MS WORD

Starting With MS Word

There are a number of ways you can start Word, depending on how your computer is configured.
If the Office tool is displayed on your computer desktop, you can click the Word button.

If there is a shortcut to Word on your computer desktop, you can double-click the icon.

Otherwise, click the Start button on the Taskbar (typically located at the bottom of the screen),
move your mouse until the tip of the mouse pointer points to Programs, then on the Programs menu point
to and click Microsoft Word.
Elements of the MS Word Screen
Title Bar Control Buttons
Control Menu icon
(minimize, maximize, close)
(Title Bar)

Menu Bar
Standard
Toolbar
Formatting
Toolbar

Vertical
Ruler Scroll box

Insertion Point Scroll Bars

Margins/Borders

Browse
Buttons
View Buttons
Drawing Bar
Status Bar

Horizontal
Document Window/
Scroll Box
Text Area

Element Description

Control Menu Displays the control menu list such as Move, Maximize, Minimize, Restore,
icon Close and Resize.
Title Bar Displays the name of the program you are currently using and the name of
the document you are working. The title bar appears at the top of all
Windows program.
Menu Bar Displays a list of menus used to give commands to Word. Clicking on a
menu name displays a list of commands.
Toolbars Toolbars are shortcuts. They contain buttons for the most commonly used
commands and provides quick access to them. The default toolbars are
the Standard and the Formatting Toolbars.
Standard Toolbar The Standard toolbar contains buttons for the Word commands you use
the most, such as saving, opening and printing documents..
Formatting Contains buttons for the most commonly used formatting commands, such
toolbar as making text bold or in italics.
Ruler Displays left and right paragraph and document margins, and tab stops.
Document This is where you type in text and work on your documents. You can have
window more than once document window open at a time, allowing you to work on
several documents.
 Element Description

Insertion point The small, blinking bar/line is where the text you type appears in the
document. You can move the insertion point by moving your mouse to a
new location in the document window and clicking, or by using the arrow
keys on the keyboard.
View buttons The view buttons appear on the left-hand side of the horizontal scroll bar
and are used to display documents in several different views: normal,
online layout, print layout, and outline.
Scroll bars There are both vertical and horizontal scroll bars. You use them to view
and move around your document. The scroll box shows where you are in
the document. For example, if the scroll box is near the top of the scroll
bar, you’re at the beginning of a document.
Status bar Displays various important information, such as the total number of pages
in a document, which page you’re currently working on, and the position of
the insertion point.
Control Buttons Can be found at the right end of the Title Bar these are buttons that can be
used to close, minimize, or change the size of the program window or
current document window.
Browse Buttons Clicking the appropriate button just below the vertical scroll bar allows you
to move to the previous or next page of a document, or to select a browse
object.

Using Menus
One of the most common ways to give commands to Word is by using the menus. Menus for all
Windows program can be found at the top of a window, just beneath the program’s title bar.

Notice each of the words in the menu has an underlines letter somewhere in them. For example,
the F in the File menu is underlined. Holding down the <Alt> key and pressing the underlined letter in a
menu produces the same effect as clicking on it, once you open a menu, you can navigate through the
different menus.
If you open a menu and then change your mind. Click anywhere outside the menu or press
<Esc> key or if you want to go the next menu use the left or arrow keys.
Click the downward pointing arrow at the bottom of the menu to display the other hidden menus.

File Description

File File-related commands to open, save, close, print and create new files.
Edit Commands to copy, cut, paste, find and replace text in a document.
View Commands to change how the document is displayed on the screen.
Insert Lists items that you can insert to document.
Format Commands to format text and paragraphs.
Tools List of tools such as the thesaurus and word Count.
Table Table-related commands.
Window Commands to display multiple windows.
Help Get help on using the Microsoft Word.
Using Toolbars
One method of choosing a command is with the use of the toolbars. Toolbars are shortcuts. They contain
assortment of buttons for the most commonly used commands and provides quick access to them to complete a
certain task. By default MS Word displays two toolbars-the Standard and Formatting Toolbars.

Standard Toolbar is the toolbar located either on the left or on the top of the screen and contains
buttons for the commands you’ll use most frequently in Word.
Spelling & Columns
Grammar Format Insert
Insert Show/Hide Help
New Painter Hyperlink
Save Print Cut Table Drawing

Open E-Mail Cut Undo Tables & Insert MS Document

Redo Zoom
Borders Map
Print Excel
Paste Worksheet
Preview

Functions of Commonly Used Buttons

on the Standard Toolbar
Button Description Shortcut

Opens a new, blank document Ctrl + N

Displays the Open dialog box so that you can retrieve

Ctrl+ O
an existing document

Saves the active document on disk Ctrl + S

Prints the active document Ctrl + P

Shows what the printed page of a document will look

Ctrl + Alt + I
like

Checks the spelling of words in the active document F7

Moves the current document selection to the Clipboard Ctrl + x

Moves a copy of the current document selection to the

Ctrl + C
clipboard

Copies the Clipboard contents to the active document

Ctrl + N
at your insertion point

Copies the formatting of the current document

Ctrl + Shift + C
selection to the next document selection
 Reverses the last document change Ctrl + Z

Reverses the last action that was undone Ctrl + R

Inserts a table

Inserts a Microsoft Excel worksheet

Changes the number of text columns per page

Activates the Drawing tool so that you can add a

drawn object to your document

Shows and hides non printing characters Ctrl + *

Use to jump to other documents, objects or pages. It

is represented by a “hot” image or by a blue underlined
text.

Applies border style to the selected cells.

Allow you to embed a graphic map and place it

anywhere on the sheet.

Changes the scale so you can see smaller or larger

areas of sheet.

Changes the mouse pointer to a question mark.

Clicking with the question mark on a command or F1
screen area displays context sensitive help.

Formatting Toolbar
 Decrease Font
Align Right Indent
Style Underline Color
Font Font Size
Bold Align Left Numbering Outside
Border

Decrease
Italic Center Justify Indent

Bullets Highlight

Functions of commonly used buttons

on the Formatting Toolbar
Button Description Shortcut

Select the style to apply to paragraphs Ctrl + Shift + S

Changes the font of the selected text Ctrl + Shift + F

Ctrl + Shift + P
Changes the size of the selected text and numbers Or
Ctrl + { , }

Aligns to the left with a ragged right margin Ctrl + L

Aligns to the right with a ragged left margin Ctrl + R

Makes a numbered list or reverts back to normal

Decreases the indent to previous tab stop

Adds or removes a border around selected text or

objects

Formats the selected text with the color you select

Ctrl +B
Makes selected text and numbers bold

Makes selected text and numbers italics Ctrl + I

Underlines selected text and numbers Ctrl + U

 Centers the selected text Ctrl +E

Aligns the selected text to both the left and right

Ctrl + J
margins
Add, or remove, bullets in a selected paragraph or
list

Indents the selected paragraph to the next tab stop

The Dialog Box

Whenever a commands if followed by an ellipse (….), it means that a dialog box must be fill out.
A dialog box is an on-screen message that conveys or request information from the user. Dialog boxes
usually contain several types of controls such as text boxes, list boxes, combo boxes (also known as
drop-down list box) and buttons.

