INTRODUCTION TO OFFICE AUTOMATION

Microsoft Office, or simply Office, is a family of client

software, server software, and services developed by Microsoft. It was
first announced by Bill Gates on August 1, 1988, at COMDEX in Las
Vegas.
Initially a marketing term for an office suite (bundled set of
productivity applications), the first version of Office contained Microsoft
Word, Microsoft Excel, and Microsoft PowerPoint. Over the years, Office
applications have grown substantially closer with shared features such as
a common spell checker, OLE data integration and Visual Basic for
Applications scripting language.
Versions:
Microsoft Office for Windows
Microsoft Office 3.0
Microsoft Office 4.x
Microsoft Office 95 and 97
Microsoft Office 2000 to 2003
Microsoft Office 2007
Microsoft Office 2010
Microsoft Office 2013
Microsoft Office 2016
Microsoft Office 2019

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  To start the Word application, follow these steps −
Step 1 − Click the Start button.

Step 2 − Click the All Programs option from the menu.

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Step 3 − Search for Microsoft Office from the submenu and click it.

Step 4 − Search for Microsoft Word 2010 from the submenu and click it.

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This will launch the Microsoft Word 2010 application and you will see
the following window.

 Let us understand the various important parts of this window...

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  File Tab
The File tab replaces the Office button from Word 2007. You can click it
to check the Backstage view. This is where you come when you need to
open or save files, create new documents, print a document, and do other
file-related operations.
 Quick Access Toolbar
This you will find just above the File tab. This is a convenient resting
place for the mostfrequently used commands in Word. You can
customize this toolbar based on your comfort.
 Ribbon

Ribbon contains commands organized in three components −

 Tabs − These appear across the top of the Ribbon and contain
groups of related commands. Home, Insert, Page Layout are
examples of ribbon tabs.
 Groups − They organize related commands; each group name
appears below the group on the Ribbon. For example, group of
commands related to fonts or group of commands related to
alignment, etc.
 Commands − Commands appear within each group as mentioned
above.
 Title bar
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This lies in the middle and at the top of the window. Title bar shows the
program and document titles.
  Rulers
Word has two rulers - a horizontal ruler and a vertical ruler. The
horizontal ruler appears just beneath the Ribbon and is used to set
margins and tab stops. The vertical ruler appears on the left edge of the
Word window and is used to gauge the vertical position of elements on
the page.
 Help
The Help Icon can be used to get word related help anytime you like.
This provides nice tutorial on various subjects related to word.
 Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom
control consists of a slider that you can slide left or right to zoom in or
out; you can click the + buttons to increase or decrease the zoom factor.
 View Buttons
The group of five buttons located to the left of the Zoom control, near the
bottom of the screen, lets you switch through the Word's various
document views.
 Print Layout view − This displays pages exactly as they will appear
when printed.
 Full Screen Reading view − This gives a full screen view of the
document.
 Web Layout view − This shows how a document appears when
viewed by a Web browser, such as Internet Explorer.
 Outline view − This lets you work with outlines established using
Word’s standard heading styles.
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 Draft view − This formats text as it appears on the printed page with
a few exceptions. For example, headers and footers aren't shown.
Most people prefer this mode.
  Document Area
This is the area where you type. The flashing vertical bar is called the
insertion point and it represents the location where text will appear when
you type.
 Status Bar
This displays the document information as well as the insertion point
location. From left to right, this bar contains the total number of pages
and words in the document, language, etc.

Office Button / File Tab

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If you already have an opened document, then it will display a
window showing detail about the opened document as shown below.
Backstage view shows three columns when you select most of the
available options in the first column.

The first column of the backstage view will have following options −

No Option & Description

Save
1 If an existing document is opened, it will be saved as is,
otherwise it will display a dialogue box asking for the
document name.

Save As
2 A dialogue box will be displayed asking for document name
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and document type, by default it will save in word 2010

 format with extension .docx.

Open
3
This option is used to open an existing word document.

Close
4
This option is used to close an open document.

Info
5
This option displays information about the opened document.

Recent
6
This option lists down all the recently opened documents

New
7
This option is used to open a new document.

Print
8
This option is used to print an open document.

Save & Send

9 This option will save an open document and will display
options to send the document using email, etc.

Help
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This option is used to get the required help about Word 2010.
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11 Options
 This option is used to set various option related to Word

Exit
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Use this option to close the document and exit.

Start Word
We assume you know that when you start Word, it displays a new
document by default as shown below −

Document area is the area where you type your text. The flashing 10
vertical bar is called the insertion point and it represents the location
where the text will appear when you type. Keep the cursor at the text
insertion point and start typing the text? We typed only two words "Hello
Word" as shown below. The text appears to the left of the insertion point
as you type.

