Learn Computer

PARAGRAPH SPACING & LINE SPACING

2007-06-22T14:16:00.001-07:00

The white spacing before and after the paragraph are called paragraph spacing. Similarly, the white spaces between adjacent lines are called line spacing. You can adjust the amount of space between consecutive lines and paragraphs in a document.

To adjust paragraph spacing, follow these steps.

Place the insertion point in a paragraph.
Select Paragraph from Format menu. The Paragraph dialog box will appear as shown below.
Click the Indents and Spacing tab in the Paragraph dialog box.
To specify amount of space before the selected paragraphs, type a number in the before box.
To specify spacing after the selected paragraphs, type a number in the after box.
Click OK button to apply the settings.

You can specify the amount of space in inches, points, and centimeters. For example, type 6pt to specify 6 points spacing or type 6cm to specify 6 centimeters spacing. The preview section of dialog box shows the effect of your selected spacing between the paragraphs.

To adjust line spacing, following shortcut keys can also be used for line spacing in the paragraph:

Ctrl + 1 used to set single line spacing.
Ctrl + 2 used to set double line spacing.
Ctrl + 5 used to set 1.5 line spacing.

How Conditional Formatting is applied in Excel?

2007-06-22T14:15:00.002-07:00

A formatting that is applied to a cell or multiple cells and activated only if condition is met is called conditional formatting. For example, if a condition is applied in a selection that when any value in the selection is greater than 100, the value in the respective cell will be bold. In figure below, the conditional formatting is applied to the cells C3 to CIO. When values in these cells are changed, Excel automatically updates the format of the cell's.

In conditional formatting, you have to specify a condition or criteria for formatting. The criteria is specified in the Conditional Formatting dialog box.

To apply the conditional formatting, follow the steps.

Select the cell's, you want to apply conditional formatting.
Choose Conditional Formatting command from the Format menu. The Conditional Formatting dialog box will appear as shown below.
Specify the condition.
Click Format button to apply formatting. Format Cells dialog box will appear. Specify the format you want.
Click Add button to specify another condition. You can specify up to three different conditions.
Click OK.

To delete the conditional formatting, follow these steps.

Select the cell's, you want to delete the conditional formatting.
Choose Conditional Formatting command from the Format menu. The Conditional Formatting dialog box will appear.
Click Delete button to remove a condition. You will be asked to choose which condition (1, 2 or 3) you want to remove.
Select the condition and click Ok button.

Setting column Width and Row Height

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The width of column and height of row can be changed very easily to properly accommodate the data in cells. The width of column or height of row is changed of row is changed by using one of the following ways.

By Dragging with Mouse

The easiest and shortcut way to change the width of a column or height of a row is by dragging with mouse.

To change the width of column or height of row by dragging, follow these steps:

Move the mouse pointer to the column heading’s border. When mouse pointer reaches the border between two column headings, mouse pointer changes to shape. Similarly, when mouse pointer reaches the border between two row headings, mouse pointer changes to shape.

Click and drag the border to change the width of column or height of row.

By Format Menu

Another way to change the width of a column or height of a row is by using Format menu. In this way, the exact width of column and height of row is specified.

To change the width of column or height of row by Format menu, follow these steps:

Select the column/row/cell whose width or height is to be changed.

Click Format menu on the Menu Bar and then select Column or Row from Format menu, a sub-menu is displayed.

Select your appropriate command from the sub-menu.

Editing the content of a cell in Excel file

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Excel provides many ways to modify the contents of worksheet cells. The word Edit refers to the action of modifying contents of cells in a worksheet. After modifying the content of a cell, the Enter or Tab key is pressed.

Excel provides three techniques to edit the content of a cell.

By pressing F2 function key.
By clicking in the Formula bar.
By double-clicking inside a cell.

While editing the contents of a cell the Status bar displays "Edit", which shows Edit mode. In Edit mode, you can use different keys to navigate within the boundary of the cell.

Press Right or Left arrow key to move one character at a time.
Press Home key to move to the beginning of the entry.
Press End to move to the end of the entry.
Press Ctrl + Right or Left arrow to move to the next or previous word.
Press Del or Backspace to delete one character right or left to the insertion point.
Press Ctrl + Del to delete everything from the insertion point to the end of entry.
Press F2 again to exit Edit mode.

Rotating Text in Cells

2007-06-22T14:14:00.001-07:00

In Excel, text of cells can be rotated to any direction or to a certain angle. It is called the orientation of the text. By default, orientation of text is horizontal.

To change the orientation of text, follow these steps.

Select cell or range of cells that contains data you want to rotate.

Select ”Cells” command from “Format” menu OR Press Ctrl+1, Format Cells dialog box appears.

Click Alignment tab of dialog box.

Specify angle in ”Degrees” spin box of orientation section.

Click “OK” button of dialog box.

Design the Background of Slide

2007-06-22T14:13:00.001-07:00

The newly created slides as well as already existing slides are designed by applying different foreground and background color schemes. PowerPoint provides many tools to make the slides more attractive. Similarly, design templates are used to make the slides more attractive.

You can change the background of the slide to make the slide more beautiful. You can apply color or paste picture or apply many other effects to background of the slide. To change the background, follow these steps.

Select the slide, in Normal View, of which you want to change the background.
Select "Background" from the "Format" dropdown menu, Background dialog box appears as shown below.
Click the drop down list box in the "Background fill" area. Select the color for background or click Effects fill option in the same list and select your choice for slide background.
Click the Apply button to apply the background.
Now after selecting the design we will click on apply button.

Inserting Picture into Slide

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You can also insert picture into a slide to make the presentation more meaningful and beautiful. The picture can be inserted from the clipart or from any image file stored on the disk.

To insert picture into slide from clipart, follow these steps.

Select the slide into which you want to insert picture.
Select "Picture" from "Insert" menu and then select "Clip Art" from subÂmenu, Clip Art dialog box appears.

Click Insert Clip Art on button the drawing toolbar.
Select picture category and choose required picture and right click mouse on the picture, a popup menu appears.
Select Insert command from the menu.

2. To insert picture from file stored on disk, follow these steps.

Select the slide into which you want to insert picture.
Select "Picture" from "Insert" menu and then select "From File" from sub menu, Insert Picture dialog box appears.
Select image file and click Insert button of dialog box.

Creating Presentation Using Design Template

2007-06-22T14:10:00.001-07:00

PowerPoint also contains many templates with different beautiful designing. You can design an attractive and beautiful presentation by selecting one of the designed templates.

To create presentation using design template, follow these steps.

Select the Design template option from the PowerPoint startup dialog box. OR Select "New" command from File menu, "New Presentation" dialog box appears as shown in figure below.
Click "Design Templates" tab, a list of available design templates will be displayed.
Select the design template and see its preview in the Preview area.
Click "Ok" button of dialog box to add the selected template.