Opening, Crating, Saving, closing a New Document and Quitting MS Word

 It is likely that you will want to work a document, close and save it, and then open it again later to
add more material or edit what you’ve already typed. There are several ways to pen, create, save, close
a new document and quit MS Word.

A. Opening an Existing Document

There are times when we need to create a document similar to the one that is already saved,
instead of typing it again you can just open the existing file and edit it and then save it to another name in
this way you were able to save time and energy. There are two ways to open a document in Word.

If the document you want to open is one of the last four documents you worked on, you can
simply click File on the Menu Bar and choose the document desired from the list near the bottom of the
drop-down menu.

To open any document, you do the following:

1. Click to Open button on the Standard Toolbar.
2. In the Open dialog box that appears, you’ll see a list of documents. Look for
the document name desired, and then click that file name to highlight it and
click the Open button.

First, select the name of the file you

want to open.

Then, click the Open button to open

the selected document.

B. Create a New Document

When you start an Office application, you begin with a new blank file based on a standard
template in that application. In Word, this new file is called Document 1 in the application title bar.
Additional new documents can be created at any time.
• Click the New Document button on the menu bar.
• Choose File-New from the menu bar or
• Press CTRL + N.

C. Saving a Document

If you intend to use the document that you have just created in the future it is a good idea to save
it, particularly before printing it, to safeguard against losing your work. Saving your documents stores
your file on the computer’s hard disk. Once you have the document the first time, it is advisable to save it
from time to time to avoid the loss of data.

Three ways on how to save a document:

• Click the Save button on the menu bar.
 • Select File-Save from the menu bar.
• Press CTRL + S on the keyboard.

D. Closing a Document and Quitting Word

When you have finished working on a particular document but want to continue working in Word
(on some other document), you should close the document window and, if appropriate, save your
document.

To close a document window and continue working in Word, do the following:

1. Click File on the Menu Bar. A list of menu options will drop down.
2. Select Close to close the currently displayed document.
• If you have already saved all modifications to the document, the document will be
closed immediately; that is, with out confirmation.
• If you have made changes to the document since you last saved it, you will see a
dialog box such as the one shown below.

• To save changes before closing the document, click the Yes button.
• If, for some reason, you don’t want to save the changes, click the No button.
• To cancel the request to close the document or to continue working on it, click
the Cancel button.

Quitting Word

Microsoft Word offers no less than four ways to close the program:
• Click the close button (the X) in the upper-right corner of the Word screen.
• Choose File, then Exit;
• Press Alt + F4;
• Double click the Control menu icon, the W in the upper-left corner of the screen next to the
name of the document you are working on.

Moving Through the Document by Using the Keyboard

The easiest way to move the insertion point to (the blinking vertical bar) short distances is to use
the arrow keys. You can also use additional keys to move the insertion point to longer distance.

Move Action Keystroke

Beginning of the line. HOME
End of the line. END
Top of the document. CTRL + HOME
End of the document. CTRL + END
To move one character to the left.
To move one charter to the right.
 To move one line up.
To move one line down.

To move one word to the left. CTRL +

To move one word to the right. CTRL +

To move to the beginning of the current paragraph. CTRL +

To move to the beginning of the next paragraph. CTRL +

To move up one screen. PGUP

To move down one screen. PGDN
To move to the bottom of the screen. CTRL +PGDN
To move to the top of the screen. CTRL +PGUP
To move to the next page. ALT + CTRL + PGDN
To move to the top of the previous page. ALT + CTRL + PGUP

Selecting Text

When you want to edit more than one character at a time, you must select it first. Many other
editing and formatting techniques, such as formatting text, also require that you select the text you want
to modify. Knowing how to select text will make you much more proficient and skillful at using Microsoft
Word. You can use either the mouse of the keyboard in selecting the text.

Select the text by dragging the mouse over the desired text while keeping the left mouse
depressed, or hold down the SHIFT key on the keyboard while using the arrow button to highlight the
text. The following table contains shortcuts for selecting a portion of the text:

A. Using the Keyboard

Selection Technique
Whole word Double-click within the word.
Sentence Hold (Ctrl) and click anywhere in the sentence.
Paragraph Triple - click anywhere in the paragraph.
Text block using the Drag across the text from the first character you want to select to the
mouse right of character you want to select.
Text block using the Position the insertion point to the left of the first character you want to
mouse and the select. Then press (shift) and position the insertion point to the right of
keyboard the last character you want to select.
Line of text using the Position the insertion point to the left of the first character you want to
mouse and select. Then press (shift + End) to go to the end of the text line.
keyboard
Several words or Hold down SHIFT while using the arrow keys.
lines
Entire Document Pres CTRL +A.
 B. Using the Mouse

Using the selection Position the mouse pointer in the blank area to the left of the text.
bar Single-click to select a line, double –click to select a paragraph, and
triple-click to select the whole document.
Whole paragraph Triple - click the paragraph.
Several word or line Drag the mouse over the words.
Entire document Choose Edit I select All from the menu bar.

Moving and Copying of Text

Three buttons on the Standard Toolbar can be used to move text around in your document.
These are the Cut (scissors), Copy (two sheets of paper), and Paste (sheet of paper and clipboard)
buttons.

Cut Copy Paste

Moving Through the Documents by Scrolling

To view areas of the document that are not visible on the screen, you can scroll using the mouse
and scroll bars. The vertical scroll bar is located on the top right side of the document window and is
used to scroll the document up or down. You can click the up and down arrows in the vertical scroll bar
once to move the document up or down one line. If you click and hold the mouse button on an arrow, the
screen continues to scroll up or down until you release the mouse button. When you drag the vertical
scroll box, a Screen Tip indicates the relative page location of the scroll box.

The horizontal scroll bar is located along the bottom of the document window, and is used to
move from left to right when a document doesn’t fit entirely on the screen.

Scrolling does not change the location of the insertion point.

Although you are viewing page 3 of your document, the insertion point may actually be located on page
1. Any text that you type will be entered at the insertion point location, not at the screen location. To
reposition the insertion point, you can click in the desired location.

You can move to a specific page in a multiple page document using the Go To page in the Find
and Replace dialog box. The Go To page provides options to move to specific pages, sections, lines
bookmarks, footnotes, endnotes, fields, tables, graphics, equations, objects, and headings. You can
open the Find and Replace dialog box by selecting the Edit menu and then selecting the Go To
command.

