Learning Objectives

  • Insert and format charts and tables
  • Create web, email, and document hyperlinks
  • Add headers, footers, and page numbers (including Different First Page)
  • Use text boxes, shapes, equations, and symbols professionally

Sample assets: office_view.svg, raw_text.txt

1) Charts

  1. Place the cursor where the chart should appear.
  2. Insert → Chart → choose Column, Line, or Pie.
  3. Replace sample data in the embedded datasheet.
  4. Chart Design: style, colours, chart title, axis titles, legend.
  5. Resize so the chart stays inside margins.

Caption: References → Insert Caption → Figure (required for lab reports).

2) Tables

  1. Insert → Table (e.g. 5×5).
  2. Use Table Design styles or manual shading for the header row.
  3. Set borders to 0.5 pt if the assignment specifies it.
  4. Merge cells for a Total row; optionally use Layout → Formula (=SUM(ABOVE)).
  1. Select text → Ctrl+K (Insert → Link).
  2. Link types: Existing File/Web Page, Place in This Document, Email Address.
  3. Use meaningful anchor text (Pokhara University site, not “click here”).
  4. Test with Ctrl+Click.

4) Headers, Footers, Page Numbers

  1. Insert → Header / Footer.
  2. Typical PRC 110 pattern: course name left, student name right; page number centred or Page X of Y.
  3. Tick Different First Page so the cover has no header/footer.
  4. Close Header and Footer when done.

5) Pictures, Text Boxes, Shapes

  1. Insert → Pictures → This Device — use office_view.svg offline.
  2. Set Wrap Text (Square / Top and Bottom) so body text flows cleanly.
  3. Insert → Text Box or Shapes for callouts; keep one accent style.
  4. Align to margins; avoid overlapping the header band.

6) Equations and Symbols

  1. Insert → Equation for structured maths.
  2. Insert → Symbol for ±, ₹, °, Greek letters.
  3. Keep notation consistent across the document.

Practice Task

Build a 3-page note that includes:

  • One chart with title, labels, and a figure caption
  • One formatted table with a Total row
  • Two hyperlinks (web + email)
  • Header/footer with Different First Page
  • One text box, two shapes, two equations, five symbols

Step-by-Step Lab Exercise: A One-Page Sales Brief

Goal: produce a one-page brief for a Pokhara stationery shop that combines a table, a chart, a link, and a header/footer.

  1. Open a new document and type the title Quarterly Sales Brief (apply Title style).

  2. Insert → Table → 3 × 5 and enter:

    Month Units Sales (Rs.)
    Shrawan 120 36,000
    Bhadra 150 45,000
    Ashwin 210 63,000
    Total    
  3. Click in the empty Sales total cell → Layout → Formula → =SUM(ABOVE) → OK. Expected result: 144,000. Repeat for Units → 480.
  4. Apply a table style with a shaded header row.
  5. Below the table, Insert → Chart → Clustered Column. In the datasheet, enter the three months and their sales; close the datasheet.
  6. Add the chart title Sales by Month, then References → Insert Caption → Figure 1: Sales by month.
  7. Type “Visit our website” and press Ctrl + K to link it to a web address; type “Email the manager” and link it to an email address.
  8. Insert → Header → Blank: shop name on the left. Insert → Page Number → Bottom of Page → Plain Number 2.

Check your work:

  • Totals show 480 units and Rs. 144,000.
  • The chart sits inside the margins and has a caption.
  • Ctrl + Click on both links opens the website and an email window.
  • The header and page number appear on the page.

Common Errors and Fixes

Problem Likely cause Fix
Formula total does not change after editing numbers Word formulas are fields and do not update automatically Select the cell and press F9 to update the field
Picture jumps around or pushes text to the next page Wrap Text is set to In Line with Text Set Wrap Text to Square or Top and Bottom, then position it
Header appears on the cover page Different First Page is not ticked Open the header and tick Different First Page
Link text says “click here” Generic anchor text Use descriptive text such as “Pokhara University website”
Caption numbers are out of order Captions typed manually instead of inserted Use References → Insert Caption and update fields with F9

Key Takeaways

  • Charts and tables need titles and captions to be useful in reports.
  • Use Ctrl + K for links and descriptive anchor text.
  • Headers, footers, and page numbers should skip the cover with Different First Page.
  • Set Wrap Text before positioning pictures and text boxes.

Exam-Style Questions

Viva (short answer)

  1. How do you insert a caption for a figure in MS Word?
  2. What is the shortcut for inserting a hyperlink?
  3. What does “Different First Page” do?
  4. How can you total a column in a Word table?
  5. What is the difference between a text box and a shape?

Lab test tasks

  1. Insert a 4 × 6 table of monthly expenses, apply a table style, and calculate the total using a formula.
  2. Create a column chart from the table with a chart title, axis titles, and a figure caption.
  3. Add a header with your name and course, and page numbers in the footer that do not appear on the cover page.
  4. Insert one web hyperlink, one email hyperlink, and one link to a heading within the document.

📚 Continue to: Page Layout and Formatting