Printing and Formatting

Printing

Printing for the active document is done by clicking Print on the Standard toolbar. Graphics as well as text can be printed. Click on Print preview under File menu to view the active document and to print go to File menu and Click on Print option and then select Ok. The print dialog box asks for few basic inputs as

• Printer – Select the printer on which the active document will be printed
• Page Range – All or current page or specific page number to be printed
• Copies – number of copies to be printed and if more than one so, how to group or collate different pages.
• Pages per sheet- It is a zoom or scale option to shrink or stretch a single sheet’s content to how many pages. By default it is one page.

Odd and Even Pages- For example you have a document with 5 pages and page numbers given. Now, you would like to print only odd numbers like 1, 3, 5 it is not necessary to mention that into page range box, it is very time consuming to mention every page like 1 to 100 or etc. In this position you have to select Print option from File menu and click on Print. Now, select Even/Odd (respectively) pages instead of “All pages in range” selection from print option and click Ok.

File Management

Documents can be created by from an existing document, selecting New option in File menu or by “CTRL + N” key sequence. MS-Word can create a blank document or web page. Changes are not permanently stored until we save our work to a file on our hard disk by pressing “Control + S” key sequence or selecting save option in File Menu. Auto recovery saves work to a temporary recovery file for accidental closure.

Select Open option in File menu or “Control + O” key sequence to open an existing document.

On the File menu, click Close or “Control + W” key sequence or click on Document close button in right end of menu bar.

The exit command in the File Menu is used to quit the Word program. Alternatively we can click the X close button in the application window title bar. If we attempt to close the application without first saving our document, word displays a warning asking if we want to save our work. If we do not save our work and we exit the application, all our changes are lost. The keyboard shortcut is Alt + F4

Editing Text

Text editing enables you to delete, move, and copy or paste text in your document. The Clipboard is a piece of memory to store temporarily anything which is copied or cut and multiple items can be held.

Copy, Cut and Pasting

To copy to the clipboard, select it then click the Edit menu and choose Copy, or simply press Ctrl + C together. To cut use Ctrl + X together and for pasting the data, either select edit menu and choose the Paste option, or together press Ctrl + V.

Text can also be moved by drag and drop by

• Turn on drag-and-drop editing by On the Tools menu, click Options, and then click Edit tab.
• Select or clear the Drag-and-drop text editing check box.
• Select the item we want to move or copy.
• If we want to move the item, drag the selection to the location we want, else if we want to copy the item, hold down CTRL as we drag the selection.

Office Clipboard

Clipboard manager is a special tool that records everything that you copy to the clipboard. It remembers 24 last copied items. It is shown by

• Hold down the Ctrl key and press C twice – the task pane will open and the clipboard will be displayed
• From the Task pane, select Clipboard from the drop down menu
• From the Edit menu, select Office Clipboard
• From the Options menu on the Clipboard Task pane, select Show Office Clipboard Automatically and deselect Collect Without Showing Office Clipboard – when you copy more than one item, the Clipboard will appear.

Deleting Text – The easiest way to remove text is with the help of Backspace or Delete keys.

Undo and Redo – Any recent change made to the document can be undone either by the undo button on standard toolbar or by pressing “Control + Z” keyboard shortcut. Similarly to repeat a recent action click on redo button or by using “Control + Y” key combination.

Insert Mode – In insert mode new characters are inserted into the existing text by moving the existing text to the right to make space for the new characters.

Formatting Document

Enhancing the appearance of the document to make it more readable or attractive is called formatting. This step is usually performed when the document is near completion. It includes many features such as boldfaced text, italics etc.

Font Formatting

• Bold: – To make text boldfaced press the B button on the formatting toolbar.
• Italics: – To make text italics press the I button on the formatting toolbar.
• Underline: -To underline the text press U button on the formatting toolbar
• Changing Fonts: -To change the fonts click on the down arrow besides the font box a list of installed fonts appears on the screen select the font.