ECDL Module 3 Notes - l C processing.pdf · ECDL Word Processing ©TCTC 1 1.2.2 Use available Help...

Word

Processing

ECDL Word Processing

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Word Processing

1 Using the Application

1.1 Working with Documents

1.1.1 Open, close a word processing application. Open, close documents.

Opening the Microsoft Word Application

Click on the Start Button

Click All Programs

Select Microsoft Office

Click on Microsoft Office Word 2007

To close a Document / Microsoft Word

Click the Microsoft Office Button and click close, Close.

OR

Otherwise click on the small ‘x’ button

Opening an Existing Document

Click the Microsoft Office Button and Click Open, or

Press CTRL+O (Depress the CTRL key while pressing the ―O‖) on the keyboard

Choose the location where the file is Saved

Click on the file and Click Open


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To open several documents

Click on the office button and from the menu choose open.

Use the look in drop down menu to select the drive or folder that contains

the files that you want.

Select the first file, and then select the second file while depressing the

Ctrl button. (This \will allow you to choose two or more files)

Then click on open.

1.1.2 Create a new document based on default template, other available template like: memo, fax, agenda.

Create a New Document

There are several ways to create new documents, open existing documents, and save documents in Word:

Click the Microsoft Office Button

Click New

OR

Press CTRL+N (Depress the CTRL key while pressing the ―N‖) on the keyboard

You will notice that when you click on the Microsoft Office Button and Click New, you have many choices about the types of documents you can create. If you wish to start from a blank document, click Blank. If you wish to start from a template you can browse through your choices on the left, see the choices on centre screen, and preview the selection on the right screen.


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1.1.3 Save a document to a location on a drive. Save a document under another name to a location on a drive.

Saving a Document


Click Save or Save As (remember, if you‘re sending the document to someone who does not have Office 2007, you will need to click the Office Button, click Save As, and choose Word 97-2003 Document),

OR

Press CTRL+S (Depress the CTRL key while pressing the ―S‖) on the keyboard,

OR

Click the Save icon on the Quick Access Toolbar

Note:- Remember that when you’re saving for the First time you need to

click on save as but if you have already saved the file and you want to save

it again just click on save.

If you want to change the name of the file repeat the same steps like you’re doing

the save for the first time and in file name write the new Name and click save


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1.1.4 Save a document as another file type like: text file, Rich Text Format, template, software specific file extension, version number.

To Save document as another file type:


Save As

Click on the Arrow to the right where you have Save as type

Choose the Type of format example Rich Text Format

Switch between open documents

There are two ways of how you can switch from one open document to

another:-

1. Click on the required document icon that will appear on the taskbar

2. Or click on the View icon on the Menu Bar and

then click on the Switch Windows and Choose

the document required

1.2 Enhancing Productivity

1.2.1 Set basic options/preferences in the application: user name, default folder to open, save documents.

Update user information

When Microsoft Word is first installed, you will be asked to provide some basic

information such as your name, initials and address when you are registering the

software. Microsoft Word uses this information when you create labels and

envelopes and inputs it into the summary information for each document. If the

information you initially entered has changed, you can easily update your new

user information, by following these steps:


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1.


, and then click Word Options.

2. Click Popular.

3. Under Personalize your copy of Office, type the author name in the User

name box.

Change the default folder / default file location

By default, Word saves documents in the My Documents folder, located in the

root directory.

To change the default folder:

Click the Microsoft Office Button , and then click Word Options

Click Save

From the default file

location click on

browse

Choose the location

Click OK


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1.2.2 Use available Help functions.

Click the Microsoft Office Help button in the upper right or the F1 key

on your keyboard to open Help on your computer.

The Help window will be displayed as illustrated:

Select one of the available help topics, or click on the Search Box to search for a

topic by entering a keyword.

1.2.3 Use magnification/zoom tools.

The Zoom feature in Microsoft Word provides a way for you to shrink or enlarge

the document you are working on for viewing purposes. You can zoom out to see

the complete document in a small enough size for it to fit in the window.

Conversely, you can zoom in to get a close-up view of a part of the document.


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To zoom your documents follow these steps:

Step1

Go to the View menu.

Step2

Select Zoom.

Step3

Look at the “Zoom to” and the “Preview” boxes in the Zoom window.

Step4

Choose one of the preset zoom buttons, or select a more exact zoom percentage in the

percent window below the buttons.

Step5

You can preview your choice in the Preview box in the right side of the Zoom window.

Step6

Click OK.


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1.2.4 Display, hide built-in toolbars. Restore, minimize the ribbon.

Display toolbars

Right click on an existing

toolbar and click on

Customize quick Access

Toolbar

Choose a tool

Click Add

And

Remove toolbars

Right click on an existing toolbar and click on Customize quick Access

Toolbar

Choose a tool

Click Remove

Minimize the ribbon

Click Customize Quick Access Toolbar .

In the list, click Minimize the Ribbon.


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Restore the Ribbon

Click Customize Quick Access Toolbar .

In the list, click Minimize the Ribbon.