Correcting Errors
 After typing a document, you will often discover that you need to make several changes to your
text-perhaps you want to delete or rephrase a sentence. Editing a document by inserting and deleting
text couldn’t be easier.

Deleting Text

“Erasing” Mistakes as You Type, there may be times when you need to delete a word, sentence,
paragraph, or block of text. To accomplish this task you can either use your keyboard or mouse.

Us the BACKSPACE and DELETE keys on the keyboard to delete text. Tapping BACKSPACE
“erases” mistakes one character at a time to the left of the insertion point and DELETE will erase text to
the right. To delete a word to the left of the insertion point press Ctrl + Backspace, while if you want to
delete a word to the right of the insertion point press Ctrl + Delete. To delete a large selection of text,
highlight it using any of the methods outlined above and press the DELETE key. When you have
“erased” the incorrect character(s), type the correct character(s) and continue entering text.

You can also delete selected text by selecting the Edit menu and then selecting the Clear
command.

To delete a section of text-several words, a sentence, or a paragraph, do the following”

1. Move the I - Beam pointer to the beginning of the text to be deleted.

2. Click and hold down the primary mouse button.
3. Drag the mouse to the right (and possibly down, depending on the amount of text to be
deleted) until the text you want to delete is highlighted.
4. Release the mouse button.
5. Tap the DELETE key.

You can replace selected text by simply typing new text. This option eliminates the need to first
delete text. You should be careful not to accidentally press a key while text is selected, especially when
the selection does not appear in the document area. Pressing a key deletes selected text.

Using the Undo and Redo

Restoring a Deletion. If you delete something by mistake, you can reverse what you just did
clicking the Undo button on the Standard Toolbar.

The Undo feature allows you to reverse the results of a previous command or action. Once you
use the undo feature, the Redo feature becomes available. The Redo feature allows you to restore the
results of the command or action you reversed with the Undo feature. Both features can be accessed
using the Standard toolbar or the Edit menu.

Formatting a Character
How to Bold, Italicize, or Underline Text as You Type

 Click the appropriate button (or buttons) for the effect desired (such s Bold)- to make a
heading stand out). Notice that the selected feature button (or buttons, if you’ve clicked
more than one) appears depressed when clicked.
 Type your text.
 Click the same button (or buttons) to deselect the feature(s). Notice that the feature
button (or buttons) no longer appears depressed when you click on it the second time.
How to Bold, Italicize, or Underline a Single Word
  Click anywhere in the word you want to bold, italicize, or underline (to move the insertion
point to that word).
 Click the appropriate button/s for the effect desired. Only the word where the insertion
point is located will be bolded, italicized, or underlined.

How to Bold, Italicize, or Underline Selected Text

 Click and drag the I-beam mouse pointer across the section of text you wish to bold,
italicize, or underline.
 Release the mouse button, and then click the appropriate button/s for the effect desired.
Only the selected text will be bolded, italicized, or underlined.

To change the font

By default, all text in your document will be displayed and printed using the Time New
Roman typeface in –point type size. Fonts that have the letter TT before are called True Type
fonts and are designed to exactly math the screen display with what is printed. Fonts that are not
True Type may not appear in exactly the same way on screen and at the printer.

Click here to see Font

Most recently used

Alphabetical list of all

fonts available

 Select the character\s you want to format.

 On the Formatting toolbar, click the arrow on the Font box.
 Select the font to apply.

Click here To change the font size

to see Font
size menu.  Select the character\s you want to format.
 On the Formatting toolbar, click the number in the Size box.
 Enter a new number.
 Press Enter.
 Or, on the Formatting toolbar, click the arrow on the Size box. The
Font size box is displayed.
 Click on the font size to apply.
 To change the font colour

 Select the character\s you want to format.

 On the Formatting toolbar, on the font Color button, click the down
arrow.
 Select a font color to apply.

Using the font Dialog Box

To see and or use every possible character formatting option, you need to use the font dialog box:

 Select the text you want to apply to or position the insertion where you want formatting to
start from.
 From the Format menu, select Font, or press Ctrl+D form your keyboard.
 A dialog will be displayed where in addition to choosing font and font size, you can select other
options such as special effects like shadow, strikethrough, superscript and subscript for font appearance
that are not available from the Formatting Toolbar.

 From the drop-down list boxes a Font:, Font style:, Size: and Font color,
 In the Effects panel, select the check boxes to apply special effects.

The preview panel will display either the font name or any highlighted text from the document wit
the selected options.

Playing with Word’s “Text Effects”

Microsoft word offers different formatting effects that can be used in order to enhance the
appearance of the text. On the Format menu choose Font the Font Dialog Box will appear.

1. STRIKETHROUGH – Draws a line through the selected text.

To add the Strikethrough effects do the following:

STRIKETHROUGH

2. DOUBLE STRIKETHROUGH – Draws a double line through the selected text.

DOUBLE STRIKETHROUGH

Steps in applying the Strikethrough / Double Strikethrough Effect

1. Click and highlight the word or text.

2. From the Format menu on the Menu Bar select Font.
3. The font dialog box will appear.
4. Look for the Strikethrough/Double Strikethrough effect and click in the box, a check
mark will appear in the box.
5. On the preview pane the word will have a:
 Strikethrough – line in the middle of the text.
 Double Strikethrough – double line in the middle of the text.
6. Once you are done with making the changes, click on the OK button to finish the
process.

3. SUPERSCRIPT – Raises the selected text above the baseline and changes it to a smaller
font size, if a smaller size is available.
Example of Superscript:
1st 2nd 3rd
4. SUBSCRIPT- Lowers the selected text below the baseline and changes it to a smaller
font size, if a smaller size available.
Example of Subscript:
H O2

To superscript or subscript a number or letter, select it and do the following:

Superscript- Check the Superscript check box in the Font dialog box (choose
Format Font) or press CTRL-SHIFT-=.
 5. SHADOW- adds a shadow behind the selected text, beneath and to the right of the
ext. To make the shadow option work, you have to choose a heavy font so that
characters are wide enough to cast a shadow.
To apply the Shadow effect does the following:
SHADOW
1. Click and highlights the word or text.
2. From the Format menu on the Menu Bar select Font.
3. The font dialog box will appear.
4. Look for the Shadow effect and click in the box, a check mark will appear in the
box.
5. On the preview pand the word will have a
6. Once you are done with making the changes, click on the OK button to finish the
process.

6. OUTLINE- Displays the inner and outer borders of each character. To use it successfully,
the letters have to be heavy enough and tall enough to be seen as outlines.
OUTLINE
7. EMBOSS- Clicking the Emboss check box turns the text white. Embossed text looks
as though it has been raised from the paper.

