Paragraph Alignment

Paragraph Alignment

The paragraph alignment allows you to set how you want the text to appear along the left and right margin of the page. There are four types of paragraph alignments:

(a) Align Left

The text is aligned with your left margin.

(b) Center

The text is centered within your left and right margin.

(c) Align Right

The text is aligned with the right margin.

(d) Justify

Aligns text to both the left and right margin, adding extra space between the words as necessary.

There are different ways to apply any of the above discussed paragraph alignment.

Clicking the Alignment buttons from the Paragraph section of the Home tab, or Selecting the alignment from the Alignment section of the Paragraph dialog box, or

Using the following Shortcut keys for the alignment:

Align Left

Center

CTRL + E

Align Right

CTRL + R

Justify

CTRL + L

CTRL + J

The Paragraph alignments buttons are displayed in the following figure -

Tables in Word 2007

A table in Word is a grid. It has rows and columns, into which you can place text or graphics or mathematical formulas. Creating a Word table is a simple matter of clicking the Table button and selecting the number of rows and columns you want from a grid. You can then enter text, numbers, and graphics into the table's cells, which are the boxes at the intersections of a row and a column. At any time, you can change the table's size, insert and delete columns, rows, and cells; and format individual entries or the entire table. You can sort the information in a logical order and perform calculations on the numbers in a column or row.

You can build a table from scratch, or you can convert text that's already in your document into a table. A new table can be created using the Tables group on the Insert tab of the Ribbon. Clicking the Table button displays a menu of table-creation options as shown in the figure below:

When you place the insertion point inside the table, two new tabs appear on the Ribbon:

Design and Layout, both of which appear beneath the label Table Tools.

To create a table in Word 2007, you need to follow the process given below:

1. Place the cursor where you want to create a table in your document.

2. Click Insert → Table under the Tables group of the Ribbon.

3. Now, from the displayed grid select the number of rows and columns you want to have in your table. As you move along, you see the Live View of the table in your document.

This is illustrated in the following figure. In our example, we have taken a table of 4 rows and 5 columns.

 Entering Text into Table

After you create a table, you can type text or numbers into cells and press the TAB key to move the insertion point from one cell to another left to right. Press SHIFT + TAB to move to previous cell in the table.

Pressing TAB when the insertion point is in the last cell in the last row adds a new row to the bottom of the table. In addition to the TAB key, you can use the Arrow keys to position the insertion point, or you can simply click any cell.

Pressing ENTER key adds a new paragraph to a cell.

text. All the text you type fits into a single cell. Cells grow taller to accommodate long bits of

Inserting Rows or Columns in a Table

You can expand a table by adding rows or columns, and the rows or columns can be added inside the table or appended to any of the table's four sides. Four commands in the Rows & Columns group make this possible: Insert Above, Insert Below, Insert Left, and Insert Right. The row or column that's added is relative to where the insertion pointer is within the table. These options can be seen in the Rows & Columns group of Layout tab under the Table Tools section and are displayed in the following figure:

Deleting a Row or Column from a Table 

If you have an extra unused or meaningless row or column in the table, you can easily delete the same.

Click anywhere in the row or column, and in the Rows & Columns group, click the Delete button. Then click Delete Cells, Delete Columns, Delete Rows, or Delete Table. You can also delete a row or column by just selecting it and right-clicking on it to activate the shortcut menu.

 Resizing Rows and Columns

Resizing a row or column is an easy process. You can increase or decrease the height of a row by dragging the row size handle which appears when you take the mouse pointer to the border of a row.

In the similar manner, you can increase or decrease the width of a column by dragging the column size handle. This is perhaps the easiest method to resize a row or column.

An alternate method to resize a row or column is by specifying the row height and column width in the Cell Size group of the Layout tab under the Table Tools section. This is shown in the below figure:

Aligning Text in a Cell

Text within a cell can be aligned horizontally just like a paragraph: left, center, or right. Additionally, the text can be aligned vertically: top, middle, or bottom. All of these alignments when combined creates a total of 9 alignments which are discussed below. All of these 9 alignments are visible in the Alignment group of the Layout tab in the Table Tools section.