2 Document Creation

2.1 Enter Text

2.1.1 Switch between page view modes.

There are 5 different types of views.

1. Outline View: - Outline view displays the document in outline form.

You can display headings without the text. If you move a heading,

the accompanying text moves with it.

2. Web Layout: - Displays the document as it would appear if

published on the Web

3. Print Layout: - Allows you to display multiple columns, footnotes,

and headers and footers in the document. You can also view

graphics in this format.

4. Full Screen: - Allows you to type edit and format a document.

5. Draft View: - Draft view is the most frequently used view. You use

Draft view to quickly edit your document

To change the view, click on View tab and then select the required view


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2.1.2 Enter text into a document.

Microsoft Word opens with a blank document window ready for you to begin

typing text into. The flashing insertion point indicates where the next character

you type will appear. Simply start typing to enter text. If you make any mistakes,

use the Backspace key to delete unwanted characters.

Step 1: Start a New Paragraph

Each time you press Enter, you start a new paragraph. Press Enter to end short

lines of text, to create blank lines, and to end paragraphs. Don't press Enter to

start new lines within a paragraph: Word wraps the lines for you.

Step 2: Indent with the Tab Key

Press the Tab key to indent the first line of a paragraph. If you keep pressing

Tab, you increase the indent one-half inch at a time.

Step 3: Type Repeating Characters

To type the same character repeatedly, hold the key down. Word automatically

converts some repeated characters into different types of lines. If you type three

or more asterisks (*) and press Enter, for example, Word replaces them with a

dotted line. Do the same with the equal sign (=) for a double line, the tilde (~)for a

wavy line, the hash (#) symbol for a thick decorative line, or the underscore (_)

for a thick single line.

Step 4: Type Uppercase letters

To produce all uppercase letters without having to hold down the Shift key, press

the Caps Lock key once before you begin typing. Press the Caps Lock key again

when you're ready to switch caps off. Caps Lock affects only the letter keys, not

the number and punctuation keys. Therefore, you always have to press Shift to

type a character on the upper half of a number or punctuation key, such as @ or

%.


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Step 5: Fix Mistakes

Press the Backspace key to delete characters to the left of the cursor. You can

also click inside a word and press the Delete key to remove characters to the

right of the cursor.

2.1.3 Insert symbols or special characters like: ©, ®, ™.

Position the cursor where you wish to insert the special symbol. Click on

Insert tab and select the Symbol command

Choose the symbol that you need and click on it.

OR

In case the symbol you need is not there click More Symbols

Click on the drop down

arrow in the Font section of

the dialog box allows you to

view and select other fonts

containing other symbols –

for example, try Wingdings)

Choose the symbol and

click Insert

Then click on Close.


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2.2 Select, Edit

2.2.1 Display, hide non-printing formatting marks like: spaces, paragraph marks, manual line break marks, tab

Every time you press Enter, the Spacebar, or the Tab key, Word marks the spot

in your document with a nonprinting character. You can't see these characters

unless you click the Show/Hide button in the Standard toolbar.

You can use this button to check whether you accidentally typed an extra space

between two words or to see how many blank lines you have between

paragraphs. To turn Show/Hide off, click the button again.

Note:

To choose which non-printing characters to display:

It’s important that the Home tab is selected than click on it

2.2.2 Select character, word, line, sentence, paragraph, entire body text.

Select a character

Click just in front of the character you want to select

Press Shift key (and keep it pressed)

Press the right arrow key

Release the Shift Key.

Select a word

Double click on the Word.


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Select a line

Move the mouse pointer to the left of the line that you wish to select, until

the mouse pointer changes from an `I` bar to an arrow pointing upwards

and to the right and then click once.

Select a sentence.

Move the mouse pointer within the sentence that you wish to select.

Depress the Ctrl key and then click within the sentence.

Select a paragraph.

Move the mouse pointer within the paragraph that you wish to select and

click three times.

Select all text.

Select the Select all command from the Edit drop down menu from the

Menu Bar.

Otherwise, press the ‘A’ key whilst depressing Ctrl.

2.2.3 Edit content by entering, removing characters, words within existing text, by over-typing to replace existing text.

Have you ever been working on a Word document, placed the insertion point mid

sentence and started to type only to discover that existing text is being erased?

The problem is that you have accidentally hit the Insert key. This places Word in

Overtype mode. When you insert new text, it overwrites existing text as you type.

If you frequently hit the Insert key by accident, you can easily disable Overtype

mode so it cannot be enabled, regardless of whether you press the Insert key.


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To do so follow the below steps:

1. Click the on the Office Button

2. Click the Word Options.

3. Click on Advanced

4. Click on Use Overtype mode

option to clear the check box.

5. Click OK.

2.2.4 Use a simple search command for a specific word, phrase

Place the insertion point where you want to begin the search

Select the Find command from the Home tab .

Type the Text you wish to find in the Find What box.

Then click on Find Next button to find the next occurrence of the text you

are looking for.

If you need to search how many occurrences you have in the document of that

particular word

Click Reading Highlight

Click Highlight All

Then click on Find Next

The number will be written in the Find window as shown in the diagram


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2.2.5 Use a simple replace command for a specific word, phrase.