Creating Presentation from Scratch

You can also create presentation according to your own requirements. It is blank presentation in which you have to do a lot of work to make the presentation beautiful.

To create presentation from scratch, follow these steps.

Select the Blank presentation option from the PowerPoint startup dialog box. OR Select "New" command from File menu, a "New Presentation" dialog box appears.
Click "General" tab and select the Blank presentation.
Click "Ok" button of dialog box, a New Slide dialog box appears.
Select desired layout of the slide and click the "Ok" button of dialog box. The slide will be inserted.
Click the text boxes one by one and add the text for title and sub-title.

Applying Borders to Cells

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A border is a line drawn on any side of cell, around a cell or around a group of cells. You can add lines to the edges of the selected cell or selected multiple cells. The Borders command does not draw a line under the contents of the cell, but it draws lines on the borders of cell.

To draw line around the selected cells, follow these steps.

Select cell or range of cells.

Click downward arrow next to the” Borders” icon on the Formatting Toolbar and select the required option.

Click” Border” tab of dialog box and select border options and the line style to draw border (if required)

Click “OK” button of dialog box.

Changing Border Line Style

You can also change the line style of the border or borders of different line styles can be drawn on each side of the cells. To draw line of different styles around the cell, follow these steps.

Select cell or group of cells.

Open “Format Cells” dialog box and click border tab.

Select the color of line (if required) by clicking Color dropdown list box.

Select line style and click the border option from dialog box.

Click ”OK” button of dialog box.

Removing Borders around the cells

You can very easily remove the borders drawn around the cells. To remove the borders, follow these steps.

Select the cell or group of which you want to remove borderlines.

Click the arrow next to Borders icon on the Formatting Toolbar and select first option.

Applying Formula in a Table in Word File

2007-06-22T14:08:00.002-07:00

APPLYING FORMULA IN A TABLE

Microsoft Word also allows you to perform calculations in the table by using a mathematical formula. The "Formula" command is used from Table menu to insert a formula into the cell of a table. A formula is an expression that contains any combination of numbers, references of table cells, operators and functions etc. Word inserts the result of the calculation as a field in the cell you selected. The elements of a formula are:

Operators The basic arithmetic operators that are used in formula are:

"+" used for addition.
"-" used for subtraction.
"*" used for multiplication.
"/" used for division.
"^A" used for exponential power.

Functions The important functions that are used in table cells are:

AVERAGE() Returns the average of a list of values.

MIN() Returns the smallest value in a list.
SUM() Returns the sum of a list of values.
MAX() Returns the largest value in a list.
PRODUCT() Returns the result of multiplication of list of values. For example, the function.

= PRODUCT (1, 3, 7, and 9) returns the v 189.

Table Reference

Table cells are referenced as Al, A2, Bl, B2, and so on, by using the letter representing a column and the number representing a row. A table is given below

with cell references.

ABC

Al

Bl

Cl

A2

B2

C2

A3

B3

C3

To use cell references in formulas, use a comma to separate references of individual cells and a colon 10 separate the references of first and last cells in a designated range as shown in the following examples.

To calculate average of cells data, the cell reference:, can be written as:

=average (bl: b3) =average (al: b2)

=average (al: c2) =average (al, a3, c2)

You can also use the following references in the function.

LEFT: reference to all cells to the left side of the selected cell.

RIGHT: reference to all cells to the right side of the selected cell.

ABOVE: reference to all cells above the selected cell.

BELOW: reference to all cells below the selected cell.

For example, to calculate the sum of values of all cells above the elected cell, the formula is written as: = SUM(ABOVE)

Similarly, to calculate the average value of values of all cells located to the left side of selected cell, the formula is written as: = AVERAGE(LEFT)

To perform calculations in a table, follow these steps.

Click the cell in which you want to display the result.

On the Table menu click Formula, "Formula" dialog box appears.

From the Paste function box, select a function. For example, SUM function to calculate the sum of numbers.

To use the contents of table cells, type the cell references in the parentheses in the formula. For example, to add the numbers in cells Al and B4, the formula is written as: = SUM (al, b4)

Select other options from the dialog box if required and then click "Ok" button to complete the operation.

Changing Paper Size and Orientation.

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You can change the paper size and orientation through Page Setup dialog box. In orientation, printing direction of the document is selected. It may be:

Portrait It is selected to print the document along the length of paper. It is default setting.

Landscape It is selected to print the document along the width of paper. To set the paper size and orientation, follow these steps.

Choose Page Setup from the File menu. The Page Setup dialog box will appear as shown below.
Click the Paper Size tab to display the paper size and orientation options.
Select the paper size, either by specifying its width and height or choose the predefined standard paper sizes such as legal, A4, letter etc. from the dropdown list labeled with "Paper size".
Choose the page orientation such as Portrait or Landscape.
Click OK button of dialog box to apply the settings.

It must be noted that you can set the size and the orientation of selected text of document. To do this, follow these steps.

Select the text.
Open the Page Setup dialog box.
Specify the paper size and orientation.
Choose "Selected text" option from the "Apply to:" dropdown list box.
Click OK button.

Word automatically inserts section breaks before and after the selected text with new page size and orientation. If your document is already divided into sections then select the section's, and then change the required settings.

Navigating in Document with arrow and shortcut keys

2007-06-22T14:07:00.002-07:00

Navigating in a document means to move the cursor in the document to view different parts of document or to make some changes at different locations of the document. In Microsoft Word Window, only a small portion of current document can be viewed. You can move into the document to view it or to make changes in it. You can move the cursor into the document through input device such as mouse or keyboard.

Navigating with Mouse

Mouse input device provides a fast method to move into the document .In the same Window, simply click the location where you want to enter/edit text or graphic. The Scroll Bar is used to move into other portion of the document.

To navigate in current document with the help of mouse through Scroll Bar, follow these steps:

Moving Up Down

Click Up or down arrow of the Vertical Scroll Bar, to move one line up or down.

Click Next Page or Previous Page arrow of the Vertical Scroll Bar, to move one page up or down of document.

Drag up or down the Scroll Box of the Vertical Scroll Bar, to move quickly into the document.

Moving Right &Left

Click Right arrow of the Horizontal Scroll Bar, to move one column to right.

Click Left arrow of the Horizontal Scroll Bar, to move one column to left.

Drag right or left the Scroll Box of the Horizontal Scroll Bar, to see information on right or left of Document Window very quickly.

Navigating with Keyboard

You can also move into the document with help of keyboard navigation keys. The keys that are used to move cursor into the document on the screen are referred to as navigation keys. The keys and their functions are:

Arrow Keys is used to move the cursor left, right, up and down into Document Window on the screen. These are also referred to as cursor keys.

Page up Key is used to move the cursor one page up of Document Window on the screen.