Moving with Mouse

You can easily move the insertion point by clicking in your text
anywhere on the screen.

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 Saving New Document
Once you are done with typing in your new Word document, it is
time to save your document to avoid losing work you have done on a
Word document. Following are the steps to save an edited Word
document −
Step 1 − Click the File tab and select the Save As option.

Step 2 − Select a folder where you will like to save the document, Enter
the file name which you want to give to your document and Select
the Save As option, by default it is the .docx format.

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Step 3 − Finally, click on the Save button and your document will be
saved with the entered name in the selected folder.

Opening New Document

A new, blank document always opens when you start Microsoft Word.
Suppose you want to start another new document while you are working
on another document, or you closed an already opened document and
want to start a new document. Here are the steps to open a new document
−
Step 1 − Click the File tab and select the New option.

Step 2 − When you select the New option from the first column, it will
display a list of templates in the second column. Double-click on
the Blank document; this is the first option in the template list. We will
discuss the other templates available in the list in the following chapters.
You should have your blank document as shown below. The document is
now ready for you to start typing your text. 13
You can use a shortcut to open a blank document anytime. Try using
the Ctrl + N keys and you will see a new blank document similar to the
one in the above screenshot.

Opening Existing Document

There may be a situation when you open an existing document and edit it
partially or completely. Follow the steps given below to open an existing
document −
Step 1 − Click the File tab and select the Open option.

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Step 2 − This will display the following file Open dialog box. This lets
you navigate through different folders and files, and also lets you select a
file which you want to open.

Closing Document
Here are simple steps to close an opened document −
Step 1 − Click the File tab and select the Close option.

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Step 2 − When you select the Close option and if the document is not
saved before closing, it will display the following Warning box asking
whether the document should be saved or not.

Step 3 − To save the changes, click Save, otherwise click Don't Save.

Copy & Paste Operation

The Copy operation will just copy the content from its original place and
create a duplicate copy of the content at the desired location without
deleting the text from it's the original location. Following is the
procedure to copy the content in word −
Step 1 − Select a portion of the text using any of the text selection
methods.

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Step 2 − You have various options available to copy the selected text in
clipboard. You can make use of any one of the options −
 Using Right-Click − When you right-click on the selected text, it
will display the copy option, click this option to copy the selected
content in clipboard.
 Using Ribbon Copy Button − After selecting text, you can use the
copy button available at the ribbon to copy the selected content in
clipboard.
 Using Ctrl + c Keys − After selecting a text, just press Ctrl + c keys
to copy the selected content in clipboard.

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Step 3 − Finally click at the place where you want to copy the selected
text and use either of these two simple options −
  Using Ribbon Paste Button − Just click the Paste button available at
the ribbon to paste the copied content at the desired location.
 Using Ctrl + v Keys − This is simplest way of pasting the content.
Just press Ctrl + v keys to paste the content at the new location.

Note − You can repeat the Paste operation as many times as you like to
paste the same content.

Cut & Paste Operation

The Cut operation will cut the content from its original place and move
the content from its original location to a new desired location. Following
is the procedure to move the content in word −
Step 1 − Select a portion of the text using any of the text selection
methods.

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Step 2 − Now, you have various options available to cut the selected text
and put it in the clipboard. You can make use of one of the options −
 Using Right-Click − If right-click on the selected portion of text, it
will display cut option, just click this option to cut the selected
content and keep it in clipboard.
 Using Ribbon Cut Button − After selecting a portion of text, you can
use cut button available at the ribbon to cut the selected content and
keep it in clipboard.
 Using Ctrl + x Keys − After selecting a portion of text, just
press Ctrl + x keys to cut the selected content and keep it in
clipboard.

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Step 3 − finally, click at the place where you want to move the selected
text and use either of these two simple options −
 Using Ribbon Paste Button − Just click the Paste button available at
the ribbon to paste the content at the new location.
 Using Ctrl + v Keys − this is simplest way of pasting the content.
Just press Ctrl + v keys to paste the content at the new location.

Note − You can repeat the Paste operation as many times as you like to
paste the same content.

Copy, Cut & Paste in different documents

You can use the same procedure that we discussed above to copy and
paste or cut and paste content from one document to another document.
This is very simple, just copy or cut the desired content from one
document and go into another document where you want to paste the
content and use mentioned step to paste the content.

