STD V: COMPUTER

Chapter 3: Formatting Documents in MS Word 2010

Syllabus: Advance formatting tools, Page formatting, Adding Header & footer

and numbering pages, Printing a document

You have already learnt how to change the looks of a word document by changing font type, its size, colors etc. Here we will learn about more formatting tools of MS Word 2010 and how to use them.

TOPIC-1 – Advance formatting tools Here are discussed some of the advance formatting tools available in MS Word 2010 Format Painter Format Painter is a Microsoft Word tool that is used to quickly copy text and basic graphic formatting like auto shapes, picture borders and fills etc from one portion of your document to another. To copy formats, follow the steps given below: Step 1: Select the source text or graphic from which you need to copy the format. Step 2: Click on the Format Painter button in the clipboard group under the Home tab (Fig 1). The mouse pointer is changed into a Paintbrush icon. Step 3: Select the destination text or graphic where the copied format is to be applied. The text or graphic now appears with the same format as the source text or graphic. Step 4: Once finished, press Esc on your keyboard to stop formatting.

Using Subscript and Superscript Superscript and subscript refers to a

number or figure or symbol or indicator with a smaller font size that is placed a

bit higher or lower than the normal text on the line respectively.

For example, in the expression 310 the exponential power, 10, of the number 3 is written in superscript and in the molecular formula of water H2O, subscript is 2.

To format text as superscript or subscript, follow the steps given below: Step 1: Select the text to be formatted.

Step 2: In the Font group under the Home tab (fig. 2), click on

o Subscript button ( ) to format the selection as subscript.

o Superscript button ( ) to format the selection as superscript.

Smart Byte

The superscript and subscript formatting can also be done by pressing Ctrl + Shift + F on your keyboard which brings up the Font dialog box (see figure above) where the

required checkbox can be checked to complete the formatting.

Find and Replace You can find a word in the document and replace it with other text or word with the help of Editing group of the Home tab. Find command helps you find a piece of a particular text or word in your document. You can replace that piece of text or word any number of times by using the Replace command.

For example, suppose you have used the word ‘document’ in a MS Word document many times. Once you have finished typing, your teacher asks you to replace the word ‘document’ with ‘book’, what will you do? You can manually read the entire

document and wherever you find ‘document’, change it to ‘book’. But, imagine how tough this task would be! MS Word 2010 provides us with commands named Find and Replace. Let us see how to use this feature.

In order to find a particular block of text in your document, follow the steps given below:

Step 1: Click on the Find command on the Editing group in the Home tab. A navigation window opens up.

Step 2 − Enter a word (that is, document) in the Search box. All the word found will be highlighted (Fig. 3) automatically.

Additionally, the Navigation window will also display all those places where the word you are finding occurs in the document. By clicking on these items you can jump to that location

A more powerful command is Replace command. With this command you cannot only search the words, but can also replace them with another word. This is especially useful if a word has been repeatedly typed wrongly in your document and needs to be corrected.

In order to find a particular block of text and replace it in your document, the steps are as follows:

Step 1: Click on the Replace command on the Editing group in the Home tab. A dialog box named Find and Replace will appear (Fig. 4).

Step 2: Type the text you want to find in the Find what: box. Here, in the above example, the word ‘document’ is being searched. Now, type the text you want to insert in place of searched words in the Replace with: box. Here ‘book’ is what we want to put in place of ‘document’. Step 3: Now, you have two options:

Click on the Replace button to make the replacement of the current word one by one. You can move to the next found word by clicking on the Find Next button.

Click on Replace All button to replace all the found words in one go.

Click the link below to have a better understanding of the topic: https://youtu.be/p3Ql9y3eEyo

TOPIC-2 – Page Formatting

Sometimes we need to change the default page layout settings of a document. For example, we may want to change the size of the paper or its orientation. We may want to add some page breaks or print or display the document with narrower margins to maximize the use of paper. Let us now learn how to change these settings to create the document that is best suited to our requirement.