Page down Key is used to move the cursor one page down of Document Window on the screen.

Home Key is used to move the cursor to cursor to the beginning of the current line.

End Key is used to move the cursor to the end of current line

Ctrl+Home Keys are used to move the cursor to the beginning of document.

Crtl+End Keys are used to move the cursor to the end of Document Window.

Navigation with Go To Command

You can also move into the Word Document using Go To command of Microsoft Word. This command provides a very fast method to go to a specific location of the current document. For example, you can directly move the cursor to a specific page number, line number, and section of document. The Go to command can be applied by one of the following methods:

Select Go To command from Edit menu or Press keyboard shortcut Ctrl+G.

When one of the above mentioned methods is used, a dialog box appears. Form the dialog box, select your choice from the list box Go to what and enter the value into text box. For example, if you want to go to a specific page number then select page from list box and enter page number into text box.

Inline and Floating Graphics Position

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Graphics can be positioned in a document in two ways: inline or floating. An inline graphic is like a text character in a paragraph. A floating graphic exists as a separate layer from the text. Floating graphic takes more memory than inline graphic and often causes printing and other problems. The graphics inserted using Paste Special command are floating graphics by default.

To change a floating graphic into inline graphic, follow these steps.

Select the graphic.
Right click on the graphic, a shortcut menu will appear.
Choose Format Picture or Format Object from the menu. The Format Picture dialog box will appear.
Click the Layout tab in the dialog box.
Under the Wrapping style, choose Inline with text.
Click OK

Inserting Music and Charts on a Slide

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You can also insert sound or music on a slide. It may be a sound or movie. When a slide run, movie or sound also plays. To insert music or sound on a slide, follow these steps.

Display the slide you want to add music or sound to.
On the Insert menu, point to Movies and Sounds, submenu will appear. Do one of the following:
To insert a sound from the Clip Gallery, click Sound from Gallery, and then locate and insert the sound you want.
To insert a sound from another location, click Sound from File, locate the folder that contains the sound, and then double-click the sound you want.
A sound icon appears on the slide.
A message is displayed. If you want the sound to play automatically when you go to the slide, click Yes if you want the sound to play only when you click the sound icon during a slide show, click No.
To preview the sound in normal view, double-click the sound icon.

Inserting Charts on Slide

In Microsoft PowerPoint, you can create a chart on a slide. Usually charts or graphs are created for numerical data. The Microsoft Excel is a best program for creating charts. In PowerPoint, the default chart is the standard 3D column chart.

To insert a chart on the slide, follow these steps.

Select the slide into which you want to insert chart.
Select "Chart" from the Insert menu, a graph of sample data is automatically created on the slide and datasheet including sample data is also opened.
Replace the labels in the first row and first column with the labels of your choice. For example to create chart of maximum and minimum temperature of different cities, follow these steps.
Starting from second cell of first row enter names of cities.
Type "Maximum" & "Minimum" into first cells of second and third rows respectively and also type data of temperature under the headings.
Delete other data by selecting it.

The graph is automatically created (or modified) according to the data. Click anywhere on the empty space of slide, the chart is inserted and datasheet is disappeared.

Creating Charts in Excel

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In excel, you can create chart very easily using the Chart Wizard. The chart created can be inserted into the same worksheet or into different worksheet of same workbook.

To create a new chart, follow these steps.

Select the data for which you want to create chart. For example to create chart of student marks, the worksheet with data is given below.

Name	Math	Urdu	Total
lilly	25	50	75
Joni	20	55	75
jhon	22	60	82
Eizo	21	45	66

Click the Chart Wizard button on the Standard Toolbar.

Select chart type, chart sub-type from dialog box and then click “Next” button, a dialog box is displayed with a sample of chart you have selected.

Check the Data range and correct it if required and also specify whether you want to plot chart of data series in rows or columns.

Click ”Next” button of dialog box ,Chart options dialog box appears.

Specify chart title, X-axis title Y-axis title, legends, Data-labels etc. Click” Next” button.

Specify chart location in dialog box. The chart can be created in different sheet. By default, the chart is inserted into the same worksheet.

Click the “Finish” button of chart location dialog box to complete the chart creating process.

Splitting a Single Cell into Multiple Cells

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You can also divide a single cell of a table into multiple cells. For example, you can divide a single cell into multiple cells to create table subheadings etc. To divide or split a single cell into multiple cells, one of the following ways is used.

Select the cell you want to divide into multiple cells.
Right click the mouse and select "Split Cells" from the popup menu.

Click Table menu and select "Split Cells" from the drop down menu.

Click "Tables and Borders" button, "Tables and Borders" toolbar appears. Click "Split Cells" button.

If one of the above commands is selected, "Split Cells" dialog box will be displayed as shown below.

Enter number of columns and rows; you want to create in the selected cell.
Click "OK" button of the "Split Cells" dialog box.

Converting Text into Table

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You can also convert the text of a Word document into table. Usually, the tab is used as separator between columns. It means, the text is arranged into columns by inserting tabs and then it can very easily be converted into table. You can also use commas as separators to create the columns.

To convert text into table, follow these steps.

Separate the text of document by using commas, tabs etc., press Enter key after each record and then select these texts.
Select "Convert" command from Table menu, a submenu appears.
Select "Convert text to Table" from submenu, "Convert Text to Table" dialog box appears.
Enter number of columns, text separator and select other options from the dialog box and click "Ok" button.

EXAMPLE: Convert the texts that are given below into table.

John USA 23

Miacal UK 20

Tony Canada 52

Tome Turkey 02

Steps to convert the above text into table are:

Select the text.
Select "Convert" command from Table menu, a submenu appears.
Select "Convert text to Table" from submenu, "Convert Text to Table" dialog box appears.
Enter number of columns, text separator and select other options from the dialog box and click "Ok" button. The above texts are converted into table as below.
John USA 23

Miacal UK 20

Tony Canada 52

Tome Turkey 02

Slide Transition

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Slide transition means to change the effect of appearance of slide on screen as well as disappearance of slide from the screen. In slide transition, special effects are added to the slides that make the presentation more attractive and beautiful. The slides appear and disappear in a very beautiful way from right or left or in or down or slides dissolve gradually etc. It develops an interest in the viewers to see your presentation. If transitions are not applied to the slides then new slide simply appears in place of the previous one. This way of presentation without transition may loose the interest of people and you can not convey your ideas to others with good impression. Most of the design templates have added transition effects; it is because these are more attractive.

In PowerPoint, there are two types of transitions.

Visual Transition.
Text Transition.

Visual Transition

Visual Transition is related to the appearance and disappearance of the slides on the screen. Only the appearance and disappearance style of the slides can be changed.

