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BMS – Introduction to Computers (MS – Word) Prof.- Amit Naik

MS-Word Screen and Its Components The user interface of MS-Word 2007 is quite different from the previous versions of MS-Word. It has an improved navigation system which is easier to use. The main screen, as shown in Figure, consists of different components like the Ribbon, Ruler bar, Status bar, Scroll bar, and Work Area. The orientation of the Word 2007 layout and its general features are described as follows:

The Office Logo Button at the top left corner contains many task buttons for the document such as, New, Open, Save, Save As, Print, and Close. This button also has a list of the recent documents. Some of these commands include an expandable menu to provide additional options. (The Office Button replaces the File menu in earlier versions of Word).

The Quick Access Toolbar is to the right of the Office Logo button. It contains shortcuts for the commonly used tools, like, Save , Undo (reverses the last change), and Repeat (repeats the last action). The buttons that you wish to be displayed can be

selected from the Customize Quick Access Toolbar.


MS-Word 2007 screen

The Ribbon is a set of tools and commands across the top of the screen (Figure). It consists of a panel of commands which are organized into a set of tabs (also known as the Tab Bar). Within Tabs, Groups are available, which are designated by the names located on the bottom of the Ribbon. Each group has icons for the associated command. The Ribbon (Tabs, Groups, and Icons) replaces traditional toolbars and menus of earlier versions of the MS-Word.

Figure - The ribbon


The Tabs (Home, Insert, Page Layout, etc.) on the Ribbon contain the buttons needed to edit characters, text, and layout, as well as the additional tools that you may need.

Each Tab consists of different Groups, like the Home tab has five groups namely, Clipboard, Font, Paragraph, Styles and Editing.

Each group has Icons for the commands, which will actually format the document or bring up a menu. To know the function of an icon button (or command), leave the pointer on a button for a few seconds, the function of that button will appear in a small box below the

pointer. For example, leaving the icon on displays “Bold (Ctrl +B)”.

Ruler Bar— MS-Word has two rulers—Horizontal and Vertical. The Ruler Bar allows formatting of horizontal and vertical alignment of text in a document, by adjusting the tabs, indents and margins.

Status Bar— It displays information about the currently active document. The information includes the current page number, total number of pages and the number of words in the document, zoom

slider etc. Right-click on the status bar will show you the Customize Status bar (Figure) pop-up menu. You can select the options you want to view on the status bar.

Figure. Customize status bar


Scroll Bar— There are two scroll bars—horizontal and vertical. They help to scroll the content or the body of document. Scrolling is done by moving the elevator button along the scroll bar, or by clicking on the buttons with the arrow marked on them to move up and down, and left and right of a page.

Work Area— It is the working area in the document window where the text of the document is typed.

The Office Button

The Office Button is used to perform file management operations on the file (i.e. the document). It contains commands that allow the user to create a new document, open an existing document, save a document, print a document etc. The Office button contains nine commands, namely, New,


Open, Save, Save As, Print, Prepare, Send, Publish, and Close. The Office button commands are shown in Figure.

The Ribbon

The Ribbon of MS-Word has the Office button, and eight tabs, namely, Home, Insert, Page Layout, References, Mailings, Review, View and Add-Ins. Each tab further consists of the groups, and the groups contain icons. Icons are a pictorial representation for a command. Each tab is self-explanatory; for example, if you want to insert any item into the document, click on the Insert tab. The groups and icons related to Insert are displayed. Select the icon for the command which you want to use. The different tabs in MS-Word and the groups within them are as follows:


Home: Clipboard, Font, Paragraph, Styles, and Editing

Insert: Pages, Tables, Illustrations, Links, Header & Footer, and Text

Page Layout: Themes, Page Setup, Page Background, Paragraph, and Arrange

References: Table of Contents, Footnotes, Citations & Bibliography, Captions, Index, and Table of Authorities

Mailings: Create, Start Mail Merge, Write & Insert Fields, Preview Results, and Finish

Review: Proofing, Comments, Tracking, Changes, Compare, and Protect

View: Document Views, Show/Hide, Zoom, Window, and Macros


Solved Examples

Here some examples are given, which show the generated output document.

Example 1.

