Wednesday, November 30, 2011

Changing Paper Size and Orientation.

You can change the paper size and orientation through Page Setup dialog box. In orientation, printing direction of the document is selected. It may be:
Portrait    It is selected to print the document along the length of paper. It is default setting.
Landscape     It is selected to print the document along the width of paper. To set the paper size and orientation, follow these steps.
  • Choose Page Setup from the File menu. The Page Setup dialog box will appear as shown below. 
  • Click the Paper Size tab to display the paper size and orientation options.
  • Select the paper size, either by specifying its width and height or choose the predefined standard paper sizes such as legal, A4, letter etc. from the dropdown list labeled with "Paper size".
  • Choose the page orientation such as Portrait or Landscape.
  • Click OK button of dialog box to apply the settings.
It must be noted that you can set the size and the orientation of selected text of document. To do this, follow these steps.
  • Select the text.
  • Open the Page Setup dialog box.
  • Specify the paper size and orientation.
  • Choose "Selected text" option from the "Apply to:" dropdown list box.
  • Click OK button.
Word automatically inserts section breaks before and after the selected text with new page size and orientation. If your document is already divided into sections then select the section's, and then change the required settings. 

Tuesday, November 29, 2011

Navigating in Document with arrow and shortcut keys

Navigating in a document means to move the cursor in the document to view different parts of document or to make some changes at different locations of the document. In Microsoft Word Window, only a small portion of current document can be viewed. You can move into the document to view it or to make changes in it. You can move the cursor into the document through input device such as mouse or keyboard. 

Navigating with Mouse 

Mouse input device provides a fast method to move into the document .In the same Window, simply click the location where you want to enter/edit text or graphic. The Scroll Bar is used to move into other portion of the document.
To navigate in current document with the help of mouse through Scroll Bar, follow these steps:

Moving Up Down

  • Click Up or down arrow of the Vertical Scroll Bar, to move one line up or down.
  • Click Next Page or Previous Page arrow of the Vertical Scroll Bar, to move one page up or down of document.
  • Drag up or down the Scroll Box of the Vertical Scroll Bar, to move quickly into the document.

Moving Right &Left
  • Click Right arrow of the Horizontal Scroll Bar, to move one column to right.
  • Click Left arrow of the Horizontal Scroll Bar, to move one column to left.
  • Drag right or left the Scroll Box of the Horizontal Scroll Bar, to see information on right or left of Document Window very quickly.

 Navigating with Keyboard

You can also move into the document with help of keyboard navigation keys. The keys that are used to move cursor into the document on the screen are referred to as navigation keys. The keys and their functions are:

Arrow Keys is used to move the cursor left, right, up and down into Document Window on the screen. These are also referred to as cursor keys.

Page up Key is used to move the cursor one page up of Document Window on the screen.

Page down Key is used to move the cursor one page down of Document Window on the screen.

Home Key   is used to move the cursor to cursor to the beginning of the current line.

End Key   is used to move the cursor to the end of current line

Ctrl+Home Keys are used to move the cursor to the beginning of document.

Crtl+End Keys are used to move the cursor to the end of Document Window.

Navigation with Go To Command

You can also move into the Word Document using Go To command of Microsoft Word. This command provides a very fast method to go to a specific location of the current document. For example, you can directly move the cursor to a specific page number, line number, and section of document. The Go to command can be applied by one of the following methods:
Select Go To command from Edit menu or  Press keyboard shortcut Ctrl+G.
When one of the above mentioned methods is used, a dialog box appears. Form the dialog box, select your choice from the list box Go to what and enter the value into text box. For example, if you want to go to a specific page number then select page from list box and enter page number into text box.

Monday, November 28, 2011

Inline and Floating Graphics Position

Graphics can be positioned in a document in two ways: inline or floating. An inline graphic is like a text character in a paragraph. A floating graphic exists as a separate layer from the text. Floating graphic takes more memory than inline graphic and often causes printing and other problems. The graphics inserted using Paste Special command are floating graphics by default.
To change a floating graphic into inline graphic, follow these steps.
  • Select the graphic.
  • Right click on the graphic, a shortcut menu will appear.
  • Choose Format Picture or Format Object from the menu. The Format Picture dialog box will appear.
  • Click the Layout tab in the dialog box.
  • Under the Wrapping style, choose Inline with text.
  • Click OK 