To apply the visual transition, follow these steps

Select the slide, in Normal View, to which you want to apply visual transition effects.
Select "Slide Transition" from the Slid< style="letter-spacing: -0.15pt;">Transition dialog box appears as shown in figure below.
Click on the "Effect" drop down list box, a list of transition effects appears. Choose one of them, the preview of transition effect will be shown above list box.
Under the "Effect" drop down list box, there are three options used to set the transition speed. Select one of them. These are:

Slow for slow speed transition.

Medium for medium speed transition.

Fast for fast speed transition.

Choose the mode of displaying or advancing the slides from the "Advance" area. For example, if "Automatically after" option is selected then enter the time through which slides automatically appear on the screen.
Select type of sound from "sound" drop down list box if you want to play sound when the slide appears on the screen.
Click Apply button to apply the selected transition options to the selected slide or click "Apply All" to apply the transition options to all slides of the presentation.

Text Transition

Text Transition is related to the appearance (or disappearance) of individual text on the slides during presentation. The individual characters, words, statements or symbols appear on the slide in very beautiful way (as moving and flying etc.) that makes the presentation very interesting.

To apply the text transition, follow these steps.

Select the slide, in Normal View, in which you want to apply text transition effects.
Click on the text box.
Select "Custom Animation" from the "Slide Show" drop down menu, Custom Animation dialog box appeal's as shown in figure below.
Click the Effects tab of dialog box and select required animation from the "Entry animation and sound" drop down list box (such as flying or Drop In). Select other options if required.
Click the "Order & Timing" tab and set the time and order of text animation etc. and Click "Ok" button of dialog box.

Formula mistake may occur in Exce

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When creating a formula, it is possible a mistake may occur. The formula is not evaluated and Excel displays an error value or message. The common error values that could appear when creating a formula are described below:

#VALUE This error value is displayed if you use a cell reference in a mathematical formula that contains a piece of text. This error also appears if a selection is used without specifying a function.

#DIV/0! This error value is displayed if you divide a value by zero (O).

#REF! This error value is displayed if cell reference does not exist that
is used in the formula.

#N/A! This error value is displayed if value is not available or Excel
cannot find the required value.

Circular The circular reference is a special error message displayed in

Reference form of dialog box. This error message occurs when a formula uses its own result as one of its reference or arguments. This error message is also indicated in the status bar showing the cell address containing the error.

Main Functions and Formula used in Excel.

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There are many pre-defined functions in Excel but the most important preÂdefined functions are:

SUM function.
AVERAGE function
MAX function
MIN function
PRODUCT function
IF function

SUM Function

It is used to add numbers given as parameters. These may be numeric values or cell references. Its general syntax is:

SUM(numberl,number2, .,.) Where

numberl, number2,... : specifies arguments which you want to add.

Example, = SUM (3, 2) returns 5. Similarly, to add values of cell range Al to A30, the function is written as:

=SUM (A1:A30)

AVERAGE Function

It is used to calculate the average of values given as parameters. These may be numeric values or cell references. Its general syntax is:

AVERAGE (numberI, number2, ...) Where

numberl, number2,... : specifies arguments for which you want to

calculate average. For example. AVERAGI. (3, 2) returns 2.5. Similarly, to calculate average of values of cell range Al to A30. the function is written as:

=AVERAGE(A1:A30)

MAX Function

It returns the largest or maximum value from a list of values. The parameters may be numeric values or cell references. Its general syntax is:

MAX (numberl, number2, ...) Where

numberl, number2,... : specifies arguments from which you want to find maximum, for example, =MAX(3. 2,45,23) returns 45.

MIN Function

It returns the lowest or minimum value From a list of values. The parameters may be numeric values or cell references, its general syntax is:

MIN(number 1, number2â€¦.) Where

numberl, number2,... : specifies arguments from which you want to

find minimum. For example, =M1N(3, 2,45,23) returns 2.

PRODUCT Function

It is used to multiply numbers given as parameters. These may be numeric values or cell references. Its general syntax is:

PRODUCT (number1 ,number2, ...) where

numberl, number2,... : specifies arguments which you want to multiply. For example, =PRODUCT (13, 2) returns 26. Similarly, to multiply values of cell range Al to A30, the function is written as:

=PRODUCT (A 1:A30).

Various Options of Print Dialog box

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The Print dialog box contains various options used to control the printing of document. You can print the entire document, a selection of the document, or a range of pages that you specify etc. The most important and commonly used print options are:

Printer section

The options of Printer section of Print dialog box are:
Name: It is used to select the printer name.
Properties: Click this button to set the properties of the printer such as paper quality, layout etc.
Print to file: Select this check box to send the print output to a file rather than printer. A print file saves the necessary information from your document so that line and page breaks and font spacing remain the same. Any printer that uses the same printer language can print the file and match the output from your computer, if the fonts used in the document are available on the printer. In addition, when you use a printer file, you can print your document from a computer that does not have Word Installed.

To send the output to printer file, follow these steps.

Select the printer name from the "Name" list box.
Select the "Print to file" check box, and then click OK. This will open the "Print to file" dialog box.
In the File name box, type a file name (select the drive and directory where you want to save the file.
Click OK.

Page range section

The Page range section contains options used to print the part of document, rhe most important options are:

AH: This option is selected to print the entire document. By default, this option is selected.
Current Page: This option is selected to print the current page. The page that contains the insertion point is called current page.
Selection: This option is selected to print the selected text of the document. If text is not selected then Selection option is not enabled.
Pages: This option is selected to print a specified range of pages etc. For example: to print a single page, e.g. page 16, type 16 in the text box.

To print range of pages such as 4 to 10, type 4-10 in the text box.

To print different pages, type page numbers separated by commas. Such as 6, 9, 16,25.

Copies section

This section contains options to specify the numbers of copies of the document and their printing behavior. The most important options are:

Number of Copies: It is used to specify the number of copies of the document. You can print multiple copies of the whole document or part of the document. It saves time in giving repeated print commands for the same print job.
Collate: It is selected to print a complete copy of the document before the first page of the next copy is printed. If it is not selected then all copies of the first page is printed then all copies of the next page will be printed and so on.

Zoom section

This section contains options to adjust the print size of document pages. These options are:

Pages per sheet

It is used to specify the number of pages that are to be printed on one sheet of paper. By default, pages per sheet are 1 page. If more than one page is specified then Word adjusts the size of the individual page accordingly.

Scale to paper size

It is used to adjust (or scale down) the document to fit the printer paper size by selecting it from the dropdown list. By default, k is No Scaling. This setting will apply for the current print job only and does not affect the Page Setup settings.

Converting Table into Text in Word File

2007-06-22T13:55:00.002-07:00

After creating a table and entering data into it, the table can be converted into text. To convert a table into text, follow these steps.

Select the entire table.
Select "Convert" command from Table menu, a submenu appears.
Select "Convert Table to Text" command, a dialog box appears as shown below.
Select desired option from the dialog box to separate the text of cells and then click "Ok" button.

