Ex.

No: 1
CREATING AND FORMATTING A NEW DOCUMENT
Date:

Aim:
To create and format a new document in MS Word using text formatting, paragraph
formatting, page setup and margins, as well as headers and footers.

Description:
This exercise focuses on creating and formatting a new document in Microsoft Word by
using various features including text formatting, paragraph formatting, page setup and
margins, and headers and footers. The exercise helps to enhance the readability and
visual appeal of text through bold, italic, and color adjustments, organize the paragraphs
with proper alignment, line spacing, and indentation, configure the document layout
with appropriate page orientation, paper size, and margins, and add consistent
information throughout the document using headers and footers. Mastering these skills
will enable to produce professionally structured and visually appealing documents that
effectively communicate the message.

Procedure:
Step 1 and Step 2 – Opening document and entering data

Step 1: Open a new word document by Click on "File"  "New"  "Blank

Document".

Step 2: Type the following text into the document

Title: Word Processing

Word processing is a crucial tool in the modern world, enabling individuals
and organizations to create, edit, and format text documents efficiently.
Unlike traditional typewriters, word processing software offers a range of
features that enhance productivity and ensure documents are professional
and polished. Microsoft Word, one of the most widely used word processors,
provides users with an intuitive interface and powerful tools for document
creation.
One of the primary advantages of word processing is the ability to format text
and paragraphs easily. Users can change fonts, apply bold or italic styles,
adjust line spacing, and create bullet points or numbered lists. These
formatting options help improve the readability and visual appeal of
documents, making it easier to emphasize important information and
organize content logically. Additionally, word processors offer spell check and

1
 grammar check features, ensuring that documents are free from errors and
maintain a high standard of quality.
Word processing software also allows for advanced document setup and
management. Users can customize page layouts, set margins, and insert
headers and footers for consistent information throughout the document.
Features like tables, images, and hyperlinks can be added to enrich the
content, while tools for collaboration and revision tracking facilitate
teamwork and document sharing. Overall, word processing is an
indispensable skill that enhances communication and productivity in both
personal and professional settings.

Step 3 to Step 5 - Formatting Text

Step 3: Select the text "Word Processing" in title and make it bold; Select the text
"create, edit, and format text documents" in first paragraph and italicize it.

Step 4: Select the entire first paragraph and Change the font to "Arial" and the font
size to "14 pt".

Step 5: Select the text "change fonts, apply bold or italic styles, adjust line spacing,
and create bullet points or numbered lists” in second paragraph and Change
the text color to white and fill color to blue.

Step 6 to Step 8 - Paragraph Formatting

Step 6: Select the title and align it to the center,

Select first paragraph and align it to the right,
Select second paragraph and align it to the left,
Select the third paragraph and align it to justify.

Step 7: Select all paragraphs and Change the line spacing to “1.5”.

Step 8: Indent the first line of the second paragraph by “1.5” inches and Apply a
hanging indent of “1.5”inches to the third paragraph.

Step 9 and Step 10 - Page Setup and Margins

Step 9: Set the margins to “2” cm on all sides by clicking "Page Layout"  "Margins"
 "Custom Margins" and set Top, Bottom, Left, and Right to 2 cm.

Step 10: Change the page orientation to landscape by clicking " Page Layout" 
"Orientation"  "Landscape".

Step 11 and Step 12 - Headers and Footers

Step 11: Insert header by clicking "Insert"  "Header"  "Alphabet" and Type

2
 "Practice Document" in the header.

Step 12: Insert the page number at the bottom right of the footer by clicking "Insert"
 "Page Number"  "Bottom of Page"  "Plain Number 3" and type your
name next to the page number.

Step 13: Save the document

Sample Input / Output

Input:
Refer Step 2

Output:

Result:
A new document in MS Word using text formatting, paragraph formatting, page setup
and margins, as well as headers and footers was successfully created.