Place the insertion point where you want to begin the search

Select the Replace command from the Home tab .

Type the Text you wish to find and in the Find what box and type the

replacement in the Replace with box.

Depending on the function you wish to perform you can select from the

following:-

Find Next: - Finds the next occurrence of the selected word or phrase

Replace: - Replaces this instance of the Word, phrase or format

Replace All: - Will replace all occurrences of the selected word, phrase,

and format

2.2.6 Copy, move text within a document, between open documents.

Select the text that you wish to copy.

Click on the Home tab and select Copy

Click at the position within the document where

you wish to paste the copied text. If you wish to

paste it in another document, click on the

document window on the taskbar.

Click on the Home Tab again and Select Paste.


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Move text within a document or between open documents.

Select the text that you wish to move.

Click on the Home tab and select Cut

Click at the position within the document where

you wish to paste the copied text. If you wish to

paste it in another document, click on the

document window on the taskbar.

Click on the Home Tab again and Select Paste.

2.2.7 Delete text.

To delete a character: - Place the insertion point to the left of the

character to be deleted and press delete or place the insertion point to the

right of the character to be deleted and press backspace.

To delete a Word: - Double-Click on the word to be deleted and press the

delete key or place the insertion point to the right of the word to be

deleted and press Ctrl + Backspace.

To delete line or lines: - Select the line/s that you wish to delete and then

press delete or backspace from the keyboard.

To delete a sentence: - Select the sentence that you wish to delete and

press delete or backspace key.

To delete a paragraph: - Select the paragraph and press delete.

To delete a block of text: - Select the block of text that you wish to delete

by dragging to mouse over the text and then press delete or backspace

from the keyboard.


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2.2.8 Use the undo, redo command.

Undo: - From the Quick Access Toolbar choose the Undo command

Redo: - From the Quick Access Toolbar select Redo

3 Formatting

3.1 Text

3.1.1 Change text formatting: font sizes, font types.

Text formatting allows you to add a professional look to your documents but be

careful and don't overuse the effects as this will make your document look

anything but professional.

It is always best to use the one Font Type throughout the whole document, as

this gives the document a look of conformity. The use of different colors and

funky fonts detract from a document and makes them look completely

amateurish.

Changing the Font

Arial is the font that is currently being used. Your

computer might show a different font name here.

Click on the drop-down arrow to display the list of

available fonts. Use the

scroll bar to see the full

list. Then, simply click on the font of your choice.


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Changing the Font size

Click on the drop down arrow showing the current font size, and select the

font size of your choice.

3.1.2 Apply text formatting: bold, italic, underline.

Make text bold

Select the text that you want to make bold, and move your pointer to the

Home tab.

Click Bold

Note: - Click Bold again to unbold the text that you selected.

Make text Italic

Select the text that you want to make Italic, and move your pointer to

the Home tab.

Click Italic

Note: - Click Italic again to remove the Italic the text that you selected


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Make text Underlined

Select the text that you want to make underlined, and move your pointer

to the Home tab.

Click Underlined

Note: - Click Underlined again to remove the underlined text that you

selected

3.1.3 Apply text formatting: subscript, superscript.

Superscript and subscript refer to numbers that are positioned slightly higher or

slightly lower than the text on the line. For example, a footnote or endnote

number reference is an example of superscript, and a scientific formula might

use subscript text.

Subscript

Select the text that you want to format as subscript.

Click on the Subscript button

Superscript

Select the text that you want to format as subscript.

Click on the Superscript button

3.1.4 Apply different colours to text.

Click on the drop down arrow next to the font colour

tool and select the colour that you wish to apply.


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3.1.5 Apply case changes to text.

Select the text that you want to change the case of.

On the Home tab, in the Font group, click Change Case (as shown

in the diagram below), and then click the capitalization option that you

want.

To capitalize the first letter of a sentence

and leave all other letters as lowercase,

click Sentence case.

To exclude capital letters from your text,

click lowercase.

To capitalize all of the letters, click UPPERCASE.

To capitalize the first letter of each word and leave the other letters

lowercase, click Capitalize Each Word.

To shift between two case views (for example, to shift between

Capitalize Each Word and the opposite, cAPITALIZE eACH

wORD), click tOGGLE cASE.

To apply the small capital (Small Caps) letter formatting to your text, select

the text, and then on the Home tab, in the Font group, click the arrow in

the lower right corner. In the Font dialog box, under Effects, select the

Small Caps check box. See the diagram below for details.


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3.1.6 Apply automatic hyphenation.

If a word is too long to fit on the end of a line, Microsoft Word moves the word to

the beginning of the next line instead of hyphenating it. However, you can use

the hyphenation feature to insert hyphens to eliminate gaps in justified text or to

maintain even line lengths in narrow columns.

Using automatic hyphenation

When you turn on automatic hyphenation, Word automatically inserts hyphens

where they are needed in the document. If you later edit the document and

change line breaks, Word re-hyphenates the document.

