Smart Learning: MS Office

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Wednesday, December 16, 2020

How to add a space in above and below of all pages in Microsoft Word 2007?

How to add a amount of space above and below of all pages in MS Word 2007?

MS Word is an application software which is used for typing different types of documents like application, letters, bio-data, resume, invitation etc. We can type and formatting of documents in MS Word.

Formatting means editing of documents like bold, italic, underline, font style, font size, left margin, right margin, center margin, justify and adding space between two sentences, two words, two paragraph, before and after paragraph, above and below the pages in a documents.

We can add space above a page and below a page of document. There are different ways two add space above and below pages in a document.

One easy way to add space before and after page in a document is using ruler. Using ruler we can add space at top and bottom of a page in a document.

Steps to add space at top and bottom of pages in a document are:

1. Open MS word.

2. Click on view tab on ribbon of MS Word.

3. Click the check box of Ruler to enable ruler on pages.

4. To add space on top of pages click ruler, hold it and drag down how much space you need on top of page.

5. To add space at bottom of pages click ruler, hold it and drag up, how much space you need at bottom of pages.

Functions in MS Excel:

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Using Auto Functions:

MS Excel has some auto functions i.e. Sum, Max, Average, Min etc. These features are available on the formula tab under function library group.

1. AutoSum: This function finds the sum of selected cells in a sheet. There is no need to write the cell reference of all the cells, you can select the cells to be added or click on ∑ sign on formula tab to get the result. The formula bar in this case will display the formula.

2. Average: This function as the name suggests, find the average values of selected cells in a sheet.

3. Min: It search and displays the minimum value from the selected range of cells in a worksheet. For example, 43 from cell A1 to A6 using formula=Min (A1:A6).

4. Max: It finds and displays the maximum value from the selected range of cells in a worksheet. For example, 87 from cell A1 to A6 using formula =Max (A1:A6).

5. Count: This function counts the number of values written in the selected range of cells which is 8 for cells A1 to A8 using formula = Count (A1:A8).

Function	To Summarize
Sum	The sum of the values in a list. This is the default function for numeric data. For example, = SUM(5, 5) gives a result 10 = SUM(A1, B4, C3) will give a result 9 if A1 has 3, B4 has 4 and C3 has 2 = SUM(A1: A4) will result in 12 if A1 is 2, A2 is 3, A3 is 3 and A4 is 4 = SUM(A1: A4, 2) will give a result 12 = SUM (TRUE, FALSE) result will be 1 if true, result will be 0 if false. = SUM(“5″, “6”) will result in 11
Average	The average of the values.
Max	The largest value in a list.
Min	The smallest value in a list.
Product	The result of multiplying all the values in a list.
Count	The number of records or rows in a list that contains numeric data.

Building a Formula:If you click on the formulas tab on Ribbon, you will get a menu, displaying all the built-in functions ranging from financial to logical functions. You can select and apply the function of your requirement.

IF Function: IF function returns one value if a specified condition is TRUE and another value if that condition evaluates to FALSE condition. For example,= IF(b3>c5, “5”, “0”). It will compare value in cell a b3 with that in c5. If b3>c5, this condition is true, the result will display 5, if condition is false then result will display zero.

Formulas in Microsoft Excel follow a specific syntax that always start with equal sign (=) followed by the elements to be calculated i.e. operands which are separated by calculation operators (+, -, *, / etc.).

Following components can be used for making a formula:

1. Value: Numeric, e.g., 55.2, String, e.g., “Super Computer”.

2. Cell Address: A11, A2: B9, Sheet 3!B5.

3. Function: Sum ( ), Average ( ), Max ( ), Min ( ), Count ( ).

4. Operators: A, * and / , + and – (Mathematical operators), =, < >, >=, <=, >, < (Relational operators) AND, OR, NOT (Logical operators).

5. Parenthesis: To control the order of operator precedence, e.g., = (A6 + A11)/B8.

6. File Name: For example, excel2.xls to link the formula to another workbook.

7. Use of Values: Values can be joined by using mathematical operators, e.g.,= 20 + 195.6 + 5.2 * 61. The cell will display the result of this expansion and formula will be displayed on the formula bar.

Errors Encountered:

When you enter a formula, Excel may give one of the following errors:

1. #### = The column is not wide enough according to the need of a formula.

2. # Div/0 = It means-Division by zero

3. # N/A = It means-Data is not available

4. # Name = It means- The cell reference is not known to Excel.

5. # NUM = It means- The number being used in formula is not acceptable.