Exercise:
Create a new document and do the text formatting, paragraph formatting, page setup
and margins, as well as headers and footers by referring steps given in procedure for
the following text
Technology encompasses a vast array of tools, systems, and devices that enhance
human capabilities and facilitate tasks across various domains. From the invention of
the wheel to the development of the internet, technological advancements have
profoundly impacted the way we live, work, and interact. Today, technology permeates

3
every aspect of our lives, driving innovation, improving efficiency, and creating new
opportunities for growth and development.
In the realm of communication, technology has revolutionized how we connect with one
another. The advent of smartphones, social media platforms, and instant messaging
apps has made it possible to communicate with anyone, anywhere, at any time. This
global connectivity fosters collaboration, cultural exchange, and the sharing of ideas,
breaking down geographical and social barriers. Additionally, advancements in artificial
intelligence and machine learning are enabling more personalized and intelligent
communication tools.
Technology also plays a critical role in various industries, such as healthcare, education,
and finance. In healthcare, technological innovations like telemedicine, medical imaging,
and electronic health records are enhancing patient care and improving outcomes. In
education, digital tools and online learning platforms are making knowledge more
accessible and engaging. In finance, fintech solutions are transforming how we manage
money, conduct transactions, and invest. As technology continues to evolve, it promises
to bring about further transformative changes, shaping the future in unprecedented
ways.

Possible Viva Questions:

1. How would you modify paragraph formatting?
2. Explain how to apply text formatting in a document.
3. What steps would you take to alter the page orientation?
4. What are the functions of headers and footers in Microsoft Word?
5. In what ways can text formatting options like bold, italics, and color changes be
utilized?
6. What are the steps to insert and format headers and footers in a Word document?

Details Marks Allotted Marks Awarded

Preparation 30
Error Free Compilation 20
Execution 30
Result 10
Viva – Voce 10
Total 100

Signature of the Faculty

4
Ex. No: 2
CREATING AND FORMATTING TABLES
Date:

Aim:
To understand and practice the creation, formatting of tables, and the insertion of
charts in Microsoft Word.

Description:
This exercise is designed to practice inserting tables in Word, entering data, adjusting
column widths and row heights, merging and splitting cells, applying table styles and
shading, adding and formatting borders, creating charts from table data, and
customizing chart styles and elements.

Procedure:
Step 1 and Step 2 – Opening Document

Step 1: Open a new word document by Click on "File"  "New"  "Blank

Document".

Step 2: Insert a table with 5 columns and 6 rows by Go to the "Insert" "Table" and
select a 5x6 table grid.

Step 3: Enter the following data into the table:

• Row 1 (Header): "Product", "Price", "Quantity in kg", "Discount", "Total
Cost"
• Row 2-6: Add data for five different products

Step 4 to Step 9 - Formatting Tables

Step 4: Adjusting Column Widths and Row Heights

• Select the column and go to “Layout”  “Width Space” type 3
• Select the row and go to “Layout”  “Height Space” type 1

Step 5: Merge the cells in the header row to center the title.
• Insert one row at the top by clicking “Layout”  “Insert above”
• Select the inserted row and go to “Layout”  “Merge Cells” and type
Details of Fruits

Step 6: Split one of the cells in the last row to create two sub-columns.
Select the cell, go to “Layout”  “Split Cells” and type the number of
columns and rows to split into.

5
Step 7: Apply a table style by clicking anywhere in the table, Go to the "Table
Design" tab  Style from the gallery.

Step 8: Add a thick border around the entire table by clicking anywhere in the table,
Go to the "Table Design"  "Borders"  "Borders and Shading". Then
choose “Borders”  “Box”  select “Color” as “blue” and “Width” as 3 point
 choose “Apply to” as table option and then click ok.

Step 9: Add page border by clicking anywhere in the table, Go to the "Table Design"
 Click "Borders"  "Borders and Shading"  “Page Border”  select
“Box”  Choose “Style” as dotted line, “Color” as “red” and “Width” as 1
point  select “Apply to” as whole document option and then click ok.

Step 10 to Step 8 - Inserting Charts

Step 10: Go to the "Insert" select "Chart", Choose a bar chart and insert it.

Step 11: The "Chart in Microsoft Word" dialog will appear with a spreadsheet for
entering data. Ensure the data matches the table.

Step 12: Add a title to the chart by clicking "Chart Design" tab  select one layout in
“Chart Layout”  click on "Chart Title" and enter a title as “Fruits”.

Step 13: Save the document.

Sample Input / Output

Input:

Product Price Quantity in kg Discount Total Cost

Apple 300 2 20 560

Orange 200 3 10 570

Mango 380 2 15 730

Banana 180 1 20 160

Grapes 150 4 10 560

6
Output:

Exercise:
Create a table listing the courses you are taking this semester, including details such as
serial number, course title, and credit hours. Also generate a chart based on the table.

