Microsoft Word 2010 - II

Akhil can use the alignment buttons present in the Paragraph group on the Home tab. He can select the paragraph and click on the desired alignment button.

Sanjiv can insert header and footer in his document by using the Header and Footer buttons, found in the Header & Footer group on the Insert tab.

He can follow the given steps:

Step 1 — Click on the Header button in the Header & Footer group on the Insert tab.

Step 2 — Select the Edit Header option from the drop-down menu. An additional tab with the name Design appears on the Ribbon.

Step 3 — On top of the page, we find the Header box, which is separated from the rest of the page with a dotted line.

Step 4 — Click in the Header box then type the author's name on the left side.

Step 5 — Press the Tab key twice. The insertion point will jump to the right side. Click on Date & Time button in the Insert group on the Design tab.

Step 6 — Choose the date format in the Date and Time dialog box and click on OK. The date now appears in the document accordingly.

Step 7 — Click the Footer button on the Insert tab and select the Edit Footer option. The Footer box will appear at the bottom of the page. We will observe that the insertion point appears on the left side of the Footer box.

Step 8 — Press the Tab key once, the insertion point will jump to the center of the page.

Step 9 — Click the Page Number button in the Header & Footer group on the Design tab and choose the Bottom of Page option from the drop-down list.

Step 10 — Click on the Close Header and Footer button on the Design tab to close the Header & Footer tools.

The Header and Footer will be inserted in the document showing author's name, date and page number.

The completed letter with text alignment to every lined labelled is given below:

The below diagram shows the different indent markers on the Horizontal ruler bar:

Ricky can change the desired indent markers by simply dragging them.

To change the color scheme for first paragraph, Kabir can follow the steps given below:

Step 1 — Select paragraph 1.

Step 2 — Click on the Font color option available in the Font group on the Home tab. A drop down box will appear.

Step 3 — Select the desired colour (say blue) from the drop-down list.

To change the alignment for first paragraph, Kabir can follow the steps given below:

Step 1 — Select paragraph 1.

Step 2 — Click on the Align Left button available on the Paragraph group on the Home tab.

The color and alignment of Paragraph 1 will be changed.

In the same way, the other paragraphs can also be formatted by selecting different colors for different paragraphs. The other paragraphs can have different alignments such as Justified, Center or Right Align using the respective options.

Formatting

Reason — The general arrangement and appearance of text in a document is known as formatting.

Three

Reason — There are three types of text formatting in Microsoft Word —

1. Character Formatting
2. Paragraph Formatting
3. Page Formatting

Align Text Right

Reason — This button signifies Align Text Right function.

Justify

Reason — This button signifies Justify function.

Decrease Indent

Reason — This button signifies Decrease Indent function.

Character

Reason — Character formatting focuses on the appearance of individual character. From font sizes to font styles, text positioning to text attributes; the Character Formatting includes all attributes that can be used to define the arrangement of a character.

Home

Reason — Font group is displayed under Home tab.

Font Color

Reason — We can change the color of the text by using the Font Color option.

Home

Reason — Home tab contains the Change Case option.

Subscript

Reason — Subscript option in Microsoft Word places the selected text below the baseline.

Hanging Indent

Reason — Hanging Indent option indents all lines other than the first line.

Margin

Reason — The distance between the written text and the edge of the paper is called margin.

False

Reason — There are two categories of Text alignment —

1. Horizontal Text Alignment
2. Vertical Text Alignment

True

Reason — The distance between the written text and the edge of the paper is called margin.

False

Reason — Superscript and Subscript are different forms of Font effects.

False

Reason — The default alignment of text in a document is Align Text Left.

True

Reason — The Tab Selector is present above the Vertical ruler on the left.

True

Reason — The shortcut to open the Font dialog box is Ctrl + D.

True

Reason — The Drop cap option is available in the Text group on the Insert tab.

False

Reason — The vertical distance between successive lines of text is called Line Spacing.

True

Reason — The Page tab is used to edit the page settings.

True

Reason — You can change the margins of a page by using the Ruler bars.

The distance between the written text and the edge of the paper is called margin.

There are four types of margins present in Microsoft Word —

1. Top Margin — It is the distance between the text and the top edge of the page.
2. Bottom Margin — It is the distance between the text and the bottom edge of the page.
3. Left Margin — It is the distance between the text and the left edge of the page.
4. Right Margin — It is the distance between the text and the right edge of the page.

We can set margins in two ways:

1. Using the Ruler Bars — To set the left margin, we follow the given steps:
   Step 1 — Place the pointer on the indent markers present on the left Horizontal ruler bar.
   Step 2 — The pointer changes into double-headed arrow.
   Step 3 — Now drag the mouse pointer to the right to increase and to the left to decrease the margin.
   Step 4 — After setting the margin, release the mouse button and observe the changes in the left margin setting on the page.
   Step 5 — Similarly, we can change the right margin as well as top and bottom margins.

