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UNIT-1
❖ INFORMATION TECHNOLOGY BASICS
Definition

Information technology (IT) is the use of any computers, storage,

networking and other physical devices, infrastructure and processes to
create, process, store, secure and exchange all forms of electronic data.
Typically, IT is used in the context of business operations, as opposed to
technology used for personal or entertainment purposes. The
commercial use of IT encompasses both computer technology and
telecommunications.
The Harvard Business Review coined the term information technology
to make a distinction between purpose-built machines designed to
perform a limited scope of functions, and general-purpose computing
machines that could be programmed for various tasks. As the IT
industry evolved from the mid-20th century, computing capability
increased, while device cost and energy consumption decreased, a
cycle that continues today when new technologies emerge. Information
technology (IT) is the use of computer systems or devices to access
information. Information technology is responsible for such a large
portion of our workforce, business operations and personal access to
information that it comprises much of our daily activities. Whether you
are storing, retrieving, accessing or manipulating information, IT greatly
impacts our everyday lives.
Information technology is used by everyone from enterprise companies
all the way down to one-person businesses and local operations. Global
companies use it to manage data and innovate their processes. Even
flea market sellers use smartphone credit card readers to collect
payments and street performers give out a Venmo name to gather
donations. If you use a spreadsheet to catalogue which Christmas
presents you bought, you’re using information technology.
Categories of technology that fall under the IT umbrella include:

• Networking. Two or more computer systems, connected

wirelessly or by cables, comprise a network.
• Compute. Though computing broadly refers to anything in the
computer world, here it means data processing, particularly in the
main memory of a central processing unit (CPU).
• Data storage. Information has to stay somewhere when it isn’t
directly being processed. Storage solutions include devices (such
as solid state drives), cloud storage, databases, data lakes, and file
systems.
• Security. Cybersecurity helps institutions protect their data and
other technological assets from unauthorized access. Data is one
of the most important enterprise commodities, and attacks are
increasing in frequency.
• Technical support. Technology often requires fixing hardware or
software issues. Technical support ranges from unlocking a laptop
to solving an entire network outage.

➢ FUNCTIONS OF INFORMATION TECHNOLOGY

1. Governance
It alludes to the execution of operational boundaries for working units
and people’s utilization of IT frameworks, engineering, and
organizations.
In layman’s terms, they authorize the principles about how you and
your group can utilize the organization’s innovation and what you can
utilize it for. This is essential for the traditional IT security just as the
information affirmation for which the IT office is additionally capable.

2. Infrastructure
It refers to all physical components essential for an IT system. It
includes hardware, network, and circuitry of equipment according to
the needs and size of the organization.

3. Functionality
It perhaps is the most important and viable task an IT department
performs and this is the reason an IT department is recognized and
remembered by others in an organization. It refers to creating and
maintaining operational applications; developing, securing, and storing
electronic data that belongs to the organization; and assisting in the use
of software and data management to all functional areas of the
organization.

4. Network contingencies
A network failure can have significant repercussions- not just within the
organization but also on the outside entities that take services of the
organization. Moreover, It can affect the outside entities in a way that
this situation can portray the organization as incapable of serving them
and ultimately they may lose faith in the company.

5. Application Development
Regularly, organizations see the principal part of the IT division as
making applications that serve its center business needs. The correct
applications allow a business to be imaginative, more gainful,
productive, and to push forward of its rivals.
From multiple points of view, this makes the IT division urgent in
driving a business forward.
The work important to make the applications that can separate a
business from the others requires an IT office with developers,
researchers, interface designers, database administrators, analyzers,
and different experts.

6. Communication
A great many people know that the IT division is liable for the
achievement of PC activities and other data advancements inside a
business.
Notwithstanding, the same number of new types of electronic
communication have become staples of the cutting edge office, IT
offices have been taking on a more prominent function in the
specialized side of organization correspondence.
This incorporates highlight point-to-point phone calls, conference calls,
and video and web conferences, just as less immediate types of
electronic correspondence like organization drives, email frameworks,
and secure workers.

7. Company Website

The IT department is responsible, partially if not fully, for creating and

maintaining the company’s website. We are saying partially because
the content displayed on the website is mostly handled by the
Marketing department.
The IT department typically creates the code and works with other
departments to test the functionality. These were some of the
functions of the IT department.
However, It’s evident that not all the IT office does is clear – it makes
and keeps up numerous frameworks that go concealed or get
underestimated by representatives.

