Advanced Formatting



Lesson 12

Advanced Formatting

          12.0     Introduction

            12.1     Objectives

            12.2     Tab setting

            12.3     Indenting

            12.4     Margins

            12.5     Header and Footer

            12.6     Spell Checking

            12.7     Creating and managing a Table

                        12.7.1  Creating a table

                        12.7.2  Entering into table

                        12.7.3  Modifying table

                        12.7.4 Sort

                        12.7.5  Formula

            12.8     Preview and Print a document

                        12.8.1  Printing to a file

            12.9     What you have learnt

            12.10   Terminal Questions

            12.11   Feedback to In-Text Questions



LESSON 12

ADVANCED FORMATTING

12.1     INTRODUCTION

Besides the preliminary format functions Ms-Word offers some advanced features which you will find useful. The concepts of providing a header or footer to the text, inserting a table and printing a document are necessary jobs of word-processing.

12.2     OBJECTIVES

At the end of the lesson you should be able to format a page using the following features of Ms-Word.

·                     tab setting

·                     indenting

·                     margins

·                     header and footer

·                     spell check a document

·                     create and manage a table

·                     preview and print a document

12.3     TAB SETTING

Tab setting is basically a text alignment tool available in Ms-Word.  Tab stops are certain pre-specified column positions as shown in the ruler line by “1”,”2”,etc.  Pressing the Tab key can directly access each of these positions on any line.

You can align text and number at a tab stop left, right, centered aligned or justified.  In order to set tab stop, first select the paragraph and then select the Tab option from the Format menu bar.  The following dialog box will appear as shown in the Fig. 12.1


Fig. 12.1 Tab Setting

From the dialog box you can specify the Tab stop, choose the alignment and then click on the OK button to get the desired effect.  In a similar way, you can choose the clear all option from the dialog box for clearing the tab setting.

Alternatively, you can use the drag feature of tab pointers on the ruler line for setting the desired tab stops.

12.4     INDENTING

You can use indenting to mark a clear distinction to a line or paragraph from rest of the text.  In order to indent your text select the paragraph of text and then click the Paragraph option of the Format main menu. The following dialog box will appear as shown in the Fig. 12.2


                                                Fig. 12.2 Indenting Paragraph

From the dialog box you can specify the left and right indentation as per requirement and then click OK to get the desired effect. Alternatively, you can drag the indent marker on the ruler for indenting the paragraph

12.5     MARGINS

You can set the margins of a page using the Ruler bar. It can also be adjusted by clicking on the margin boundary and dragging it to the desired margin as shown in the Fig. 12.3


Rounded Rectangular Callout: Tab for right margin
Rounded Rectangular Callout: Tab for left margin

Rounded Rectangular Callout: Ruler

                                    Fig. 12.3 Margin Setting using Ruler bar

You can also set the margins by choosing the Page Set-up from the File option at main menu.  The following dialog box will appear as shown in the Fig. 12.4


Fig. 12.4 Margin Setting

From the dialog box you can specify the Top, Bottom, Inside and outside margins. The new settings for the margins can be applied either to the whole document or a particular section of the document.  Selecting the required option from the drop-down list of Apply To does this.

12.6     HEADER AND FOOTER

A Header is text that appears automatically at the top of every page in a document, and Footer is text that appears automatically at the bottom of every page of the document. The Headers and Footers also get printed on every page of the document. It is a very powerful tool of Ms-Word and is used extensively.

Headers and Footers can be invoked by clicking on View from the menu bar and then selecting the Headers and Footers option.

A dotted box is provided for entering the Headers to be appeared at the top of every page.

—–Header————————————————————————————–

                       

                                                                Header Area

After typing the text for Header you can switch to the footer area by clicking on the Switch between Header and Footer tool from the Header and Footer Toolbar as shown in the Fig.                         

—–Footer—————————————————————————————

                                                Footer Area

You can use the Header and Footer toolbar buttons to insert the page number, the current date, or the current time into your Header or Footer. 

To insert page numbers, click on the Page number tool in the Header and Footer toolbar as shown in the Fig. 12.5. 

To insert the date, click on the Date tool in the Header and Footer toolbar as shown in the Fig. 12.5.