Find & Replace Operation

Step 1 − Click the Replace option in the Editing group on the Home 20
tab or press Ctrl + H to launch the Find and Replace dialog box shown
in Step 2 −
Step 2 − Type a word which you want to search. You can also replace
the word using the Find and Replace dialog box as in the following
screenshot −

Step 3 − Click the Replace button available on the Find and 21

Replace dialog box and you will see the first occurrence of the searched
word would be replaced with the replace with word. Clicking again
on Replace button would replace next occurrence of the searched word.
If you will click Replace All button then it would replace all the found
words in one go. You can also use Find Next button just to search the
next occurrence and later you can use Replace button to replace the
found word.

Check Spelling and Grammar using Review tab

Here is the simple procedure to find out the spelling mistakes and fix
them −
Step 1 − Click the Review tab and then click the Spelling &
Grammar button.

Step 2 − A Spelling and Grammar dialog box will appear and will
display the wrong spellings or errors in grammar. You will also get
suggestions to correct as shown below − 22
Now you have following options to fix the spelling mistakes −
 Ignore − If you are willing to ignore a word, then click this button
and Word ignores the word throughout the document.
 Ignore All − Like Ignore, but this ignores all occurrences of the
same misspelling, not just once but throughout the document.
 Add to Dictionary − Choose Add to Dictionary to add the word to
the Word spelling dictionary.
 Change − This will change the wrong word using the suggested
correct word.
 Change All − Like Change, but this changes all occurrences of the
same misspelling, not just once but throughout the document.
 AutoCorrect − If you select a suggestion, Word creates
an AutoCorrect entry that automatically corrects this spelling error
from now on.
Following are the different options in case you have grammatical mistake
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–
Next Sentence − You can click Next Sentence to direct the grammar
checker to skip ahead to the next sentence.
 Explain − The grammar checker displays a description of the rule
that caused the sentence to be flagged as a possible error.
 Options − This will open the Word Options dialog box to allow you
to change the behavior of the grammar checker or spelling options.
 Undo − This will undo the last grammar changed.
Step 3 − Select one of the given suggestions you want to use and click
the Change option to fix the spelling or grammar mistake and repeat the
step to fix all the spelling or grammar mistake.
Step 4 − Word displays a dialog box when it finishes checking for
spelling and grammar mistakes, finally Click OK.

Shortcuts to use Undo & Repeat operations

Though you can access the Undo and Repeat commands from the Quick
Access toolbar, but because these commands are the most frequently
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used commands, we recommend you memorize their keyboard shortcuts
which are as follows −
S.No Shortcuts & Operation

1 Ctrl + Z
Undoes the previous action.

Ctrl + Y
2
Repeats the previous action.

Formatting Document
To help understand Microsoft Word formatting, let’s look at the four types of
formatting:

 Character or Font Formatting

 Paragraph Formatting
 Document or Page Formatting

Characters or Font Formatting

In Microsoft Word documents, character or font formatting includes:

 Font typeface (such as Calibri, Arial, Times New Roman)

 Size
 Style
 Color
 and other font enhancements

Paragraph Formatting 25

Paragraph Formatting includes:

  Text alignment
 Line spacing
 Tabs
 Indents
 Bullets & Numbering
 Borders & Shading
 and other paragraph enhancements

Document or Page Formatting

Document or page formatting usually determines the appearance of the entire

document regardless of the size of the document and includes:

 Margins
 Page size and orientation
 Headers and footers
 Page numbering
 Columns

and other page formatting instructions

Adding a Dictionary
A custom dictionary contains words that are not in the main Office
dictionary. You can either create a new dictionary or modify the main dictionary.
Custom dictionaries created in Word are shared with the other Office programs.
This document contains instructions for creating and editing a custom dictionary
using Word.

Creating and Selecting a Custom Dictionary

1. From the OFFICE BUTTON , click WORD OPTIONS

The Word Options dialog box appears.

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2. From the Categories list, select Proofing
The Proofing options appear.

3. In the When correcting spelling in Microsoft Office programs, click CUSTOM

DICTIONARIES...
The Custom Dictionaries dialog box appears.

4. Click NEW...
The Create Custom Dictionary dialog box appears.

5. In the File name text box, type a name for the custom dictionary

6. Click SAVE 27
7. In the Custom Dictionaries dialog box, under the Dictionary List, select the
newly created custom dictionary
NOTE: The new custom dictionary is selected if a checkmark appears in the box
before it.

8. Click OK

9. From Proofing options, in the When correcting spelling in Microsoft Office

programs section, deselect Suggest from main dictionary only
NOTE: This option is deselected when no checkmark appears in the box before it.

10. Click OK

Editing a Custom Dictionary

You may add or delete words in a custom dictionary. To change the spelling of a
word you must delete it and reenter it with the correct spelling.