Using manual hyphenation

When you choose manual hyphenation, Word searches for text to hyphenate,

asks you to confirm each proposed optional hyphen, and then inserts the optional

hyphens. If you later edit the document and change line breaks, Word displays

and prints only the optional hyphens that still fall at the ends of lines. Word

doesn't re-hyphenate the document.

Set Automatic Hyphenation

Make sure that no text is selected.

On the Page Layout tab, in the Page Setup group, click Hyphenation,

and then click Automatic.


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3.2 Paragraphs

3.2.1 Create, merge paragraph(s).

There is a slight technical distinction between the ordinary use of the term

paragraph and the term as is commonly used.

Technically, a paragraph is a block if text that is terminated by a carriage return,

that is by pressing the Enter key. Technically we say that Enter inserts a hard

carriage return.

If you press Shift+Enter you will create a new line. This creates a new paragraph

in the usual sense it is used in everyday language. Technically we say that

Shift+Enter inserts a soft carriage return. Word, however, will treat the new text

as part of the existing paragraph. This means that if you apply a paragraph style

to the first part of the paragraph, Word will apply it to the part after the soft return

as well.

To Merge the Paragraphs Together

Position the cursor in front of the paragraph and press Del or press

Backspace.

3.2.2 Insert, remove soft carriage return (line break).

When you Press Enter, a new paragraph is created beginning with the new line.

It can happen that you wish to insert a new line without actually creating a new

paragraph. In this case you can insert a line break (also referred to as a

carriage return or soft carriage return). This has the same appearance as a

new paragraph, but for formatting purposes the text is treated as a single

paragraph.

To insert a line break:

Press Shift+Enter.


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Remove paragraph or line break marks

Display non-printing characters by pressing the non-printing characters

icon.

To delete a line break either position the cursor in front of the line break

mark break and press Del or to the right of the mark and press

Backspace.

You can then hide the non-printing characters.

3.2.3 Recognize good practice in aligning text: use align, indent, tab tools rather than inserting spaces.

Text can be aligned to the left or to the right. It can also be centered or justified. If you justify text, Microsoft Word inserts extra spaces into the lines of text so that the left and right edges of the text line up vertically, you do not see a ragged edge down the right side of the text.

When aligning text use the tools that are built into Microsoft Word. For instance if you wish to centre a paragraph as we shall see you could click within the paragraph and then click on the Center icon. You should not insert spaces or tab stops and try and line up paragraphs visually.

The same advice applies to indenting. There are indent icons you can use.

3.2.4 Align text left, centre, right, justified.

Alignment or justification of text refers to the position of the text with regards to

the margins. For example, Centered text lies midway between the margins,

whereas right justified text is aligned against the right hand margin but jagged on

the left. The following table illustrates the different forms of alignment of text.

Paragraph alignment

1. Click anywhere in the paragraph.

2. Press the appropriate alignment icon on the Formatting toolbar.


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3.2.5 Indent paragraphs: left, right, first line.

Indents refer to the amount of space inserted between the text and the left and

right hand margins. In the case of a first line indent, the first line is indented but

not the subsequent lines. In the case of a hanging indent, the first line is not

indented while subsequent lines are. Indents may be set up before a paragraph

is created or applied to existing paragraphs.

To set indentation:

1. Click arrow next to the word Paragraph.

2. Click the Indents & Spacing tab.

3. You can set Left and Right indentation, as well as Special indentation.

4. Click OK.

Note: Special indentation lets you choose between a First Line or Hanging

indent.


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3.2.6 Set, remove and use tabs: left, centre, right, decimal.

When you press the Tab key, the insertion point moves to the right 0.5 inch

which means that your typing moves 0.5 inch to the right. This is MS Word's

default tab. You use this tab to indent the first line of a paragraph, or even to

separate short items, such as the chapter name and page title on a table of

contents.

You can also use tabs to place columns of short items side by side, such as

those in a schedule of events, but for that use you may want to set a custom tab.

Set, change or clear tab stops

To display the Tabs dialog box, double-click any tab stop on the ruler, or do the

following:

Select the paragraphs for which you want to set tabs, or place the

insertion point at the location where you want to start using tabs.

On the Page Layout tab, click the Paragraph Dialog Box Launcher.

In the Paragraph dialog box, click Tabs

To insert a new tab, type its position in the

Tab stop position text box, or select a

position from the list. Select Left, Center,

Right, or Decimal from the Alignment

section to specify how tab will be aligned.

o Left tab: Aligns the left edge of text

at this spot.

o Center tab: Centers the text

wherever this tab is set.


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o Right tab: Aligns the right edge of text at this spot.

o Decimal tab: Aligns decimals of numbers wherever this tab is.

In the Leader section select 1,2,3, or 4. This will determine the leader

section before each tab.

To confirm the tabs click set and return to the document select OK.

If you want to re-set all the tabs, select the Clear All button to remove any

existing tabs.

The default tabs are set at intervals of half-an-inch from the left-hand

margin.

Selecting Clear All in the Tabs dialog box will return to the default tab

settings.