To add the Emboss effects do the following:

EMBOSS
1. Click and highlight the word or text.
2. From the Format menu on the Menu Bar select Font.
3. The font dialog box will appear.
4. Look for the Emboss effect And click in the box, a check mark will appear in the
box.
5. On the preview pad the word looks ghostly, it is embossed.
6. Once you are done with making the changes, click on the OK button to finish the
process.

8. ENGRAVE- Clicking the Engraved check box turns the text white. Engraved text is meant
to look as though it has been chiseled into the paper like words on a gravestone.
ENGRAVE

9. SMALL CAPS- Formats selected lowercase text as capital letters and reduces their size.
Small Caps formatting does not affect numbers, punctuation, non-alphabetic character or
uppercase letters. To enter a small cap, type the letter in lowercase, select it, and do either of
the following.
1. Open the Font dialog box, and check the Small Caps check box.
2. Press Ctrl – Shift – K.
10. ALL CAPS - Formats selected lowercase text as capital letters. All Caps does not affect
numbers, punctuation, non-alphabetic character or uppercase letters.

11. HIDDEN – Prevents selected text from being displayed or printed.

To apply the animations do the following:
1. Select the text you want to add animations.
2. Open the Font Dialog box from the Format Menu.
3. Click the Text Effects Tab, then clicked the animated text effect you want to apply.
4. Click OK.
Animated Text Effects appear on the screen, but they do not print (the text prints, but the
animation does not). You can apply only one animation at a time. To remove the animation
effect, choose NONE.
 Applying Repeated Formatting using the Format Painter
To use the Format Painter:
1. First select the text that has the formatting you want to apply to the other text selections.
2. Click the Format Painter button on the Standard Toolbar, all the formatting
attributes of the selected text will be attached to your pointer. Notice that your
pointer now has a paintbrush beside it.
. Double-click the Format Painter button if you’re going to copy the formatting to
several locations – the format painter stay active until you press the ESC key to turn it off.
. Just click the button if you’re going to copy the formatting only once.
3. Highlights the text you want to add the same format to with the mouse and
release the mouse button.
To copy enhancements using the keyboard
. Select the text containing the enhancements to copy;
. Press Ctrl + Shift + C;
. Select the text to be enhanced;
. Press Ctrl + Shift + V.

Drop Caps
A drop cap is a large letter that begins a paragraph and drops through several lines of
text.
Add a drop cap to a paragraph by following these steps:
. Place the cursor within the paragraph whose first letter will be dropped.
. Select the format Drop Cap from the menu bar.
. The Drop Cap dialog box allows you to select the position of the drop cap, the font, the
number of the lines to drop, and the distance from the body text.
. Click OK when all selections have been made.
. To modify a drop cap, select Format / Drop Cap again to change the attributes, or click
on the letter and use the handles to move and resize the letter.

A Drop cap is a large letter that begins

a paragraph and drops through several
lines of text.

FORMATTING PARAGRAPHS

Word is a predominantly paragraph-oriented program. This means that much of the

formatting you do will affect only the paragraph where the insertion point is located-or a section
of text you have selected. Some of the basic paragraphs formatting features are the following:
 o Aligning a paragraph (this includes centering a heading).
o Indenting a paragraph.
o Setting line spacing.
o Setting tabs.

All these settings can be modified by clicking Format on the Menu Bar, selecting Paragraph, then
making changes in the Paragraph dialog box, most can also be set using buttons on the
Formatting Toolbar.

The Paragraph Alignment

There are four alignment (or justification) buttons on the Formatting Toolbar. The default is the
Align Left.
Align Left Align Right

Center Justify

Alignment Keyboard Shortcuts

Align Left Ctrl + L
Center Ctrl + E
Align Right Ctrl + R
Justify Ctrl + J

A. Aligning a Paragraph

New Paragraph

1. Click the appropriate button for the alignment desired before stat typing.
2. Type your paragraph.
3. Tap the ENTER key to end the paragraph and start a new one.
4. If you want to continue using the same alignment, simply continue typing. If you want to
change the alignment, click the appropriate alignment button before continuing.
Existing Paragraph

1. Click anywhere in the paragraph.

2. Click the appropriate button for the alignment desired. Only the text in the paragraph where
the insertion point is located will be affected by the change in alignment.

Selected Paragraph

1. Click and drag the I – beam mouse pointer across a series of paragraphs to select them.
2. Release the mouse button, and then click the appropriate button for the alignment desired.
Only the text in the change in alignment.
 3. Click anywhere on the editing screen to deselect the highlighted paragraphs.

Indenting Paragraphs

Indent Formatting Buttons

Four buttons on the Formatting Toolbar provide quick access to the following paragraph
indent formats:
Decreasing a paragraph indent

Increasing a paragraph

Increase or Decrease Indent

New Paragraph

1. Click the Increase Indent button once before typing the paragraph.
2. Type your paragraph.
3. Tap the ENTER key to end the paragraph and start a new one.
4. If you want to indent the next paragraph, continue typing. If you want to return to the left
margin, click the Decrease Indent button once before continuing.

Existing Paragraph

1. Click anywhere in the paragraph to be indented.

2. Click the Increase indent button. Only the text in the paragraph where the insertion point is
located will be indented.

Selected Paragraphs

1. Click and drag the I-beam mouse pointer across a series of paragraphs to select them.
2. Release the mouse button, then click the appropriate button for the alignment desired. Only
the text in the selected paragraphs will be affected by the change in alignment.
3. Click anywhere on the editing screen to deselect the highlighted paragraphs.
Indenting Paragraphs
Indent Formatting Buttons
Four buttons on the Formatting Toolbar provide quick access to the following paragraph indent
formats:

Increase or Decrease Indent

The instructions in this section are for indenting paragraphs (from the left margin only) without
including number or bullets. By default the in dent will be ½ inch.
New Paragraph
1. Click the Increase Indent button once before typing the paragraph.
2. Type your paragraph.
3. Tap the ENTER key to the end the paragraph and start a new one.
4. If you want to indent the next paragraph, continue typing. If you want to return to the left
margin, click the Decrease Indent button once before continuing.

Existing Paragraph
1. Click anywhere in the paragraph to be indented.
2. Click the Increase Indent button. Only the text in the paragraph where the insertion point is
located will be indented.

Selected Paragraphs
1. Click and drag the I-beam mouse pointer across a series of paragraphs to select them.
2. Release the mouse button, and click the Increase Indent button. Only the text in the selected
paragraphs will be indented.
3. Click anywhere on the editing screen to deselect the highlighted paragraphs.