➢ TYPES OF INFORMATION TECHNOLOGY

The different trends within information technology include, but aren’t
limited to:

• Analytics
• Automation
• Artificial intelligence
• Cloud computing
• Communications
• Cybersecurity
• Data/database management
• Infrastructure
• Internet of things
• Machine learning
• Maintenance and repair
• Networks
• Robotics
• Software/application development
• SCADA

❖ PREREQUISITES OF INFORMATION

(i) Qualified System and Management Staff : The prerequisite of

an effective MIS is that it should be managed by qualified
officers. These officers should have a mutual understanding
about the roles and responsibilities of each other and be
understand clearly the view of their fellow officers. For this,
each organization should have two categories of officers :
(a) System and Computer Experts who in addition to their
expertise in their subject area , they should also be capable
of understanding management concepts to facilitate the
understanding of problems asked by concern. They should
 also be clear about the process of decision making and
information requirements for planning.

(b) Management experts who should also understand

quiteclearly the concepts and operations of a computer. This
basic knowledge of computer will be useful will place them
in a comfortable position, while working with systems,
technicians in designing or other wise, of the information
system.

(ii) Futuristic Perspective : An effective MIS should be capable of

meeting the future requirements of its executives as well. This
capability can be achieved by regular monitoring and updating
the MIS.
The evolution of MIS should take into account the following points:
1. Ascertaining the views of users and the designers
about the capabilities and deficiencies of the system.

2. Guiding the appropriate authority about the steps to

be taken to keep the effectiveness of MIS alive.

3. Examining whether enough flexibility exists in the

system, to cope up with any expected information
requirement in future.

(iii) Support of Top Management : For a management information

system to be effective, it must receive the full support of top
management. The Reasons for this are :
(a) Subordinate managers are usually lethargic about activities
which do not receive the support of their superiors.
 (b) The resources involved in computer based information
system are larger and are growing larger and larger in view
of importance gained by management information system.

(iv) Common Database : It is an integrated collection of data and

information which is utilized by several information subsystems
of an organization. A common database may be defined as a
super file which consolidates and integrates data records
formerly stored in a separate data file. Such a database can be
organized as an integrated collection of data records into a
single super file or it can be organized as an integrated
collection of several data file.
The problems which are usually observed during the stages of
creating a common data base in an existing organisation are as
follows:
(i) Maintenance of common data base performance.
(ii) Maintenance at data records and accessibility of common data
base.
(iii) Keeping the common data base adoptable.
(iv) Organizing data in common data base.
(v) Maintenance of common data base security.

(v) Control and maintenance of MIS : Control of the MIS means the
operation of the system as it was designed to operate. Some
times, users develop their own procedures or short cut
methods to use the system which reduces its effectiveness.

❖ NEED FOR INFORMATION

The information need/importance for the various purposes is
enumerated below as:

• Information is an aid in decision making, policy making needed for

the policy makers, decision makers, managers etc.
• Information will have a reinforcing/ trans forming effect on
human beings on receiving it. A great deal for change can be
perceived in the human minds/ attitudes on obtaining the
information, as it increases the ability of personal knowledge for
the recipient.

• Information generates new information. This is the existing

knowledge/ information helps in generating new information;
new knowledge; new theories, etc.
• In fact, scientists and scholars avail or use information to produce
another document, like research reports, thesis/ dissertations,
books, journal articles, seminar paper etc.

• The users of various professions and vocations like doctors,

engineers, scientists, scholars etc. acquire and apply information
in order to do their job more effectively and efficiently. i.e.
application of information for practical purposes.

• Information supports research in order to obtain effective and

fruitful results.

• Information helps in better management of manpower, materials,

production, finance, marketing etc.

• State-of-art kind of information of a subject helps in identifying

the gaps/ shortcomings in in the subject field and to identify the
research problems to be explored or undertaken.

• Information helps in avoiding the duplication of research.

• Information stimulates the thought process of the users,
particularly the scholars.

• Information helps the scientists, engineers, scholars, etc. to get

well informed with the current advancements in their subjects,
and to keep them up-to-date.

• Increasing impact of information processing for organizational

decision making.

• Dependency of services sector including banking, financial

organization, health care, entertainment, tourism and travel,
education and numerous others on information.

• Changing employment scene world over, shifting base from

manual agricultural to machine-based manufacturing and other
industry related jobs.

• Information revolution and the overall development scenario.

• Growth of IT industry and its strategic importance.

• Strong growth of information services fuelled by increasing

competition and reduced product life cycle.

• Need for sustainable development and quality life.

• Improvement in communication and transportation brought in by

use of information processing.
 • Use of information processing in reduction of energy
consumption, reduction in pollution and a better ecological
balance in future.

