A1:B2) gives the average value of the 4 cell values(A1, B1, A2, B2) =SUM(A1:C2) gives the sum of all the element values in the first two rows. (Using the table formula is presented in the next section)
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The numbering is absolute references and independent of where the cursor is. Caution: Some disjoint sets (e.g. A1, A3, C2) do not seem to work in a formula!
To reference a row, use just the number in range specification. For example (1:1) in the table above takes A1, A2, A3 into consideration To reference a column, use the first and last elements of that column. For example, (A1:A3) specified the first column in the table above To sort a table: select the table (click on the table), in the Table menu options press OK click Sort select
1.13.2 Graphics
You can specify whether pictures and drawing objects are automatically inserted as inline, so that they move with text, or floating, so that text wraps above, in front of, or behind them. To insert graphics such as screen images, bitmaps and pictures, use Insert {Picture, Object, Diagram etc.}. After a graphic object is inserted, its Size and Layout may be adjusted. To set the Size and Layout, right click on the object and select Format Picture (or Format Diagram ) To adjust the size, select the Size tab and change the object size. To specify the layout, select the Layout tab click Advanced select Text Wrapping tab and select the required option. The picture may then be moved within the limits of the surrounding text as specified by the text wrapping option. Finer changes to Size and Layout can still be performed after the object has been embedded in the text. Depending upon the selected graphic object, some options may not be available. The enclosed drawing object is shown here only for illustration. To set the default placement of pictures: In Tools menu click Options the Insert/paste pictures as box, click the default type required. select Edit tab in
1.13.3 Diagrams
When you draw objects such as ovals and rectangles (from Drawing Toolbar), if you hold down Shift key, you can draw perfect circles and rectangles respectively.
Figure 2
these double arrows, you can skip one page forward or backward in a document. When the mouse pointer hovers over these symbols, you would also notice the keyboard shortcuts for the same functionality. By clicking on the circle icon, you can select a browse object. That is, you can skip forwards or backwards based on Section, Heading, Footnote, Table, Graphic etc.
Other functions include: AVERAGE, COUNT, INT, ABS, MAX, MIN, etc. For a complete list, click on the table and select Table Formula Paste Function. These functions take ALL NUMERIC values to the left of or above the current cursor position as arguments for the calculation. (e.g. =PRODUCT(ABOVE), =SUM(LEFT), )
In this example, a graphical representation is probably better suited to see the fluctuations in the item values than the calculated results. To display the table graphically, first select the cell data including column and row headers. In Insert menu, select Picture Chart. Right click on the resulting graphic and select the Chart Type. There exist a number of different (Standard and Custom Type) graphical representations. For example, scatter diagrams, pie charts, bar graphs etc. Select one that suits the application. To display other options, first double click on the chart. When the data-sheet view is displayed, select a point on the chart and click the right mouse button. Depending up on the selected point, you can select chart type, chart options, axis format, font, colour, alignment, scale, and several other for display. The following Figure shows the graphical representation of the values5 in Table 1. (Here Custom Type/Smooth Lines are selected for the graphical representation)
1.5 1 0.5 P 0 -0.5 -1 -1.5 00:0h 04:0h 08:0h 12:0h 16:0h 20:0h 24:0h T P*T
..
Figure 3
A later example shows a pie-chart representation of table data. The intention here is only to illustrate how Microsoft Word can be used to represent static data. Unlike in Microsoft Excel, changes in data cells will not be reflected in the result cells; the corresponding formula must be re-applied.
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These values are chosen from normalized sine and cosine function tables for illustration This result is also verifiable by the well known Trigonometric equation: sin(x).cos(x) = sin(2x) as shown
Though the foregoing methods are quite simple, they do not lend themselves easily when complex mathematical formulae are to be handled. In this latter case, Microsofts Equation editor or Field Codes are better suited and are briefly described in the next section.
Figure 4
The following mathematical formulae are constructed with the Equation Editor to illustrate its functionality. (and not for the validity of the equations!)
x1, 2
b b 2 4ac = 2a
f(t) =
b (2 )
1+ a
F ( )e
jbt
These equation objects may be copied and pasted elsewhere in the document. They can also be edited by first right clicking on the object and selecting Equation Object Edit or Open.