First-Line and Hanging Indents

Besides the standard left and right Indentations. Word also lets you create two types of
special Indentations: first line Indentations and hanging Indentations. A first line Indentation lets you
indent the first line of a paragraph independently of the other lines.
To indent the first line of a single paragraph one-half inch, you can simply tap the TAB key. If you’d
like to indent the first line of every paragraph in your document automatically, but you can also format the
paragraph so that the first line is automatically indented a half-inch by using the Paragraph Dialog box
feature to set the indent. This feature can also be used to set a hanging indent (where the second and
subsequent lines of a paragraph are indented, as in a bibliography). By default the indent distance for
either a first-line or hanging indent will be .5”, but you can set the distance to any amount you want.
When you make a paragraph-oriented format setting, that setting affects the paragraph where the
insertion point is located and any subsequent paragraphs that are
Created by tapping the ENTER key.

To set a first-line or hanging, do the following:

1. Position the insertion point – or select a section of text- where you want the indent to occur.

• To specify an indent for a single paragraph, click somewhere within a paragraph to be

changed.
• To specify an indent for several existing paragraphs, select the paragraphs.
• To specify an indent for a new paragraph, click at the beginning of a new, blank line.
The new spacing will continue to each new paragraph when you tap the ENTER key.
2. Click Format on the Menu Bar and select Paragraph to display the Paragraph Dialog box.
3. Click the arrow to the right of the “Special:” textbox and select “First line” or “Hanging”.
 4. Set an indent distance other that the default: 5”.
5. Click the OK button to make the changes selected and return to the document window.

Setting the Line Spacing

Line spacing – sets the amount of vertical space between lines of text. If you click At least,
Exactly, or Multiple you will need to enter a value on the At box. By default, any document you create will
be single-spaced.

To change the line spacing, so the following:

1. Position the insertion point or select a section of text-where you want the change in line
spacing to occur.
• To change the line spacing for single paragraph, click somewhere within a paragraph
to be changed.
• To change the line spacing for several existing paragraphs, elect the paragraphs.
• To change the line spacing for anew paragraph, click at the beginning of anew, blank
line. The new line spacing will continue to each new paragraph when you tap the
ENTER key.
2. Click Format on the Menu bar; select Paragraph to display the Paragraph Dialog Box.
3. If necessary, click the Indents and Spacing tab to bring it to the front.
4. Click the arrow to the right of the “Line Spacing:” text box to reveal the pull-down menu
choices.
5. Make your choice. For example, to change to double spacing, click Double; to change to
some specified number of limes, choose Multiple and type in the number of lines in the “At”
dialog box.
6. Click the OK button to make the changes selected and return to the document window.

Setting Tab Stops

Tab Stops selection Buttons:

Alignment Mark Description

Left Aligns the left side of text with the tab stop.

Center Aligns the text so that it is centered over tab stop.

Right Aligns the right side of text with the tab stop.

Decimal Aligns text at the decimal point. Text and numbers before
the decimal point appear to the left, the text and numbers
after the decimal point appear to the right.
 Bar Tab This is not a tab stop. In paragraphs where a bar tab is
set, a vertical line is inserted. This feature is used in legal
documents.

Using the Ruler Bar

To set tab stops directly on the Ruler, do the following:

1. Position the insertion point – select a section of text where you want the change in tab stops
to occur:
• To change the tab stops for a single paragraph, click somewhere within a paragraph to
be changed.
• To change the tab stops for several existing paragraphs, select the paragraphs.
• To change the tab stops for a new paragraph, click at the beginning of a new, blank
line. The new line spacing will continue to each new paragraph when you tap the
ENTER key.
2. If the type of tab you want to use is not already selected, click the tab button at the end of the
Ruler Bar and make a selection.
3. On the Ruler Bar, click at the point where you want to place a tab stop.
4. Repeat steps 2 and 3 until you have positioned all desired tabs.

Using the Tabs Dialog Box

Change the
Set individual tab default tab
settings here interval here

Choose tab
alignment/s here.
Each tab you set
will be listed here.
If you want to
include a leader,
make that
selection here.

Adding Borders to Paragraphs

A. Using the Tables and Borders Toolbar

Using the Tables and Borders has a Border button that you can use to add or remove borders
from your paragraphs. It also has several additional buttons you can use to change the style, size, and
color of a border.
B. Using the Borders and Shading Dialog Box

1. From the Format Menu choose

Borders and Shading. The dialog box will
appear.
2. Choose the Borders Tab and select the
desired settings, style and width from the
border.
3. If you want to change the color of the border,
click the down arrow for the color and choose
from the selection.
4. Click ok when finished.

Adding Page Border

1. Click Format Menu form the menu bar.

2. Click Borders and Shading option (borders and shading dialog box will open).

Select options
here.

3. Choose the Page Borders Tab.

4. Click options button (the borders and shading option dialog box will open).

Select text
option here.
 5. Select Text from the Measure From: option, then click OK button.
6. From the Border and Shading dialog box, Click Art box and click one option.
7. Using the arrow keys down and up browse form the art borders you like. The border will be
shown in the preview.
8. Then click OK button to apply to the whole document.
To select options from the Apply to: options.

Before applying the page border from the Border and Shading dialog box do the following.
1. Select your choice from the Art options.
2. Click to the Apply to: option box.
3. The Apply to: option box shows the following; whole document, this section, this section-First
page, and This Section-All except first page.
4. Then click OK button to apply.

Select Apply to:

options here

CREATING BULLETED, NUMBERED AND NESTED LISTS

You can make lists more attractive and easier to ready by using bulleted or numbered lists. In a
bulleted list, a bullet precedes each paragraph or list: a filled in circle or other character (*). Use bulleted
list when it doesn’t matter what order the items in the list are in.

When the order of the items in a list does matter, use numbered lists. Numbered lists are great
when you want to present step-by-step instructions. When you work with a numbered list. Word takes
care of the numbering for you. You can add or delete items in a list and they will always be numbered
correctly.

Bulleted Options
 Numbered Options

Adding Bulleted and Numbered Lists

A. Using the Formatting Toolbar

 Click the Bulleted List button or Numbered List button on the formatting
toolbar.
 Type the first entry and press ENTER. This will create a new bullet or
number on the next line. If you want to start a new line without adding
another bullet or number, hold down the SHIFT key while pressing ENTER.
 Continue to type the entries and press ENTER twice when you are finished
typing to end the list. To create lest of multiple levels use the Increase Indent
and Decrease Indent buttons on the formatting toolbar.

B. Using the Bullets and Numbering Dialog Box

• Select the text or paragraph where you want to add bullets or numbers.
• For the Format Menu Bar choose Bullets and Numbering.
• The Bullets and Numbering dialog box will appear, choose the list style from the
bullets or numbered choices.
• Click OK when finish.

