Session 1: Managing styles

Styles or style sets are pre-defined combination of various formatting features and types like font style, color,
size. There are a number of styles available within word processor that can be applied to a document.

To Apply style from Styles group

Home tab Styles group Click on Styles dialog box launcher to view the styles.

To create a new style

Click the styles dialog box launcher arrow Click New styles option Create new style dialog box opens

Give a name for the style

Choose the formatting effects and

click OK

Thus new style is created and

added to the style list.

To modify the existing style

Click the styles dialog box launcher arrow Click Manage styles option Manage style dialog box opens

Select the style to be edited

Click Modify

Choose the formatting effects and

click OK

Change styles button is used to change the color, font and paragraph spacing of the style set.
Short-cut key to view the styles window – Alt+Ctrl+Shift+S
 Loading /importing styles from a template or document

You can copy styles by loading them from a template or another document:

Click the styles dialog box launcher arrow Click Manage styles option Manage style dialog box opens

Import/Export

Locate the file from where you want to import new style.

Types of styles

• Page styles include margins, headers and footers, borders and backgrounds.

• Paragraph styles control aspects such as text alignment, tab stops, line spacing, and borders.

• Character styles affect selected text within a paragraph, such as the font and size of text, or bold and
italic formats.

• Frame styles are used to format graphic and text frames.

• List styles are used to insert and format numbering or bullet styles.

• Table style is applied to change the appearance of tables, format border etc
 Session 2: Insert and use images / Adding Graphics in a document

Inserting image from a file

Insert tab Illustrations group Picture Insert picture dialog box opens

Browse and select the picture

Click Insert

Inserting an image from the clip board

• From other applications we can copy the picture and paste it in the word
document.
• In the source document, select the image to be copied and press Ctrl + C
• In the target document, press Ctrl + V

From Clip Art Gallery

Insert tab Illustrations group Clip art Clip Art task pane appears

Enter key word in the search box

Click Go.

The result will be displayed.

Then drag and drop the picture

Modifying an image using picture tool bar

• Double click on the picture. The picture tool bar appears.

• In Format tab Adjust group

• Corrections – Brightness , Contrast.

• Color - Change the color of the picture.
• Compress picture - Reduce the size of the picture.

• Picture styles – Has pre-existing formatting styles for the picture.

• Format tab Picture styles group – Picture border, Picture effects.

• Format tab Arrange group – Wrap text, Align, Group/Ungroup, Rotate/Flip

• Format tab Size group – Crop, Crop to shape, Height and Width

Image compression
• is the process of reducing the file size of the digital image while maintaining the
image quality.
Text wrapping

• The alignment of image with respect to the text is called Text

wrapping.
• We can place the text behind an image, in front of an image or
around an image.
• Default Text wrapping option : Inline with text.

To Wrap text around an image

• Select the image

• From the picture tool bar
• Format tab Arrange group Wrap text.
• Choose one of the options
• In line with text, Tight, Square, Top and Bottom, Through,
Behind text, In front of text .

DropCap feature

• It is a text formatting feature which enlarges the first character of a

line that it drops down by 2 or more lines.

• Insert tab Text group Drop Cap.

Word Art

• Allows to create special text effects.

• We can create curved, wavy, shadow, 3d text effects.
• To edit word art, right click on the word art text Edit text option.
To group the objects

• Press Shift key and select the images.

• Then right click on the selection
• Format tab Arrange Group / Ungroup.

To resize and rotate the image

• Click on the image

• The handles appear .
• Click on the handles to resize the image.
• Click the green handle to rotate the image.
• Format tab Arrange group Rotate , Flip (vertical/ Horizontal)
To insert Shapes

Insert tab Illustrations group Shapes

Lines, Block arrows, Equation shapes,

Flowchart, Stars, Banners, Callouts etc

Placing text in shapes

• Double click on the shape
• Shapes tool bar appears
• Right click on the drawing object
• Click Add text option.