Saturday, November 26, 2011

Inserting Music and Charts on a Slide

You can also insert sound or music on a slide. It may be a sound or movie. When a slide run, movie or sound also plays. To insert music or sound on a slide, follow these steps.
  • Display the slide you want to add music or sound to.
  • On the Insert menu, point to Movies and Sounds, submenu will appear. Do one of the following:
  • To insert a sound from the Clip Gallery, click Sound from Gallery, and then locate and insert the sound you want.
  • To insert a sound from another location, click Sound from File, locate the folder that contains the sound, and then double-click the sound you want.
  • A sound icon appears on the slide.
  • A message is displayed. If you want the sound to play automatically when you go to the slide, click Yes if you want the sound to play only when you click the sound icon during a slide show, click No.
  • To preview the sound in normal view, double-click the sound icon.
Inserting Charts on Slide
In Microsoft PowerPoint, you can create a chart on a slide. Usually charts or graphs are created for numerical data. The Microsoft Excel is a best program for creating charts. In PowerPoint, the default chart is the standard 3D column chart.
To insert a chart on the slide, follow these steps. 
  • Select the slide into which you want to insert chart.
  • Select "Chart" from the Insert menu, a graph of sample data is automatically created on the slide and datasheet including sample data is also opened.
  • Replace the labels in the first row and first column with the labels of your choice. For example to create chart of maximum and minimum temperature of different cities, follow these steps.
  • Starting from second cell of first row enter names of cities.
  • Type "Maximum" & "Minimum" into first cells of second and third rows respectively and also type data of temperature under the headings.
  • Delete other data by selecting it.
  1. The graph is automatically created (or modified) according to the data. Click anywhere on the empty space of slide, the chart is inserted and datasheet is disappeared. 

Friday, November 25, 2011

Creating Charts in Excel.

In excel, you can create chart very easily using the Chart Wizard. The chart created can be inserted into the same worksheet or into different worksheet of same workbook.    

To create a new chart, follow these steps.
  • Select the data for which you want to create chart. For example to create chart of student marks, the worksheet with data is given below.                            
  • Click the Chart Wizard button on the Standard Toolbar.
  • Select chart type, chart sub-type from dialog box and then click "Next" button, a dialog box is displayed with a sample of chart you have selected.
  • Check the Data range and correct it if required and also specify whether you want to plot chart of data series in rows or columns.
  • Click "Next" button of  dialog box ,Chart options dialog box appears.
  • Specify chart title, X-axis title Y-axis title, legends, Data-labels etc. Click "Next" button.
  • Specify chart location in dialog box. The chart can be created in different sheet. By default, the chart is inserted into the same worksheet.
  • Click the Finish" button of chart location dialog box to complete the chart creating process.

Wednesday, November 23, 2011

Slide Transition

Slide transition means to change the effect of appearance of slide on screen as well as disappearance of slide from the screen. In slide transition, special effects are added to the slides that make the presentation more attractive and beautiful. The slides appear and disappear in a very beautiful way from right or left or in or down or slides dissolve gradually etc. It develops an interest in the viewers to see your presentation. If transitions are not applied to the slides then new slide simply appears in place of the previous one. This way of presentation without transition may loose the interest of people and you can not convey your ideas to others with good impression. Most of the design templates have added transition effects; it is because these are more attractive. 
In PowerPoint, there are two types of transitions. 
  • Visual Transition.
  • Text Transition.
Visual Transition
Visual Transition is related to the appearance and disappearance of the slides on the screen. Only the appearance and disappearance style of the slides can be changed.
To apply the visual transition, follow these steps
  • Select the slide, in Normal View, to which you want to apply visual transition effects.
  • Select "Slide Transition" from the Slid<   Show drop down menu, Slide Transition dialog box appears as shown in figure below.
  • Click on the "Effect" drop down list box, a list of transition effects appears. Choose one of them, the preview of transition effect will be shown above list box.
  •  Under the "Effect" drop down list box, there are three options used to set the transition speed. Select one of them. These are:
Slow    for slow speed transition.
Medium             for medium speed transition.
Fast      for fast speed transition.
  • Choose the mode of displaying or advancing the slides from the "Advance" area. For example, if "Automatically after" option is selected then enter the time through which slides automatically appear on the screen.
  • Select type of sound from "sound" drop down list box if you want to play sound when the slide appears on the screen.
  • Click Apply button to apply the selected transition options to the selected slide or click "Apply All" to apply the transition options to all slides of the presentation.
Text Transition
Text Transition is related to the appearance (or disappearance) of individual text on the slides during presentation. The individual characters, words, statements or symbols appear on the slide in very beautiful way (as moving and flying etc.) that makes the presentation very interesting.
To apply the text transition, follow these steps.
  • Select the slide, in Normal View, in which you want to apply text transition effects.
  • Click on the text box.
  • Select "Custom Animation" from the "Slide Show" drop down menu, Custom Animation dialog box appeal's as shown in figure below.
  • Click the Effects tab of dialog box and select required animation from the "Entry animation and sound" drop down list box (such as flying or Drop In). Select other options if required.
  • Click the "Order & Timing" tab and set the time and order of text animation etc. and Click "Ok" button of dialog box.