Modifying Page Margins

Page margins are the blank spaces seen on the border of the text or content on the top, bottom, and sides when it is printed. Margins are normally used to print headers

and footers like title and page number, etc.

Follow the steps given below to modify the page margins: Step 1: Select the document where the margins

need to be modified. Step 2: Click on the Margins button in the Page Setup group under the Page Layout tab.(Fig. 5). Step 3: In the options available on the drop down list choose Normal, Narrow, Moderate, Wide, Mirrored or Office 2003 Default to use one of the predefined margins settings. (Fig 6).

Step 4: You can choose Custom Margins… to define your own settings. This option takes you to the Margins tab of the Page Setup Dialog box (Fig 7).

Fill in the required margin sizes under the Margins section for Top, Bottom, Left and Right sides in the given boxes.

Also provide the Gutter position and Gutter margin size in the provided boxes

Fact Byte

Gutter is the side margin in a printed document which is usually used for binding the printed publication together. MS Word 2010 lets you provide extra space meant as gutter space so that no part of document gets obscured on binding

Modifying Page Margins through Rulers

Margins can also be set using the ruler bars. However, both the horizontal and the vertical rulers should be displayed first. For this, click on the View tab and select Ruler in the Show group.

You will observe some shaded parts on both the rulers. These shaded parts indicate the current margins. Top and bottom margins are depicted by two shaded portions on the vertical ruler. Similarly, left and right margins are depicted by two shaded portions on the horizontal ruler.

Now, to change the margin, say for the top margin, place the mouse pointer on the top margin boundary on the vertical ruler. As soon as you do it, the mouse pointer will change to a double headed arrow. This double-headed arrow is called margin maker. You can drag the margin maker to any desired location

Tabs and their Settings Sometime we need to indent a single line of text. For this, we use tabs or tab stops. You must have seen a Tab key on the keyboard. On each press of the Tab key, the cursor moves to the next tab stop. There are five tab stops available in MS Word 2010. Here they are:

Left tab stop: This tab sets the start position of the text. Centre tab stop: This tab sets the middle position of the text.

Right tab stop: This tab sets the right end of the text. Decimal tab stop: This tab aligns numbers around a decimal point. Bar tab: This tab inserts a vertical bar at the tab position.

Follow the steps given below to set tab stops:

Step 1: Click the tab selector above the vertical ruler until the desired tab is displayed.

Step 2: Click the ruler at the position where the tab stop is required.

Changing Page Orientation

Page orientation is the direction in which your text is printed on the page. There are two page orientations available: Portrait and Landscape.

In the Portrait orientation the page is printed

vertically, that is, taller than wider, while in the Landscape it is printed horizontally, that is, wider

than taller. MS Word 2010, by default, prints in Portrait orientation.

To change the page orientation, follow the steps given below:

Step 1: Click on the Page Layout tab, then in the Page Setup group click on the Orientation button (Fig 11). Step 2: From the drop-down list, select the Portrait or Landscape option to set the desired orientation.

Smart Byte Page orientation can also be changed through the Orientation section of the Margins tab of the Page Setup dialog box

Changing the Paper Size It is also possible to change the size of the paper

on which your document would be printed.

To change the paper size of your document, follow the steps given below:

Step 1: Click on the Page Layout tab, then in the Page Setup group click on the size button. Select the desired paper size from the drop down list

(Fig 12). Step 2: To define custom paper size, click on the

option More Paper Sizes…. .It will take you to the Paper Size section of the Paper tab in the Page

Setup dialog box. You can now customize paper size.

Adding Columns You can also split your document in more than one column, MS Word 2010 gives you the flexibility to do the same. To achieve this, follow the steps given below:

Step 1: Click on Page Layout tab, then in the Page Setup group click on the Columns button.