• Use of information processing in land record managements, legal

delivery system, educational institutions, natural resource
planning, customer relation management and so on.

❖ COMPONENTES OF INFORMATION TECHNOLOGY

Components of the information system are as follows:

1. Computer Hardware:
Physical equipment used for input, output and processing. The
hardware structure depends upon the type and size of the organization.
It consists of an input and an output device, operating system,
processor, and media devices. This also includes computer peripheral
devices.

2. Computer Software:
The programs/ application program used to control and coordinate the
hardware components. It is used for analysing and processing of the
data. These programs include a set of instruction used for processing
information.
Software is further classified into 3 types:
• System Software
• Application Software
• Procedures
3. Databases:
Data are the raw facts and figures that are unorganized that are later
processed to generate information. Softwares are used for organizing
and serving data to the user, managing physical storage of media and
virtual resources. As the hardware can’t work without software the
same as software needs data for processing. Data are managed using
Database management system.
Database software is used for efficient access for required data, and to
manage knowledge bases.

4. Network:
Networks resources refer to the telecommunication networks like the
intranet, extranet and the internet.
These resources facilitate the flow of information in the organization.
• Networks consists of both the physicals devices such as networks
cards, routers, hubs and cables and software such as operating
systems, web servers, data servers and application servers.
• Telecommunications networks consist of computers,
communications processors, and other devices interconnected by
communications media and controlled by software.
• Networks include communication media, and Network Support.

5. Human Resources:
It is associated with the manpower required to run and manage the
system. People are the end user of the information system, end-user
use information produced for their own purpose, the main purpose of
the information system is to benefit the end user. The end user can be
accountants, engineers, salespersons, customers, clerks, or managers
etc. People are also responsible to develop and operate information
systems. They include systems analysts, computer operators,
programmers, and other clerical IS personnel, and managerial
techniques.

❖ ROLE OF INFORMATION TECHNOLOGY IN BUSINESS

Here some points we define the importance of IT in business:
• Improved Company Communication
An important use of IT in business to improve communication. Through
the IT technology, the company used different technologies such as E-
mail, Video chat, Conferencing software. All these facilities make the
company make a meeting with employees and other clients in any city
and even out of the country; they easily make a virtual meeting with
clients and also share information with them. It saves lots of effort and
money of the company that will be waste ion traveling. This all makes
the company more efferent.

• Batter Customers Experience

IT is also helping to provide batter customer experience through batter
customer services and using e-commerce IT enables the customer to
interact with the company in working hours through company
websites. The customer also sends a message through E-mail and ask
about new products. Through tracking customers a company can see all
sales and feedback of the customer about products and it provides help
to the company to improve their products. The customers are also able
to make online shopping.

• Improved Decision Making Ability

IT plays an important role in decision making. There is a software ERP
and decision support system that helps the company to improve its
performance and provides great help in making complex decisions. This
type of software has a dashboard that provide information about
finance, customer sales, and marketing trends, etc. This all information
is really helpful for the manager of the company; he used this
information to make a decision about new products, supply, and
material order,

• Inventory Management
All the companies need to maintain more socks to fulfill the
requirements without any delay. The Inventory management systems
are helpful to identify the quantity of each product a company and
make a list for the additional stock by using a way of inventory
management. It becomes more important for the company because the
organization needs to maintain enough stock to meet customer
requirements. By using IT in inventory management, it also will also
provide help to the company to maintains, triggering when it comes to
managing inventory.

• Manage Information Systems

Data and Information are a more valuable thing for any organization
and this important information needs a more secure and safe place.
Data play an important role in the strategic plan for getting the
purpose. MIS(Management Information System) should be used by the
company to track sales data, daily expenses, and products well. This
information provide help to calculate profits from time to time, how to
maximize return on investment and recognize areas of improvement.

• Customer Relationship Management

All Companies are using IT in improving the relationship with
customers.CRM (Customer Relationship Management) used to capture
each and every relation a company has with a customer, through this
more experience gain. If a customer has any issue he makes a call to
center and reports an issue, the customer relations officer will be able
to view all customer’s shopping information, what he purchased, call up
the training manual for that item and effectively respond to the issue.

• Safeguarding data and information

The ultimate goal of safeguarding is to protect data from compromise.
The IT department will ensure data Safeguarding, meaning industry-
standard safeguards are in place, company-wide to protect against the
destruction, loss, misuse, unauthorised disclosure, or alteration of the
company-related data or employee confidential information. IT also has
to ensure they are abiding by data-protection laws through
safeguarding important information from corruption, compromise or
loss.

