CBSE Notes for Class 9 Foundation of Information Technology – MS Word (contd.)
TRACK CHANGES
Many times when a document is updated, i.e., some changes are made, it is required to view the original text and the changes too. This can be achieved by using Track changes option from Tools menu bar (Fig. 10.1). The status bar at the bottom of the window shows TRK in highlighted mode if track changes option is activated. A show button also appears on the track changes tool bar [Fig. 10.2(a)], which has the options as shown in [Fig. 10.3(b)] such as:
1. Final: This option, if selected, shows the final changes in the text and the original text in markup boxes (Fig. 10.3).
2. Original: This option, if selected, shows the original text struck off and the new text in the markup box (Fig. 10.4).
COMMENT
Suppose you have written a speech and before delivering it in the assembly, you want your teacher to go through it. On reading the speech, your teacher wants you to make some changes in it. She can make use of comment feature of MS Word which will allow her to add her comments to the document. It will be your wish to introduce them in your document or not.
To Add Comment to a Text
- Select the text.
- From Insert menu, click Comment (Fig. 10.5).
- A comment box will appear alongside the selected text where you can type the comments (Fig. 10.5 and 10.6).
MAIL MERGE
Suppose you have to send a letter to 100 people with their individual name and address. You will have to make 100 copies of the letter and enter name and address in individual copy. Here Mail Merge feature of MS Word comes to your help.
It allows you to send a large number of copies of a document to a list of addresses contained in data file. This data file can be used again for some other application and there is no need to enter the name and address individually in each document.
The file containing the document is called Main Document. The addresses are stored in Data Source File.
It is done through following steps:
- Open a new document and type the contents [Fig. 10.7(a)]
- Select Tools from menu bar.
- Select Mail Merge [Fig. 10.7(b)].
- From the Mail Merge dialog box, choose Main Document. Click Create [Fig. 10.9).
- Choose Form Letter from the drop down menu.
- You will be asked whether you want to use your already created and active document or a new document.
- Select Active Window (Fig. 10.10).
- You can choose Edit to make changes in your document.
- Choose Data Source. Click Get Data. Choose Create Data Source from the drop down menu.
- To Create Data Source, you can either write your own field names and add to the list of fields already displayed.
- You can also remove the fields from the list, if you do not require them.
- The sequence of fields can also be changed by using arrow heads against Move. It is always preferable to have the field names in the sequence as required in the document.
- Press OK.
- Save the data source file with any name.
- Choose Edit Data Source to add data to the fields (Fig. 10.13).
- Add data in data source file (Fig. 10.14).
To Insert Fields in Main Document
- Open the document in which data fields have to be merged.
- From the menu bar, click on Tools and then on Mail Merge. All the fields created in data source file will be displayed.
- Select the field to be inserted in the main document. The field will appear in the main document in double angle brackets, e.g., «LastName».
- Repeat the same procedure for all data fields to be inserted (Fig. 10.15).
To Merge Main Document and Data Source
- Choose Tools from menu bar.
- Click on Mail Merge to get the Mail Merge Helper dialog box (Fig. 10.16).
- Choose Merge from Option 3 to get the Merger dialog box (Fig. 10.17).
- There are two options to get the output.
(i) You can merge the data in the document and then save the merged document.
(ii) You can have the output of the merged document directly on the printer.
USING SIMPLE MATHEMATICAL EXPRESSIONS
Till now, we have been using MS Word solely for documentation. But you will be surprised to know that we can use some mathematical formula on the data stored in a document file provided the data is numeric. Let us learn how to go about by first creating a table as shown in Fig. 10.19.
- Create a table using the Insert option from Table option on menu bar.
- Fill in the required data.
- The columns in the table are addressed as a, b, c, and the rows are numbered as 1, 2, 3, 4, So the first cell of the table has the address a1, the cell having the title Sum Student-wise has the address e1 and the cell having the title Average Subject-wise has the address a5.
- Now click on the cell where you want the result of any formula to be put, say e2 where we want the sum of marks of Anil in three subjects (sum of data stored in cells on the left of e2) to appear.
- Click on Formula option in the Table pull-down menu.