The text in cells is separated as:

Paragraph Marks: The data in each cell is converted to a paragraph of document.

Tabs: The tabs are inserted between the text of cell

Commas: The commas are inserted between the text of cell.

Others: User defined character is inserted between the text of cell.

For example, a table is given below having four records of students.

John	USA	23
Miacal	UK	20
Tony	Canada	52
Tome	Turkey	02

The above table is converted to text by using the Tabs separator. The text of the above table is given below after conversion.

John USA 23

Miacal UK 20

Tony Canada 52

Tome Turkey 02

Set Headers and Footers in word file

2007-06-22T13:55:00.001-07:00

Header is the information that is printed in the top margin of each page of the document. Footer is the information that is printed in the bottom margin of each page of the document. Both the header and the footer are displayed in print layout view.

Headers and footers are inserted in order to display repeated text or graphics on the top or bottom of pages in a document. It saves your time to enter the same items in pages again and again. You can use the same header and footer throughout a document or change the header and footer for part of the document. For footer on the first page, or leave the header or footer of the first page. You can also use different headers and footers on odd and even pages or for part of a document.

To apply header or footer, follow these steps.

Select "Header and Footer" from View menu, "Header and Footer" Floating Toolbar will appear. The header and footer sections of document are also activated.
Type Information for Header and Footer in area identified in top and bottom margins.
Select other options if required from Toolbar box and click Close button of Toolbar.

search and replace text in word file

2007-06-22T13:54:00.001-07:00

In Word, text can be searched in the current document and the searched text can also be replaced with other text. The searching and replacing processes are explained below:

The process of searching or finding a specified text in the document is called finding text. In Microsoft Word, it is performed with Find command. To apply Find command in Microsoft Word, choose one of the following.

Select Find command from Edit menu, or press Ctrl+F shortcut key.

Enter the text (up to 255 max. characters) you want to search in the document. It may consist of single character, word, punctuation marks, special characters etc.

Click Find Next button of dialog box to search the given text. If the specified text is found, it is appeared in the document as selected. The Find and Replace dialog box again box again appears. Click again the Find Next button of dialog box to search for the next occurrence of the text in the document.

Click Cancel button of dialog box to stop the search process.

The process of finding text in the current document and replacing it with another one is called replacing text. In Microsoft Word, it is performed with Replace command. To apply Replace command in Microsoft Word, choose one of the following.

Select Replace command from Edit menu, or Press Ctrl+H shortcut key.

In the Find what text box enter the text you want to search and replace with another one.

In the Replace with text box enter the text you want to replace with the searched text.

Like the Find command, you can various search options to make your search more refine and accurate.

Click Replace button to replace each occurrence one by one. In case you want to skip an occurrence click the Find Next button to jump to the next occurrence.

Deleting Rows and Columns from the table

2007-06-22T13:52:00.002-07:00

You can also remove columns or rows from the table. Once a row or column is deleted, it can be undeleted by using Undo command. You can delete the columns or rows or cells by using one of the following ways.

By Table Menu

To delete a row or column by Table menu, follow these steps.

Place the insertion point in the column or row that is to be deleted.
Click Table menu and then select "Delete" from Table menu, a submenu of Delete is displayed.
Select Columns or Rows or Cells command to delete the selected element (column or row or cell) from the table.

By Popup Menu

To delete a row or column by popup menu, follow these steps.

Select the column's you want to delete.
Right click the mouse, a popup menu is displayed.
Select "Delete Columns" command, the selected columns will be deleted.

Place the insertion point in the column or row that is to be deleted.
Right click the mouse, a popup menu is displayed.
Select "Delete Cells" command, "Delete Cells" dialog box is appeared.
Select "Delete entire row" to delete a row or select "Delete entire column" to delete a column etc. from the dialog box and click "Ok" button.

Views document with different styles in Word

2007-06-22T13:52:00.001-07:00

You can display document in different views in document window. When you switch from one view to another, the document contents are not affected and only the layout of the document is changed. A word document can be viewed in four different ways.

You can select a view form the View menu or by clicking their respective icons located at the leftmost section of the horizontal scroll bar. The document views are described below.

Normal View

In normal view, only the text and the text formatting is viewed. The headers &footers, graphics or layout of the page is not shown. This mode is used to type and edit text quickly.

Web Layout View

In Web layout view, the document is viewed on the screen as it would be appeared in the Web Browser. This mode is used if you want to create a Web page or document in MS-Word and save it as Web page.

Print Layout View

In Print layout view, the document is viewed on the screen as it would be printed on the printer. The headers &footers, graphics etc. are also viewed in this mode. This view is useful for editing headers& footers, for adjusting margins, and drawing objects etc. This mode is very slow for creating and editing documents.

Outline View

In outline view, the structure of the document is displayed. The structure of document may include main headings or you can expand it to see all headings and even body of text. In this view, page boundaries, headers footers, graphics and background are not appeared. This view makes easy to work with master document. A master document is used to organize and maintain a long document, such as a multipart report or a book with chapters.

Print Envelopes and Labels in Word

2007-06-22T13:51:00.000-07:00

Word provides a suitable way to print envelopes and labels. You can print mailing and return addresses on an envelope, or addresses on a mailing label.

To create and print an envelope, follow these steps.

Choose Envelopes and Labels from the Tools menu. The Envelopes and Labels dialog box will appear as shown below.
Click the Envelopes tab to display options of Envelopes.
Enter (or Edit) the mailing address in the Delivery address box.
Enter (or Edit) the return address in the Return address box Or select the Omit check box to omit a return address.
Click Options button to specify the envelope size, the type of paper and other options. Click "Add to Document" button to add or attach the envelope to the current document for later printing or editing.
Click Print button to print the envelope.

You can also add graphics to the return address of your envelope. To add graphic, follow these steps.

Select mailing address in the document.
Open the Envelopes and Labels dialog box.
Click Add to Document (or Change Document) button.
Click the Page Layout view icon in the Status bar.
Insert or create the graphic in the document.
Position the item on the envelope.

Indenting Left and Right Paragraph

2007-06-22T13:49:00.000-07:00

The space or distance between the page margin and the text in a paragraph is called indent. These are applied to set the margins of selected paragraph.

In a document, margins determine the overall width of the main text area or in other words, the space between the text and the edge of the page. Indentation determines the distance of a paragraph from either left or right margins. There are six types of indents that can be used in a document. These are:

First line indent is the distance between the first line of the paragraph and the left margin.
Left indent is the distance between the start of each line of the paragraph and the left margin.
Right indent is the distance between the end of each line of the paragraph and the right margin.
In hanging indent, the first line of the paragraph is not indented and all other lines start at same distance from the left margin. The first line 'of the paragraph usually starts from the left margin.