2. Using the Page Setup dialog box —
   Step 1 — Select the Page Layout tab.
   Step 2 — Click the Margins button in the Page Setup group. A drop-down list of options appears. The 'Normal' option is selected by default.
   Step 3 — Select the desired predefined margin from the drop-down list.
   Step 4 — We can also select the Custom Margins option from the drop-down list to specify our own margin settings. The Page Setup dialog box will appear.
   Step 5 — On the Margins tab, click the increment or decrement buttons next to the Top, Bottom, Left, and Right fields to increase or decrease the margin settings respectively.
   Step 6 — In 'Apply to' box, choose any option and click on OK.

Text alignment refers to the positioning of text between the margins of a page. There are two categories of text alignment :

1. Horizontal Text Alignment — Aligning the text with respect to left and right margins is called Horizontal text alignment. There are four types of horizontal text alignments —

   1. Align Text Left — This is the default alignment of text in a document. The text is aligned along the left margin while leaving a little space towards the right margin.
   2. Align Text Right — The text is aligned along the right margin while leaving a little space towards the left margin. This alignment is mostly used to put dates on letterheads.
   3. Center — The text is aligned centrally between the left and the right margin. It is mostly used for titles.
   4. Justify — The text is aligned evenly between the left and the right margin.

2. Vertical Text Alignment — It aligns the text with respect to the top and bottom margins of a page.

Header and Footer are those little identifiers that run across the top and bottom of the document, respectively. They include information like page numbers, date, title of a book/chapters, author's name and slide show theme, etc.

To insert header and footer in our document, we follow the given steps:

Step 1 — The Header and Footer buttons are found in the Header & Footer group on the Insert tab. Click on the Header button.

Step 2 — Select the Edit Header option from the drop-down menu. An additional tab with the name Design appears on the Ribbon.

Step 3 — On top of the page, we find the Header box, which is separated from the rest of the page with a dotted line.

Step 4 — Click in the Header box then type the text one wants on the left side.

Step 5 — Press the Tab key twice. The insertion point will jump to the right side. Click on Date & Time button in the Insert group on the Design tab.

Step 6 — Choose the suitable date and time format in the Date and Time dialog box and click on OK. The date/time now appears in the document accordingly.

Step 7 — Click the Footer button on the Insert tab and select the Edit Footer option. The Footer box will appear at the bottom of the page. We will observe that the insertion point appears on the left side of the Footer box.

Step 8 — Press the Tab key once, the insertion point will jump to the center of the page.

Step 9 — Click the Page Number button in the Header & Footer group on the Design tab and choose the Bottom of Page option from the drop-down list.

Step 10 — We can also select the Format Page Numbers option from the drop-down list. Select the required format from the Page Number Format dialog box. Click on OK.

Step 11 — Click on the Close Header and Footer button on the Design tab to close the Header & Footer tools.

The Header and Footer will be inserted in the document.

The distance between the text boundaries and the page margins is called Indent. The process of setting indents is known as Indentation.

We can follow the given steps to set-up Left and Right Indent in a paragraph —

Step 1 — Click on the Page Layout tab.

Step 2 — Select the text that we would like to indent.

Step 3 — In the Paragraph group, define the Left and Right Indents in their respective text boxes.

Indent Markers are present on the Horizontal ruler. We can use Horizontal Ruler bar to change the indents of a document by following the given steps :

Step 1 — Place the insertion point anywhere in the paragraph.

Step 2 — Adjust the first line indent by dragging the First Line Indent marker on the ruler.

Step 3 — To adjust the hanging indent, drag the Hanging Indent marker.

Step 4 — To move both markers at the same time, drag the Left Indent. This will indent all lines in the paragraph.

Font size option can be used to increase the spacing between two selected words. It can be achieved by following the below steps:

Step 1 — Select the space character between the two words.

Step 2 — Increase the font size of just the space character setting it to some value higher than the font size of the two words.

Step 2 — Observe the increased spacing between the two selected words.

We can insert page number on every page of a document by using Footer feature of MS Word. There are two ways to add page numbers to a document:

1. Click the Page Number button in the Header & Footer group on the Design tab and choose the Bottom of Page option from the drop-down list.
2. Select the Format Page Numbers option from the drop-down list. Select the required format from the Page Number Format dialog box. Click on OK.

The Tab Selector is present above the vertical ruler on the left. It is used to define tab text position on the ruler bar that are used to indent a paragraph or a line.

The tab options are as follows:

1. First Line Indent — It inserts the indent marker in the ruler and indents the first line of the text in a paragraph away from the left margin.
2. Hanging Indent — It inserts the hanging indent marker and indents all lines other than the first line.
3. Left Tab — It moves text to the right as we type.
4. Center Tab — It centers text according to the tab.
5. Right Tab — It moves text to the left as we type.
6. Decimal Tab — It vertically aligns the decimal numbers using the decimal point.
7. Bar Tab — It draws a vertical dotted line on the document.