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Microsoft Equation Editor may have to be installed from the Word CD ROM Equation Editor may also be invoked by: Insert menu Field in Field names: select Eq
Figure 5
The following examples show how to fill a template with variables in the method described above to obtain the results shown on the right hand side. EQ \I(a;b;xdx) Error! EQ \B(\A(a;b) \A(c;d))) (a;b c;d) Error! EQ \F(x;\R(;1+x)) Obviously, this method is suited only for simple mathematical formulae. With a little bit of practice, Equation Editor may prove to be a more versatile tool than the Field Codes.
If the table also contains a set of data values as shown in the example below, then one can use Word to represent that data graphically. First, select the data as well as the column headers. In Insert menu, select Picture Chart. Right click on the resulting graphic and select the Chart Type (Standard or Custom Type). Pie-chart representation is shown below.
Table 2
J 125
F 130
M 205
A 195
M 180
J 175
J 150
A 145
S 160
O 155
N 175
D 130
N 9% O 8% S 8% A 8% J 8%
D 7%
J 6%
F 7% M 11% A 10%
J 9%
M 9%
Figure 6
The reader is invited to experiment with the numerous chart types and options provided in Microsoft Word. It must be stressed, however, that Word is not a replacement for Microsoft Excel.
Figure 7
To return to a single window, double click the split bar or use Window menu
Remove Split
Figure 9
On the Compare Side by Side toolbar: To scroll through the documents at the same time, click Synchronous Scrolling ( ) To reset back to original status, click Close Side by Side. or, in Windows menu click Close Side by Side
Figure 10
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1.24 Hyperlinks
When a heading is created, Word automatically provides a facility to link to that heading. To create a ) link at a given cursor position to any of the defined headings, press the Insert Hyperlink button ( in the standard tool bar (Figure 1), click on Place in This Document and Select a place in this Document (Figure 11). Notice that the entries in this window have been automatically created when the headings are created. Top of the Document is always created and serves as a reference point to go to in very large documents. See also Creating Table of Contents
Figure 11
Hyperlinks to other documents may be created similarly8. To remove a hyperlink, right click on the link and select Remove.
8 Internet addresses such as http://www.microsoft.com and e-mail addresses such as someone@hotmail.com are automatically created as links.
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Figure 12
In addition, the following 3-character groups: ---, ___, ===, ###, *** typed at the beginning of a line and followed by Enter, will produce the corresponding delimiting lines to the entire width of the page as shown below.9
Figure 13
(b) For Outlook Express: Open Internet Explorer window and select Tools Programs.
Internet Options
To delete such a line, press Show/Hide button () in the toolbar, place the cursor just below the line and use backspace
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--> ==> <=> <-<== (c) (r) (tm) :) or :-) :( or :-( :| or :-|
Figure 14
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These key combinations, if immediately followed by a single backspace would not create the special characters
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Figure 15 Figure 16
Alternatively, click with the right mouse button on any empty area on the standard menu bar or title bar, and in the drop down list select Word Count. In the Word Count popup window click Recount (Figure 16) followed by the arrow button to display the details.
You can also update the TOC by clicking the Update TOC button on the Outlining toolbar. (To see the Outlining toolbar, right click on the standard menu bar and select Outlining).
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Figure 17
ii.
In some cases, the document may remain readable, but certain formatting information may be damaged. For example, the footnotes may not appear on the correct pages etc. In this case, rather than trying to correct the individual items such as footnotes., it is easier to copy the whole document except for the very first word into another new document, and then manually type the first word in the new document. This apparent magic works (sometimes) because, Word places certain system information behind the first word of the document and recreates that information in the new document when its contents are copied without the first word.