Possible Viva Questions:

1. How do you insert a table into Microsoft Word?
2. Describe how you adjust column widths and row heights in a table.
3. What is the purpose of merging and splitting cells in a table?
4. How can you apply table styles and shading?
5. What steps do you follow to add and format borders in a table?
6. What types of charts are available?
7. How do you customize the title and axis labels of a chart?
8. Why is it important to format tables and charts effectively?

7
 Details Marks Allotted Marks Awarded
Preparation 30
Error Free Compilation 20
Execution 30
Result 10
Viva – Voce 10
Total 100

Signature of the Faculty

8
Ex. No: 3
MAIL MERGE
Date:

Aim:
The aim of this mail merge exercise is to efficiently create and distribute personalized
letters ensuring consistency and accuracy in the communication and specific
information for each recipient.

Description:
Mail merge is a process that allows you to create multiple documents, such as letters,
emails, labels, or envelopes that are personalized for each recipient. It combines a
template document with a data source that contains the information for each recipient.
This is commonly used in scenarios like sending personalized emails to a mailing list,
generating individualized letters, or creating customized labels for mass mailings.

Procedure:

Step 1 to Step 3 - Create the Main Document

Step 1: Open a new word document

Step 2: Preparing a letter in a format to send to multiple recipients.

Step 3: Draft the letter

02-08-2024

Dear ,

We are pleased to invite you to a parent-teacher meeting to discuss the

progress of your child,

The following are the Meeting Details:

Date:
Time:
Teacher:
Classroom:

We look forward to meeting you and discussing how we can work together to
support 's academic journey.

9
 Best regards,
Head of the Department
School of Commerce
Jain (Deemed-to-be) University

Step 4 to Step 8 - Prepare the Data Source and Linking to the Main Document

Step 4: Go to the "Mailings" tab  "Start Mail Merge"  "Letters"

Step 5: Go to “Mailings”  “Select Recipients”  “Type New List”. Then “New

Address List” Dialog box will appear.

Step 6: Choose “Customize Columns” from the “New Address List” dialog box and
then “Add/Delete/Rename” the field name and click ok.

Step 7: Delete the following field names “Company Name”, “Address Line 2”, “Home
Phone”, “Work Phone”, “E-Mail Address”
Add the following field names “Class Teacher”, “Meeting Date”, “Meeting
Time”, “Room No” and move all the field to last by using “Move Down” tab
and click ok.

Step 8: Enter all the field details in the “New Address List” and click ok. Now save the
list in the name of “Mail Merge address”.

Step 9 to Step 12 - Insert Merge Fields

Step 9: Place the cursor in body of the letter where to insert a merge field.

Step 10: Go to “Mailings”  "Insert Merge Field" and choose the appropriate field to
insert into the main letter.

Step 11: Repeat this process for each placeholder in your letter,

Next to “Dear”, insert “«Title». «First_Name» «Last_Name»”

Next to “your child” in first paragraph, insert “«Student_Name».”
Next to “Date:”, insert “«Meeting_Date»”
Next to “Time:”, insert “«Meeting_Time»”
Next to “Teacher:”, insert “«Class_Teacher»”
Next to “Classroom:”, insert “«Room_no»”
Next to “support” in the last paragraph, insert «Student_Name»

Step 12: Add the address of the student by choosing “Mailing”  “Address Block”,
below the date.
02-08-2024
«AddressBlock»

10
Step 13 and Step 14 - Preview the Results

Step 13: Go to “Mailing”  “Preview Results” to see how the letter will look with the
actual data.

Step 14: Use the arrows to scroll through the records to check multiple entries.

Step 15 to Step - Complete the Merge

Step 15: Go to “Mailing”  “Finish & Merge”.

Step 16: Choose "Edit Individual Documents" to review all the recipients in separate
page
Choose "Print Documents" print them directly

Step 17: Save the document and complete the merge.

Sample Input / Output

Input
Refer Step 3

Output

11
Result:
The mail merge is efficiently created and communicated for each recipient.

Exercise: Using mail merge send a letter to all the customers stating the discount
announced in your company.

Possible Viva Questions:

1. What is a Mail merge?
2. What are the data sources?
3. How do you represent data fields?
4. How does merge process work?
5. What are the types of Mail merge Main document?
6. How to remove the field names?
7. How do you add new record?
8. How are the files saved?
9. What are the uses of Mail Merge?
10. How do you edit records?

Details Marks Allotted Marks Awarded

Preparation 30
Error Free Compilation 20
Execution 30
Result 10
Viva – Voce 10
Total 100

Signature of the Faculty

12