CBSE Notes for Class 5 Computer in Action – Features in Microsoft word 2013

CBSE Notes for Class 5 Computer in Action – Features in Microsoft word 2013

Word provides various features and options that make creating, editing and formatting of documents easier.

In this chapter, we will learn about the different ways of formatting a paragraph, finding and replacing text, printing a document, etc.

PARAGRAPH FORMATTING

In Word, a new paragraph begins when we press the Enter key. We can format a paragraph by changing its alignment, indentation, line spacing and paragraph spacing. Let us learn about these options in detail.

Alignment
Alignment refers to the placement of text with respect to left and right margins.

We can change the alignment of text by making use of the Alignment buttons in the Paragraph group under the Home tab.
There are four alignment options (Fig. 4.1).

1. Align Left: This option places the text towards the left margin, leaving an uneven right edge.
2. Center: This option places the text in the center of the left and right margins.
3. Align Right: This option places the text towards the right margin, leaving an uneven left edge.
4. Justify: This option places the text in a way that the text is equally distributed between both the margins and none of the edges of the text appear uneven.

Indentation
Indentation is the distance of the paragraph from either the left or the right margin. The various types of indentations are:

1. Left Indentation: It is the distance of the paragraph from the left margin.
2. Right Indentation: It is the distance of the paragraph from the right margin.
   • Special Indents: There are two special indents. They are:
     First line: It makes the first line of the paragraph indented more towards the right, compared to the subsequent lines.
   • Hanging: It makes the first line of the paragraph indented more towards the left, compared to the subsequent lines.
     

Setting indentation 
Follow these steps to set the indentation for the text.
Step 1
Select the text to be indented (Fig. 4.3).
Step 2
Click on the Page Layout tab.
Step 2
Specify the values for Left and Right Indent in the Paragraph group

More indentation options
To set more indentation options, for example, to set the first line indentation and hanging indentation, we need to open the Paragraph dialog box. For this:

Step 1
Click on the Dialog Box Launcher button at the bottom-right corner of the Paragraph group. The Paragraph dialog box opens (Fig. 4.4).
Step 2
Specify the value for Left and Right Indents or choose one of the Special category indents and specify its value in the By spin box.

Line Spacing
Line spacing is the amount of space between the lines of text in a paragraph of a Word document. We can increase or decrease this space by following these steps:
Step 1
Select the text or the paragraph or just place the cursor anywhere in the paragraph (Fig. 4.5a).
Step 2
Click on the Line and Paragraph Spacing option in the Paragraph group on the Home tab. A drop-down list appears.
Step 3
Select the desired spacing value from the drop-down list.

Paragraph Spacing
Paragraph spacing is the amount of space above or below a paragraph. We can set paragraph spacing by following these steps:
Step 1
Select the paragraph or just place the cursor anywhere in the paragraph (Fig. 4.6).
Step 2
Click on the Page Layout tab.
Step 3
Enter the required values in the Before and After spin boxes under Spacing in the Paragraph group

More Line and Paragraph Spacing Options
To precisely specify the values for line and paragraph spacing, we can follow the given steps:
Step 1
Click on Line Spacing Options… in the Line and Paragraph Spacing drop-down list in the Paragraph group under the Home tab (Fig. 4.7a). The Paragraph dialog box appears (Fig. 4.7b).
Step 2
Choose the required settings in the Spacing section of the dialog box.
Step 3
Click OK to apply the settings.

COLUMN FORMATTING   

You must have noticed the manner in which articles are written in a newspaper. The text under a heading is arranged in the form of columns.

The text in Word can also be formatted in such a way so that it appears in columns just the way it appears in newspapers (Fig. 4.8a).

Follow the given steps*to format the text in columnar format.
Step 1
Select the text that has to be displayed in columns.
Step 2
Click on the Page Layout tab.
Step 3
Click on the Columns option in the Page Setup group. A drop-down list appears.
Step 4
Click and choose the desired number of columns (Fig. 4.8b).

More Column Formatting Options
To specify more column formatting options to have more control over the width and spacing of the column, we can open the Columns dialog box. Follow the given steps:
Step 1
Click on the More Columns option in the Columns drop-down list (Fig. 4.9a). The Columns dialog box appears (Fig. 4.9b).
Step 2
Specify the number of columns in the Presets section or enter a number in the Number of columns box.
Step 3
Click on the Equal column width check box if you want the columns of equal width. Otherwise, enter the width for every column.
Step 4
Click on the Line between check box for inserting a line between the columns.
Step 5
Click on OK. Th’e selected text is displayed in columns (Fig. 4.9c ).

