advance feature of ms word

class – 8 chapter : 3

Adding Header and Footer in a Document

What is a Header?

A header is the area at the top of every page of a document. It can contain information such as the school name, chapter name, date, or document title.

Steps to Add a Header

  1. Open the MS Word document.
  2. Click the Insert tab.
  3. Click Header.
  4. Choose a header style from the list.
  5. Type the required text, such as “Advanced Features of MS Word”.
  6. Click Close Header and Footer or double-click in the main document area.

What is a Footer?

A footer is the area at the bottom of every page of a document. It can contain information such as the page number, author name, or copyright information.

Steps to Add a Footer

  1. Click the Insert tab.
  2. Click Footer.
  3. Choose a footer style.
  4. Type the required information.
  5. Click Close Header and Footer.

To Add Page Number in Footer

  1. Click Insert → Page Number.
  2. Choose Bottom of Page.
  3. Select a page-number style.
  4. Page numbers will appear automatically on the pages.

Mail Merge

What is Mail Merge?

Mail Merge is a feature of MS Word that helps us create many similar documents with different names or other details automatically.

For example, a school wants to send the same invitation letter to 100 students. Instead of typing each student’s name separately, Mail Merge can create all 100 letters automatically.

How Mail Merge Works

It uses two things:

  • Main Document → Contains the common text of the letter.
  • Data Source → Contains changing information such as names, addresses, etc.

Steps to Perform Mail Merge

Step 1: Create the Main Document

  1. Open MS Word.
  2. Create a new document.
  3. Type the common content of your letter.
  4. Leave space where you want the student’s name or other information.

Step 2: Start Mail Merge

  1. Click the Mailings tab.
  2. Click Start Mail Merge.
  3. Select Letters.

Step 3: Select Recipients

  1. Click Select Recipients.
  2. Choose Type a New List to create a new list.

OR

Choose Use an Existing List if you already have an Excel file containing the details.

  1. Enter the required information such as Name, Address, Class, etc.
  2. Save the list.

Step 4: Insert the Required Fields

  1. Place the cursor where you want the student’s name.
  2. Click Mailings → Insert Merge Field.
  3. Select Name.
  4. Similarly, insert other fields such as Class, Address, Section, etc.

Step 5: Preview the Letters

  1. Click Preview Results.
  2. Use the Next and Previous buttons to check different records.
  3. Make sure the information is displayed correctly.

Step 6: Complete the Mail Merge

  1. Click Finish & Merge.
  2. Choose Edit Individual Documents to create separate documents.

OR

Choose Print Documents to print all the letters.

  1. Select the records you want to merge.
  2. Click OK.

Envelopes in MS Word

What is an Envelope?

An envelope is a paper cover used to send a letter or document. MS Word allows us to create and print an envelope with the sender’s and receiver’s addresses.

For example:

From:
Odisha Adarsha Vidyalaya
Kotpad, Koraput

To:
Rahul Kumar
Class 8, Section A
ABC School

Steps to Create an Envelope

  1. Open MS Word.
  2. Click the Mailings tab.
  3. Click Envelopes.
  4. An Envelopes and Labels dialog box will appear.
  5. In the Delivery address box, type the receiver’s address.
  6. In the Return address box, type the sender’s address.
  7. Click Options to select the envelope size and printing options if required.
  8. Click Add to Document to add the envelope to the document.
  9. Check the envelope layout.
  10. Click File → Print to print the envelope.

Labels in MS Word

What is a Label?

A label is a small piece of paper or sticker used to display information such as a name, address, product name, or file name.

MS Word allows us to create and print multiple labels at the same time.

Example

Labels can be used for:

  • 📦 Parcel addresses
  • 📁 File names
  • 📚 Book labels

Steps to Create Labels

  1. Open MS Word.
  2. Click the Mailings tab.
  3. Click Labels.
  4. The Envelopes and Labels dialog box will appear.
  5. Type the required information in the Address box.
  6. Click Options to select the label size and type.
  7. Select the required label from the list.
  8. Click OK.
  9. Choose Full page of the same label if you want the same information on all labels.
  10. Click New Document to create the labels.
  11. Check the labels and make any necessary changes.
  12. Click File → Print to print the labels.

Page Columns in MS Word

What are Columns?

Columns divide the text on a page into two or more vertical sections. This makes the document look like a newspaper or magazine.

Steps to Create Columns

  1. Open the MS Word document.
  2. Select the text that you want to divide into columns.
    • If you want the whole document in columns, you do not need to select any text.
  3. Click the Layout tab.
  4. Click Columns.
  5. Choose an option:
    • One → One column
    • Two → Two columns
    • Three → Three columns
    • Left → Narrow column on the left
    • Right → Narrow column on the right
  6. The text will be arranged into the selected number of columns.

Hyperlink in MS Word

What is a Hyperlink?

A hyperlink is a clickable text, picture, or object that takes us to another webpage, file, or location when we click it.

Uses of Hyperlinks

  • 🌐 Open a website
  • 📄 Open another document or file
  • 📍 Jump to a particular place in the same document
  • 📧 Open an email address

Steps to Insert a Hyperlink

  1. Open the MS Word document.
  2. Select the text or picture where you want to add the hyperlink.
  3. Click the Insert tab.
  4. Click Link or Hyperlink.
  5. A Insert Hyperlink dialog box will appear.
  6. Enter or paste the required web address (URL) in the Address box.
  7. Click OK.
  8. The selected text will become a hyperlink, usually shown in blue and underlined.
  9. Hold Ctrl and click the hyperlink to open it.

Example

Text: Visit Study With Alpha

Link: https://studywithalpha.in

When the user clicks the text, the website opens.

Macros in MS Word

What is a Macro?

A Macro is a recorded set of actions that can be played again automatically.

It is useful when we have to perform the same task repeatedly.

Simple Example

Suppose you regularly:

  1. Select a heading.
  2. Make it Bold.
  3. Change its size to 16.
  4. Center it.

Instead of doing these steps every time, you can record them as a Macro. Later, you can run the Macro and MS Word will perform the actions automatically.

Steps to Record a Macro

  1. Open MS Word.
  2. Click the View tab.
  3. Click Macros → Record Macro.
  4. Enter a name for the Macro.
  5. Choose where you want to store it:
    • This Document → Macro works only in the current document.
    • All Documents (Normal.dotm) → Macro can be used in other documents too.
  6. Click OK.
  7. Perform the actions you want MS Word to record.
  8. When finished, click View → Macros → Stop Recording.

Steps to Run a Macro

  1. Open the document.
  2. Click View → Macros → View Macros.
  3. Select the required Macro.
  4. Click Run.
  5. MS Word will perform the recorded actions automatically.

Drop Cap in MS Word

What is a Drop Cap?

A Drop Cap is a large first letter of a paragraph that extends down into two or more lines of text. It is commonly used in newspapers, magazines, and books to make the beginning of a paragraph attractive.

Steps to Insert a Drop Cap

  1. Open the MS Word document.
  2. Place the cursor inside the paragraph where you want the Drop Cap.
  3. Click the Insert tab.
  4. In the Text group, click Drop Cap.
  5. Choose Dropped.
  6. The first letter of the paragraph will become large.

To Customize Drop Cap

  1. Click Insert → Drop Cap → Drop Cap Options.
  2. Choose:
    • Font → Select the font.
    • Lines to drop → Set how many lines the letter should extend.
    • Distance from text → Set the space between the letter and the text.
  3. Click OK.

Remember

Drop Cap = A large first letter of a paragraph that drops down into several lines.

Path:
Insert → Drop Cap → Dropped

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