Editing a Custom Dictionary: Adding a Word

1. From the OFFICE BUTTON , click WORD OPTIONS

The Word Options dialog box appears.

2. From the Categories list, select Proofing

The Proofing options appear.

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3. In the When correcting spelling in Microsoft Office programs, click CUSTOM

DICTIONARIES...
The Custom Dictionaries dialog box appears.

4. Select the dictionary you want to edit

NOTE: The dictionary is selected if there is a checkmark in the box before it.

5. Click EDIT WORD LIST...

The "dictionary name.dic" dialog box appears.

6. In the Word(s) text box, type the word you want to add

7. Click ADD
The word appears in the Dictionary list.

8. Click OK until all dialog boxes are closed

Editing a Custom Dictionary: Deleting a Word

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1. From the OFFICE BUTTON , click WORD OPTIONS
The Word Options dialog box appears.
2. From the Categories list, select Proofing
The Proofing options appear.

3. In the When correcting spelling in Microsoft Office programs, click CUSTOM

DICTIONARIES...
The Custom Dictionaries dialog box appears.

4. Select the dictionary you want to edit

NOTE: The dictionary is selected if there is a checkmark in the box before
it.Click EDIT WORD LIST...
The "dictionary name.dic" dialog box appears.

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5. From the Dictionary scroll box, select the word you want to delete

6. Click DELETE

7. Click OK until all dialog boxes are closed

Page Formatting Options

Word 2007 comes with many formatting options for all types of documents.
This document describes page formatting options can affect a page, a section, or
your entire document.

Adjusting Document Margins

The Ruler is used as a quick way to adjust margins. Margins may also be adjusted
by using a preset option provided by Word, or through the Page Setup dialog box.

Adjusting Document Margins: Using a Margin Preset Option

1. From the Page Layout command tab, in the Page Setup group, click MARGINS

2. Select one of the preset margin options

EXAMPLE: Wide for one-inch vertical margins and two-inch horizontal margins

Adjusting Document Margins: Dialog Box Option 31

To set your own margins, use the Page Setup dialog box.
1. From the Page Layout command tab, in the Page Setup group, click PAGE
SETUP
The Page Setup dialog box appears.

2. On the Margins tab, in the Margins section, adjust the margins as needed

3. Click OK

Numbering Pages

Word lets you easily enter page numbers in your document by using
the Insert command tab. Page numbers become part of the header or footer. For
information on modifying headers and footers, or removing first page formatting,
refer to Creating Headers and Footers.

1. From the Insert command tab, within the Header & Footer group, click PAGE

NUMBER

2. Select Top of Page or Bottom of Page » select a pre-formatted page number

placement

3. OPTIONAL: To specifically format the look of your page numbers,

select Format Page Numbers
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The Page Number Format dialog box appears.

1. From the Number format pull-down list, select the desired format

2. To continue numbering, under the Page numbering section, select Continue

from previous section
To specify the starting page number, select Start at and type the number

3. Click OK

Inserting Page Breaks

Word has two types of page breaks. The first is a natural page break. This occurs
when the information has filled an entire page and needs to flow onto the next
page. The second type is forced, often referred to as a hard page break. Forced
page breaks occur only when the user inserts a hard page break.

Additional pages can also be started using section breaks. For more information,
refer to Working with Section Breaks.

1. Place the insertion point where the new page is to be inserted

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2. From the Insert command tab, within the Pages group, click PAGE BREAK
OR
Press [Ctrl] + [Enter]

Removing Page Breaks

1. Select the page break

2. Press [Delete]

Preventing Extra Blank Pages

While there is no Word feature that prevents extra blank pages, you can help
reduce blank pages by reviewing your document. If your document ends in a
forced page break and there are blank lines after it, another page of the document
will print. To prevent this, delete the blank lines between the page break and the
end of the document.

Bookmarks
A bookmark specifies the location of a point or of a block of text or other
content within a document. You can use a bookmark to move to its location by
entering or selecting its name on the Go To tab of the Find and Replace dialog
box or in the Bookmark dialog box and then clicking Go To, or by activating a
link to the bookmark. A link to a bookmark can be a hyperlink or a cross-reference
that is configured to act as a hyperlink. The text displayed in a cross-reference to a
bookmark, for example, the number of the page where the bookmark is located,
can be updated to display the correct page number after the page number changes
because you added text or other content to your document or removed something
from it.