To format the shape

• Click on the shape

• Shapes tool bar appears
• Format tab Shapes styles group Shape fill (Color, texture, gradient)

Shape effects (Shadow, 3D etc)

To insert symbols and special characters

• Insert tab Symbols group Symbol More symbols

click on desired symbol

Click Insert

Click Close
 Session 3: Working with Templates

Template
• Template refers to a sample document which already has some details in place in the form of pictures or text and
can be edited to be used in Word processing.

• It is pre-formatted with sample content, themes, colors, font-styles, background style etc.

Creating a Template

• A template can be created in Word by saving a document as a .dotx file or .dot file.

• The two ways of creating a template are

o Creating a blank template

o Create from existing template

Creating a blank template

File New Blank document Create

• A new document opens. Make desired settings such as page layout, background etc

• Click File Save as Type the name Choose the type Word Template.

Creating a template based on existing template

File New New from existing Create New

• A new document opens containing the settings of the chosen template.

• Make desired changes.

• Click File Save as Type the name Choose the type Word Template.
 Using built-in template

File New Sample templates A preview is seen Create

• A new document opens. Make desired settings such as page layout, background etc

• Many templates are available in Office.com Templates section.

•Choose a category and click download

Recent templates
• To reuse a template that you have recently used, Click on Recent templates, select a template
and click Create.

My Templates
• Is the location which stores the templates that we have previously created.
Working with tables in MS-Office
A table is a grid, an arrangement of rectangles, or cells, in rows and columns. We need tables
because they are the best way to organize graphics, columns, headings and rows.

Column- A column is a grouping of cells that run from the top to the bottom of a page.

Rows- Row is a grouping of cells that run from the left to right of a page.

Cell- The intersection point between a row and a column is a cell.

Inserting a Table
1. Position the insertion point where you want the table to appear.
2.Choose Insert ->Table option. This will display the Insert Table dialog box.

3.Enter the number of rows and columns for the table.

4.The table is inserted. On clicking the table, the table tool bar appears which is used to format the

table.

Auto fit option

Right click on the table
1. Auto Fit to Contents- Auto fit to contents, which enables word to widen columns based on the
contents you insert in them i.e. Word adjusts the columns as you type within the cells.
2. Auto Fit to window- adjusts the width of every cell based on the width of the screen .
The width of the table is adjusted with respect to the left and right margins.
1. Fixed Column width - We can set a precise width to be used by all the columns in your table
by clicking in the fixed column width scroll box and entering the value there.

Entering Text into a table

To enter text into a table, simply type as you normally would after placing the insertion point in
required cell. Press Tab to move to the next cell.
Adding Images to a Table
1. Click on the cell where you want to add the image.
2. Insert tab Clip Art Type in the search box Click Go
3. Select the image and it appears within the cell.

Inserting Rows, Columns and Cells

To insert a Column
1. Select the column beside where you want to insert a column,
2. Right click Insert columns to the left / Insert columns to the right.
To insert a Row
1. Select the row above or below where you want to insert a row,
2. Right click Insert rows above / Insert rows below.
To insert a Cell
1. Select a cell at the location where you want to insert a cell.
2. Right click Insert ->Cells.
An Insert Cells dialog box is displayed.
• Shift cells right- Inserts a cell in the same row and moves the cells to its right.
• Shift cells down - Inserts a cell in the same column and moves the cells below it down.
• Insert entire row- Inserts a row above the selected cell.
• Insert entire column- Inserts a column to the left of the selected cell.
To delete Rows, columns
1. Select the row or column to be deleted.
2. Right click on the selected row / column
3. Delete row/column
To delete a cell, choose an option in the Delete Cells dialog box
1. Shift Cells left- Deletes the cell and moves the cells to its right, to the left.
2. Shift Cells up- Deletes the cell and moves the cells below it, upwards.
3. Delete entire row- Deletes the row.
4. Delete entire column- Deletes the column.
 Formatting Text in the cells
1. Select the text in the cells.
2. Home tab Font group Choose the formatting effects.

Formatting images in the cells

1. Click on the cell where you want to change the formatting of the image.
2. Click on Format-> Format Picture.

Merging of Cells
Merging of cells means turning two or more cells into one cell or combining two or more cells into one cell.
● To merge cells/rows/columns, first select the cells/rows/columns which you want to merge.
● Right click Merge cells.