FIND FEATURE

After typing a document, we may want to search a specific word or a phrase. Instead of reading and going through the entire document, we can make use of the Find feature of Word. The Find feature can be used to search all the occurrences of a given word or phrase. The steps to use this feature are:
Step 1
Click on the Home tab (Fig. 4.10).
Step 2
Click on the Find option in the Editing group. The Navigation pane appears.
Step 3
Type the word that you want to find in the Search box. Word searches the text you entered and displays the results in the Navigation pane and also highlights the word in the document.
Step 4
Click on a result in the Navigation pane to see it in the document. You can look at all the results by clicking on the Next Search Result and the Previous Search Result arrows in the Navigation pane.

FINDING AND REPLACING TEXT

Besides finding text, we can also replace the occurrence of a given word or phrase with an alternate text. The steps to find and replace text are:
Step 1
Click on the Home tab (Fig. 4.1 la).
Step 2
Click on the Replace option in the Editing group. The Find and Replace dialog box appears.
Step 3
Enter the text you want to search and replace in the Find what box.
Step 4
Enter the new text to replace the existing text in the Replace with box.
Step 5
Click on either of the following options:

1. Replace: Clicking the Replace button replaces the first occurrence of the searched word with the new text. Clicking on the Replace button again replaces the next occurrence of the searched word.
2. Replace All: Clicking on the Replace All button replaces all occurrences of the searched word with the new text.
3. Find Next: Clicking on the Find Next button just searches the word in the document and then you can use the Replace button to replace it with new text.

Step 6
When Word has finished searching for the word, a message box appears. Click on OK (Fig. 4.11b).

SETTING PAGE PROPERTIES

The pages in a Word document can be formatted by setting properties such as page margins, page orientation and page size.

1. Page Margins: The Page Margin is the space between the edge of the page and the document text on all the four sides (Fig. 4.12).
   
2. Page Orientation: The Page Orientation is the property that determines the printing direction of the text. The page orientation can be set to:
   Portrait: The Portrait orientation is the default orientation. In this orientation, the document is printed length-wise (Fig. 4.13).
   
   Landscape: In this orientation, the document is printed width-wise (Fig. 4.14).
   
   Page Size: The Page Size refers to the height and width of the paper on which the printout is taken. You can choose to take the printout on different page sizes like A4, A5, etc.

Setting Page Margins
The steps to set the page margins are:
Step 1
Click on the Page Layout tab.
Step 2
Click on the Margins option in the Page Setup group. A list of predefined margin settings appears.
Step 3
Click on a predefined margin setting.

More Page Margins Options
To specify a different value for page margins, you need to open the Page Setup dialog box. To start:
Step 1
Click on the Custom Margins option. The Page Setup dialog box appears.
Step 2
Type the values for Top, Bottom, Left and Right margins.
Step 3
Click on OK. The margins of the page are set accordingly.

Setting Page Orientation
The steps to set the page orientation are:
Step 1
Click on the Page Layout tab (Fig. 4.17).
Step 2
Click on the Orientation option in the Page Setup group
Step 3
Select orientation type as Portrait or Landscape

Setting Page Size
The steps to be followed for setting page size are:
Step 1
Click on the Page Layout tab(Fig. 4.18).
Step 2
Click on the Size option in the Page Setup group. A list of paper size options appear.
Step 3
Choose the desired page size

PREVIEWING AND PRINTING A DOCUMENT

Previewing a document means checking the documeht before printing it. You can preview and print the document by following the given steps:
Step 1
Click on the File tab (Fig. 4.19a).
Step 2
Click on the Print option. A preview of the document automatically appears on the right side of the Word window (Fig. 4.19b).
Step 3
Click on the arrows below the preview section to view every page in the document. You can magnify the view by making use of the zoom slider bar at the bottom of the preview section.
Step 4
Choose the printer from the Printer drop-down list.
Step 5
Enter the number of copies in the Copies spin box.
Step 6
Under the Settings section, click on the arrow next to the Print All Pages option to choose which pages to print.

1. Choosing Print All Pages prints the entire document.
2. Choosing Print Selection prints only the selected text in the document.
3. Choosing Print Current Page prints only the current page.
4. Choose Print Custom Range to print a range of pages.
5. Choose Only Print Odd Pages to print all odd pages in the document.
6. Choose Only Print Even Pages to print all even pages in the document.Click on the Print button.

Step 7
Click on the Print button

Read More: Computer Paragraph

Words to Know

1. Alignment: It refers to the placement of text with respect to left and right margins.
2. Indentation: It is the distance of the paragraph from either the left or the right margin.
3. Page Margins: It is the space between the edge of the page and the document text on all the four sides.
4. Page Origentation: It is the property that determines the printing direction of the text.