Microsoft Word Facilities
Microsoft Word Facilities
Word is a program that provides the user with a comprehensive set of tools for modern word processing. It allows you to format special documents and tables, create form letters and graphical presentations, and to exchange data with other applications. It is an essential program for entering and managing most text documents.
There are many advantages of using word to complete many different tasks and these are as follows.
. Microsoft Word is an excellent word processing package for manipulating text documents as it provides you with an automatic spell and grammar check plus a thesaurus. Therefore, when producing professional documents (e.g. letters) there is less chance of error. It also has exceptional formatting features which enable you to bold, centre, underline, and change the layout, font and style of your text. These facilities help to give text documents a more interesting appeal, which will result in encouraging the reader to read the document.
2. Microsoft Word also has the facility to produce tables but before you can create a table, you must determine which Office program is best suited to your task. To create a table, you can use Word, Microsoft Excel, or Microsoft Access. Microsoft Excel and Word can automatically format the table for you. In Microsoft Access, you can format an entire datasheet. For a table that includes complex graphics formatting such as bulleted lists, custom tabs, numbering, indents, individual cell formatting, and cells split diagonally, use Word. For a table that includes complex calculations, statistical analysis, or charts and graphs, use Microsoft Excel. For powerful sorting and searching capabilities, use Microsoft Access or Microsoft Excel. If you need full database capabilities, create your tables in Microsoft Access. For a table that you can easily include in a PowerPoint presentation, use Word.
3. You can arrange text and graphics on a page by moving drawing objects, including text boxes, AutoShapes, Clip art, WordArt, pictures, and imported art in most cases. You can simply drag them to where you want them. However, you can also place drawing objects in a precise position, and you can "attach," or anchor, an object to a paragraph so that if you move the paragraph, the object automatically moves with it. You can wrap text around a drawing object of any size and shape. You can specify particular sides of the text box or graphic you ...
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3. You can arrange text and graphics on a page by moving drawing objects, including text boxes, AutoShapes, Clip art, WordArt, pictures, and imported art in most cases. You can simply drag them to where you want them. However, you can also place drawing objects in a precise position, and you can "attach," or anchor, an object to a paragraph so that if you move the paragraph, the object automatically moves with it. You can wrap text around a drawing object of any size and shape. You can specify particular sides of the text box or graphic you want the text to wrap to and the distance between the text box or graphic and the text that surrounds it. You can layer text and graphics. For example, you can create a watermark that appears on the printed pages of a document.
4. You can set your page up accordingly to the way you want it to be laid out by using Page Set-up. This option allows you to alter the page in some way either by changing the margins, changing the orientation of the page from portrait to landscape or by changing the size of the paper. Also another feature of word is that you can add headers and footers to pages to give a clear identification of what the document is about. In the Page Set-up option it gives you the advantage of having then on different pages.
5. More advantages that are taken for granted when using a word-processor is the ability to Cut, Copy, Paste. This cuts down on duplication of work and allows the ability to
re-arrange documents without having to re-type the whole document. This is probably the most important advantage which is over looked. Documents can be printed and changed several times before an acceptable version is adequate. Before word processors, documents would have to be re-typed several times therefore wasting a huge amount of time. This is also where the advantage of Print Preview can be used as documents can be looked at before they are printed to once again save on errors.
6. You can use the option find and replace which allows you to search for and replace text, specific formatting, and special items such as paragraph marks, fields, or graphics. You can also search for and replace all forms of a word (for example, replace "make" with "build" as well as "made" with "built").
7. The formatting features on word also offer many benefits, such as you are able to change the style of various elements and define the appearance of your document, such as headings, captions, and body text. When you apply a style to a paragraph or word, you can apply a whole group of character or paragraph formats or both in one simple operation. When you want to change the formatting of all the text of a particular element at once, you just change the style that's applied to that element. Styles make formatting your document easier. Additionally, they serve as building blocks for outlines and tables of contents. When you use styles, you can change all text formatted with the style just by redefining the style. For example, if your main headings are 14 point Arial, flush left, and bold, and you later decide you want your headings to be 16 point Arial and centered, you don't have to reformat every instance of the heading. Just change the properties of that style. You can also add to your document Bullets and Numbering, Boarders and Shading, which increase the appearance of your document.
8. Columns, Tabs are also a formatting feature, which allows you to arrange text in a different ways and allow you to line up text. Columns are best used when you require a lot of information to be on one page and are best used for newspaper articles or menus.
9. Mail Merge is one of the best advantages associated with Word which is a technique whereby a list of names and address can be merged with a form letter to produce a set of personalised letters to a number of people, known as a mailshot. The same list can also be used to produce address labels. The technique is quite general and can be used wherever a list of items is to be printed or displayed in a number of different ways.
For a small- or medium-size list of names and addresses you don't expect to make many changes to, you can use the Mail Merge Helper in Word. For a longer list that you expect to add, delete, and change entries in, or for a list of numbers, use Microsoft Excel or Microsoft Access. For powerful sorting and searching capabilities, use Microsoft Access or Microsoft Excel. For a list with full relational database capabilities, for a large list, or for a list you can share with others, use Microsoft Access.
If you create a data source by using the Mail Merge command on the Tools menu, Word sets up the data source in a table. The table contains a column for each data field in the data source. The field names are listed in the first row of cells, the header row. Each subsequent row contains one data record.
Before you create a list of names and addresses for a mail merge, you must determine which Office program is best suited to your task. For a mail merge, you can use a list you create in Word, Microsoft Access, or Microsoft Excel.