3.2.7 Recognize good practice in paragraph spacing: apply spacing between paragraphs rather than use the Return key.

It is considered good practice to use Word Templates with fairly large pre-set paragraph spacing. This means there is less need to press the Return key to insert visual spacing between each paragraph

3.2.8 Apply spacing above, below paragraphs. Apply single, 1.5 lines, double line spacing within paragraphs.

Apply spacing above, below paragraphs

Usually Word does not insert a space above or

below a paragraph. Usually users insert a blank

line at the end of the paragraph to set the

paragraph off from other text. This involves

pressing the Enter key twice. You may, however,

let Word insert this space for you automatically.

You could also insert space automatically before a

paragraph.

1. Click arrow next to the word Paragraph.

2. Click the Indents & Spacing tab.


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3. And in the Section Spacing set the Before and After Spacing

4. Click OK.

Apply single, 1.5 lines, double line spacing within paragraphs.

Line spacing determines the amount of vertical space between the lines of text in a paragraph.

The normal spacing between lines of a paragraph is single line. However, in

some cases we need to leave more space between lines.

Change the line spacing

Select the paragraphs for which you want to change the line spacing.

On the Home tab, in the Paragraph group, click Line Spacing.

Do one of the following:

Click the number of line spaces that

you want.

For example, click 2.0, to double-space

the selected paragraph. Click 1.0 to single-space with the spacing

that is used in earlier versions of Word. Click 1.15 to single-space

with the spacing that is used in Word 2007.

Click Line Spacing Options, and then select the options that you

want under Spacing. See the following list of available options for

more information.

Single – This option accommodates the largest font in that line, plus a small

amount of extra space. The amount of extra space varies depending on the font

that is used.

1.5 lines - This option is one-and-one-half times that of single line spacing.

Double - This option is twice that of single line spacing.


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At least - This option sets the minimum line spacing that is needed to fit the

largest font or graphic on the line.

Exactly - This option sets fixed line spacing,

expressed in points. For example, if the text is

in a 10-point font, you can specify 12 points as

the line spacing.

Multiple - This option sets line spacing that

can be expressed in numbers greater than 1.

For example, setting line spacing to 1.15 will

increase the space by 15 percent, and setting

line spacing to 3 increases the space by 300

percent (triple spacing).

3.2.9 Add, remove bullets, numbers in a single level list. Switch between different standard bullet, number styles in a single level list.

Bullets are used to set-off and emphasize sections of text and are symbols such

as dots or diamonds. You can select from a number of different bullet types or

create your own bullets. Any character available within your fonts can be used as

a bullet.

Select the list you wish to apply number or bullet formatting to.

Click on the Bullets tool within the Paragraph Section.

Numbers

Bullets


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Remove bullet formatting from the list.

Select the list to which the bullet formatting information has been applied

Click on the Bullets icon on the Paragraph Section

Add numbering to a list using the Numbering icon.

Select the text you wish to re-format as a numbered list and select the

Numbering icon from the Paragraph Section

Apply alternative bullet formatting to a list.

Select the items to which you want to add picture bullets or symbols.

To change an entire list level in a multilevel list, click one bullet or number at

that level in the list.

On the Home tab, in the Paragraph

group, click the arrow next to Bullets.

Click Define New Bullet, and then

click Symbol or Picture.

Click any symbol or picture that you want to use, and then click OK

twice.


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Add Alternative numbering styles to list.

Select the items to which you want to add numbering styles.

On the Home tab, in the Paragraph group, click the arrow next to

Numbering.

Click Define New Number Format,

and then click on the arrow below

Number style

Choose one of them and click OK

Control whether separate lists within a document use continuous

numbering.

If you have a number of separate lists within your document, then you can

choose to have each list restart numbering, or you can choose that the

number used at the end of one list is the starting number for the next list.

You can control this behavior from the Bullets and Numbering arrow

and Choose Set Numbering Value


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3.2.10 Add a box border and shading/background colour to a paragraph.

To Add a Border

Select the area of text where you want the border

Click the Borders Button on the Paragraph Group on the Home Tab

Click on Borders and Shading

From the Borders Tab click on BOX

Click on the style that you want

Choose the colour that you want and the width

Click OK

To Add a Shading to Text

Select the area of text where you want the shading.

Click the Borders Button on the Paragraph Group on the Home Tab

And click on Borders and Shading

Click on Shading tab

In the fill Section choose a colour

Click OK


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3.3 Styles

A style is a set of formatting characteristics, such as font name, size, color, paragraph alignment and spacing. Some styles even include borders and shading.

3.3.1 Apply an existing character style to selected text.

Click on the Arrow in the right corner of the Styles section

Choose one of the styles required

3.3.2 Apply an existing paragraph style to one or more paragraphs.

Click on the Change Styles button in Styles section

Click Style Set

Choose one of the styles required


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3.3.3 Use copy format tool.

You can use Format Painter on the Home tab to apply text formatting and

some basic graphics formatting, such as borders and fills.

Select some text that has been previously formatted

Click on the Format Painter icon. (You will notice that the mouse pointer

shape has changed to the shape of a small painting brush)

Select the text that you wish to copy the formatting to, and when you

release the mouse button you will see that the formatting applied to the

first block of text, has been copied to the newly selected text.