• Troubleshooting of problems
Troubleshooting refers to problem-solving in the digital world.
Troubleshooting can be applied to a number of different things such as
the repairing of failed digital products or processes on a PC or a system.
When a problem is troubleshot, a systematic and logical search is
carried out for the source of a problem with the aim to solve it and
make the product or process fully operational again. Troubleshooting is
also used to identify the symptoms when something is wrong.

• The management of cloud-based solutions

So what is a cloud-based solution? It is an on-demand service for
almost anything and everything you can ‘save’ such as computer
network information, storage, applications or resources accessed via
the internet and through an external provider’s shared cloud ( servers
that are accessed over the Internet,) computing infrastructure.
Businesses large and small, right from the local candle shop to industry
giants such as Microsoft and Google use cloud-based solutions to keep
control of their digital or physical offices and employees globally.

• Analyse data
Information technology is able to analyse specific data and help to plan
the business journey accordingly using the trends and information
presented in data. IT can also efficiently equip businesses with plentiful
tools which can solve challenging business obstacles and help to plan
the future growth of the company.

UNIT-2
 ❖ WORD PROCESSING WITH MS WORD

DEFINITION
Word is a word processing programme. Like a typewriter, a word
processing programme is used to create documents such as letters,
memos, or reports. As you type on your computer keyboard, text is
displayed on your screen and is stored in your computer’s memory,
which is its temporary electronic storage area.
Unlike a typewriter, a word processor enables you to make changes to
a document easily, without unnecessary retyping. For example, you can
insert and delete words, move paragraphs, and correct spelling errors.
As your document develops, you can save the changes you have made
on a disk or on another storage medium. When the document is
complete, you can save and print it.
Any formatting that can be done on a typewriter, such as setting
margins and line spacing or changing tabs, can be duplicated in a word
processing programme. Word processing programmes use many of the
same or comparable keystrokes as a typewriter, such as pressing Enter
(Return on a typewriter) to move to a new line, pressing Tab to move to
the next tab setting, and pressing Caps Lock (Shift Lock on a typewriter)
to type exclusively in capital letters.

➢ FEATURES OF WORD PROCESSING

A word processor has many unique features as discussed under :
• Easy Typing : In MS Word, typing is so easy because we need not
click enter button after the end of a line as in case of type writer.
The word processor itself takes the matter to the next line of the
document. This facility is called word wrapping.

• Easy : The document so typed can be stored for future use. The
process of storing is called saving. We can preserve the document
for any number of years in word processing.
• Adding, Removing and Copying Test : Documents can be
modified easily in MS Office. We need not strike off any word as
in the case of type writer. We can easily place a new word in place
of existing one. The new word or paras will automatically be
adjusted in the place of deleted or modified text. We can also
copy a part or whole of the matter from one file or document to
another document.

• Spell Check of words : The spellings of words in the document can

be rectified automatically. We can find alternative words to our
typed words. Not only that, even the grammatical errors can also
be rectified in word processor.

• Change the Style and Shape of Characters and Paragraphs : The

documents in word processor can be made attractive and
appealing because the shape and style of characters or letters in
the documents can be changed according to our requirements.
You can even change the gap between one line and other line in
the document. This process is called line spacing.

• Bullets and Numbering : Bullets are special symbols which can be

put for different points or paras in a document whereas numbers
are ascending figures like1, 2, 3, …… etc. Which can be assigned to
different points in the para or document. In word processor we
can assign such bullets or numbers automatically with a single
command.

• Headers and Footers : A Header is the text appearing above the

document and Footer is the text appearing below the document.
In Word Processor, we can create these Headers and Footers in
the document easily.
 • Creation of Tables : Tables can be created neatly in word
processor. If you give directions for required number of rows and
columns, word processor provides a ready made table to work .

• Inserting Pictures Objects : A picture is worth 1000 words. In

word processor, we can insert the picture in the document to
make it more attractive. These pictures can be obtained from clip
art which is available in word processor.

• Preview Facility : Before getting a print of our document, we can

get a preview of document. If mistakes are there, we can change
the document.

• Mail Merge Facility : If we want to send the same information to

different persons, there is a facility in Word Processor known as
Mail Merge. The main body of the letter can be typed once and
we can send the same to different addresses.

➢ ADVANTAGES OF WORD PROCESSING

The following are the advantages of Word Processing:
• Quality : It produces error free documents. The spell and
grammar check in word processing makes the document to be
neat and error-free. We can get multiple copies of excellent
formatted nature in word Processing.

• Storage of Text : We can take any number of copies with word

processor. Not only that, if we need the same document with
some slight changes, we need not type the same letter again. Just
by making some slight changes, we can obtain a modified copy
easily.
 • Time Saving : We can get any number of copies of document in
future without retyping. We can get the copy of document on any
printer.

