Certified E-Governance Professional Learning Resources Advanced Features (Find & Replace, Thesaurus, Mail Merge, Graphics)

Learning Resources

Advanced Features (Find & Replace, Thesaurus, Mail Merge, Graphics)

Word Tools

Various word tools are

Spell and Grammar Check
It is the spell check facility of MS-Word.

The thesaurus is a reference tool that provides synonyms, antonyms and related words for a selected word or phrase.

Word Count
It is used to count words and lines in a document.

It automatically inserts proper capitalization at the beginning of sentences and in names of days of the week.

AutoText and AutoComplete
The auto text feature includes entries, such as commonly used phrases. AutoText feature.
The AutoComplete ScreenTip suggests text after typing few characters.

Hyphenating document
We can use the hyphenation feature to give our documents a polished and professional look as it helps eliminate gaps or "rivers of white" in justified text.

Macros is a series of computer instructions recorded and saved with a specific name to be used when needed.

Protecting Documents
In order to protect a document containing confidential information, hold a password to maintain privacy against opening or editing the document.

Find and replace

Find Text

You can quickly search for every occurrence of a specific word or phrase.

  • On the Edit menu, click Find.
  • In the Find what box, enter the text that you want to search for.
  • Select any other options that you want.To select all instances of a specific word or phrase at once, select the Highlight all items found in check box, and then select which portion of the document you want to search in by clicking in the Highlight all items found in list.
  • Click Find Next or Find All.

To cancel a search in progress, press ESC.

Replace text
You can automatically replace text — for example, you can replace "Acme" with "Apex."

  • On the Edit menu, click Replace.
  • In the Find what box, enter the text that you want to search for.
  • In the Replace with box, enter the replacement text.
  • Select any other options that you want.
  • Click Find Next, Replace, or Replace All.

To cancel a search in progress, press ESC.


Mail Merge
It allows the user to generate bulk of personalized correspondence quickly and conveniently by merging information from two different files. It has

Date Source: This document contains information that varies in each version, such as the names and addresses of each recipient of a form letter.

Main Document: This document contains text and other items which you want to be identical with each version of the merged document.

Procedure for Mail Merge
The user must ensure to type the text to be included in every form letter and leaving blank space for the text to be inserted from the Data Source.
Following steps are undertaken to implement the Mail Merge feature in the document-

  • Select the Tools menu from the Standard Toolbar
  • Choose the Letters and Mailing option from the list
  • Mail Merge task pane will appear on screen.
  • Click on Letter option and then choose Next Starting document at the foot of the task pane. A new dialog box will pop-up as below
  • Select Next Select recipients at the foot of the Task pane. Dialog box as under will appear,
  • You can either use an existing list by browsing a document from the selected data source.
  • Consequently a new window will appear which displays the entire recipient name you can customize the any fields like add, remove, edit, find etc.
  • Lastly click on Ok button.
  • Mail Merge toolbar will emerge in the main document window.
  • Click on Write to letters, Place the point of insertion where the Merge Fields are to be appeared.
  • Click the Insert Merge Field button on the Mail Merge toolbar to insert merge fields into the main document. Spaces and punctuation marks can also be inserted between merge fields, just as you would in any address. Note that, the merge field can be inserted more than once in the main document.
  • Click the Merge to New Document button on the Mail Merge toolbar and store letters in a new document.
  • In order to merge the record to all recipient Select All and click on Ok button, or Select Current record, for merge the record to a single recipient Or Select From To options, Like Not to all (Exam - 2 to 6 or 3 to 7).
  • To print the resulting form letters click the   Merge to Printer button on the Mail Merge toolbar.

Types of Mail Merge

  • Table Mail Merge with Word Table
  • Conditional Mail Merge
  • Filter and Sort
  • Mail Merge via Ms Query
  • Envelopes
  • Labels

Graphics basics- pictures and drawing objects

Picture submenu

Choosing a graphic starts off as a simple exercise: On the Insert menu, you click Picture. That's when things can start to seem complicated. What does "From File" mean? What's the difference between Clip Art and a New Drawing? This lesson aims to demystify that menu, first by describing the two major categories of images that Word can accommodate—pictures and drawing objects—and then by delving into the specifics of each type.

When you've finished reading this page, click Next to continue the lesson on your own.

This lesson provides a little bit of information on the different graphic types that you can use in your document. Nothing too technical; just enough to familiarize you with the centralized starting point and introduce you to the various types of graphics that Word supports.

About pictures and drawings

Pictures and drawing objects on the Picture submenu


Callout 1 The top three commands on the submenu are for pictures, which exist independent of your document.
Callout 2 The lower five commands are for drawing objects, which you generate from within Word.

There are two basic types of graphics that you can use to enhance your documents.

Pictures are graphics that were created elsewhere and that you bring into your document. For example, you might have used a scanner or digital camera to create an image, or procured some electronic clip art. These are at the top of the Picture submenu.

Drawing objects, which this course will sometimes refer to simply as drawings, are graphics that you generate from within Word, as opposed to creating them elsewhere and bringing them into your document. Examples are AutoShapes, drawings that you create from scratch using the New Drawing command, diagrams, curves, lines, and other shapes.

The type of graphic you choose to insert is limited only by your purpose and your preference.

  • Some types of graphics, such as clip art, have a two-dimensional or drawn effect that can look attractive as a logo, border, or accent.
  • A photographic image might be preferable in some instances.
  • Diagrams and organization charts can convey critical information in a business or academic document.
  • WordArt creates high-impact text. (WordArt is not covered in this course.)

Once you get beyond the Picture submenu, the way you insert and manipulate different types of graphics may vary slightly, depending on whether it's a drawing or a picture, as well as other graphic-specific attributes. Specifics will be covered in later lessons.

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