Align Top Left 

Aligns text to the top-left corner of the cell

Align Top Center

: Center text and align it to the top edge of the cell

Align Top Right 

Aligns text to the top-right corner of the cell

Align Center Left 

:Center text vertically and align it horizontally left

Align Center 

: Center text horizontally and vertically within the cell

Align Center Right

: Center text vertically and align it horizontally right

Align Bottom Left 

: Aligns the text to the bottom-left corner of the cell

Align Bottom Center 

: Center text and align it to the bottom edge of the cell

Align Bottom Right 

: Aligns the text to the bottom-right corner of the cell

FORMATTING A TABLE

After you create a table, you can format the entire table by using Table Styles. By resting your pointer over each of the preformatted table styles, you can preview what the table will look like.

The process of formatting a table with predefined table style is the fastest one. It involves the following steps:

1. Click in the table that you want to format.

2. Under Table Tools, click the Design tab.

3. In the Table Styles group, rest the pointer over each table style until you find a style that you want to use.

4. If you wish to see more styles, click the More arrow (). Clicking on the More arrow expands the list of styles and you see a many preformatted styles to choose from.

5. Click the style to apply it to the table.

Mail Merge

Many businesses and other organizations communicate with their customers or members by means of letters, newsletters, and promotional pieces that are sent to everyone on a mailing list. The easiest way to generate a set of documents that are identical except for certain information such as the name, address, and greeting of a letters to use a process called mail merge. If you have a list of potential recipients stored in a consistent format, you can use the mail merge process to easily produce a set of personalized documents and mailing labels.

Mail merge is the process of taking a single letter, stirring in a list of names and data, and combining (merging) everything into a final set of documents, each of which is customized and nearly personal.

The mail merge process combines the static information from one document with variable information from another document, as follows:

Main document

: This is a document, such as a letter or e-mail message, that contains the static text that will appear in all the merged documents, plus placeholders called merge fields that tell Word where to insert the variable information.

Data source

: This is variable list of information that you wish change letter to letter. This information is merged with the main document to form individual customized letters.

We will use the Mail Merge Wizard to understand the process of mail merge. The Mail Merge wizard does the process in six steps as given below:

1. On the Mailings tab, in the Start Mail Merge group, click the Start Mail Merge button, and then click Step by Step Mail Merge Wizard.

The Mail Merge task pane opens, showing Step 1 of the wizard's six steps.

2. In the Mail Merge task pane, with the Letters option selected, at the bottom of the pane, click Next: Starting document. Step 2 appears in the Mail Merge task pane.

3. In the Mall Merge task pane, with the Use the current document option selected, click Next: Select recipients.

4. Select Type a new list from the Select recipients section to start creating a new list. The new Address List dialog box appears, but it's empty. First, you need to customize the fields shown in the Address List dialog box, by eliminating what you don't need and adding what you do need.

5. Click the Customize Columns button. A Customized Address List dialog box appears as shown in the figure below.

The dialog box is populated with a standard set of fields that Word assumes you need in each document.

6. After adding, deleting or renaming the existing fields, click OK. You now see the customized fields appear as column headings in the New Address List dialog box.

7. After defining the fields you need, the next step is to complete the address list. To do that, you create a list of records, by entering the data for each field in each record. This is all just a basic data entry. A sample address list is shown in the following figure:

8. Click OK. A special Save As dialog box pops up, allowing you to save your address list to disk.

9. Type a name for the address list and click the Save button.

10. Return to the main document. The final step before actual merging is to place the fields into the main document.

11. Use the Insert Merge Field menu to place the proper field in the document at a proper position.

12. Continue adding fields until the document is complete. Inserted fields appear with double angle brackets around their names, such as <<Salutation>>.

13. Click the Preview Results command button on the Mailings tab in the Preview Results group.

You see that the inserted fields are replaced by information from the first record in the address list.

14. Review each of the merged documents to ensure that everything looks right. Use the record-browsing buttons in the Preview Results group to move forward or backward through the records. The record-browsing buttons are displayed in the following figure:

15. You can click the Finish & Merge button from the Finish group to print these letters or edit documents individually.

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