• Security : We can protect the documents in word processing by

giving passwords. So there is a less chance of viewing the
documents by unauthorized persons.

• Dynamic Exchange of Data : We can have dynamic exchange of

objects and pictures from other documents into word processing
documents. The documents can be linked to each other.

❖ STARTING MS WORD
There are 5 steps to open word processing
1. Click the Start button. Type “word” without quotation marks into
the search box. Click “Microsoft Word 2010” in the list that
appears.

2. Click the Start button. Hover the mouse pointer over “All
Programs.” Scroll down to the Microsoft Office folder and click it.
Select “Microsoft Word 2010.”

3. Press the Windows key and “R” on the keyboard at the same time
to bring up the Run dialogue. Type “WinWord.exe” without
quotation marks into the box.

4. Right-click on an empty area of the Windows 7 desktop. Hover

the mouse pointer over “New” in the menu that appears. Click
“Shortcut.” Type “C:\Program Files\Microsoft
Office\Office14\WINWORD.EXE” into the box. Click “Next.” Type
“Word” into the box and click “Finish.” Double-click the Word
shortcut that appears on the desktop to launch Word.
 5. Open an MS Word file on your computer by double-clicking it. If
you are asked to choose an application to open the file with,
select “Microsoft Word.” You may close the file you have opened
if you do not want to use it now and open another one instead.

❖ MS WORD ENVIRONMENT
The new Word environment is designed to more closely reflect the way
people generally work with the program. When you first start Word,
this environment consists of the following elements:
• Commands related to managing Word and Word documents as a
whole (rather than document content) are gathered together on a
menu that is displayed when you click the Microsoft Office
Button.

• Commands can be represented as buttons on the Quick Access

Toolbar to the right of the Microsoft Office Button. By default, this
toolbar displays the Save, Undo, and Repeat buttons, but you can
customize the toolbar to include any command that you use
frequently.

• The title bar displays the name of the active document. At the
right end of the title bar are the three familiar buttons that have
the same function in all Windows programs. You can temporarily
hide the Word window by clicking the Minimize button, adjust the
size of the window with the Restore Down/Maximize button, and
close the active document or quit Word with the Close button.

• Below the title bar is the Ribbon, which makes all the capabilities
of Word available in a single area so that you can work efficiently
with the program.
• Commands related to working with document content are
represented as buttons on the tabs that make up the Ribbon. The
Home tab is active by default. Clicking one of the other tabs, such
as Insert, displays that tab’s buttons. If Microsoft Outlook with
Business Contact Manager is installed on your computer, you will
have a Business Tools tab in addition to those shown in our
graphics.

• On each tab, buttons are organized into groups. Depending on the

size of the program window, in some groups the button you are
likely to use most often is bigger than the rest. Depending on your
screen resolution and the size of the program window, a tab
might not have enough room to display all of its groups. In that
case, the name of the group resembles a button, and clicking the
button displays the group’s commands.

• Related but less common commands are not represented as

buttons in the group. Instead they are available in a dialog box,
which you can display by clicking the Dialog Box Launcher at the
right end of the group’s title bar.

• Some button names are displayed and some aren’t. Pausing the
mouse pointer over any button for a few seconds (called
hovering) displays a ScreenTip with not only the button’s name
but also its function.

• Some buttons have arrows, but not all arrows are alike. If you
point to a button and both the button and its arrow are in the
same box and are the same color, clicking the button will display
options for refining the action of the button. If you point to a
button and the button is in one box and its arrow is in a different
box with a different shade, clicking the button will carry out that
 action with the button’s current settings. If you want to change
those settings, you need to click the arrow to see the available
options.

• The Microsoft Office Word Help button appears at the right end
of the Ribbon.

• You create a document in the document window. When more

than one document is open, each document has its own window.

• Across the bottom of the program window, the status bar gives
you information about the current document. You can turn off the
display of an item of information by right-clicking the status bar
and then clicking that item.

• At the right end of the status bar is the View toolbar, which
provides tools for adjusting the view of document content.

❖ WORKING WITH DOCUMENTS

➢ To create a new blank document:
When beginning a new project in Word, you’ll often want to start with
a new blank document.

• Select the File tab to access Backstage view.

• Select New, then click Blank document.
• A new blank document will appear.