Formatting Lists

 Highlight the entire list to change all the bullets or numbers, or Place the cursor on
one line within the list to change a single bullet.
  Access the dialog box by selecting Format-Bullets and Numbering from the menu
bar or by right-clicking within the list and selecting Bullets and Numbering from the
shortcut menu.

Click to view the Picture bullet dialog box

• Select the list from one of the seven choices given, or click the Picture…. button to choose
a different icon. Click the Numbered tab to choose a numbered list style.
• Click OK when finished.

Customizing the List

You can make lists more attractive and easier to read by adding lists but you can still enhance the
structure of the list by using the customize button.

1. Highlight the entire list to change all the bullets or numbers, or Place the cursor on one line
within the list to change a single bullet.
2. Access the dialog box by selecting Format-Bullets and Numbering from the menu bar or by
right clicking within the list and selecting Bullets and Numbering from the shortcut menu.
3. Click the customize button on the Bulleted list or numbered list. A dialog box will appear.

Click to customize the list

 4. To change the format:

A. Numbered list
Number Style - click the number style you want in the box.
Start At – Enter a new number for the list in the box, if necessary.

Number Format – You can modify the text before and after the highlighted number
scheme in the box to add none editable text to the numbering scheme.

Font Button – Opens the Font dialog box, when you can change the font for the
numbering scheme and any text before or after the number.

B. Bulleted List

Bullet Character – simply click the bullet character you want to use.

Bullet Button – Click this button to choose from the varieties of different characters.

Font Button – Click to change to a different font or size.

5. Number/ Bullet Position – Click the alignment and position you want for selected bullet or
number.

6. Text Position – Enter the distance you want between the end of the bullet or list number and
the start of the text.

Removing a bullet or number list

1. Highlight the entire list to remove the bullets or numbering.

2. Click the Bullets or numbering button on the formatting toolbar or select bullets and numbering
from the Format menu and choose none from the dialog box.
Formatting Pages

Formatting features that can affect an entire document are described in this section.

Margin – the space between text and the edge of the page.

Using the Page Setup Dialog Box

The margins can also be changed using the Page Setup dialog box:

• Select File-Page Setup and choose the Margins tab in the dialog box.

Enter margin
settings in
boxes provided.

Make “apply to”

selection here.

• Enter margin values in the Top, Bottom, Left and Right boxes. The preview window will
reflect the changes.
• If the document has Headers and or Footers, the distance this text appears from the edge
of the page can be changed.
• When you have finished making the margin changes,
• Click the arrow to the right of the “Apply to:” text box to display a drop-down menu and
choose one of the following:

- Whole document- if you want the changes to affect the entire document.
- This point Forward – if you want the changes to take effect from insertion point
forward.

• Click OK button

Specifying the Paper size and Orientation

By default your paper size set as “ Letter” (width = 8.5”, height = 11”) in portrait orientation. But
you can also change to another size (like Legal) and or orientation (Portrait/ Landscape). Orientation is
the direction in which a page for layout and printing; the two possible orientations for letter-size paper are
landscape (wide) and portrait (tall).

To specify the paper size and orientation do the following:

1. Click File on the Menu Bar and select Page Setup.
2. Click the Paper Size tab to bring that portion of the Page Setup dialog box to the front, make
selections.

Make paper size

selection from drop-down
menu.

Select paper
orientation here.

3. Click OK when finished.

Headers and Footers

You can include information at the top of each page (a header) and or at the bottom of each page
(a footer). This section provides instructions for creating and modifying headers and footers.

Header – Text that appears at the top of every page in a document, which may include page
numbers, running heads, or other information.

Footer – Text that appears at the bottom of every page in a document.

How to Add a Header / Footer to a Document

1. Click View in the Menu Bar.

2. Click Header and Footer on the drop-down menu to display the Header and Footer floating
toolbar.
3. In the space provided (a box with a dashed-line border), type the text you want to appear at the
top of every page.
4. Click the Switch Between Header and Footer button. In the space provided, type the text you
want to appear at the bottom of every page.
5. Click the Close button on the toolbar.
 Arranging Text in Columns

You have been working with document where the text spans the entire width of the page.
Newsletters and magazines, however, often arrange text in two or more columns. This lesson explains
how to arrange your document’s text in columns.

To quickly place text in a column format, click Columns button on the standard toolbar and select
the number of columns by dragging the mouse over the diagram.

Your document window will be divided into sections depending on the number of column that you
specify and you may start typing.

To change the width of the column using the ruler:

1. Switch to print layout view.

2. I your document is divided into sections, click in the section you want to change.
3. Drag the column markers on the horizontal ruler.

Column Marker

For more column options, select Format-Columns from the menu bar. The Columns dialog box
allows you to choose the properties of the columns. Select the number and width of the columns from
the dialog box.
 Printing the Open Document

To open the “Print” dialog box, from the menu bar click on File, then choose Print. Clicking the
{Print} button on the standard toolbar bypasses the dialog box.

Printer Options

Number of
Print range copies

Print Preview Before You Print

A useful feature in Word 7.0 is ability to look at your document before printing. Form the menu
Click here to close the print
bar select File, the choose Print Preview, or click the [Printpreview
Preview]
view.button on the standard toolbar. The
“Print Preview” screen has its own set of toolbar buttons that allow you to control the size and layout of
the document on your screen. To return to the document screen from Print Preview, click [Close].
By using the print preview you can see the layout of your document before you print, and avoid
wasteful printing mistakes.

Print Preview view

 WORKING WITH GRAPHICS

Working with Drawing Objects

A. Creating a Drawing using the Drawing Toolbar

A drawing object such as rectangle, oval, line, arrow, or polygon can be drawn directly in a
document to enhance it. Drawing objects are created using the buttons on the Drawing toolbar. To view
the drawing if it is not displayed does none of the following:

When you are drawing an object, the mouse point changes into crosshair. The center of the
crosshair represents the outer border of the object.

Word automatically switches to Print Layout view when you create a drawing object. Drawing
objects can be modified to change their shape, size, color, fill, pattern and a number of other attributes.

Creating a Drawing Object

Steps in inserting a drawing:

1. Display the entire Standard toolbar, switch to Print Layout view, and display the rulers.
2. Click the Drawing button on the Standard toolbar to display the Drawing toolbar.
3. Click the button for the desired drawing object. The mouse pointer changes into a crosshair when
positioned in the document/text area.
4. Drag down the crosshair pointer, an outline of the object appears as you drag. The object
appears in the document filled with a default fill color and surrounded by small squares called
selection handles, which indicate the object is presently selected.
5. Click anywhere in the empty space in the document to select the object. The selection handles
around the object disappear.
 Selecting Drawing Objects

Before you can modify a drawing object, you must select it. When an object is selected, white
selection handles appear around it. Any formatting commands you perform only affect the selected
object. An object remains selected until you select another object or anywhere in the document.