Splitting Of Cells
Splitting of cell means to split a cell into number of cells.

1. Place your cursor on the cell you want to split.

2. Right click Split cells
3. Enter number of columns and the number of rows you want to split into.
4. click on OK button.
 Session 4: Using a Table of Contents

Table of Contents

• The Table of Contents (TOC) consists of headings and sub-headings of a book or a

document.
• It includes titles or first-level headings such as chapter names and second level
headings such as session names.
• There may be third level headings also occasionally.

How to create Table of Contents using built-in type

• Use appropriate built-in styles (Heading1, Heading2, Heading3)for the headings in

the document.
• Use Heading1 for the first-level heading and Heading2 for the second level heading.
• Click Ctrl +Home to go to the beginning of the document.
• Insert Page break
• Go to References tab Table of Contents
• Choose a built-in type (Automatic table1/Automatic table2)
• A Table of Contents will be created as shown below:
• If we modify the document by including few more sessions, we can update the Table
of Contents by clicking on the TOC Update table Update entire table.
• The page numbers also change accordingly.

• In the above figure, Chapter 1 has been formatted using Heading1 style.
• Session 1 and Session2 have been formatted with Heading2 style.
Using Manual Table option
• Using Manual Table option, we can manually enter the headings and sub-
headings in the Table Of Contents(TOC).
• References tab Table of Contents Manual Table.

Using Table of Contents option

• We can customise the TOC using this option.
• References tab Table of Contents Insert Table of Contents
• A TOC dialog box appears.
• Click on Modify button. The Modify style dialog box opens.
• We can modify the style of the headings, font, font color etc.

Updating a TOC
• Word does not update TOC automatically.
• We need to update it every time when changes are made in the document.
• If we modify the document by including few more sessions, we can update the
Table of Contents by clicking on the TOC Update table Update entire
table.(or References tab Update table Update entire table.
• The page numbers also change accordingly.

Deleting a TOC
• References tab Table of Contents Remove Table of Contents.
Session 5: Implement Mail Merge

Mail merge

• Mail merge is the process of producing unique personalised letters

by combining the data source and the text document.
• It is used to send the same letter to multiple recipients with unique
names and addresses in one go.
• It involves 3 steps
• Creating the data source in a spreadsheet which contains the
names and addresses of the recipients.
• Typing the letter in the text document.
• Merging the data source with the text document.

Main Document
• It is the single letter typed in the text document which can be sent to
multiple recipients.

Data Source
• It consists of the names and addresses of the recipients in a
spreadsheet or a database.
• Eg: It can contain the fields like First name, Last name, Address, City,
Zipcode etc

Merged document
• A merged document is created by combining the main document with
the data source .
Creating a Data Source

Type the names and address in an Excel sheet and save it.

Or

Start Mail merge Step by step mail merge wizard

Click Next
Type a new list
Create
Type the data under the fields
Click OK to save the data source.

Creating Merged letters

Start Mail merge Step by step mail merge wizard

Click Next : starting document
Click Next : Select recipients
Click Next : Browse
Browse and select the data source
Write your letter

Keep the cursor in appropriate places

Insert Merge fields.
Preview your letters
Complete the merge.
Insert Address block

• Place the cursor where you want to insert the Address block.
• Insert Address block
• <<Address block>> is displayed.
• To insert salutation, click Greeting line below the Address block.

Printing the merged letters

• After completing the merge click Finish and Merge in Finish group.
• Click Print documents.
• The Merge to Printer dialog appears.
• Select All button to print all letters.
• Define the print settings and click OK.

Creating Labels

Start Mail merge Step by step mail merge wizard

Select labels
Click Next : Starting document
Click Label options and choose the desired format
Click Next : Select recipients
Browse and select the data source
Arrange your labels.

Insert Merge fields / Address block

Update all labels

Preview the labels.

Printing the Labels

• After completing the merge, Click Print option under Merge section.
• The Merge to Printer dialog box appears.
• Select All button and click OK
• Define the Print settings and click OK.
• The labels will be printed.