➢ To create a new document from a template:

A template is a predesigned document you can use to create a new
document quickly. Templates often include custom formatting and
designs, so they can save you a lot of time and effort when starting a
new project.
 • Click the File tab to access Backstage view, then select New.
• Several templates will appear below the Blank document option.
You can also use the search bar to find something more specific.
In our example, we’ll search for a flyer template.
• When you find something you like, select a template to preview it.
• A preview of the template will appear. Click Create to use the
selected template.
• A new document will appear with the selected template.
You can also browse templates by category after performing a search.

➢ To open an existing document:

In addition to creating new documents, you’ll often need to open a
document that was previously saved.

• Navigate to Backstage view, then click Open.

Select This PC, then click Browse. Alternatively, you can choose
OneDrive to open files stored on your OneDrive.
• The Open dialog box will appear. Locate and select your
document, then click Open.
• The selected document will appear.
• Most features in Microsoft Office, including Word, are geared
toward saving and sharing documents online. This is done with
OneDrive, which is an online storage space for your documents
and files. If you want to use OneDrive, make sure you’re signed in
to Word with your Microsoft account.

➢ To pin a document:
If you frequently work with the same document, you can pin it to
Backstage view for quick access.

• Navigate to Backstage view, click Open, then select Recent.

 • A list of recently edited documents will appear. Hover the mouse
over the document you want to pin, then click the pushpin icon.
• The document will stay in Recent documents list until it is
unpinned. To unpin a document, click the pushpin icon again.

➢ To convert a document:
If you want access to all Word 2016 features, you can convert the
document to the 2016 file format.

• Click the File tab to access Backstage view, then locate and select
the Convert command.
• A dialog box will appear. Click OK to confirm the file upgrade.
• The document will be converted to the newest file type.
• Converting a file may cause some changes to the original layout of
the document.

❖ WORKING WITH TEXTS

➢ To insert a text box:

• Select the Insert tab on the Ribbon.
• Click the Text Box command in the Text group.
• Select a Built-in text box or Draw Text Box from the menu.
• If you select Built-in text box, left-click the text box you want to
use, and it will appear in the document.
OR
• If you select Draw Text Box, a crosshair cursor will appear. Left-
click your mouse and while holding it down, drag your mouse until
the text box is the desired size.
• Release the mouse button.

➢ To change text box style:

• Select the text box. A new Format tab appears with Text Box
Tools.
• Select the Format tab.
• Click the More drop-down arrow in the Text Box Style group to
display more style options.
• Move your cursor over the styles, and Live Preview will preview
the style in your document.
• Left-click a style to select it.

➢ To change shape fill:

• Select the text box. A new Format tab appears with Text Box
Tools.
• Click the Shape Fill command to display a drop-down list.
• Select a color from the list, choose No Fill, or choose one of the
other options.

➢ To change the shape outline:

• Select the text box. A new Format tab appears with Text Box
Tools.
• Click the Shape Outline command to display a drop-down list.
• Select a color from the list, choose No Outline, or choose one of
the other options.

➢ To change the text box shape:

• Select the text box. A new Format tab appears with Text Box
Tools.
• Click the Change Shape command to display a drop-down list.
• Select a shape from the list.

➢ To move a text box:

• Left-click the text box. Your cursor becomes a cross with arrows
on each end.
 • While holding the mouse button, drag the text box to the desired
location on the page.
• Release the mouse button.

➢ To resize a text box:

• Select the text box.
• Left-click one of the blue sizing handles.
• While holding down the mouse button, drag the sizing handle
until the text box is the desired size.
• If you drag the blue sizing handles on any of the four corners, the
text box will resize in the same proportions. The sizing handles on
the top or bottom of the text box will allow you to resize
vertically, while the handles on the left and right sides will resize
the text box horizontally.

❖ WORKING WITH TABLES

➢ How to Create a Table?
Tables in MS Word can be created in the following two ways:
1. Using the Grid
2. Using Table Dialogue Box

1. Using the Grid

Following are the steps of creating a table using the Grid provided in
MS Word:
Step 1: Go to the Insert tab and click on the Table button.
Step 2: In the dropdown menu, select the number of rows and columns
from the Grid.

2. Using Table Dialogue Box

Following are the steps of creating a table using Table Dialogue Box in
MS Word:
Step 1: Go to the Insert tab and click on the Table button.
Step 2: Under the grid, you will see an Insert Table button. Click on it.
Step 3: In the Insert Table Dialogue box, mention the number of rows
and number of columns as per the requirement and click on OK button.

➢ Changing Layout of a Table

Changing the layout of a table can be done with the help of the
following steps:
Step 1: Select the table for which the layout is to be changed. Go to the
design tab.
Step 2: Click on the dropdown menu to get various different types of
layouts for your table.
Step 3: Select any layout as per the need.