To indent a paragraph, follow these steps.

Select the Paragraph you want to indent.
Select the "Paragraph" command from "Format" drop down menu; "Paragraph" dialog box appears.
Specify values in Left and Right fields of indentation and click "Ok^" button of dialog box.

Protecting Document with Password

2007-06-22T13:40:00.000-07:00

You can protect your document by applying password so that unauthorized person can not display as well as modify your document. You can apply two types of passwords:

Password to open the document:

If it is applied then you have to give the correct password to open the document, otherwise you cannot open the document.

Password to modify the document:

If it is applied then you have to give the correct password to modify the document, otherwise your document is opened but you cannot modify the document. It means that your document becomes read-only.

To apply a password to document, follow these steps.

* Open Save As dialog box by selecting "Save As" command from File menu.

* Click "Tools" button of Save As dialog box and choose "General Options" from drop down menu, "Save" dialog box appears as shown in figure below.

* Enter first password in "Password to open" text box and second password in "Password to modify" text box (if required) and click "Ok" button of dialog box. Microsoft Word will open "Confirm Password" dialog box for the confirmation of passwords. The maximum length of password is 15 characters.

* Re-enter the password to open and password to modify and click "Ok" button of Confirm Password dialog boxes one by one.

* Click "Save" button of Save As dialog box.

Office tips and tricks

2007-06-22T13:22:00.000-07:00

Most of us use Microsoft Office, but do we know how to make the most of it? We reveal 100 top tips for mastering this suite. Part 1 looks at Word and Excel

Anthony Dhanendran, Computeract!ve, 03 Nov 2004

We probably use office programs - word processors, spreadsheets, email and presentation applications - more than any other kind of software on our computers. Of this kind of software, Microsoft's Office suite is the most popular.

It can, however, be hard to get to grips with all the time-saving features; all those menus, toolbars and buttons can seem overwhelming at times, particularly if you are just starting out.

Once you delve a little deeper and discover Office's hidden shortcuts and tricks, however, you can make your software work a lot harder for you and make your life easier in the process.

Use our handy guide to the 100 most useful hints, tips and shortcuts in Word, PowerPoint, Excel and Outlook and you will know just how to get the most out of your Office applications.

WORD

1. Date
To stop Word from adding today's date to any year you type, changing, say, 'Letter 2004' to 'Letter 2004-08-22', go to the Insert menu, click on AutoCorrect and select AutoText in the next menu. Untick the box marked 'Show Autocomplete Suggestions'. If you want to use an AutoText shortcut in future, type the abbreviation and press F3.

2. Add places
Add a folder to the Places Bar in Word 2002's Open and Save boxes to help you find files quickly. Find the folder you require in Windows Explorer, highlight it and then click on the Tools menu. Now click on the option marked 'Add to My Places'. If you are a Word 2000 user, you can download a Microsoft add-on to customise the Places Bar here.

3. Turn off fast save
Fast saves aren't much faster than normal saves and instead of properly saving your document, Word just appends anything you have added to the text to the end of the file. Nothing is ever deleted from the document file, so it can end up being huge. It's best to turn off fast saves by going to the Tools menu, clicking on Options, then on the Save tab and removing the tick from the 'Allow fast saves' checkbox.

4. No mouse styles
If you often write the same style of documents in Word, you may be aware of the Styles option, which can reduce the time you spend formatting a document. You can assign a keyboard shortcut to a style so that you don't have to use the mouse to find it by going to the Tools menu, then Customize, then pressing Keyboard and selecting Styles from the list on the left.

5. Follow style
If your styles naturally follow one another, say a particular text style always follows a particular headline style, you can cut down further on the time required to select them by going to the Format menu, and selecting Style. Choose the relevant style and click on Modify, then choose another from the box marked 'Style for following paragraph'.

6. Repeat find
To find a piece of text, press F3, enter the text you're looking for in the text box and press Enter. You don't need to keep the box open to find other instances of this text, however. Click on Cancel, and notice that the double arrows at the bottom of the right-hand side scroll bars have turned blue. Clicking on one of them will take you to the next place this text occurs, either forwards or backwards through the document, depending on which button you click.

7. AutoCorrect
AutoCorrect allows you to change text automatically as you type it, which can be handy for correcting frequently mistyped words. Click on the Tools menu, then on AutoCorrect and enter a piece of text in the left-hand column. Whenever you type it, it will be replaced by the text in the same row in the right-hand column of the dialogue box.

8. Select lots of text
It can be very difficult to select more than a few paragraphs of text at once using only the mouse, particularly if you have a fast PC, as the text will shoot past before you notice. But you can select large amounts of text easily by clicking where you want your selection to start, then navigating to the end of the intended selection using the mouse wheel or scroll bars. Then just hold down Shift and click again to select the block of text.

9. Saving grace
If you are working on several documents at once, you can save them all without closing Word in the process. Just hold down Shift and click on the File menu. You will see a new option Save All. There is also an option to Close All if you want to do so without closing Word.

10. Simple formatting
If you're going to create a number of documents that are similar in appearance, it's best to use styles to format text rather than applying the formatting yourself. This ensures that you can change it easily throughout the documents, if you need to. You can, however, use the Format Painter to copy the formats from one paragraph and apply it to another. Select the Format Painter button from the Word toolbar and click on the portion of text you want to copy a format from. Now drag the pointer over the selection you want to apply the formatting to.

11. Scraps
You can create 'scraps' in Word, which are small blocks of text from a document. Highlight some text in an open document and drag it to the Desktop, and you will see it appear as a document scrap. You can arrange and rename your scraps on the Desktop, and simply drop them back into Word documents as you need them. The scraps can be pasted into most other applications too.

12. Snappy corrections
Instead of using the spell checker once you've finished writing a document, you can correct words as you type. Right-click on a red-underlined word, and Word will show you a menu of replacements it thinks are suitable. This also works for green-underlined phrases that Word thinks are not grammatically correct. Right-clicking them will again open a menu with suggested replacements.

Word shortcut keys
Most of us spend more time using Microsoft Word than any other Office application, so make use of our handy guide to Word's shortcut keys and cut down the time you spend hunting for what you want among the many menus and toolbars.

Ctrl+B Make selected text bold
Ctrl+U Underline selected text
Ctrl+I Make selected text italic
Ctrl+L Align selection or paragraph to the left of the screen
Ctrl+E Align selection or paragraph to the centre of the screen
Ctrl+M Indent paragraph or selection
Ctrl+1 Single-space all the lines in selection
Ctrl+2 Double-space all the lines in selection
Ctrl+5 1.5-space all the lines in selection
Ctrl+Space Toggle AutoCorrect
Ctrl+Del Delete the word to the right of the cursor
Ctrl+Backspace Delete the word to the left of the cursor
Ctrl+Shift+8 Toggle hidden characters that mark spaces, carriage returns, and so on
F7 Run a spelling and grammar check
Shift+F7 Use the Thesaurus

EXCEL

13. Use Smart Tags in XP
Office XP features Smart Tags, which are like intelligent links to websites or locations on your PC's hard disk. Excel will recognise certain words and show Smart Tag action buttons next to them. Go to the AutoCorrect options part of the Tools menu and select Smart Tags to see which words it will recognise. You can download and install new Smart Tags from the Microsoft Office website. You will find tags there for both Excel and Word.