Steps in Moving an Object:

1. Point to the border of the object. The mouse pointer changes into a single, white arrow with a
black, four-headed arrow attached to it.
2. Drag the object to the new location. An outline of the object moves as you drag and then the
object appears in the new location.
3. Click anywhere in the document to deselected the object. The selection handles disappear.

Resizing an Object

Steps in Resizing an Object:

1. Click on the shape of the object that you want. The mouse pointer changes into a single, white
arrow with a black, four-headed arrow attached to it.
2. Drag your mouse to draw the object and release. Selection handles appear around the object.
3. Point to the selection handle of the object. The mouse pointer changes into a black, double-
headed arrow.
4. Drag the selection handle to your desired size. The size of the object changes.
5. Click anywhere on the empty space in the document to deselect the object. The selection
handles disappear.

Adding 3-D Effect to an Object

Step in adding a 3-D Effect to an Object:

1. Click on the shape of the object that you want. The mouse pointer
changes into a single, white arrow with a black, four-headed arrow
attached to it.
2. Drag your mouse to draw the object and release. Selection
handles appear around the object.
3. Click the 3-d button on the Drawing toolbar. A palette of 3-D
effects appears.
4. Click the 3-D effect that you. The 3-D effect is applied tot the
object.
5. Within the 3-D object still selected, click the 3-D button on the
Drawing toolbar and select the 3-D Settings command.
6. Select the 3-D Color list (last button) and choose a color from the
color palette. Close the 3-D Settings toolbar. The color of the 3-D
effect is changed.
7. Click anywhere in the document to deselect the object. The
selection handles disappear.
 Steps in Layering Text and Objects:

1. Click on the object to select it.

2. Select the Draw menu on the Drawing toolbar. The Draw menu appears.
3. Point to the Order command.
4. Click the desired order.
5. Click in any blank area of the document to deselect the object. The selection handles disappear.
Or:

1. Point to the object and right click the mouse button.

2. A pop-up menu will appear containing the commands.
3. Click to Order menu. The Order menu will display a cascading menu.
4. From the cascading menu select the desired order you want.

Auto Shapes

The auto shapes tool bar will allow you to draw many different geometrical figures – shapes,
arrows, flow chart symbols, stars, and banners on the document. Activate the AutoShapes toolbar by
selecting Insert-Picture-AutoShapes or View-Toolbars-Auto Shapes button on the Drawing tool bar.

Lines
Basic Shapes

Block Arrows

Flowchart

Stars and Banners

Callouts

Inserting a Clip Art Image

One method of adding pictures to a document is to use the Clip Gallery, which contains numerous
graphics called clip art. Clip art images are a way to add interest to a document. You insert clip art using
the Insert ClipArt dialog box.

The following are the steps to open the Insert ClipArt dialog box.
1. Select the Insert menu point to the Picture command.
2. Selecting the Clip Art.

To access directly to the specific

To add clip art image from the Microsoft library to a document, follow these steps:
category, type one or more
 Select Insert-Picture-Clip Art from the menu bar. words here and press Enter key.
All Specific image categories
will display.

To access on the
different categories,
select from the given
category icons here.
  To find an image, click in the white box following Search for clips. Delete the
words “Type one or more words…” Or – Click one of the category icons.
 Click once on the image you want to add to the document and the following pop-
up menu will appear.

Insert Clip

Preview Clip

Add Clip to favorites

Find Similar Clip

 Continue selecting images to add to the document and click Close button in the
top right corner of the Insert ClipArt window to stop adding clip art to the
document.

Creating Word Art Objects

You can use WordArt to create a graphic txt object. Such text can be used for company logos,
text advertisements and newsletters. WordArt is an application that can only with a companion program
(such as Word;) it cannot run independently. As a result, WordArt cannot create its own files. Each object
created in WordArt becomes a part of the Office file in which it is embedded.

To create a WordArt text object, you start WordArt, select a WordArt style, and then type and
format the WordArt text.

Steps in Creating WordArt Objects:

1. Position the insertion point where you want to insert the WordArt text.
2. Click the Insert WordArt button. The WordArt Gallery dialog box opens.
 3. Click one style from the WordArt style. The WordArt style is selected.
4. Click OK.
The WordArt Gallery dialog box closes ant Edit WordArt Text dialog box opens.

Change the Font, Font Size, and Font Style here.

5. Thpe the text on the Edt WordArt dialog box.

6. Format the text by changing the Font, Fon size and Font Style.
7. Select OK.
The Edit WordArt text dialog box closes and the WordArt text and the WordArt
toolbar appear in the document.
8. Click in any blank area of the document to deselect the WordArt object.

Formatting WordArt Objects

WordArt Same
The WordArt toolbar provides
Edit Text Format tools used to format Letter
WordArt objects. You can edit WordArt
Heights
text by changing its, font, font size, and attributes;
WordArt Free Rotate modify the Word Art style; alter the color, size,
or position of a WordArt object; adjust the text height and alignment; and modify the spacing
between charcters.
You can edit WordArt objects using the following tools found on the WordArt toolbar. (If
necessary, right-click a WordArt object and select the Show WordArt Toolbar command WordArt to
Character
display the WordArt toolbar). Spacing

WordArt Text
Gallery Wrapping
Insert
WordArt
WordArt
Shape WordArt
WordArt
Vertical Text
Alignment
 Button Name Function
Insert WordArt Allow you to create a new WordArt object.
Edit Text Allow you to edit and format WordArt text.
WordArt Gallery Allow you to select a different WordArt style.
Format WordArt Allow you to format a WordArt object.
WordArt Shape Displays a palette of WordArt shapes, allowing you to
select a different object shape.
Free Rotate Changes the sizing handles to green circles, allowing
you to drag to rotate a WordArt object.
Text Wrapping Displays a palette of wrapping styles that affect how
you can move the object on a page.
WordArt Same Letter Changes all the letters in WordArt text to the same
Heights height within the defined shape.
WordArt Vertical Text Changes the orientation of a WordArt object to
vertical.
WordArt Alignment Displays a menu from which you can select a desired
alignment option.
WordArt Character Displays a menu from which you can select the
Spacing desired character spacing and kerning.

Steps in Formatting WordArt Objects:

1. Click the WordArt object to select it. The WordArt toolbar appears.
2. Click the desired button on the WordArt toolbar for the changes you want to apply.

CREATING TABLES
Tables are great: they are ranked right up these as once of the neatest word processing features.
A table is for presenting information in an organized, attractive manner. A table neatly arranges text and
data in a grid, organized by columns and rows. Once you have entered information in a table, you can
do all kinds of great things with it. Tables can do so many things that many veteran word processing
users routinely use them instead of tab stops to organize and layout information in an attractive,
organized manner.

