Computer IX Chapter#3: Office Automation
3.1. MS Word
3.2. MS Excel
3.1 MS WORD
Microsoft Word (MS Word) is one of the most famous word-processing software. It was rst released and made public in early 1980s by Microsoft. It allows its user to type text and manipulate it. MS Word rst introduced the concept of WYSIWYG (What You See Is What You Get) by introducing text formatting and document preview exactly as we would get it on a paper. It has advanced features like tables, images, advanced formatting and reviewing that give its users the ability to customize their documents as required. Even most of this book has been written, edited and formatted on MS Word. Latest versions of MS Word come as a part of Microsoft Ofce Suite (which includes other software as
well like MS Excel and MS PowerPoint). MS Word is still most widely used word-processing software in the world. We will be using MS Word 2010 version in this chapter.
3.1.1 Page Layout Tab The Page Layout Tab allows user to control the look and feel of his or her document. User can set margins, apply themes, control page orientation and size, add sections and line breaks, display line numbers, and set paragraph indentation and lines. The Page Layout tab has ve groups of related commands namely Themes, Page Setup, Page Background, Paragraph and Arrange.
Themes Group A theme is apredened set of formatting, colors and settings that changes the overall design and look of the entire document. Applying themes to our work gives it a professional look. There are different themes available relevant to the type of document being composed. (ii) Page Setup Group Page Setup settings help us set the page layout properties such as margins, orientation and size. The settings in this section are often applied throughout the document.
Margins (HOTKEY: ALT+P+M) A margin is the area or space between the main content of a page and the page edges. This button is used to change the margins of the entire document or selected section. Orientation (HOTKEY: ALT+P+O) Page orientation or print orientation is the placement of contents on a page. This button sets the contents of the page or section in portrait (Vertical) or landscape (Horizontal) layouts. Size (HOTKEY: ALT+P+S+Z) The size button is used to choose the size of the paper for current section or entire document. Columns (HOTKEY: ALT+P+J) This button is used to split the text into two or more vertical columns. Breaks (HOTKEY: ALT+P+B) Breaks button is used to insert page, section or column breaks in the document. Line Numbers (HOTKEY: ALT+P+L+N) This button is used to add line numbers on the left side of each line of the document. Hyphenation (HOTKEY: ALT+P+H) This button is used to specify how hyphenation in a document should be applied.
These settings are used mostly for special documents such as certicates, invitations, brochures, essays, etc. It consists of 3 buttons namely, Watermark, Page Color and Page Borders. (iv) Paragraph Group The Paragraph Group is where we can modify all the settings of the paragraphs that appear in our document. This allows us to set a few basic paragraph styles and also adjust the indents and spacings. (v) Arrange Group The buttons in Arrange Group help the users to quickly arrange graphical and other elements of the document in relation to the main textual content. Space Before (HOTKEY: ALT+P+S+B) Space Before is used to indicate how much space (in points) is added before the selected paragraph. Space After (HOTKEY: ALT+P+S+A) Space After is used to indicate how much space (in points) is added after the selected paragraph. Watermark (HOTKEY: ALT+P+P+W) A watermark is a faded background image that displays behind the text in a document. This button is used to insert logos, images or text behind the contents of a page. Page Color (HOTKEY: ALT+P+P+C) This button is used when user wants to apply a color for the background of the page. Page Border (HOTKEY: ALT+P+P+B) Page Border button is used to put a border around the page. Indent Left (HOTKEY: ALT+P+I+L) Indent Left is used to dene amount of blank space (in centimeters) used to separate a paragraph from left margin. Indent Right (HOTKEY: ALT+P+I+R) Indent Right is used to dene amount of blank space (in centimeters) used to separate a paragraph from right margin. Space Before (HOTKEY: ALT+P+S+B) Space Before is used to indicate how much space (in points) is added before the selected paragraph. Space After (HOTKEY: ALT+P+S+A) Space After is used to indicate how much space (in points) is added after the selected paragraph.
The buttons in Arrange Group help the users to quickly arrange graphical and other elements of the document in relation to the main textual content. Space Before (HOTKEY: ALT+P+S+B) Space Before is used to indicate how much space (in points) is added before the selected paragraph. Space After (HOTKEY: ALT+P+S+A) Space After is used to indicate how much space (in points) is added after the selected paragraph. Watermark (HOTKEY: ALT+P+P+W) A watermark is a faded background image that displays behind the text in a document. This button is used to insert logos, images or text behind the contents of a page. Page Color (HOTKEY: ALT+P+P+C) This button is used when user wants to apply a color for the background of the page. Page Border (HOTKEY: ALT+P+P+B) Page Border button is used to put a border around the page. Indent Left (HOTKEY: ALT+P+I+L) Indent Left is used to dene amount of blank space (in centimeters) used to separate a paragraph from left margin. Indent Right (HOTKEY: ALT+P+I+R) Indent Right is used to dene amount of blank space (in centimeters) used to separate a paragraph from right margin. Position (HOTKEY: ALT+P+P+O) Position is used to place an object (picture or shape) on the page wherever you want. Wrap Text (HOTKEY: ALT+P+T+W) Text wrapping is used to arrange the text around an object like an image. Bring Forward (HOTKEY: ALT+P+A+F) Brings a selected object in front of all other objects. Send Backward (HOTKEY: ALT+P+A+E) Sends a selected object behind all other objects. Selection Pane (HOTKEY: ALT+P+A+P) Selection Pane is used to select, show, hide and change the order of objects in the document. Align (HOTKEY: ALT+P+A+A) Align is used to place objects like pictures, shapes, icons, etc. in alignment with margins, edge, or relative to another object in the document.
