AGRI Grovestudies
MS Word Processing Concepts
What a user can do with MS word?
The advantage of using Microsoft word
Some guidelines about saving documents in word
Ø Use
Save
option to save a document for the first time.
Ø Use Save As to save an existing document under a new name. Save As creates an entirely
new file and leaves the original document unchanged.
Use Save to update an existing document.
Ø The Keyboard shortcuts to close word are
v Press
Ctrl + W
to close a document.
Press Alt + F4 to exit Word.
Ø Beginning
of the line → HOME
key
Ø End
of the line → END
key
Ø Top
of the document → CTRL+ HOME key
Ø End of the document → CTRL+ END key
•
Using selection Method
Ø Select
the text or a line or a paragraph to delete by using any one of the selection
methods such as
v By simply
double click on a word.
v By
using Shift
+ Arrow keys (depends on the direction).
v By
using Ctrl +
double click on different words.
v Press
Ctrl + A
which select the entire document.
Then click Delete key on the keyboard.
Undo and Redo Changes
Word remembers the changes made by the user in a document and lets the user to undo or redo those changes.
For example, if the user accidentally deletes a text, then the user can use the Undo command Ctrl + Z to reverse the action and restore the text.
If user changes his mind and decide to keep the deletion, then they can use the Redo command Ctrl + Y to reverse the canceled action.
Find and
Replace
•
To find a particular word or phrase in a
document
Ø Click
Find
button on the Editing
group on the Ribbon.
Ø Or
use keyboard shortcuts as Ctrl + F.
• To find and replace a word or phrase in the document Ø Click Replace button on the Editing group tab.
Steps to print
a document
Click the File tab. Click the Print command. The Print tab displays Word’s default print settings and a preview of the document.
Then select the PAGE RANGE and NUMBER OF COPIES and click OK but
Steps followed
to create a Merge Document
•
Start MS Word and type the letter content.
•
Then click the mailings tab and click Start mail
merge option.
•
Click step by step mail merge wizard. It will open
a mail merge window on the right side of the screen.
•
Then choose the document type as needed. The
definition of each type will be displayed below. Then click on next.
•
Choose use current document. This option will use the
currently opened document to create mail merge. Click next.
•
Choose use an existing list. This will use the
existing Excel document for customer
details. Then click the browse option, to select the existing customer
details document.
•
If there
is no existing customer details document, then create and save the new document
by selecting create
new option and then select that newly created customer details
document. Click next.
•
Now a mail merge recipient’s dialogue box will
be displayed. From that select the recipients to whom the mail is to be sent.
Then click ok.
•
Now place the cursor on the document where the
address of the recipient is to be added.
• Then click the Address block option and select the needed recipients name format from the mailmerge wizard window. Now the address block will be included in the document.
• Now the mail merge document preview will be displayed. user can check the created document of each recipient by clicking the forward and backward buttons.
the recipient button, when the user preview
the recipient document. Then click next.
• Finally, choose Edit individual option to make any corrections if available ,
and select All and click ok. Then save the created merged document or user can directly print the merged document by clicking print button and selecting All option in the Print option dialogue box.
•
Printing a merged document is same as a normal
document.
Ø Choose Finish & Merge > Print Document , under the mailing tab.
Ø Then from Merge To Printer dialog box. Choose the
document page which needs to be printed. User can choose either
v All.
v Current
record.
v Particular page intervals.