➢ Splitting the Cell

Splitting of a cell can be done with the help of the following steps:
Step 1: Select the cell that you want to split into multiple cells. Then go
to the Layout tab and click on the Split Cells button.
Step 2: In the dialogue box, mention the new dimensions as per the
requirement.
Step 3: Click on the Ok button.

➢ Merging the Cells

Merging of various cells can be done by the following steps:
Step 1: Select all the cells that are to be merged into a single cell. Then
go over the layout tab, and you will see a Merge Cell button.
Step 2: Now click on the Merge Cell button and the selected cells will
be merged.

➢ Applying Borders and Styles on a Table

Borders and styles can also be applied to a table in a similar way as the
layout of a table is changed. Go through the following steps to do the
same:
Step 1: Select the entire table and go over the design tab.
Step 2: Select the style that you want to apply to your table.

➢ Converting Text to a Table

MS Word allows the conversion of existing text into a table with the
help of the following steps:
Step 1: Select the text that is to be converted into the table. Now go to
the Insert Tab and you will see a Table button.
Step 2: Click on the Insert Table button and in the drop-down menu,
click on the Convert Text to Table button.
Step 3: In the dialogue box, mention the dimensions of the required
table and other data that is required.
Step 4: Click on the OK button and the selected text will be converted
to a Table.

➢ Inserting Images in a Table

MS Word allows adding images inside the table cells. To insert an image
in a table, go through the following steps:
Step 1: Select the cell in which you want to add the Image. Go to the
Insert tab and select the Pictures button.
Step 2: You can either choose a picture from your device or select one
online.
Step 3: Choose a picture from the browser window and click on the
Insert button.
Step 4: Selected Image will be added in the cell selected.

➢ To insert a blank table:

Step 1: Place your insertion point in the document where you want the
table to appear.
Step 2: Select the Insert tab.
Step 3: Click the Table command.
Step 4: Hover your mouse over the diagram squares to select the
number of columns and rows in the table.
Step 5: Click your mouse, and the table appears in the document.
Step 6: You can now place the insertion point anywhere in the table to
add text.

➢ To convert existing text to a table:

Step 1: Select the text you want to convert.
Step 2: Select the Insert tab.
Step 3: Click the Table command.
Step 4: Select Convert Text to Table from the menu. A dialog box will
appear.
Step 5: Choose one of the options in the Separate text at: section. This
is how Word knows what text to put in each column.
Step 6: Click OK. The text appears in a table.

➢ Performing Calculations in a Table

Mathematical calculations can also be performed on the values present
in the table. Microsoft provides various formulas to perform these
operations. By default, the sum of the values lying in the rows to the
left or column lying above are calculated by Word. Following are the
steps to do the same:
Step 1: Select the cell in which the result of the mathematical
operations is required.
Step 2: Now go to the Layout tab and select the formula button.
Step 3: In the dialogue box, define the formula for the mathematical
operation, the default formula is the sum of the values to the left or
above.
Step 4: After defining the formula, click on the OK button to apply the
formula on the cells given in the formula.

❖ CHECKING SPELLING AND GRAMMAR IN WORD

➢ To run a Spelling and Grammar check:

• From the Review tab, click the Spelling & Grammar command.
 • The Spelling and Grammar pane will appear on the right. For each
error in your document, Word will try to offer one or more
suggestions. You can select a suggestion and click Change to
correct the error.
• Word will move through each error until you have reviewed all of
them. After the last error has been reviewed, a dialog box will
appear confirming that the spelling and grammar check is
complete. Click OK.
• If no suggestions are given, you can manually type the correct
spelling in your document.

➢ For spelling “errors”:

Ignore: This will skip the word without changing it.
Ignore All: This will skip the word without changing it, and it will also
skip all other instances of the word in the document.
Add: This adds the word to the dictionary so it will never come up as an
error. Make sure the word is spelled correctly before choosing this
option.

➢ For grammar “errors”:

Ignore: This will skip the word or phrase without changing it.
For some grammatical errors, Word will provide an explanation for why
it thinks something is incorrect. This can help you determine whether
you want to change or ignore it.

➢ Automatic spelling and grammar checking:

By default, Word automatically checks your document for spelling and
grammar errors, so you may not even need to run a separate check.
These errors are indicated by colored wavy lines.

▪ The red line indicates a misspelled word.

▪ The blue line indicates a grammatical error, including misused
words.
 ▪ Automatic spell check and grammar check markers
▪ A misused word—also known as a contextual spelling error—
occurs when a word is spelled correctly but used incorrectly. For
example, if you used the phrase Deer Mr. Theodore at the
beginning of a letter, deer would be a contextual spelling error.
Deer is spelled correctly, but it is used incorrectly in the letter. The
correct word is Dear.