6. # REF! = It means- The cell being referred to is not valid or has been deleted.

7. # Value! = It means- Formula has an invalid operator.

Auto Correct:

This feature helps in checking the spellings and corrects them. Steps for auto correct spellings are:

1. Review

2. Spelling

3. Auto Correct.

A dialog box will appear where you can enter the misspelled word and you can find the correct spelling.

Insert Comment:

Comments are actually notes that we can add to a cell. A cell showing a small red triangle on its upper right corner that indicates there is a comment attached to the cell which can be viewed by moving the pointer over the cell and click.

· To add a comment, select the cell and click on new comment option on comments group. A text box will appear near the cell you can type your text in this box.

· To view the comment, click on the cell, to view all the comments on the worksheet. Show All Comments from Review tab comment group.

PRINTING FROM EXCEL:

To print a excel file follow the following steps:

· Click on Office button.

· Choose Print option.

· Select Active sheet to print only the sheet selected, Select Entire Workbook to print all the worksheets.

· Set Print Area: You can print specific area of a sheet. To print a specific area select the particular are and click on print.

· Click File —Print Area —Select Print Area.

· Click File —Print.

Inserting Charts, WordArt, Shapes, ClipArt in MS Excel:

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Insert Tab Features in MS Excel:

Insert Tab features are most frequently used features in MS Excel. Insert tab features helps us to insert Chart, Word Art, Clip Art, Shapes, Pictures, Smart Art, Tables, Header & Footer, Symbols etc in a Worksheet to make worksheet more presentable. As we know Insert tab has different groups. Some Insert tab groups are:

Formatting a Worksheet, Home Tab Features in MS Excel:

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FORMATTING A WORKSHEET:

MS Excel has the features of formatting a worksheet. For formatting a worksheet, there are different tabs available. Some tabs are Home tab, Insert tab, Page layout tab, Formula tab etc. Each tab consist different groups and each group has several options. These options are used to formatting a worksheet in MS Excel.

Home Tab Features for Formatting a Worksheet:

Clipboard Group: Clipboard Group has some options like Copy, Cut, Format Painter and Paste.

Copy: It is used to copy the selected cells. It makes another copy of the selected cells.
Cut: It is used to cut the selected cells. It moves the selected cells into another location.
Paste: It is used to paste the copied or cut cells on other locations.
Format Painter: It is used to copy formatting from one place and apply the same formatting to multiple places in the document.

Data- Input, Edit, Select and Modifying in MS Excel:

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Enter Data in a Worksheet:

Data can be entered in a cell by selecting any cell or placing the cursor in the cell. When you will select a cell, the boundary of the cell will become bold and thick. Now you type the text or data in the cell. You can move around the active cell i.e. up, down, left and right by using arrows keys. When you will select a cell, it will be display in the formula bar so that you can also type text in the formula bar and typed text also display in the selected cell.

Editing Data in Worksheet:
After typing the text in a Worksheet you can make changes in the text. Changing in the text also called text editing. There are some steps for editing the data.

1. Select the cell that you want to edit. Now type the new data, the new data will be entered in place of old data.

2. To change a portion of a data, move mouse pointer at the position and double click. Now you can enter new portion of data.

3. Selected cell data also appears in the formula bar so editing of data can also be done in the formula bar.

Inserting Picture, WordArt, Shapes, Symbols in MS Word:

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INSERTING PICTURES:

Microsoft Word has a feature to insert a picture in a document, to make document more attractive and presentable.

Inserting Pictures:

We can insert a picture from our computer or internet. To insert a picture in a document firstly place the cursor at the point where you want to insert a picture then follow the given steps:

Step 1 Click on the Insert tab.

Step 2 Click on the Pictures option to insert picture from your computer in the Illustrations group under Insert tab. The Insert Picture dialog box will be appears.

Step 3 Search the picture that you want to insert and Select the picture and click on the Insert button.

Column Formatting,Find & Replace,Page- Margin,Orientation,Size & Print:

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COLUMN FORMATTING:

Microsoft Word has a feature of Column Formatting. This feature helps us to type text in different columns on a single document or page in MS Word. In newspaper you have seen that the articles always written in this manner i.e. column formatting. Following figure shows the column formatting.

Formatting(Character formatting and Paragraph formatting):

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FORMATTING TEXT:

Formatting text refers to the editing text, making text attractive and presentable.

User can change text style, text size etc. User can apply bold, italic and underline options on text.

• You have to select all text before applying text formatting options.

You can select whole text by using shortcut key Ctrl+A.

• You can use the following steps to select text.