Tuesday, November 22, 2011

Formula mistake may occur in Excel

When creating a formula, it is possible a mistake may occur. The formula is not evaluated and Excel displays an error value or message. The common error values that could appear when creating a formula are described below: 
#VALUE        This error value is displayed if you use a cell reference in a mathematical formula that contains a piece of text. This error also appears if a selection is used without specifying a function.
#DIV/0!               This error value is displayed if you divide a value by zero (O).
#REF!           This error value is displayed if cell reference does not exist that
is used in the formula.
#N/A!           This error value is displayed if value is not available or Excel
cannot find the required value.
  Circular            The circular reference is a special error message displayed in
   Reference       form of dialog box. This error message occurs when a formula uses its own result as one of its reference or arguments. This error message is also indicated in the status bar showing the cell address containing the error.


Various Options of Print Dialog box

The Print dialog box contains various options used to control the printing of document. You can print the entire document, a selection of the document, or a range of pages that you specify etc. The most important and commonly used print options are:
Printer section
  • The options of Printer section of Print dialog box are:
    Name:  It is used to select the printer name.
  • Properties:     Click this button to set the properties of the printer such as paper quality, layout etc.
  • Print to file: Select this check box to send the print output to a file rather than printer. A print file saves the necessary information from your document so that line and page breaks and font spacing remain the same. Any printer that uses the same printer language can print the file and match the output from your computer, if the fonts used in the document are available on the printer. In addition, when you use a printer file, you can print your document from a computer that does not have Word Installed.
To send the output to printer file, follow these steps.
  • Select the printer name from the "Name" list box.
  • Select the "Print to file" check box, and then click OK. This will open the "Print to file" dialog box.
  • In the File name box, type a file name (select the drive and directory where you want to save the file.
  • Click OK.
Page range section
The Page range section contains options used to print the part of document, the most important options are:
  • AH:        This option is selected to print the entire document. By default, this option is selected.
  • Current Page: This option is selected to print the current page. The page that contains the insertion point is called current page.
  • Selection:           This option is selected to print the selected text of the document. If text is not selected then Selection option is not enabled.
  • Pages:            This option is selected to print a specified range of pages etc. For example: to print a single page, e.g. page 16, type 16 in the text box.
To print range of pages such as 4 to 10, type 4-10 in the text box.
To print different pages, type page numbers separated by commas. Such as 6, 9, 16,25.

Copies section
This section contains options to specify the numbers of copies of the document and their printing behavior. The most important options are:
  • Number of Copies:    It is used to specify the number of copies of the document. You can print multiple copies of the whole document or part of the document. It saves time in giving repeated print commands for the same print job.
  • Collate:          It is selected to print a complete copy of the document before the first page of the next copy is printed. If it is not selected then all copies of the first page is printed then all copies of the next page will be printed and so on.
Zoom section
This section contains options to adjust the print size of document pages. These options are:
Pages per sheet
It is used to specify the number of pages that are to be printed on one sheet of paper. By default, pages per sheet are 1 page. If more than one page is specified then Word adjusts the size of the individual page accordingly. 

Scale to paper size
It is used to adjust (or scale down) the document to fit the printer paper size by selecting it from the dropdown list. By default, k is No Scaling. This setting will apply for the current print job only and does not affect the Page Setup settings.

Monday, November 21, 2011

Converting Table into Text in Word File.