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1.33 Macros
A macro is a set of Word commands (i.e., keystrokes or mouse clicks) saved in a file. When this file is run, it performs the entire task automatically. Macros are extensively used to automate tasks that need to be performed repeatedly, thereby improving the productivity in document preparation. This section presents the very basics of creating and running macros. There are two methods to create macros: 1) using Macro Recorder, and 2) using Visual Basic language. Only the method using Macro Recorder is presented here. Procedure 1 The most general procedure to create a macro using the Macro Recorder is as follows: 1. On the Tools menu, point to Macro, and then click Record New Macro. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. In the Macro name box, type a name for the macro In the Store macro in box, click the name of the current document To Assign the macro to: shortcut keys, click Keyboard (or Toolbar) In the Commands box, click the macro you are recording. In the Press new shortcut key box, type a shortcut key (Alt and Ctrl key combination) In the Save changes in: box, click current document Click Assign Click Close to start recording the macro (see the small toolbar below) {Input the required sequence of commands} Stop macro recording
Alt+F8 lists all the macros. Select the required macro name and click the Run button. Or, use the shortcut key (if it is defined)
Figure 18 Figure 19
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Procedure 2 Many the foregoing steps in creating a macro may be omitted as described next. 1. 2. 3. 4. On the Tools menu, point to Macro, and then click Record New Macro In the Macro name box, type a name for the macro, followed by OK to start recording macro {Input the required sequence of commands} Stop macro recording
A macro created this way will be available in all documents and will not use a shortcut key. To execute the macro, type Alt+F8, select the macro name from the drop-down list and press Run. Example 1 In the following Table, the Amount column values are to be calculated by multiplying the corresponding Unit Price and Quantity column values.
Table 3
Product Tonys Toffees Georges Ginger Ale Angelas Aniseed Syrup Jacques Jelly Beans Singhs Soya Sauce Vladimirs Vodka
Unit lb. box gal. can 33 dl bottle kg. sack l. bottle 75 dl. bottle
Quantity 24 15 20 20 15 12
(* All prices are normalized to local currencies and subject to change without notice!)
To create a macro which automates the calculation, follow Steps 1 and 2 described above where the macro name (e.g. Product) is left to users preference. The input command sequence for this macro is (Step 3): Click Table menu Formula the formula to =PRODUCT(LEFT)12 and select Format: #'##0.00 press OK. Stop recording the macro (Step 4)13 To execute the macro, place the cursor in the appropriate cell, press Alt+F8, select macro name, and press Run. Example 2 In this example, a macro will be created to toggle selected text in a document from upper case to lower case and vice-versa. To create a macro which automates the Change Case function, follow steps 1 and 2 described above where the macro name (e.g. Toggle) is left to users preference. The input command sequence for this macro is (Step 3): Click Format menu Toggle case press OK. Stop recording the macro (Step 4). To execute the macro, place the cursor in the appropriate cell, press Alt+F8, select macro name, and press Run.
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change
Change Case
The formula =PRODUCT(LEFT), calculates the product of all numeric cell values that are on the LEFT side with respect to the cursor position. 13 If the cursor happens to be outside a table, the message !The Formula Not In Table will be displayed. Delete the message and place the cursor in appropriate cell.
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Procedure 3 In both the foregoing examples, a shortcut key is probably preferable to using F8 key followed by Run command. The necessary steps are described below. 1. 2. 3. 4. 5. 6. 7. On the Tools menu, point to Macro, and then click Record New Macro. In the Macro name box, type a name for the macro Press the Keyboard button In Press new shortcut key: box type a key combination (e.g. Alt+X, Ctrl+Alt+X ) Press Assign button followed by Close button to start recording the macro {Input the required sequence of commands} Stop recording the macro by pressing St button in the recording toolbar
The user may try using this method for the Example 1 presented earlier. A keyboard shortcut for Example 2 probably exists for your keyboard (Try: Ctrl+Shift+A) A Note of Caution While Using Macros: There are scores of macros available (written in some language like Visual Basic) on the Internet, which may be down loaded (some free of cost and some purely on commercial basis). However, macros can hide viruses. Therefore, great care must be exercised while using macros whose functionality is not tested. Secondly, shortcut keys should be chosen in such a way that there will be no conflict with existing Words built-in shortcuts14. A description of writing macros in Visual Basic is not within the scope of this document.
1.34 Summary
This document described some frequently used commands in Microsoft Word for technical documentation. The description is brief and is intended as a handy reference to quickly accomplish a function. The users are assumed to be somewhat familiar with Microsoft Word basics only. Certain topics (e.g. Fields, Mail Merge, etc.) are not covered here. Macros are presented at a rudimentary level; never the less, they could be used quite effectively to process tabular data if such a need arises.
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