Step 2: Choose the desired number of columns from the drop-down list (Fig. 13). Step 3: Click on More Columns… option to open the Columns dialog box (Fig. 14) which lets you customize the column breaks as your requirement by managing their width, spacing between two columns, etc.

Adding Breaks

Sometimes you may need to display or print some portion of your document on a new page, a new section or a new column.

In MS Word 2010 you can add page breaks,

section breaks or column breaks at any position in the document to create a new

page, a new section or a new column respectively from that point onwards.

To achieve this, follow the steps given

below: Step 1: Place the cursor at the position where you wish to add a break.

Step 2: Click on the Page Layout tab, then in the Page Setup group click on the Breaks

button. Step 3: Choose the desired break for page,

column or section from the given options (Fig 15). A brief description of each break type is mentioned along with the break

title to help you make the correct choice best suitable for your document.

TOPIC-3 – Adding Header and Footers, and Numbering Pages

Text or graphics that appear in the top and bottom page margins of each document page

is called Header and Footer respectively. These are usually used to add titles, logos,

date and time, page numbers, etc. in the document. You may also choose to print them

on one, selected or all pages of the document. Inserting Header

To insert header in text document, follow the steps given below:

Step 1: Click on the Insert tab, then in Header & Footer, click on the Header button

(Fig. 16) Step 2: Choose the desired header type from

the drop-down list that appears (Fig. 17). You can see a brief description of the header

style when you hover over any of the given options for a few seconds. You can then customize the header as per your

requirement.

To modify an existing header, either click in the header area of the document or choose

the Insert tab, then in the Header & Footer group, choose the Header button and finally

click on the Edit Header option.

To remove an existing header, choose the Insert tab, then in Header & Footer group, choose the Header button and finally click on the Remove Header option.

Inserting Footer To insert footer in text document,

follow the steps given below: Step 1: Click on the Insert tab, then

in the Header & Footer group click on the Footer button(Fig. 16).

Step 2: Choose the desired footer type from the drop-down list that

appears(Fig. 18). You can see a brief description of the footer style when you hover over any

of the given options for a few seconds. You can then customize the

footer as per your requirement.

The Design tab automatically appears, under the Header & Footer

heading, on the Ribbon, when you choose to insert or edit a header or

footer. This can be used to set the various header and footer options.

Some useful ones are mentioned here: Position group: The position of the header from the top of the page and that of the footer from the bottom can be managed through these options.

Options group: Options like Different First Page, Different Odd and Even Pages can be set here.

Insert group: Options like adding Date and Time, Clip art, picture, etc to the headers and footer are available here.

To modify an existing footer, either click in the footer area of the document or choose the Insert tab, then in the Header & Footer group, choose the Footer button and finally click on the Edit Footer option.

To remove an existing footer, choose the Insert tab, then in the Header & Footer group, choose Footer button and finally click on the Remove Footer option.

Inserting Page Numbers To insert page numbers in text document, follow the steps given below:

Step 1: Click on the Insert tab, then in the Header & Footer group click on the Page Number button (Fig 19).

Step 2: Choose the desired position for the page number from the drop-down list. Step 3: Clicking on the Format Page Numbers…. option opens the Page Number Format dialog box (Fig. 20) which can be used to set the number format and other settings for the page numbers. To remove existing page numbers, choose the Insert tab, then in the Header & Footer group, choose the Page Number button and finally click on the Remove Page Numbers option.

Click the link below to have a better understanding of the topic: https://youtu.be/LieVH6js6jA https://youtu.be/BfgcDa6cRds

TOPIC-4 – Printing a document

We can choose to print the whole document or just a section of it. Let us learn how to preview and print our document in MS Word 2010 using the backstage view.

To print a Word document, follow the steps given below: Step 1: Click on the File tab and select Print from the backstage view. The Print pane becomes visible on the right side along with the Print Preview on the extreme right side of the window (Fig 21).

The Print Preview has navigational arrows at the bottom to move between pages.