4 Objects

4.1 Table Creation

4.1.1 Create a table ready for data insertion.

1. Click where you want to insert a table.

2. On the Insert tab, in the Tables group, click Table, point to Insert

Table

3. Write the Number of columns and Rows.


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4.1.2 Insert, edit data in a table.

Entering data into a table

Click on any cell and type text using normal procedures.

To move from cell to cell use the Tab key.

Edit data in a table

Click within the cell that contains the data that you wish to edit.

Use the normal Word-processing editing techniques to edit the data within

the cell.

4.1.3 Select rows, columns, cells, entire table.

Select Rows

Click in front of that Row when the Arrow is white

Select Columns

Click above of that Column when the Arrow is small and Black

Select Entire Table

Click on the symbol on the far left side of the table

4.1.4 Insert, delete, rows and columns.

Add a cell

1. Click in a cell that is located just to the right of or above where you

want to insert a cell.

2. Under Table Tools, on the Layout tab, click the Rows & Columns

Dialog Box Launcher.

3. Click one of the following options:


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Click this To do this

Shift cells right

Insert a cell and move all other cells in that row to the right.

NOTE This option may result in a row that has more cells than the other rows.

Shift cells down

Insert a cell and move remaining existing cells in that column down one row each. A new row will be added at the bottom of the table to contain the last existing cell.

Insert entire row

Insert a row just above the cell that you clicked in.

Insert entire column

Insert a column just to the right of the cell that you clicked in.

Add a row

1. Click in a cell that is located just below or above where you want to

add a row.

2. Under Table Tools, click the Layout tab.


To add a row just above the cell that you clicked in, in the Rows

and Columns group, click Insert Above.

To add a row just below the cell that you clicked in, in the Rows

and Columns group, click Insert Below.

Add a column

1. Click in a cell that is located just to the right or left of where you want

to add a column.



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To add a column just to the left of the cell that you clicked in, in the

Rows and Columns group, click Insert Left.

To add a column just to the right of the cell that you clicked in, in

the Rows and Columns group, click Insert Right.

Delete a cell, row, or column

Delete a cell

1. Select the cell that you want to delete by clicking its left

edge.


3. In the Rows & Columns group, click Delete, and then click Delete

Cells.

Click one of the following options:

Click To do this

Shift cells left Delete a cell and shift all other cells in that row to the left.

NOTE Word does not insert a new column. Using this option may result in a row that has fewer

cells than the other rows.

Shift cells up Delete a cell and move the remaining existing cells in that column up one row each. A new, blank cell is added at the bottom of the column.

Delete entire row

Delete the entire row that contains the cell that you clicked in.

Delete entire column

Delete the entire column that contains the cell that you clicked in.


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Delete a row

1. Select the row that you want to delete by

clicking its left edge.



Rows.

Delete a column

1. Select the column that you want to delete by clicking its

top gridline or top border.



Columns.

4.2 Table Formatting

4.2.1 Modify column width, row height.

Specify row height.

Select a row

Right click on the Row and select Table Properties. The Row tab should

be selected.

Click on specify height check box and enter a value next to this.

Click on the OK button to apply the change.


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Specify column width

Select a column

Right click on the Column and select the Table properties command. The

column tab should be selected.

Click on the preferred

width check box, and

enter a value next to

this.

Click on the OK button

to apply the change.


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4.2.2 Modify cell border line style, width, colour.

Click once within your table.

Click on Border Arrow

From the submenu click on Borders and Shading

If necessary, select the Borders tab of the dialog box.

Select the style you require.

You can also use the scroll bars within this part of the dialog box to display

a wide range of options.

Select the width as required.

You can also select a colour from the colour section of the dialog box.

Click on the OK button to apply your selections.

De-select your table to view the results.

4.2.3 Add shading/background colour to cells.

Select particular cells within a table or select the entire table

Click on Border Arrow

From the submenu click on Borders and Shading

If necessary, select the Shading tab of the dialog box.

Select the required colour and then click on the OK button.

De-select your table to view the results.

4.3 Graphical Objects

4.3.1 Insert an object (picture, image, chart, drawn object) to a specified location in a document.

Insert clipart

Microsoft word has a built-in library of clipart images that you can insert in your


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documents. Remember that before inserting any image you should place your cursor at the place where you wish to insert the picture.

Click on the Insert tab.

Choose Clipart

The clipart task pane will appear at the right hand side of your screen.

Type a keyword in the Search for: box, and click Go.

Click once on the picture of your choice and it will be inserted in your

document. Insert a picture that is saved on your computer

Click on Picture from the Insert tab.

The Insert Picture dialog box will open, from where you can browse to

the folder that contains your pictures.

You can change the views of your folder to see a preview of your pictures.

Click on the picture that you wish to insert, and then click on Insert at the bottom of the window.


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Insert shapes

Microsoft word has a built-in tool which lets you insert several basic shapes, like circles, rectangles, arrows, callouts and banners, amongst others.

Click on the Insert tab and choose Shapes.