You can also use a bookmark that encloses text to repeat the enclosed text at other
locations in your document by inserting cross-references in those locations. When
you use a bookmark in this way, you can create and revise the text in one place and
have Word update it in all the other locations. For more information about this and
other techniques that you can use to repeat text in a document, including some
insight into why different techniques may be preferable in different scenarios,
see Repeating Data by Greg Maxey. 34

In addition, you can use cross-references to bookmarks to obtain the results of

calculations based on the text enclosed by the bookmarks. For example, you can
mention the prices of several products in your document, bookmark them, and then
display the sum of the bookmarked prices using a formula field without calculating
the sum yourself.

This page describes how to perform the basic tasks related to bookmarks. For the
Microsoft help topics that describe how to perform some of these tasks, see Add
Bookmarks in a Document, Delete a Bookmark, and Create a Hyperlink. The tasks
described on this page include the following.

 Adding or Deleting a Bookmark

 Linking to a Bookmark
 Changing the Text Associated with a Bookmark
 Using Bookmark Brackets

Adding or Deleting a Bookmark

Before you create a new bookmark, you should decide where it will be located and
whether it will specify a point in your document or will enclose a block of text or
other content. You should also prepare a name for it. Bookmark names can contain
letters, digits, and the underscore character (_), but they must begin with a letter
and cannot contain a space. Then follow the steps in the procedure for adding a
bookmark in your version of Word.

To add a bookmark

1. Move your cursor to the point that you want the bookmark to specify, or select
the block of text or other content that you want the bookmark to enclose.
2. On the Insert tab of the Ribbon, in the Links group, click Bookmark to open
the Bookmark dialog box.

Alternatively, press Ctrl+Shift+F5 to open the Bookmark dialog box.

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3. Under Bookmark name, type a name, or select a name of an existing bookmark
that you want to replace.
4. Click Add.

To delete a bookmark, in the Bookmark dialog box, select the bookmark that you
want to delete and click Delete.

You cannot directly rename a bookmark. Instead, ascertain the location of the
bookmark that you want to rename and whether it specifies a point in the document
or encloses some text or other content. Then delete the existing bookmark and
create a new bookmark at the same location with the new name.

In addition to bookmarks that are inserted according to the methods just described,
you can also create a bookmark that can be used just like a bookmark that encloses
text, but the bookmarked text is not displayed at the location of the bookmark.
Such a bookmark is created by inserting a SET field in a document or an ASK field
in a template. For further details regarding such invisible bookmarks, see Adding a
Bookmark in a SET Field.

Linking to a Bookmark
Word provides two ways to create a link to a location in a document: hyperlinks
and cross-references that are configured as hyperlinks. In both cases, the
destination must be bookmarked. The possible bookmarked destinations include
the following: 36

 A point or a block of text or other content that is specified by a user-created

bookmark
 A paragraph that is formatted with one of the built-in heading styles in the
series from Heading 1 through Heading 9, for which Word automatically creates a
bookmark
 An automatically numbered item, including footnotes, endnotes, figure
captions, table captions, and items that have a user-defined caption label, for which
Word also automatically creates a bookmark

The bookmarks that are created automatically by Word are hidden. Their names,
which begin with an underscore character (_) and include a long number, can be
observed when the Hidden bookmarks check box in the Bookmark dialog box is
selected. They can be used as user-created bookmarks. However, when you want to
create a link to a numbered item that has a hidden bookmark, it is generally more
convenient to choose the item based on its number or the text in it rather than to
directly use its hidden bookmark.

Note that ordinary hyperlinks can be created only for user-created bookmarks and
paragraphs formatted with a built-in heading style.

To create a hyperlink to a bookmark or heading

1. Select the text that you want to be displayed in the hyperlink.

2. Open the Insert Hyperlink dialog box.

To do this, do either of the following:

 Press Ctrl+K.
 On the Insert tab of the Ribbon, in the Links group, click Hyperlink.
3. In the Insert Hyperlink dialog box, under Link to, select Place in This
Document.

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4. Click the name of the bookmark or the heading that you want to be the
destination of the hyperlink.
5. If you want to specify a personalized screen tip, click ScreenTip, and type the
text that will appear when the mouse hovers over the hyperlink. If you do not
specify a screen tip, Word will display the default screen tip for the applicable type
of destination.
6. Click OK.

Cross-references that are configured as hyperlinks offer several advantages over

ordinary hyperlinks, including the following.

 The text displayed in a cross-reference is automatically generated by Word

according to the option that you select and can be updated after the
referenced item is modified.
 Cross-references can be configured as hyperlinks to automatically
numbered items, such as footnotes, endnotes, figure captions, table
captions, and items that have a user-defined caption label.

Mail Merge
Mail Merge is a useful tool that will allow you to easily produce multiple
letters, labels, envelopes, and more using information stored in a list, database, or
spreadsheet. In this lesson, you will learn how to use the Mail Merge Wizard to
create a data source and a form letter, and explore other wizard features.
Additionally, you will learn how to use the Ribbon commands to access Mail
Merge tools outside of the wizard.