1. You can double-click on a word to select it.

2. You can triple-click on a paragraph to select it.

3. You can use Ctrl+click on a sentence to select it.

There are basically two types of formatting:

• Character formatting, and

• Paragraph formatting

CHARACTER FORMATTING:

Character formatting is the formatting that we can apply to any single character or to a group of characters.

It has the following options.

Font: This will decide the appearance of our text.

Font Style: We can make change the text style i.e. Bold, Italic or both.

Size: This increases or decreases the size of the text– the size measured in points (72 points =1 inch).

Font Color: We can apply colours to the characters or text for printing the final document.

Underline: We can highlight text by using underline option.

Effects: We can also apply different effects to our text. Two most common effects are Superscript and Subscript. The 2 in 32 is a superscript. To change a character as superscript,you need to select only that character and click the box against Superscript. Similarly 1 in T1 is a subscript.

PARAGRAPH FORMATTING:

In MS Word, we can begin new paragraph by pressing enter key. We can format paragraph by editing its alignment, indentation, paragraph spacing and line spacing.

Some paragraph formatting options are as follows:

Alignment:

Alignment refers to the position of text with respect to left and right margins.

We can change the alignment of text by use of the alignment buttons in the paragraph group under the home tab.

There are four alignment options.

1. Align Left: Align left option places the text to the left margin. We can use shortcut key (Ctrl+L) for left align.

2. Center: Center option places the text in the center of the left and right margins. User can use shortcut key (Ctrl+E) for center align.

3. Align Right: Align Right option places the text towards the right margin. We can use shortcut key(Ctrl+R) for right align.

4. Justify: Justify option places the text in a way that the text is equally distributed between both the margins. We can use shortcut key (Ctrl+J) for justify align.

Indentation:

Indentation is the distance of the paragraph from left margin or right margin.

Some indentations are:

1. Left Indentation: Left Indentation is the distance of the paragraph from the left margin.

2. Right Indentation: Right Indentation is the distance of the paragraph from the right margin.

Setting indentation:

Use these steps to set the indentation for the text.

Step 1 Select the text to be indented.

Step 2 Clicks on the Page Layout tab.

Step 2 Specify the values for Left and Right Indent in the Paragraph group under Page Layout tab.

More indentation options:

To set more indentation follows the given steps.

Step 1 Click on the Dialog Box Launcher button at the bottom-right corner of the Paragraph group under Page Layout tab. The Paragraph dialog box display.

Step 2 Enter the value for Left and Right Indents or choose one of the Special category indents and specify its value.

Line Spacing:

Line spacing is the space between the lines of text in a paragraph of a Word document. We can increase or decrease this space by following steps:

Step 1 Select the text or the paragraph.

Step 2 Click on the line spacing option in the paragraph group. A drop-down list will be appearing.

Step 3 Select the space that you want from the drop-down list. Space will be inserted.

Paragraph Spacing:

Paragraph spacing is the space before or after a paragraph. We can set paragraph spacing by following steps:

Step 1 Select the paragraph to be spacing or just place the cursor anywhere in the paragraph.

Step 2 Clicks on the Page Layout tab.

Step 3 Enter the desired values in the before and after spin boxes under spacing in the paragraph group.

More Line and Paragraph Spacing Options:

To specify the values for line and paragraph spacing, we can follow the given steps:

Step 1 Click on Line Spacing Option in the Line and Paragraph Spacing drop-down list in the Paragraph group under the Home tab. The Paragraph dialog box displayed.

Step 2 Choose the desired settings in the Spacing section of the dialog box.

Step 3 Click OK button to apply the settings.

Some other links:

What is MS Word?(How to Start,New document,Save,Open,Close):

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MS Word:

Microsoft Word(MS Word) is the ability to create documents using a word processor. It is used for typing documents in attractive way. MS word has many options to make document more attractive and presentable. MS Word has features to editing, formatting documents.
It is a subpart of MS Office. There are different versions of MS Office available like MS Office 95, MS Office 97, MS Office 2000, MS Office 2003, MS Office 2007, MS Office 2010, MS Office 2013 and MS Office 2016.

It has seven tabs; each tab has different groups and each group have different tools for creating document in effective manner.

There are different word processors available; like Microsoft Word, Word Perfect Office, Star Office Writer, etc., while others are open source like Open office.org Writer, etc.

Starting MS Word:

There are some steps to start MS Word.

1. Click on start button.

2. Click on All Programs.

3. Select MS Office.

4. Click on MS Word.

If the icon of Word is available on desktop or task bar then you can also start MS Word from desktop or taskbar by clicking on icon of Word.