Choose one of the shapes and start drawing the shape on your document

To insert a standard-sized AutoShape, click the position in

your document where you want to display the shape. (You

can later change its size, shape, or position.)


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To give the AutoShape a specific initial size and shape, press the

mouse button and drag to create the figure.

Insert a chart

Click on the "Insert" tab

Click on "Chart" in the Illustrations section.

The datasheet dialog box and a chart will be displayed.

Use the datasheet to replace existing data with the information that you

wish to display in the chart.

Click outside the chart. The datasheet dialog box will disappear.


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4.3.2 Select an object

On the Home tab, in the Editing group, click Select.

To select shapes that are hidden, stacked, or behind text,

click Select Objects, and then draw a box over the

shapes.

To select other objects, such as pictures, SmartArt graphics, or

charts, press and hold CTRL while you select the objects that you

want.

4.3.3 Copy, move an object within a document, between open documents.

Move pictures, charts and graphs.

Click on the graphic that you wish to move. The border of the graphic will

display eight small squares known as sizing handles.

Click on the Home tab and Click Cut

Position the cursor where the graphic will be moved.

Click on the Home tab and click Paste

Note: To move an object from one document to another, repeat the same initial

process (select the object, click on the Home tab and Cut). Then open the other

document in which you need to paste, position the insertion point where you

need to insert the object and click on the Home tab and Paste.

To copy pictures, images and charts.

Click on the graphic that you wish to copy. The border of the graphic will

display eight small squares known as sizing handles.

Click on the Home tab and Click Copy

Position the cursor where the graphic will be copied.


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Click on the Home tab and click Paste

Note: To copy an object from one document to another, repeat the same initial

process (select the object, click on the Home tab and Copy). Then open the

other document in which you need to paste, position the insertion point where

you need to insert the object and click on the Home tab and Paste

4.3.4 Resize, delete an object

Click the graphic to resize.

Click on the arrow of the Format tab

The format picture or format object dialog box

will be displayed

Click Size tab.

Adjust the Height and Width measurements under Size and rotate.

Click OK button.

Deleting graphics

To delete an object / graphic, click once on the object to select it.

Then, press the delete key on your keyboard.


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5 Mail Merge

5.1 Preparation

Sometimes you may need to send a standard letter to a large number of

contacts. Typically you will address each of these letters specifically to the

intended recipient and you may also need to prepare labels with individual

recipient addresses to affix to envelopes.

The novice user might type the standard letter, save it and then

personalize each of these letters manually by typing the recipient contact

details. However, this task is highly time-consuming especially if the same

letter is sent to many recipients.

The mail merge facility in Ms Word makes the task of generating mass

mailing letters and labels relatively easy.

Preparing any type of merged document typically involves two files:

The main document contains the standardized text and graphics to be

included on the letter or labels. You insert special instructions, known as

merge fields, in this document to indicate where you want the variable

information to be printed from the data source file.

The data source file contains the information that varies with each

version for example names, addresses, account numbers etc.


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Preparing the Data Source File

Each set of related information in a data source file makes up one record

in the data file. One record in a person’s mailing list, for example, contains

all the information for one individual person.

The different types of information – title, name, mailing address, and so

on - are called fields. Each field in the data file must have a unique name.

In most cases, you list the field names in the first record of the data file,

called the header record.

The remaining records in the data file (the data records) contain the field

information corresponding to each field name in the header record.

5.1.1 Open, prepare a document, as a main document for a mail merge..

To display the Mail Merge task pane, click on the Mailings Tab.

Then click Start Mail Merge,

Click on Step by Step Mail Merge Wizard.

The Mail Merge task pane opens with a question about

what type of merged document you are creating. After

you choose, click Next at the bottom of the task pane.


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If your main document (called the starting document

in the task pane) is already open, or you are starting

with a blank document, you can click Use the current

document.

Then click on Next Select Recipients

5.1.2 Select a mailing list, other data file, for use in a mail merge.

In this step in the mail-merge process, you connect to the

data file where the unique information that you want to

merge into your document is stored.

If you have a Microsoft Office Excel worksheet or a Microsoft

Office Access database that contains your customer

information, click Use an existing list, and then click

Browse to locate the file.

If you don't have a data file yet, click Type a new list, and

then use the form that opens to create your list. The list is

saved as a mailing database (.mdb) file that you can reuse.


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Just because you connect to a certain data file doesn't mean that you have to

merge information from all the records (rows) in that data file into your main

document. After you connect to the data file that you want to use or create a new

date file, the Mail Merge Recipients dialog box opens. You can select a subset of

records for your mail merge by sorting or filtering the list.

Clear the check box next to a record to exclude that record.

Use the buttons to select or exclude all the records or to find specific

records.

5.1.3 Insert data fields in a mail merge main document (letter, address labels).

If your main document is still blank, type the

information that will appear in each copy. Then,

add fields by clicking More items in the task pane.

Fields are placeholders that you insert into the

main document at locations where you want

unique information to appear. Fields appear in

your document within chevrons, for example,

«Address».