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 To use Mail Merge:
 Select the Mailings on the Ribbon.
 Select the Start Mail Merge command.

 Select Step by Step Mail Merge Wizard.

The Mail Merge task pane appears and will guide you through the six main
steps to complete a merge. You will have several decisions to make during the
process. The following is an example of how to create a form letter and merge the
letter with a data list.

Steps 1-3
 Choose the type of document you want to create. In this example,
select Letters.
 Click Next:Starting document to move to Step 2.
 Select Use the current document.
 Click Next:Select recipients to move to Step 3.
 Select the Type a new list button.
 Click Create to create a data source. The New Address List dialog box
appears.
o Click Customize in the dialog box. The Customize Address List
dialog box appears.
o Select any field you do not need, and click Delete.
o Click Yes to confirm that you want to delete the field.
o Continue to delete any unnecessary fields. 39
o Click Add. The Add Field dialog box appears.
o Enter the new field name.
 o Click OK.
o Continue to add any fields necessary.
o Click OK to close the Customize Address List dialog box.

To customize the new address list:

o Enter the necessary data in the New Address List dialog box.
o Click New Entry to enter another record.
o Click Close when you have entered all of your data records.
o Enter the file name you want to save the data list as.
o Choose the location where you want to save the file.
o Click Save. The Mail Merge Recipients dialog box appears and
displays all of the data records in the list.
o Confirm that the data list is correct, and click OK.
o Click Next:Write your letter to move to Step 4.

Steps 4-6
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 Write a letter in the current Word document, or use an open existing
document.
To insert recipient data from the list:
 Place the insertion point in the document where you want
the information to appear.
 Select Address block, Greeting line, or Electronic
postage from the task pane. A dialog box with options
will appear based on your selection.

OR
o Select More Items. The Insert Merge Field dialog box will
appear.
o Select the field you want to insert in the document.
o Click Insert. Notice that a placeholder appears where
information from the data record will eventually appear.
o Repeat these steps each time you need to enter information from
your data record.
 Click Next: Preview your letters in the task pane once you have
completed your letter.
 Preview the letters to make sure the information from the data record
appears correctly in the letter. 41
 Click Next: Complete the merge.
 Click Print to print the letters.
  Click All.
 Click OK in the Merge to Printer dialog box.
 Click OK to send the letters to the printer.

The Mail Merge Wizard allows you to complete the merge process in a variety of
ways. The best way to learn how to use the different functions in Mail Merge is to
try to develop several of the different documents—letters, labels, and envelopes—
using the different types of data sources.

Word Macros
A macro is typically a series of commands or instructions that are combined
to form a single command. Macros can save you time by letting you automate
relatively simple tasks that you need to perform often, as well as complex
procedures that consist of many steps. Macros can be powerful tools that can
greatly reduce the time that you will need to finish your work and can eliminate the
need to remember all the steps in a tedious procedure. Even if you know nothing
about writing macros, you can create macros by using the Macro Recorder, which
records the steps that you perform and translates them into macro code.

Everyone can use macros. You do not need any programming knowledge to use
macros, and you can obtain macros without ever writing any code yourself. The
macros that can help you do your work faster and easier can be obtained and
installed in several ways, including the following.

 Macros can be created by using the Macro Recorder, which records the
steps that you perform and translates them into macro code.
 If you can verbally describe what you want a macro to do, you can post a
request to the Office Programming forum, and one or more of the experts
who will read your request will be happy to write the macro for you.
 The code of a macro can be copied as text from a reliable trustworthy
source and added to the NewMacros module of a template, from which it
will always be available.
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 Macros that are stored in a template that you obtain from a reliable
trustworthy source can be made available by installing the template or by
 using the Organizer to copy the applicable module into an installed
template.

Recording a Macro and Assigning a Keyboard Shortcut to It

To see how to record a macro and use it, consider the scenario in which you
type two letters in the wrong order without creating a spelling error, as in the case
of typing the word fro instead of the word for. One way to fix this error is to
press Backspace twice and retype the correct letters. That solution requires four
keystrokes, but the same correction can be done in one keystroke with a recorded
macro assigned to a keyboard shortcut. Because a macro does not automatically
remember the characters that are deleted when you press Backspace twice, when
we record the macro, we will cut the second of the characters that were typed in the
wrong order, place the cursor before the first of the characters that were typed in
the wrong order, and insert the character that we copied to the clipboard in that
position as described in the following procedure.