To insert the time, click on the Time tool in the Header and Footer toolbar as shown in the Fig. 12.5.

           

12.7     SPELL CHECKING THE DOCUMENT

When you are typing, you are bound to make mistakes.  Spell check is a powerful feature of Word, which helps you correct spelling mistakes.  Ms-Word checks a document using its main dictionary, which contains most common words. You can also create your own custom dictionary.  You can invoke the Spell check by clicking on the Spell check tool from the Formatting toolbar as shown in the Fig. 12.6

                                            ABC          

                                    Fig. 12.6 Spellchecker Tool

You can also invoke Spellchecker by selecting the spelling option from the Tools menu.  The spellchecker feature verifies the whole document and displays a dialog box whenever it encounters an error as shown in the Fig. 12.7


                                                Fig. 12.7 Spelling Dialog Box

For each word displayed in the ‘Not in Dictionary’ box, a list of suggestions to correct the mistakes is also displayed in the Suggestions box.  Select any one of them and click on Change to change the mistake in the document.  You can select any one of the following:

                        To                                                                   Click on

            Accept the spelling in the Change to box,                  The Change button.

            replace the misspelled word with another

            from the suggestion box, or replace the mis-

            spelled word with the word you type in the

            Change To box.

            Replace all instances of the word.                              The Change All button.

            Add the word to the Custom dictionary                    The Add button.

            selected in the Add Words To box.

            Display a list of proposed words.                               The Suggest button.

            Leave the word unchanged.                                       The Ignore button

            Leave the word unchanged in all document.              The Ignore All button.

            Add the misspelled word and its correction               The AutoCorrect button.

            to the Auto-correct list.

            Customise spelling checks.                                         The Option button.

IN-TEXT QUESTION 12.1

1.                  State whether ‘True’ or ‘False’.

(a)                You can align text and numbers at a tab stop left, right, centre or justified.

(b)                In order to indent your text you have to select the paragraph option of the format main menu.

(c)                A header is text that appears automatically at the bottom of every page in a document.

(d)               Footer sets the margin by choosing the page setup from the file option.

(e)                The option button customises spelling checks.

12.8     CREATING AND MANAGING TABLES

Sometimes you are required to present data and information in a tabular form while preparing any reports along with the text.  Ms-Word provides a special feature called Table which helps you present the information in a tabular form.

(a)        Creating a Table


You can create a table into your document using the Insert option from the Table menu.  Place the insertion point where you want to insert the table and then select Insert Table after clicking on Table from the menu bar.  The following dialog box will appear as shown in the Fig. 12.8

                                    Fig. 12.8 Inserting a Table   

From the box you can specify the number of columns and rows and then click on OK to insert the table.  The following structure will be displayed if you specify number of columns at 3 and number of rows at 3.

A table consists of vertical columns and horizontal rows as shown above.  The intersection of a column and a row is called a cell. Gridlines are displayed between the cells.

           

You can also create a table by clicking on Insert Table button from the formatting toolbar. In this case you need to drag on the Insert Table button grid to specify the number of columns and rows.

(b)       Entering text into Table

After creating a Table at the desired place, you can enter the text by clicking on any of the cell.  The Tab key can be used to move to the next cell. Within each cell, the text wraps just like it does in a given column. The cell expands vertically to fit the text entered.

(c)     Modifying Table

After you have created your table or even after you have entered your data into the table, you can still perform various operations on the table, which are described below:

            Inserting Rows and Columns

To insert a row at the end of a table, bring the cursor to the last cell and Press the Tab key. To insert a row within a table, bring the cursor to the row before which the new row has to appear and then select Insert Row option from Table menu bar.  A new row will be inserted before the selected row.

To insert a column, select the Column option from the Table menu and then select the Insert Column option. A new column will be inserted to the left of the selected column.

            Deleting Rows and Column

To delete one or more contiguous rows in a table, select the row(s) that you want to delete and then select Delete Rows from Table menu.

To delete one or more contiguous columns, select the column(s) that you want to delete and then select Delete Columns option from the Table menu.

To delete an entire table, select the table and then choose Delete Rows option from the Table menu.