Components of MS Word Window:

Some components of Word windows are as follows.

1. Ribbon

2. Quick Access Toolbar

3. Document title

4. Document page

5. Insertion point

6. Status bar

7. Zoom slider

8. Collapse ribbon

Components of Word Window

Ribbon:

The Ribbon includes multiple options on separate tabs. Each tab includes several groups. Each group contains many commands. The Ribbon contains seven tabs like Home, Insert, Page Layout, References, Mailings, Review and View.

The Home tab groups are Clipboard, Font, Paragraph, Styles and Editing. Each group includes more commands, some of which have drop down menu i.e. list of options.

The Insert tab groups are Pages, Tables, Illustrations, Header & Footer, Text and Symbols. Each group have list of options.

The Page Layout tab groups are Themes, Page Setup, Page Background, Paragraph and Arrange. Each group have list of commands related to them.

The References tab groups are Table of Contents, Footnotes, Citations & Bibliography, Captions, Index and Table of Authorities. Each group contains several commands related to them.

The Mailings tab groups are Create, Start Mail Merge, Write & Insert fields, Preview Results and Finish. Each group has many commands related to them.

The Review tab groups are Proofing, Comments, Changes, Compare and Protect. Each group have list of commands.

The View tab groups are Document Views, Zoom, Show/Hide, Window and Macros.

(Ribbon)

Uses of Ribbon:

1. Create new document file.

2. Review other tabs available on the Ribbon.

3. Review each group associated with the tab.

4. Click any tab to make it active tab.

5. Click on dialog box launcher in the lower-right corner of any group to show the dialog box.

Use of Quick Access Toolbar:

The Quick Access Toolbar is situated above the Ribbon and includes some commands that you can access most often. By default the Save, Undo and Repeat commands display when you start Word. You can add or remove commands from Quick Access Toolbar by clicking the drop-down arrow on the right side of the toolbar. Clicking the Save button in the Quick Access Toolbar user can save his document often. Clicking the Undo command you can cancel your last action. You can click Undo command as many times as you want. The shortcut key for Undo is Ctrl+Z. Clicking the Repeat command you can repeat you last action. The shortcut key for Repeat is Ctrl+Y.

(Quick Access Toolbar)

Document Title:

Document title is the top most bar of Word window. It is also known as title bar. It contains the title of the document. You can say that it display the name of the document. Title bar also contains minimize, restore and close button.

Document Page:

Document Page is the area where user can type text.

Status Bar:

Status bar display the status of the document that user typed. It displays number of pages, number of words in the document.

Creating New Document:

There is Office button on the left top corner of the Word window. When user will click on office button a drop-down list will be display. This drop-down list contains New, Open, Save, Save as, Print, Prepare, Send, Publish and close options. When user will click on new option then a new document will be display.

Now user can enter text in the document. After typing document user can apply formatting and editing option on the document. User can change font type, font styles, font size, bold, italic, underline, color etc.

Saving a Document:

There are some steps to save a document.

1. Click on office button.

2. Click on save button in the drop-down list.

3. Select the location where you want to save your document.

4. Type the name of you document.

5. Click on save button.

You can also use shortcut key to save a document i.e. Ctrl+S. To save a document user can use quick access toolbar because it contains save button.

Open Existing Document:

Follow the following steps to open a document:

1. Click on office button.

2. Click on open option from drop-down list.

3. Type file name that you want to open.

4. Click on the open button.

Close Word Window:

Follow the following steps to close Word window:

1. Click on office button.

2.     Click on close option in the drop-down list.

  Some other links:

Smart Learning

Wednesday, December 16, 2020

How to add a space in above and below of all pages in Microsoft Word 2007?

Saturday, May 9, 2020

Functions in MS Excel:

Friday, May 8, 2020

Inserting Charts, WordArt, Shapes, ClipArt in MS Excel:

Monday, May 4, 2020

Formatting a Worksheet, Home Tab Features in MS Excel:

Sunday, May 3, 2020

Data- Input, Edit, Select and Modifying in MS Excel:

Wednesday, April 29, 2020

Inserting Picture, WordArt, Shapes, Symbols in MS Word:

Monday, April 27, 2020

Column Formatting,Find & Replace,Page- Margin,Orientation,Size & Print:

Friday, April 24, 2020

Formatting(Character formatting and Paragraph formatting):

Thursday, April 23, 2020

What is MS Word?(How to Start,New document,Save,Open,Close):

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