To record a macro and assign a shortcut key to it

1. Type the word fro.

2. Start the Macro Recorder.
 To do this in Word 2010 or Word 2007, on the View tab, click the lower part of
the Macros botton, and then click Record Macro.

 Alternatively, in Word 2010 or Word 2007, you can also start the macro recorder
from the Developer tab. To start the macro recorder from the Developer tab, in
the Code group, click Record Macro.
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If you are using Word 2010 and the Developer tab is not shown, on the File tab,
click Options. Then in the Word Options dialog box, click Customize Ribbon,
under Customize the Ribbon select the Developer check box, and click OK.
 If you are using Word 2007 and the Developer tab is not shown, click the
Microsoft Office Button, click Word Options, click Popular, and under Top
options for working with Word, select the Show Developer tab in the
Ribbon check box.

3. In the Record Macro dialog box, in the Macro name box, replace the default
name of the macro by a meaningful name, such as ReverseLetters.

4. Click the Keyboard button.

5. In the Commands box, verify that the name of the macro that you are creating
is selected.
6. In the Press new shortcut key box, press Shift+Backspace or a different key or
press key sequence that you want to use, and then click Assign.
7. In the Store macro in box, leave the default setting.
8. Click Close to start recording the macro.
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9. Press Shift+Left.
10. Press Ctrl+X.
11. Press Left.
12. Press Ctrl+V.
13. Press Right.
14. Stop the recording of the macro.
 To do this in Word 2010 or Word 2007, on the View tab, click the lower part of
the Macros botton, and then click Stop Recording.

 Alternatively, in Word 2010 or Word 2007, on the Developer tab, in

the Code group, click Stop Recording.

Your new macro is now ready to use at any time by pressing Shift+Backspace.
You can test it by reversing any two letters as you type any word, stopping after the
reversed letters, and pressing Shift+Backspace. You can now
press Shift+Backspace anywhere in a document to switch the order of the last two
characters before the cursor.

Note. If the name that you assign to a macro is identical to the name of a built-in
Word command, the actions defined in your macro will replace the actions of the
built-in Word command. To view a list of the names of the built-in Word
commands, press Alt+F8, and in the Macros in drop-down list, select Word
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Commands.

For information about creating a macro in Word 2013, including a procedure for
changing the keyboard shortcut and the steps for adding the macro to the Quick
Access Toolbar, see the Microsoft help topic Create or Run a Macro. For
information about creating a macro in Word 2010, see the Microsoft help
topic Record or Run a Macro. For information about creating a macro in
Word 2007, including a procedure for changing the keyboard shortcut and the steps
for adding the macro to the Quick Access Toolbar, see the Microsoft help
topic Record or Run a Macro. For information about deleting a macro in
Word 2007, see Delete a Macro.

TABLE
A table is a grid of cells arranged in rows and columns. Tables can be
customized and are useful for various tasks such as presenting text information and
numerical data.

Inserting and modifying tables

To convert existing text to a table:

 Select the text you want to convert.
 Select the Insert tab.
 Click the Table command.
 Select Convert Text to Table from the menu. A dialog box appears.
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  Choose one of the options in the Separate text at: section. This is how
Word knows what text to put in each column.

 Click OK. The text appears in a table.

To add a row above an existing row:

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 Place the insertion point in a row below the location where you want to
add a row.
  Right-click the mouse. A menu appears.
 Select Insert Insert Rows Above.

A new row appears above the insertion point.

You can also add rows below the insertion point. Follow the same steps, but select
Insert Rows Below from the menu.

To add a column:
 Place the insertion point in a column adjacent to the location where 48
you want the new column to appear.
 Right-click the mouse. A menu appears.
  Select Insert Insert Columns to the Left or Insert Columns to the
Right. A new column appears.

To delete a row or column:

 Select the row or column.
 Right-click your mouse, and a menu appears.
 Select Delete Columns or Delete Rows.

To apply a table style:

 Select the table. A Table Tools Design tab now appears on the Ribbon.
 Select the Design tab to access all of the Table Styles and Options.

 Click through the various styles in the Table Styles section.

 Left-click a style to select it. The table style will appear in the
document.

You can modify which table styles are displayed. In the Table Styles Options, you 49

can select and deselect various table options. For example, you can select banded
rows, and only tables with banded rows will appear in the Tables Styles section.
Want to have a little more creative freedom when it comes to formatting your
tables? You can manually change the table border or shading, change line weight,
or erase part of the table.

To insert a blank table:

 Place your insertion point in the document where you want the table to
appear.
 Select the Insert tab.
 Click the Table command.
 Drag your mouse over the diagram squares to select the number of
columns and rows in the table.

 Left-click your mouse, and the table appears in the document.