14. Spot corrections and errors
If you share Excel documents with others, it can be useful to see any changes they have made. Excel 2000 used red triangular indicators to highlight cells in which there were comments. In Excel 2002, there are purple indicators for Smart Tags and green ones for possible errors in formulas. Options can be found in the Tools menu, under the Error Checking tab of Options.

15. Open older macros
You will probably not be able to open old macros (from Excel 97 or 2000 workbooks) in Excel 2002 as the program will throw up a security warning notice. If you need to use old macros, go to the Tools menu and select Options, Security, then Macro Security and make sure Low is selected. Under Trusted Sources, place a tick in the Trust add-ins and Trust Visual Basic boxes. You will then need to restart Windows before you can run your old macros.

16. View important cells
Using the Watch window you can keep an eye on important cells in a spreadsheet. Click on a cell containing data and go to the Tools menu, choose Formula Auditing and then Show Watch Window. Click on Add Watch and it will display values and formulas for any cell of any open workbook.

17. Use labels in cells
You can make Excel work with labels you have given to cells instead of having to use the cell position ('Profit' instead of 'A6', for example). Go to Options in the Tools menu, and click on the Calculation tab, then tick the 'Accept labels in formulas' box.

18. Create formulas
Create a formula by clicking on the Paste Function tool (which is marked 'fx') on the standard toolbar. If you select a function from the list, its description will appear in the dialogue box, and the Help button will explain more about the formula. Alternatively, clicking on the equals sign in the formula bar will display a list of recently used functions.

19. Links
If you are seeing error messages about broken or invalid links to other workbooks or other applications, go to the Options part of the Tools menu and choose the Workbook Options tab. Make sure the box marked 'Update Remote References' is ticked. If you tick the box marked 'Save External Link Values', you won't have to worry about maintaining links but your file may end up significantly larger.

20. Create subtotals
It's easy to create sums of columns using the AutoSum tool but what about subtotals? Creating these needn't be hard either. Just use the function =SUBTOTAL (9,B2:B10). The 9 is a function number, representing SUM, and you should replace the cell references with the ones from your own worksheet. You could place it in cell B11 and then repeat it with figures below, say =SUBTOTAL (9,B12:B20), in cell B21. If you then used the AutoSum tool in cell B22 it would just display the sum of the subtotals, from cells B11 and B21.

21. Delete vs clear
There two ways to remove information from cells: Delete and Clear. Clicking on a cell and selecting Delete (or pressing Del or Backspace) will remove the cell's value or formula, but any formatting and comments will remain in place. If you want to return the cell to its original state, with no formatting, choose Clear instead.

22. Informative printouts
Many of us have spreadsheets that spread over more than a page. If you want your column titles to print on every page, go to the File menu, click on Page Setup and go to the Sheet tab. Click on the red arrow in the box marked 'Rows to repeat at top' and select the rows that contain your column titles, then click on OK.

23. Delete comments
You can delete all the comments from your worksheet at once, for instance if you have finished the sheet and want to distribute it without annotations. Press Control, Shift and O at the same time, and this will select all the cells in the worksheet that contain comments. Right-click on one of them and select Delete Comment, then click anywhere on the sheet and all the comments will have vanished.

24. Keep track of online orders
When you order online, it can be hard to keep a record of all your orders. You can, however, transfer the table from the confirmation email the retailer sends you into an Excel workbook. Open the email and click at the start of the table, then hold down Shift and click at the end of the table. Right-click on it and choose Copy, then open a blank Excel worksheet. Right-click on a cell and choose Paste. You may have to correct the formatting for it to look better.

25. Figuring out formulas
If you have a formula that's puzzling you because you can't figure out how it was derived, click on the cell that contains it, and choose the Auditing option in the Tools menu, and select Trace Precedents. You will see blue dots in the relevant cells, with arrows pointing towards the formula. When you have finished, choose Remove All Arrows.

26. Import finance data
You can import data from most online banks and finance programs into Excel, but it's often not quite as simple as just opening the document in Excel. It will usually be in Comma Separated Value (.csv) format. In Excel, click on the File menu and choose Open, then choose 'Text Files (*.txt, *.prn, *.csv)' from the 'Files of type' box, and select the CSV file you obtained from the bank website. Once it has opened, just adjust the column widths so they look right.

27. Show zeros the door
You can remove zeros that you don't need from your cells by going to Tools, Options and then View, and removing the tick from the Zero values box. If you want zeros to appear in certain cells, give those cells the custom format '0;-0;;@'. To enter a custom format, go to Format and Cells, and choose the Number tab, then select Custom and enter the format. For dashes to appear instead of zeros, use the custom format '0;-0;?-?;@'.

Excel shortcut keys
Don't get bogged down in Excel's options and commands. Use this guide to its keyboard shortcuts to fly around the keyboard and get your work done without having to take your hands away to move the mouse all the time.

Ctrl+- Delete the current cell or selection
Ctrl+Shift++ Insert cell or selection
Ctrl+; Insert current date at the selected cell
Ctrl+Shift+; Insert current time at the selected cell
Ctrl+K Insert a hyperlink or web link
Ctrl+Tab Switch to the next worksheet in the workbook
Shift+F3 Open the formula window
F11 Create a chart
Ctrl+Space Select all of the current column
Shift+Space Select all of the current row
Ctrl+Shift+1 Format the current cell with commas
Ctrl+Shift+4 Format the current cell as currency
Ctrl+Shift+5 Format the current cell as a percentage
Ctrl+Arrow key Move to the next used cell in the direction of the arrow key
Ctrl+F Open the search box

MS word Tricks

2007-06-15T10:57:00.000-07:00

Selecting Synonyms
A fast way is to locate a synonym for a word is to select the word and right click it. In the menu, select synonyms and click your desired replacement.
Remove All Formatting
To remove all of the formatting from a Word document, press CTRL+A (or select the portion of the document to be changed) then press CTRL+SHIFT+N.
Double-Click to Format Bullets and Numbering
To open the Bullets and Numbering dialog box and adjust the numbering scheme, just double-click one of the
numbers or bullets in the list.
Sharing Documents with Non-Word Users
Click File...Save As. In the Save as type box, select the necessary file type. Rich Text Format (*.rtf) or WordPerfect 5.1 for DOS (*.doc) will work with almost any word processor program.
Customizing Toolbars
Right-click on any toolbars and click the customize the toolbar. Click the Command tab, select the desired category, and click and drag new features from the right command box to the toolbar. It is especially helpful to add the "insert picture... from file" button to the toolbar.
Screen Capture
How did I create that insert picture button above? I usedthe screen capture feature of Windows. Press the Prnt Scrn (Print Screen) key on the keyboard and open Word. Click Edit...Paste (Ctrl + V). The image can then be cropped using the Picture Toolbar (only available with later versions of Word).
Viewing the Document

There are 4 views for every Word document. These are found in the lower left corner of the screen. The most common is the print layout view.