5.2 Outputs

5.2.1 Merge a mailing list with a letter, label document as a new file or printed output.

In case one need to print envelopes or labels instead of letter in step one choose one of them depends on what you need.

After completing the 4th Step, the wizard asks you to Preview your letter.


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You can preview your merged document and make changes before you actually complete the merge

When you are satisfied with the merge results, click Next at the bottom of the task pane.

Then on the Last Step

Click on Edit Individual letters.

Click on All and Ok

You will notice that all your contacts will be merged with the letter that you had in a new document

5.2.2 Print mail merge outputs: letters, labels.

In Case you want to Print instead of choosing edit individual Letters choose Print and it will print the whole list merged with the letter/labels

OR

After you have done the step Edit individual Letters.

Click on the Office Button

Click Print


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6 Prepare Outputs

6.1 Setup

6.1.1 Change document orientation: portrait, landscape. Change paper size

Document Orientation

1. On the Page Layout tab, in the Page Setup group, click Orientation.

2. Click Portrait or Landscape.

Change Paper Size

1. On the Page Layout tab, in the Page Setup group, click Size.

2. Choose one of them example A4

6.1.2 Change margins of entire document, top, bottom, left, right.

1. On the Page Layout tab, in the Page Setup group, click Size.

2. Click on the Margins button and click Custom Margins.


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Top: - To set the top margin

Bottom: - To set the bottom margin

Left: - To set the left-hand margin

Right: - To set the right-hand margin

Gutter: - To set the gutter margin width between pages for binding purposes

6.1.3 Recognize good practice in adding new pages: insert a page break rather than using the Return key

Good practices in using page break rather than pressing enter several times.

When using page break, any changes made to the text in a particular page, will not affect the text in the other pages. For example, if text is added on the previous page, the text at the beginning of the next page will still remain in the same place. Thus, with page break you take less time in organizing the layout of the document

6.1.4 Insert, delete a page break in a document.

Insert a hard Page Break

Place the insertion point where you want to end one page and start

another. Press CTRL + Enter

Otherwise, click Insert Page Break

Delete a hard page break

If you want to delete a hard page break, switch on the Show/Hide button.

Then place the insertion point below the hard page break (the dotted line)

and press Backspace.

6.1.5 Add, edit text in headers, footers.

From the Insert tab, select the Header in case of the top of the page and

Footer in case of the bottom of the page

Click on Edit Header and start Typing.

In case one needs to go in the footer


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Click on Go to Header in the Design Tab

6.1.6 Add fields in headers, footers: date, page number information, file name and 6.1.7 Apply automatic page numbering to a document.

After you click on Header or Footer and chose Edit Header/Footer

In the Design Tab you will have the date, page number and quick parts

button to Insert

When you click on Quick Parts and Field

You can choose on which field you want to

insert. You can also do the date and page

number from here

6.2 Check and Print

6.2.1 Spell check a document and make changes like: correcting spelling errors, deleting repeated words.

It is important that you check your document for any spelling or grammar mistakes prior to printing.

This can be done by clicking on the Review tab and selecting Spelling and Grammar.

The spelling and grammar dialog box will be displayed, as illustrated. For each


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You can select one of the following actions:

Ignore Once: Leaves the word as it is.

Ignore All: Will not change any further occurrences of the word.

Add to Dictionary: Adds the word to the dictionary.

Change: Will change the word to the suggested word

Change All: Will change all further occurrences of the word to the

suggested word

AutoCorrect: Enables the AutoCorrect feature for any further occurrences

of the word.

Cancel: Exits the Spell check.

Dictionary Language: Allows you to select the language used for spell

checking.

Undo: Will undo the previous correction.

Suggestions: A list of suggested corrections is displayed.

Options: Enables you to change the Spell Checking options.

Delete: Deletes a duplicated occurrence of a word

6.2.2 Add words to a built-in custom dictionary using a spell checker.

1. Click the Microsoft Office Button , and then click Word Options.

2.

Click Proofing.

3.

Click Custom Dictionaries.


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4. Select the dictionary you want to edit. Make sure you do not clear the

check box.

5. Click Edit Word List.

6. Do one of the following:

1. To add a word, type it in the Word(s) box, and then click Add.

2. To delete a word, select it in the Dictionary box, and then click

Delete.

3. To edit a word, delete it, and then add it with the spelling you

want.

4. To remove all words, click Delete all.

6.2.3 Preview a document.

Print preview lets you see a preview

of your document before actually

printing it.

Click on the Office button.

Point to Print.

Click on Print Preview.

Note:

To exit ―Print Preview and return

to ―Normal View, click on Close

Print Preview.


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6.2.4 Print a document from an installed printer using output options like: entire document, specific pages, number of copies.

Click on the Office Button.

Point to Print, and then click on Print from the sub-menu

The Print dialog box will be displayed as illustrated below.

In the Page range section choose whether you wish to print all the pages

in the document, the current page only, selected pages, or a particular

selection.

In the Copies section specify how many copies of the same document

you wish to print.


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You can choose to print all the pages in the range specified, or else you

can choose to only print the odd or the even pages.

Finally, click OK.

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