Design a Magazine Cover. You must include the features mentioned below:

(1) Page Border, (2) Select a background effect for the page, (3) Create a watermark, (4) Insert either a picture or clipart, and (5) Use WordArt.

(Do it your own. In case you face any difficulty then only refer solution given below)

Solution 1:

Open blank document. <New>

Page Border. <Page Layout> <Page Background> <Page Borders> <Art>

Background effect. <Page Layout> <Page Background> <Page Color> <Fill Effects> <Texture>

Watermark. <Page Layout> <Page Background> <Watermark>

Insert Picture. <Insert> <Illustrations> <ClipArt>

Use WordArt. <Insert> <Text> <WordArt>

You can also use more options like Font Styles etc.

A sample is shown in Figure.

Figure. A magazine cover



Exercises:

1. Design a “Thank You” card.

2. Design a “Seasons Greetings” card.

3. Design a “Birthday Invitation” card.

4. Design a “Get Well Soon” card.

5. Design a “Happy Birthday” card.

6. Design a poster inviting all students of your college to the Computer Festival.

7. Design a notice cum poster inviting all fresher for the fresher’s party.

8. Design a notice cum poster inviting seniors for the farewell party.

9. Design a certificate that you receive at the end of the Semester for holding a position in the Computer Society.

10. Design your mark sheet.

11. Design the Time Table given to you at the start of the Semester without grid lines.

12. Prepare the list of practicals you shall do during the semester in an Index form.

13. Create a 5-page document. Use hyperlinks. Insert Bookmarks.


14. Prepare a notice giving you the schedule of your exams.

15. Use mail merge to print envelopes.

16. Convert Text to Table.

17. Create an organization chart of your Computer Society.

18. Create a web page having your own details using MS Word.

19. Open two documents in MS-Word and view them together.

20. Compare two documents using MS-Word.

21. Create thumbnails for your project.

22. Write 10 mathematics equations.

23. Use the Letter Wizard to write a letter to the principal asking for a two day leave.

24. Add addresses for five recipient of your letter in Q 23.

25. Use Macro to design the Computer Society Certificate.

26. Create a table to show the rate list of the Mother Diary Fruit and Vegetable Vendor. After you have created the table use the following - (1) Split the table to show the Vegetables and Fruits separately, (2) Split a Cell, and (3) Merge two cells.

27. Sort the Table created in Q 26 in decreasing order of rate list.

28. Insert a row in Table of Q 26, to write the Total of the “Rate”


column. Find the total of all the rates.

29. Insert a column in the leftmost side of the table in Q 26 to include the S.No.

30. While printing the table in Q 26, hide the gridlines.

31. Convert the Table into a Text separating the Item name from the rate list by a hyphen “-” in Q 26.

32. Type name and addresses of 10 students separated by a comma. Now convert this text into a table. For example,

Ashima, Akash Darshan Society

Anirudh, Supreme Society

Ajay, Ashiana Apartments

Some Extra Questions

1. Enter a list of 5 things you have to do this week. Number the list. Select the list again and turn on the bullet. Change the bullet symbol to any other character. Insert Date and time.

2. Check the spelling and grammar in an existing document. Use the “Replace All” option in Find and Replace to replace each instance of some word.

3. Create and print an envelope that includes your return address. Create a full page of return labels for yourself.

4. First type a one page document in double spacing. Apply the following to it:

a. Select the text and convert it into two columns. Make second column wider than the first and add a line between the


columns.

b. Change the Page Orientation to Landscape.

5. Using Draw Table feature, insert a 7-column, 6-row table to create a calendar for the current month.

a. Enter the names of the days of the week in the first row of the table.

b. Centre the day names horizontally and vertically.

c. Change the font and font size as desired.

d. Insert a row at the top of the table.

e. Merge the cells in the row and enter the current month and year using a large font size.

f. Shade the row.

g. Enter and right-align the dates for the month in the appropriate cells of the table.

h. Change the outside border to a more decorative border. Identify two important dates in the calendar and shade them.

6. Create mailing labels to a select group of people from an existing data source file.

7. Create a form letter with fields to represent data in an existing data source file. Preview the merge to see that everything is correct. Merge to a new document. Save the data source file and your main document but discard the merge document.

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