Hold the mouse over the other buttons to find the Normal, Web Layout, Print Layout, and Outline Views.

Learn to Use Undo

Make a mistake? Press [Ctrl]Z or choose Undo from the Edit menu right away. Keep pressing [Ctrl]Z to backtrack through and undo the most recent editing changes you've made.

Templates

Creating professional documents in a limited amount of time is a challenge to everyone. Word makes this process easier than ever with the Template function.

Normally, when you create a new document, you click on the New Document tool on the toolbar. This simply creates a new blank document based on your Normal template. To use a formatted template, you must click on File, New. This opens the template dialog box. Double click on the template or Wizard you want to use, and Word will set everything up.

There is a huge assortment of templates available for you to use. You can create different styles of letters, memos, resumes, or other types of documents. There are even Wizards available for some of these document types that lead you step by step through the creation of a stylish, professional newsletter, resume, letter or fax.

Document Zoom

Click View…Zoom… to choose the document zoom percentage. There is also a zoom tool on the standard toolbar.

Selecting Text

ü To select a word, double-click the left mouse button on the word

ü To select a sentence, hold down CTRL and single-click the left mouse button on the sentence.

ü To select a line of text on the screen, single-click with the left mouse button in the left screen margin at the line you want to select.

ü To select a paragraph, triple-click the left mouse button in the paragraphs

ü To select the whole document, hold down CTRL and A, or triple-click the left mouse button in the left margin of the screen.

Using AutoCorrect

Right-click on a word that's flagged as misspelled. If a correct suggestion appears on the shortcut menu, choose it from the AutoCorrect submenu to create an AutoCorrect entry.

Find and Replace

Click Edit…Find to type in text you desire to replace. You have the option to replace the text one time or replace it every time it appears in the document.

Selective Word Count

Need to know how many words, characters, paragraphs, or lines appear in a portion of a document? Just select the text you want to run the count on prior to choosing Word Count from the Tools menu.

Shrinking a Document to Fit

If you've created a document and one or two lines spill over unto a new page, you can use the "Shrink to Fit" feature to fit everything on the page. Choose File, Print Preview and click on the Shrink to Fit button.

Create A Desktop Shortcut To A Document

Click File…Save As…Click the drop down arrow and choose Desktop.

Removing Formatting for a Portion of Text

To quickly remove character formatting, such as bold, italic, or underline, and reset text back to the normal style, select the text and press Ctrl+Spacebar (Ctrl+Shift+Z also works). To reset paragraph formatting, such as tabs and indents, back to the normal style press Ctrl+Q.

Toggle through CASE Changes
You can quickly change the case of text from Title to UPPER CASE to lower case by selecting the text and pressing Shift-F3. Each time you press Shift-F3, the case will change.
Standardized Fonts
Have you ever found the perfect font for a document and you want the viewer of your spreadsheet to see the same font, but you're not sure they have the same font? When you save your document select Tool / Options and on the Save tab select Embed TrueType Fonts and select OK. Now everybody will get it.
Date Code

Automatically keeps dates current in your letters, memos, etc. Choose Insert, Date and Time, and select the date format you want in your document. Then check the small box at the bottom that says “update automatically.”

Insert Pictures and Clipart

Click Insert to add pictures. Pictures and clipart can also be adding using the copy and paste feature from the Internet if using Internet Explorer Browser. Go to http://jc-schools.net and right click any picture. Select copy. Then click the Word button in the Task bar and click paste to instantly paste that image into Word. If using Netscape you must choose Save Image As instead of the copy command.

You can also insert Screen Shots by clicking the Print Screen button on your keyboard. This will send the image to the computer clipboard. By choosing Paste in Word that image can be inserted into the document.

There is a Picture Toolbar (click View…Toolbars) which permits image editing. The image can be wrapped, cropped, lightened, darkened, or made into a watermark.

Other Text Effects

To add text to a document you can use the textbox button in the Drawing Toolbar at the bottom of the screen. The textbox can be formatted with fill or no fill and have an outline or have no line. There are a variety of line shapes, textures, and sizes.

Animated Text

Select a section of text with your mouse. Right-click the text and choose "Font" from the popup menu that appears. On the multi-tabbed dialog box that follows, select the "Animation" tab. Now, select an animation that you would like to see. You can see examples of each animation in the preview window. When you are done, press "OK" to close the dialog box.

Adding Borders
Make sure you are in the Print Layout View. To add a border to page Click Format…Borders and Shading…From the Page Border tab choose the desired style, color, width, or if desired, choose an Art border.
Getting Rid of Nuisances!

How do I get rid of these ¶¶¶¶? Click Tools … Options…Click the "Views" tab sheet. Under "Nonprinting Characters" unselect "Paragraph Marks".

How do I get rid of overtype? Choose Tools…Options…Edit tab…uncheck Overtype Mode.
Shortcut Keys in Word
CTRL + A Selects all in the current document.
CTRL + B Bold text.
CTRL + C Copies the item or text to the Clipboard + can be pasted using CTRL + V.
CTRL + D Displays the Font dialogue box.
CTRL + E Centre Alignment.
CTRL + F Displays the Find dialog box, to search the current document.
CTRL + G Displays the Go to dialog box, to go to a specific location in the current document.
CTRL + H Displays the Replace dialogue box.
CTRL + I Italic text.
CTRL + J Full Justification.
CTRL + K Create Hyperlink
CTRL + L Left Alignment
CTRL + M Tab
CTRL + N Creates a new document.
CTRL + O Displays the Open File dialogue box.
CTRL + P Displays the Print dialog box.
CTRL + R Right Alignment.
CTRL + S Displays the Save dialog box.
CTRL + U Underline text
CTRL + V Pastes the copied item or text from the Clipboard into the current position in the document.
CTRL + X Cuts the item or text selected to the Clipboard.
CTRL + Y Redo the last undone action.
CTRL + Z Undoes the last action.
CTRL + ENTER Insert Page Break.
CTRL + F2 Show Print preview.
CTRL + F4 Closes the active document window.
CTRL + F6 Opens the next document window.
CTRL + 1 Single spaces text
CTRL + 2 Double spaces text
CTRL + 3 Triple spaces text