Group (HOTKEY: ALT+P+A+G) Group is used to combine two or more objects together so that they can be treated as a single object. Rotate (HOTKEY: ALT+P+A+Y) Rotate is used to rotate or ip the selected object.
3.1.2 Table of Contents (ToC) A Table of Contents (ToC) is an organized listing of the sections, groups and headings of content in a document and identied by page numbers where they are placed. It provides an overview of the document and allows readers to go directly to specic section or content in the document. ToC usually appears after the Title Page in a document. MS Word 2010 provides an advanced feature for automatically creating a ToC. A user can create an Automatic or a Manual table of contents in a document. To create a Table of Contents in MS Word document, go to the References Tab where Table of Contents button appears as the rst option of that tab. MS Word provides several options of creating a ToC that include Automatic Table creation, Manual Table creation or the user can even create a Customized Table of Contents based on the requirements of the document. (i) Automatic Table Automatic Table creates a Table of Contents automatically based on the content used as Heading presets of MS Word. Based on the type of Heading, Automatic Table of Contents will create the appropriate levels and show page numbers where those Headings are placed. The only difference between Automatic Table 1 and Automatic Table 2 is the title of the table that is “Contents” or “Table of Contents”. (ii) Manual Table Choosing Manual Table from the Table of Contents menu will create a template of a generic table of contents. This table will need to be edited and dened manually by providing all the headings, sub-headings and page numbers. To extend the table, simply copy and paste the template lines and edit them to preserve proper formatting. 3.1.3 Typing in Urdu and Sindhi Languages MS Word 2010 helps in writing letters, applications, CVs, question papers and books in default language set by Microsoft Windows (that is usually English). MS Word 2010 also supports typing text in various other languages like Urdu and Sindhi. To be able to write in other languages, the keyboards for those languages have to be installed in Microsoft Windows. MS Word also supports changing and setting its default language. To change the default language, go to the File menu and select Options. From the Word Options dialog box, select Language tab. Now choose one of the available languages as the default language for MS Word 2010. Group (HOTKEY: ALT+P+A+G) Group is used to combine two or more objects together so that they can be treated as a single object. Rotate (HOTKEY: ALT+P+A+Y) Rotate is used to rotate or ip the selected object. Ÿ Insert manual and automatic table of contents in a document. Ÿ Compose in Urdu and Sindhi languages in MS Word. SLOs 51 52 Teacher Note Teachers are required to demonstrate the installation of multiple languages like Urdu and Sindhi in Microsoft Windows. They can do so by adding languages from the Regional Settings of Windows Control Panel. Installation of these languages also installs their keyboard layouts and enables the ability to type text in those languages. 3.1.2 Table of Contents (ToC) A Table of Contents (ToC) is an organized listing of the sections, groups and headings of content in a document and identied by page numbers where they are placed. It provides an overview of the document and allows readers to go directly to specic section or content in the document. ToC usually appears after the Title Page in a document. MS Word 2010 provides an advanced feature for automatically creating a ToC. A user can create an Automatic or a Manual table of contents in a document. To create a Table of Contents in MS Word document, go to the References Tab where Table of Contents button appears as the rst option of that tab. MS Word provides several options of creating a ToC that include Automatic Table creation, Manual Table creation or the user can even create a Customized Table of Contents based on the requirements of the document. (i) Automatic Table Automatic Table creates a Table of Contents automatically based on the content used as Heading presets of MS Word. Based on the type of Heading, Automatic Table of Contents will create the appropriate levels and show page numbers where those Headings are placed. The only difference between Automatic Table 1 and Automatic Table 2 is the title of the table that is “Contents” or “Table of Contents”. (ii) Manual Table Choosing Manual Table from the Table of Contents menu will create a template of a generic table of contents. This table will need to be edited and dened manually by providing all the headings, sub-headings and page numbers. To extend the table, simply copy and paste the template lines and edit them to preserve proper formatting. 3.1.3 Typing in Urdu and Sindhi Languages MS Word 2010 helps in writing letters, applications, CVs, question papers and books in default language set by Microsoft Windows (that is usually English). MS Word 2010 also supports typing text in various other languages like Urdu and Sindhi. To be able to write in other languages, the keyboards for those languages have to be installed in Microsoft Windows. MS Word also supports changing and setting its default language. To change the default language, go to the File menu and select Options. From the Word Options dialog box, select Language tab. Now choose one of the available languages as the default language for MS Word 2010.
Computer IX Chapter#3
Computer IX Chapter#3
Computer IX Chapter#3
Computer IX Chapter#3
Computer IX Chapter#3