            Changing Column Width

To change column width, point the column boundary that you want to change, the mouse pointer will become a horizontal double headed arrow. Then drag the column boundary to the desired width and then release the mouse button.

You can also change the column width by selecting the Column and then selecting the option Cell Height and Width from Table menu.  Enter the desired width in the Width of Column text box and click on OK to change the column width of the selected column.

            Changing Row Height

To change height of a row, point the row boundary that you want to change, the mouse pointer will become a vertical down headed arrow. Then drag the row boundary to the desired height and then release the mouse button. You can also change the column width by selecting the Row and then selecting the option Cell Height and Width from Table menu. Enter the desired height  in the Height of Row text box and click on OK to change the row height of the selected row.

           

(d)   Sort

Using this option any column of the table can be sorted either on ascending or descending order.  This is applicable only for the numerical values in the cells of the table.

(f)        Formula

Besides text, there can always be numerical values in the cells of the table.  For numerical values you may like to apply the different mathematical operations.  Using the ‘Formula’ feature of MS-WORD you can calculate the values and put it at the proper place. The following example shows the application of Formula feature.

Table – 1 shows the year wise enrolment of students in different courses.

Year

Bridge

Secondary

Sr. Secondary

1995

2000

40000

30000

1996

1500

42000

32000

1997

1700

45000

35000

Table – 1

There could be requirement to illustrate the total of the enrolment for each year as well as cumulative enrolment.

Year

Bridge

Secondary

Sr. Secondary

Total

1995

2000

40000

30000

72000

1996

1500

42000

32000

75500

1997

1700

45000

35000

81700

Total

5200

127000

97000

229200

Table-2

12.9     Preview and Printing a Document

By default Ms-Word prints one copy of the entire document.  Printing can be done to a file also which is called print file.  Printing a document is a three-step process, namely

·         Connecting a printer

·         Selecting or installing the printer

·         Printing a document

The first two steps are done only once.  The printer is connected through a cable to the computer.  Choose the Print option from the File menu.  The following dialog box will appear as shown in the Fig. 12.9


Fig. 12.9 Printing Document

Choose the Printer button and select the printer you want to use.  If you do not see your printer listed in the box, you must install printer driver first.

The third step, printing a document is then executed after you specify the printing option. Before you actually print a document you can previews the document as it will look when printed and allow you to make final adjustments to the layout.

From the Print dialog box, you can specify the number of copies to print an also the page range to be printed.  You can specify the page numbers separated by commas or a range of pages with a hyphen between the page numbers.  For example 2,4,6,7 or 3-7. You can also click on the Print tool from the standard toolbar

(a)        Printing to a File

When you print a document, instead of printing on a printer, you can redirect it to a file which is called a print file.  You can do so by enabling the Print to File option from the Print dialog box and then mention a name of the print file.

IN-TEXT QUESTION 12.2

1.      State whether ‘True’ or ‘False’.

(a)    You can create a table in to your document using the insert option from the Table menu.

(b)   The intersection of column and row is called a table.

(c)    To delete an entire table you have to select the delete rows option from the table.

(d)   Using formula feature of Ms-Word you can calculate the values and put it at proper place.

(e)    By default, Ms-Word prints five copies of the entire document.

12.10   WHAT YOU HAVE LEARNT     

At the end of this lesson you have learnt some of the advanced features available in Ms-Word. By now you should be in a position to apply header or footer to the document. Also you should be able to set the tab and the indent to make the document presentable. In this lesson we discussed the procedure of inserting a table in the document. You can insert a table of required number of rows and columns by now. You have also learnt the procedure of previewing a document before printing and taking a final printout of the document.

12.11   TERMINAL QUESTIONS

1.      How do you set margins for your document?

2.      List steps to create a header and footer for your document.

3.      How do you invoke Spell Check feature for your document?

4.      Describe the steps to create a table.

5.      Explain the process of printing a document.

12.12      FEEDBACK TO IN-TEXT QUESTIONS

IN-TEXT QUESTION 12.1

1.         (a) True                        (b) True           (c) False           (d) False           (e) True

IN-TEXT QUESTION 12.2

1.         (a) True                        (b) False           (c) True                        (d) True           (e) False

            

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