 Enter text into the table.

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 Printing
Once you complete your document, you may want to print it for various
reasons. This lesson covers the three basic features of printing in Word,
including Print Preview, Quick Print, and traditional Print.

To preview the document before printing:

 Click the Microsoft Office button.
 Select Print Print Preview. The document opens in Print Preview
format.

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 Click Print to print the document or Close Print Preview to exit the
preview format and make changes to the document.
In Print Preview format, you can perform many tasks, including:

 Modifying margins
 Changing page orientation
 Changing page size
 Zooming in and out to view various parts of the document
 Viewing multiple pages
 Accessing Word Options to change several Word settings

To print:
 Click the Microsoft Office button.
 Select Print Print. The Print dialog box appears.
 Select the pages you want to print—either all pages or a range of
pages.
 Select the number of copies.
 Check the Collate box if you are printing multiple copies of a multi-
page document.
 Select a printer from the drop-down list.

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 Click OK.
To print via Quick Print:
 Click the Microsoft Office button.
 Select Print Quick Print.
 The document automatically prints to the default printer.

Applying Styles and Themes

Styles and themes are powerful tools in Word that can help you create
professional-looking documents easily. A style is a predefined combination of font
style, color, and size of text that can be applied to selected text. A theme is a set
of formatting choices that can be applied to an entire document and includes
theme colors, fonts, and effects.

To select a style:
 Select the text to format. In this example, the title is selected.
 In the Style group on the Home tab, hover over each style to see a live
preview in the document. Click the More drop-down arrow to see
additional styles.

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  Left-click a style to select it. Now the selected text appears
formatted in the style.

You can also use styles to create a table of contents for your document. To learn
how, review our article on How to Create a Table of Contents in Microsoft
Word.

To modify a style:
 Select the text in the style you want to change. In this example, we are
changing AdWorks Agency, which has the Title style applied.
 Locate the style in the Styles group.
 Right-click the style, and a menu appears.
 Left-click Modify, and the Modify Style dialog box appears.

 Change any of the formatting.

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  Click OK to apply the modifications to the style.

Insert an Embedded object in Word

Depending on the version of Word or Outlook you're using, you can insert a
variety of objects (such as PDF files, Excel charts or worksheets, or PowerPoint
presentations) into a Word document or an email message by linking or embedding
them. To insert an object, click Object on the Insert tab.

Insert a new object

To create a new file that is inserted into your Word document or email message:

1. In the Object dialog box, click the Create New tab, and then select an option
from the Object type list. 55
The default program for that file type opens, where you can enter any text or data
you want. When you close the program, any added content or changes appear in
your Word document or email message.

2. If you want the new file to appear as a clickable icon, rather than the first page
of your new file, select Display as icon. If this check box is selected, you can
choose a different icon by clicking Change Icon.

Tips:

 The information in the Result section changes based on the selected object
type and whether Display as icon is selected. Use this information to help you
determine what you want to insert and how you want it to appear.
 To edit the information in your inserted object, double-click the object.
 In Outlook, the Display as icon option is only available if you format your
email as RTF (Format Text > Format > Message Format > Rich Text).

Link or embed an existing file

To link or embed an object that's already been created: 56

1. In the Object dialog box, select the Create from File tab, and then
click Browse to find the file you want to insert.
2. To link to the source file, rather than embedding it into your Word document or
email message, select Link to file.
3. If you want the inserted file to appear as a clickable icon, rather than the first
page of the file, select Display as icon. If this check box is selected, you can
choose a different icon by clicking Change Icon.

Tip: The information in the Result section changes based on whether Link to
file and Display as icon are selected. Use this information to help you determine
what you want to insert and how you want it to appear.

Embedded objects vs. linked objects

Embedded objects become part of the Word file or email message and, after they
are inserted, they are no longer connected to any source file.

Linked objects can be updated if the source file is modified. Linked data is stored
in the source file. The Word file or email message (the destination file) stores only
the location of the source file, and it displays a representation of the linked data.
Use linked objects if file size is a consideration.
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 TEMPLATE
A template is a predesigned document you can use to create new documents
with the same formatting. With a template, many of the more important document
design decisions such as margin size, font style and size, and spacing are
predetermined.

Creating a new document with a template

To insert a template:
 Click the Microsoft Office button.
 Select New. The New Document dialog box appears.
 Select Installed Templates to choose a template on your computer.

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 Review the available templates.

  Left-click a template to select it.
 Click Create, and the template opens in a new window.

You can select any of the categories in the Microsoft Office Online section of the
New Document Dialog box. This will display free templates that are available
online. Your computer must have Internet access to download these templates.

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