The Zoom Slider lets you to zoom in and zoom out to get the overall picture of how your document will look like on printing. The scroll bars let you to navigate within the page to see the finer details of the page Step 2: On the Print pane,

In the Copies box, enter the number of copies that you want to print.

Select your printer from the list of available printers shown under the Printer option.

Under Settings, choose any one of the following: Print All Pages: To print all or selective pages of your document, click on

the down arrow provided on the option to choose one of the following: Print All Pages: To print the whole document.

Print Selection: To print only those portions of your document that you have selected.

Print Current Page: To print only the page that is currently displayed in the preview

Print Custom Range: To print specific pages by number, a range, or both separated by commas.

Only Print Odd Pages: To print only the odd pages in the document, for example, 1, 3, 5, 7….

Only Print Even Pages: To print only the even pages in the document, for example, 2, 4, 6, 8…

Print One Sided: To select whether to print on one or both sides of the page.

Collated list: To print the document pages collated or uncollated. Orientation: To select the paper orientation for printing, that is,

Landscape or Portrait.

Paper Size: To choose the size of the paper on which the document is to be printed, for example. A4, legal, letter, etc.

Margins: To set the print margins for the document, for example, Narrow, Normal margins, etc.

Pages Per Sheet: To select how many document pages need to be printed on each paper sheet, for example, 1 page per sheet, 2 pages per sheet, etc.

Page Setup link: To open the Page Setup dialog box for fine tuning the page settings for printing.

Step 3: Click on Print to print the document as per the above settings.

WORKSHEET-1

Q 1 Choose the correct option:- 1) ______ is not a valid Font Style in MS word 2010.

a. Superscript b. Bold c. Italics 2) The Page Number button is available on _______tab.

a. Home b. Page Layout c. Insert 3) Changing the look and feel appearance of a document is called_______.

a. Formatting b. Editing c. Proofing 4) Ruler can be used to set/adjust______.

a. Tab stops b. Page margins c. All of these 5) Which of the following actions can be performed using the Page Setup option of

a Word processor tool? a. Margins b. Paper Size c. All of these

Q 2 Fill in the blanks:-

1) ______ and ______are used to add titles, logos, date and time, page numbers, etc. In the document.

2) Top and bottom margins are depicted by two shaded portion on ______ ruler. 3) The position of the header from the top of the page can be set through

______group under the ______tab. 4) To replace all the occurrences of the searched word in your document, use the

______ option. 5) ______ is placed below the Ribbon and can be used to change the tab stops and

indentation of the document.

WORKSHEET-1

Solutions

Q 1Choose the correct option:- 1) Superscript 2) Insert 3) Formatting 4) All of these 5) All of these

Q 2 Fill in the blanks:- 1) Header, footer 2) Vertical 3) Header & footer, inset 4) Replace 5) Ruler

WORKSHEET-2 Q 1 Answer in one word:-

1) Which tool is used to quickly copy text & basic graphic formatting?

2) Which text formatting is used to type H2O ?

3) Which command helps to find a particular text or word in document?

4) Which group contains margin buttons?

5) In which page orientation, the page is printed vertically?

6) Which shortcut key is used to open font dialog box?

7) In which tab, page break option is available?

8) Which tool enables to increase/decrease the magnification in a document?

Q 2 Fill in the blanks:-

1) A4, legal and letter are different ____________. 2) ____________ is the direction in which your text is printed on the page. 3) ____________ sets the start position of the text. 4) ____________ allows you to see exactly how the pages will look when they are

printed. 5) There are ____________ tab stops available in MS Word 2010. 6) ____________ helps to define your own settings for margins. 7) ____________ is the side margin in a printed document which is usually used for

binding the printed publication together. 8) In the ____________ orientation the page is printed horizontally.

Q 3 Shortcut keys:-

1) Find 2) Subscript 3) Superscript 4) Copy

5) Paste 6) Cut 7) Select All 8) Undo 9) Redo

10) Print

Q 4 Answer the following questions:-

1) Write the steps to replace a word in a document. 2) What is page orientation? How to change it? 3) Write the steps to print a Word document. 4) Explain Header & footer options.