➢ To correct spelling errors:

▪ Right-click the underlined word, then select the correct spelling
from the list of suggestions.
▪ The corrected word will appear in the document.
You can also choose to Ignore All instances of an underlined word or
add it to the dictionary.

➢ To correct grammar errors:

▪ Right-click the underlined word or phrase, then select the correct
spelling or phrase from the list of suggestions.
▪ The corrected phrase will appear in the document.

➢ To change the automatic spelling and grammar check settings:

▪ Click the File tab to access Backstage view, then click Options.
▪ A dialog box will appear. On the left side of the dialog box, select
Proofing. From here, you have several options to choose from. For
example, if you don’t want Word to mark spelling errors, grammar
errors, or frequently confused words automatically, simply
uncheck the desired option.
▪ If you’ve turned off the automatic spelling and/or grammar
checks, you can still go to the Review tab and click the Spelling &
Grammar command to run a new check.

➢ To hide spelling and grammar errors in a document:

If you’re sharing a document like a resume with someone, you might
not want that person to see the red and blue lines. Turning off the
automatic spelling and grammar checks only applies to your computer,
so the lines may still show up when someone else views your
document. Fortunately, Word allows you to hide spelling and grammar
errors so the lines will not show up on any computer.

▪ Click the File tab to go to Backstage view, then click Options.

▪ A dialog box will appear. Select Proofing, then check the box next
to Hide spelling errors in this document only and Hide grammar
errors in this document only, then click OK.
▪ The lines in the document will be hidden.

❖ PRINTING A DOCUMENT
➢ Steps to print a document
1. Open or create a Microsoft Word document. To do so, click on
the blue app with a white document icon and bold “W,” then click
on File in the menu bar at the upper-left of the screen. Click on
Open… to open an existing document or New… to create a new
one.
2. Click on File. It’s in the menu bar at the upper-left of the screen or
a tab at the upper-left of the window.
3. Click on Print…. The Print dialog box will open.
4. Select your printing options. Use the selections in the dialog box
to select:
• Your default printer is displayed. Click on its name to select
another printer from the drop-down menu.
• The number of copies to print. The default is 1; increase the
quantity to print more copies.
• Which pages to print. The default is to print all the pages in the
document, but you can choose to print the currently-displayed
page, a highlighted selection, specific pages in the document, odd-
numbered pages only, or even-numbered pages only.
 • The size of paper to print on.
• The number of pages to print per sheet.
• Orientation of the paper. Select either Portrait (paper length
vertical, width horizontal) or Landscape (paper width vertical,
length horizontal).
• Margins. You can adjust the top, bottom, left, and right margins
with the labeled up and down arrows or by typing numbers in the
boxes.

5. Click on Print or OK. The button label will vary based on the
version of Word you’re using. Your document will print to the
printer you selected.

➢ TIPS FOR PRINTING

1. Use Print Preview
Before you print anything, you’ll want to preview it. Just go to File >
Print to see a preview of your document. From here, you’ll also be able
to adjust different page layout and printing settings, such as the page
orientation, paper size, and margin width. Any changes you make will
be updated in the preview pane as well.
2. Use smaller page margins
There may be times when you need a way to make your document take
up fewer printed pages. One of the easiest ways to do this is by using
smaller margins. Just go to the Page Layout tab, click Margins, then
select Narrow (you can also select Custom Margins for even smaller
margins). Keep in mind that using very small margins may cause some
text to be cut off by your printer.
3. Print double-sided
Double-sided printing is another great way to save paper. Double-siding
printing options can vary, depending on your printer.
Go to File > Print and select the menu just below the Pages: field (if
you’ve never changed this option before, it will say Print One Sided).
Select Manually Print on Both Sides, then print your document. One
side of the page will be printed, and you’ll then need to reload the page
into the printer to print the other side.
4. Show or hide markup
If you’ve used any of Word’s reviewing features with your document,
such as Track Changes or Comments, you’ll need to decide whether to
include this markup in the printed version. For example, if you’re still in
the review process it may be helpful to include comments. If you’re
printing a final version, you’ll probably want to turn these off. To do
this, go to File > Print, click the very first menu below Settings (it will
usually say Print All Pages), and select Print Markup to uncheck this
option.
5. Print a test copy
If you’re printing multiple copies of the same document, it’s a good
idea to print a test copy first. This is especially true if the document has
a unique design, like a holiday card or poster. A test copy will let you
see whether the document looks the way you want, and you can then
make adjustments before printing the final version.