- A window will appear where the required formula can be entered against formula label.
- Press OK and you will get the result of the formula in the selected cell.
- Similarly, Average marks for Anil can be calculated by the formula = e2 *100/300.
- MS Word provides different number formats to print the result (Fig. 10.24). Since average is generally in decimal form with two decimal places, so we have chosen 0.00% as the format. You can choose any of the options displayed under Number Format label in Format window.
- For calculating the average subject-wise, place the cursor on cell b5 and in the formula type =Sum(Above)*100/300. This will print the average of all numeric values in the column above b5.
- In case two or more non-consecutive cells have to be summed up or used in a formula, their individual addresses can be used. For example, to find the sum of cell b3, c2 and d4, we will write =SUM(b3,c2,d4) in the selected cell.
- There are several other functions that can be used besides SUM. The list of such functions is displayed in the Paste function option (Fig. 10.26 and 10.27).
- Average of English marks can also be calculated using the formula =AVERAGE(b2:b4). LEFT, RIGHT, ABOVE and BELOW can also be used within the brackets.
Some of the commonly used formulae are:
| S.No. | Function | Description | Result |
| 1 | ABS | Gives the absolute value of a number | ABS(-l) = 1 ABS(l) = 1 |
| 2 | AND | Gives 0 if any one of the two values is 0 | AND(0,1) = 0 AND(1,0) = 0 AND (0,0) = 0 AND(1,1) = 1 |
| 3 | AVERAGE | Gives the average of the cells defined | AVERAGE (range of cells or individual addresses) |
| 4 | COUNT | Counts the number of cells having numeric value. Stops counting when comes across a blank cell | COUNT (ABOVE / BELOW / LEFT/ RIGHT/cell range) |
| 5 | INT | Gives the integer value of a number | INT(22.89) = 22 |
| 6 | MAX | Gives the maximum value from a set of numbers | MAX(ABOVE) will find the maximum value of all the numbers present above the selected cell |
| 7 | MIN | Gives the minimum value from a set of numbers | MIN(ABOVE) will find the minimum value of all the numbers present above the selected cell |
| 8 | NOT | Gives a result 0 if the value of the cell is not 0 and gives a result 1 if the value is 0 | NOT(0) = 1 NOT(45) = 0 |
| 9 | ROUND | Rounds off the value to the nearest place mentioned in the formula | ROUND(4.46, 0) = 4 ROUND(4.46, 1) = 4.5 ROUND(4.46,-l) = 0 |
| 10 | OR | Gives a result 1 if any of the values is 1 | OR(0,1) = 1 OR(0,0) = 0 |
| 11 | SIGN | Gives a result 1 if value is positive and -1 if value is negative | SIGN(-90) = -l SIGN(90) = 1 |
AUTOFORMAT
AutoFormat is available under the Format option on menu bar. But in MS Word 2010, it is present under Review —> Spell check —> Option —> Proofing —> AutoCorrect. This feature automatically formats the document as it is being typed or after it has been typed as per user’s choice.
Auto formatting can be done according to the document being a general document, an e-mail or a letter. You must be wondering what auto formatting is. Let me surprise you by letting you know that you must have used it unknowingly but definitely yes. Auto formatting is adding st as superscript to the date (31st), changing 1/2 to Vi etc. Now let us study each feature of auto formatting one by one.
AutoCorrect
Sometimes, by mistake, if we start a sentence with small alphabet, it is automatically changed to capital letter. This gets done because AutoCorrect feature is activated. It is available under the AutoFormat option under Format and also under Tools.
AutoText
As the name suggests, AutoText refers to text being entered automatically. Word makes some suggestions while you are typing the salutation or you are ending a letter. For example, Dear Sir, Best Regards.
- Click on the document where you want to insert the AutoText entry.
- On the Insert menu, choose AutoText and then type of entry you want to insert.
- Click the name of the AutoText entry you want.
- AutoText feature is also available under AutoFormat.
- To turn auto formatting ON/ OFF, use the checkbox at the bottom of AutoFormat box (Fig. 10.35).
- Auto text is also available under Quickparts(Fig.10.36)