WORKSHEET-2

Solutions

Q 1 Answer in one word:-

1) Format painter

2) Subscript

3) Find command

4) Page setup group

5) Portrait

6) Ctrl + Shift + F

7) Page layout tab

8) Zoom slider

Q 2 Fill in the blanks:- 1) Paper sizes

2) Page orientation

3) Left tab stop

4) Print preview

5) Five

6) Custom margin

7) Gutter

8) Landscape

Q 3 Write full forms:-

1) Find - Ctrl + F 2) Subscript - Ctrl + = 3) Superscript - Shift + ctrl + = 4) Copy - Ctrl + C 5) Paste - Ctrl + V 6) Cut - Ctrl + X 7) Select All - Ctrl + A 8) Undo - Ctrl + Z 9) Redo - Ctrl + Y 10) Print - Ctrl + P

Q 4 Answer the following questions:-

1) Follow the steps to replace a word in a document: Step 1: Click on the Replace command on the Editing group of Home tab. Step 2: Type the word you want to find in the Find what: box. Now, type the word you want to replace in the Replace with: box. Step 3: Now you have 2 options:

a) Click on the Replace button to make the replacement of the current word one by one.

b) Click on the Replace All button to replace all the found words in one go.

2) Page orientation is the direction in which your text is printed on the page. To

change the page orientation, follow the steps given below: Step 1: Click on the Page Layout tab, then in the Page Setup group click on the orientation button. Step 2: From the drop-down list, select the Portrait or Landscape option to set the desired orientation.

3) To print a Word document, follow the steps given below: Step 1: Click on the File tab and select Print from the backstage view. The print pane becomes visible on the right side along with the Print Preview. Step 2: On the print pane, change the setting such as orientation, paper size, margins etc. Step 3: Click on the print option to print the document.

4)

Text or graphics that appear in the top and bottom page margins of each document page is called Header and Footer respectively.

These are usually used to add titles, logo, date and time, page numbers etc. in the document.

These can be also printed on one, selected or all pages of the document.

Worksheet 3 Lesson 1: Evolution of Computers

Q1 Answer the following questions:-

1) Define ICs. 2) Enlist the limitations of computers.

Q2 Write short note on:-

1) First generation computers 2) Second generation computers 3) Third generation computers 4) Fourth generation computers 5) Fifth generation computers

Worksheet 3 Solutions

Lesson 1: Evolution of Computers

Q1 Answer the following:-

1) ICs is the short form of Integrated Circuits. They were produced as a single silicon chip. It contains dozens of electronic components and transistors together. ICs were reliable, inexpensive and faster.

2)

Computers do not have the ability to take a decision.

Computers have no emotions.

Computers need instructions at every stage.

In case of a wrong input, the computers will produce a wrong output.

Q2 Write short note on:-

1) First generation computers: In the first generation computers, vacuum tubes were used. They were large in size, unreliable and required constant maintenance. Programming was done in machine language. They were extremely slow and solved just one problem at a time.

2) Second generation computers:

In the second generation computers, transistors were used. They were smaller in size, reliable, cheaper and faster as compared to

first generation computers. Programming was done in assembly language.

3) Third generation computers:

In the third generation computers, ICs were used. These ICs proved to be reliable, inexpensive and faster. In this generation, SSI and MSI techniques were used. Programming was done in High level language.

4) Fourth generation computers:

In the fourth generation computers, microprocessor was used. In this generation, LSI and VLSI techniques were used. They were so small in size that they can be easily carried from one place

to another.

5) Fifth generation computers: Fifth generation computers are based on artificial intelligence. They will use SLSI chips. They will be able to recognize voice, images and graphs. They would be able to solve highly complex problems including decision

making, logical reasoning, etc.