After creating a table and entering data into it, the table can be converted into text. To convert a table into text, follow these steps.
  • Select the entire table.
  • Select "Convert" command from Table menu, a submenu appears.
  • Select "Convert Table to Text" command, a dialog box appears as shown below.
  • Select desired option from the dialog box to separate the text of cells and then click "Ok" button.
The text in cells is separated as:
Paragraph Marks:    The data in each cell is converted to a paragraph of document.
Tabs:                                  The tabs are inserted between the text of cell
Commas:                  The commas are inserted between the text of cell.
Others:                     User defined character is inserted between the text of cell.
For example, a table is given below having four records of students.
John USA 23
Miacal UK 20
Tony Canada 52
Tome Turkey 02
The above table is converted to text by using the Tabs separator. The text of the above table is given below after conversion.
John                       USA                  23
Miacal                    UK                     20
Tony                      Canada              52
Tome                     Turkey               02

Sunday, November 20, 2011

Set Headers and Footers in word file

Header is the information that is printed in the top margin of each page of the document. Footer is the information that is printed in the bottom margin of each page of the document. Both the header and the footer are displayed in print layout view. 
Headers and footers are inserted in order to display repeated text or graphics on the top or bottom of pages in a document. It saves your time to enter the same items in pages again and again. You can use the same header and footer throughout a document or change the header and footer for part of the document. For footer on the first page, or leave the header or footer of the first page. You can also use different headers and footers on odd and even pages or for part of a document. 
To apply header or footer, follow these steps. 
  • Select "Header and Footer" from View menu, "Header and Footer" Floating Toolbar will appear. The header and footer sections of document are also activated.
  • Type Information for Header and Footer in area identified in top and bottom margins.
  • Select other options if required from Toolbar box and click Close button of Toolbar.                                                 

Deleting Rows & Columns from the table

You can also remove columns or rows from the table. Once a row or column is deleted, it can be undeleted by using Undo command. You can delete the columns or rows or cells by using one of the following ways. 
By Table Menu
To delete a row or column by Table menu, follow these steps.
  • Place the insertion point in the column or row that is to be deleted.
  • Click Table menu and then select "Delete" from Table menu, a submenu of Delete is displayed.
  • Select Columns or Rows or Cells command to delete the selected element (column or row or cell) from the table.
By Popup Menu
To delete a row or column by popup menu, follow these steps.
  • Select the column's you want to delete.
  • Right click the mouse, a popup menu is displayed.
  • Select "Delete Columns" command, the selected columns will be deleted.
  • Place the insertion point in the column or row that is to be deleted.
  • Right click the mouse, a popup menu is displayed.
  • Select "Delete Cells" command, "Delete Cells" dialog box is appeared.
  • Select  "Delete entire row" to delete a row or select "Delete entire column" to delete a column etc. from the dialog box and click "Ok" button.

Saturday, November 19, 2011

Views document with different styles in Word

You can display document in different views in document window. When you switch from one view to another, the document contents are not affected and only the layout of the document is changed. A word document can be viewed in four different ways.
You can select a view form the View menu or by clicking their respective icons located at the leftmost section of the horizontal scroll bar. The document views are described below.
Normal View
In normal view, only the text and the text formatting is viewed. The headers &footers, graphics or layout of the page is not shown. This mode is used to type and edit text quickly.
Web Layout View      
In Web layout view, the document is viewed on the screen as it would be appeared in the Web Browser. This mode is used if you want to create a Web page or document in MS-Word and save it as Web page. 
Print Layout View    
In Print layout view, the document is viewed on the screen as it would be printed on the printer. The headers &footers, graphics etc. are also viewed in this mode. This view is useful for editing headers& footers, for adjusting margins, and drawing objects etc. This mode is very slow for creating and editing documents.
Outline View
In outline view, the structure of the document is displayed. The structure of document may include main headings or you can expand it to see all headings and even body of text. In this view, page boundaries, headers footers, graphics and background are not appeared. This view makes easy to work with master document. A master document is used to organize and maintain a long document, such as a multipart report or a book with chapters.

Friday, November 18, 2011

Print Envelopes and Labels in Word

Word provides a suitable way to print envelopes and labels. You can print mailing and return addresses on an envelope, or addresses on a mailing label.
To create and print an envelope, follow these steps.
  • Choose Envelopes and Labels from the Tools menu. The Envelopes and Labels dialog box will appear as shown below.
  • Click the Envelopes tab to display options of Envelopes.
  • Enter (or Edit) the mailing address in the Delivery address box.
  • Enter (or Edit) the return address in the Return address box Or select the Omit check box to omit a return address.
  • Click Options button to specify the envelope size, the type of paper and other options.  Click "Add to Document" button to add or attach the envelope to the current document for later  printing or editing.
  • Click Print button to print the envelope.
You can also add graphics to the return address of your envelope. To add graphic, follow these steps.
  • Select mailing address in the document.
  • Open the Envelopes and Labels dialog box.
  • Click Add to Document (or Change Document) button.
  • Click the Page Layout view icon in the Status bar.
  • Insert or create the graphic in the document.
  • Position the item on the envelope.