With a table you can:

Align Text, Numbers, Tables make it easy to align text, numbers, and
and Graphics graphics in columns and rows. Many users prefer
using tables to align text instead of tab stops,
because text can wrap to multiple lines in a table.
Create a Form You can use tables to store lists of telephone
numbers, clients, and employee rosters.
Track information Word’s mail merge feature actually stores
information, such as names and addresses, in a
table. You can also easily copy and paste a table’s
information into a Microsoft Excel worksheet.
Create a Publication Tables allow you to create calendars, brochures,
business cards, and many other publications.
Command Description
Draw Table Uses a freehand pencil to draw a table and
add cells, columns, or rows.
Insert (Cells, Rows Depending on the location of the insertion
Columns, Table) point, inserts columns, rows, cells, or a new
table.
Delete (Rows, Deletes the selected cells or the cell that
Columns) contains the insertion point or the selected
column or row.
Merge Cells Combines several selected cells into a single
larger cell.
Split Cells Splits the selected cells into a specified
number of rows and columns.
Split Table Divides a table into two separate tables and
inserts a paragraph mark above the row that
contains the insertion point.
Select (Cell, Row, Selects the cell, row, column, or table that
Column, Table) contains the insertion point.
Table AutoFormat Automatically applies predefined formatting to
a table.
AutoFit Automatically sizes the cell to fit the cells
contents, size the cell to fit the window, or
size a specified column width. Also,
automatically change the selected rows or
columns so they are of equal height or width
Distribute rows Evenly, Distribute columns
Evenly).
Heading Rows Designates the selected rows to a table, or
Repeat converts the selected table to delimited text.
Text you convert to a table must include
separator characters, such as tab characters
or commas.
Sort Arranges the information in selected rows or
lists alphabetically, numerically, or by date.
Formula Performs mathematical calculations on
numbers.
Hide Gridlines This displays or hides dotted gridlines to help
you see which cell you’re working in. Table
gridlines don’t print, if you want to add
printable gridlines to your table, use the
Borders and Shading command, located in
 the Format menu.
Table Properties Specify how you want to format the table, and
the rows columns and cells within the table.

Or, select Table-Insert-Table from the menu bar. Select the number of rows and columns for the
table and click OK.
 Draw a Table

A table can also be drawn onto the document:

• Draw the table by selecting Table-Draw-Table from the menu bar. The cursor is now the image of
a pencil and the Tables and Borders toolbar has appeared.

• Draw the cells of the table with the mouse. If you make a mistake, click the Eraser button and
drag the mouse over the area to deleted.
• To draw more cells, click on the Draw Table button.

Inserting Rows and Columns

Once the table is drawn; insert additional rows by placing the cursor in the row you want to
adjacent to. Select Table-Insert-Rows Above or Rows Below, Or, select an entire row and right-click
within the mouse. Choose Insert Rows from the shortcut menu.

Much like inserting a row, add a new column by placing the cursor in a cell adjacent to where the
new column will be added. Select-Table-Insert-Columns to the Left or Columns to the Right, Or select
the column, right-click the mouse, and select the Insert Columns.

Moving and Resizing a Table

A four-sided moving arrow and open box resizing handle will appear on the corners of the table if
the mouse is placed over the table. Click and drag the four-ended arrow to move the table and releases
the mouse button when the table is positioned where Distribute
you want it. Click and drag the open box handle to
Insert
Rows Evenly
resize the table. Change the column widths and rowTableheights by clicking the cell dividers and dragging
them with Eraser
the mouse. Line Outside Change
Table
Width Border Text Sort
Splits
Direction Descending

Tables and Borders Toolbar

The Tables and Borders toolbar allows you to add border styles, shading, text effects, alignment,
and more options to your table. Access the toolbar by clicking table-Draw Table or View-Toolbars-Tables
and Borders.

AutoSum
Shading Table
Draw Color
Merge
Cells
AutoFormat
Border
Table Color
Line Style Distribute Sort
Rows Evenly Ascending
 You will need to highlight the cells of the table you want to format. Click and drag the mouse over
the cells, or use the following shortcuts:

Selection Menu Method Mouse Method

One Cell Table-Select-Cell Click the bottom, left corner of the cell
when a black arrow appears.
One row Table-Select-Row Click outside the table to the left of
the row.
One Column Table-Select-Column Click outside the table above the
column when a black arrow appears.
Several rows (none) Click outside the table to the left of
the rows and drag the mouse down.
Several columns (none) Click outside the table above the
column.
Entire table Table-Select-Table Triple-click to the left of the table.

Table Properties
Use the Table Properties dialog box to modify the alignment of the table with the body text and the
text within the table. Access the box by selecting Tables-Table Properties.
 Table Properties
Size Check the Preferred width box and enter a value if the tables
should be an exact width.
Alignment Highlight the illustration the represents the alignment of the
table in relation to the text of the document.
Text Wrapping Highlight “None” if the table should appear on a separate line
from the text or choose “Around” if the text should wrap
around the table.
Borders and Shading Select from a number of border styles, colors, widths, and
shading for the background color and pattern.
Options Click the options button on the Table Properties window. To
change the spacing between the document text and the table
borders under Default cell margins. Check the Allow spacing
between cells box and enter a value to add space between
the table cells.

Formatting a Table

You can enhance your table by adding borders and filling cells with colors, patterns, or shading.
You can also use the Table AutoFormat command to quickly give your table a polished design.

Adding borders to table

1. Do one of the following:
To add a border to a table, click anywhere in the table.
To add borders to specific cells, select cells, including the end-of-cell mark.
2. On the Format menu, click Borders and Shading, and then click the Borders tab.
 When you insert a table, it has a black ½ pt solid single-line border by default. Use the Style,
Color and Width options to add a different border.

3. Make sure the correct option-Table or Cell-is selected under Apply to. Select the other
options you want.

Add shading to a table, a paragraph, or selected text

You can use shading to fill in the background of a table, a paragraph, or selected text.
1. To add shading to a table, click anywhere in the table. To add shading to specific cells, select
the cells, including the end –of-cell marks.
2. On the Format menu, click Borders and Shading and then click the Shading tab:

3. Make sure the correct option Table or Cells is selected under Apply to options you want.

Automatically format a table

 1. Click the table.
2. On the Table menu, click Table AutoFormat.
3. In the Formats box, click the format you want.

Select any other options you want. Click OK.

Changing the position of text in a table

Changing the orientation of text. By default, Microsoft Word aligns text horizontally in table cells.
You can change the text orientation so that the text is displayed vertically.

1. Click the table cell that contains the text you want to change.
2. On the Format menu, click Text Direction.

3. Click the orientation you want.