End-User Computing

Study Guide

Microsoft Word 2016

Copyright: In terms of the Copyright Act, no 98 of 1978, no part of this manual may be
reproduced or transmitted in any form or by any means, electronic or mechanical, including
photocopying, recording or by any other information storage and retrieval system without
permission in writing from Damelin.

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 TABLE OF CONTENTS

Module Information ........................................................................................................ 4

CHAPTER 1: CREATING , FORMATTING , AND EDITING A WORD DOCUMENT WITH A
PICTURES............................................................................................................................ 5
1.1 Introduction.................................................................................................................. 5
1.2 Ms Word 2016 Interface description ............................................................................ 6
1.3 To Change the Font Size of Selected Text .................................................................. 8
1.4 To Change the Case of Selected Text ......................................................................... 9
1.5 Correcting Errors and Revising A Document ............................................................. 12
CHAPTER 2: CREATING A RESEARCH PAPER WITH REFERENCES AND SOURCES . 14
2.1 Introduction................................................................................................................ 14
2.2 Navigating MS Word using the keyboard ................................................................... 15
2.3 Changing Document Settings .................................................................................... 18
2.4 Typing the Research Paper Text ............................................................................... 20
2.5 Proofreading and Revising the Research................................................................... 24
CHAPTER 3:CREATING A BUSINESS LETTER WITH A LETTERHEAD AND TABLE...... 28
3.1 Introduction................................................................................................................ 28
3.2 To Open a New Document: ....................................................................................... 28
3.3 Saving a Document: .................................................................................................. 30
3.4 Previewing a document: ............................................................................................ 31
3.5 To Print a document: ................................................................................................. 31
CHAPTER 4: CREATING A LETTER HEAD ....................................................................... 34
4.1 To Change Margin Settings ....................................................................................... 34
4.2 To Apply a Shape Style ............................................................................................. 35
4.3 To Change an Object’s Text Wrapping ...................................................................... 35
4.4 To Change the Document Theme .............................................................................. 36
4.5 To Move a Graphic .................................................................................................... 37
4.6 To Insert an Empty Table .......................................................................................... 40

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Module Information

Name of programme All Degrees and Diplomas

Type of programme Contact (Full-Time & Part Time)
NQF Level 5
Name of module End User Computing – Microsoft Word
Credits
Notional hours
Module purpose The objective of this module is to introduce students to
Microsoft Word. This word processing package will equip the
student to work well with all the basic functionality of a
popular word processing software package.

Learning Outcomes: On completion of this course the students should be able to:

 Use MS Word effectively

 Create documents, letters etc in MS Word
 Learn formatting techniques for creating a document
Prescribed textbooks and Module Title Prescribed Textbook Author Edition Publisher
other sources
End User Computing
MS Office 365 2016 Introductory
Shelly Cashman
2016
Cengage:97813058700197
Icons Additional information

Self-check activity

Reading in prescribed textbook

Bright ideas

Think point

Case Study

Study Group Discussion

Vocabulary

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CHAPTER 1: CREATING , FORMATTING , AND EDITING A WORD DOCUMENT WITH A
PICTURES
1.1 Introduction
1.2 Project- Flyer with Picture
1.3 Entering Text
1.4 Formatting Paragraph’s and Characters
1.5 Inserting And Formatting Picture In A Word Document
1.6 Enhancing the page
1.7 Correct errors and revise a document

1.1 Introduction

Microsoft’s latest and greatest application software with huge compatibility improvements.
Ms Word 2016 is the word processing portion of Microsoft’s newly updated Microsoft Office
suite of productivity programs. For example, to advertise a sale, promote a business,
publicize an event, or convey a message to the community, you may want to create a flyer
and hand it out in person or post it in a public location. Libraries, schools, community
organisations, grocery stores, coffee shops, and other places often provide bulletin boards or
windows for flyers. You also see flyers posted on webpages, on social media or emails
messages.

A. To start up Microsoft Word:

 Click Start from the Taskbar

 Click Word 2016
 Click on Blank document

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B. The Microsoft Word Screen:

1.2 Ms Word 2016 Interface description

Title Bar:
It displays the name of the application.

Menu Bar:
It displays menu commands such as File, Edit and View.

Standard Toolbar:
It contains basic shortcut buttons such as Save, Cut, Copy and Paste.

Formatting Toolbar:
It contains shortcut buttons for performing operations such as changing the size of font,
underlining and changing the text to bold.

Drawing Toolbar:
Offers basic drawing and object formatting tools that can help you enhance your document
such as AutoShapes and Text Boxes.

Status Bar:
It indicates the current page, line and column number.

Vertical Scrollbar:
It allows you to move the slide screen from top to bottom and vice versa.

Horizontal Scrollbar:
It allows you to move the slide screen from left to right and vice versa.

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Text Window:
It is the blank area occupying most of the screen with a flashing cursor on the left.

Ruler:
It is used to change the margin settings.

Help Options:
Ms Word offers an extensive help system, which is the same as the help system found in
almost every Windows program.

You can obtain HELP by pressing the F1 function key on the keyboard or by clicking HELP
on the menu bar.

To Type Text
• Type the text in the Word document
• To move the insertion point to the beginning of the next line, press the
ENTER key

To Display Formatting Marks

• If the HOME tab is not the active tab, click HOME on the ribbon to display the
HOME tab
• If it is not selected already, click the Show/Hide ¶ button to display formatting
marks on the screen

To Insert a Blank Line

Press the ENTER key to insert a blank line in the document

To Zoom Page Width
Click VIEW on the ribbon to display the VIEW tab
Click the Page Width button to display the page the same width as the document window

To Word-wrap Text as You Type

Word-wrap allows you to type words in a paragraph continually without pressing the ENTER
key at the end of each line

To Check Spelling and Grammar as You Type

• Type the misspelled text and then press the SPACEBAR so that a red wavy line
appears below the misspelled word
• Right-click the flagged word to display a shortcut menu that presents a list of
suggested spelling corrections for the flagged word
• Click the correct word on the shortcut menu

Formatting Paragraphs and Characters

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To Center a Paragraph
Click somewhere in the paragraph to be centered to position the insertion point in the
paragraph to be formatted
Click the Center button to center the paragraph containing the insertion point

To Select a Line
While the pointer is a right-pointing block arrow, click the mouse to select the entire line to
the right of the pointer

1.3 To Change the Font Size of Selected Text

With the text selected, click the Font Size arrow to display the Font Size gallery
Point to the desired point size in the Font Size gallery to display a live preview of the
selected text at the selected point size

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Click the desired point size to change the font size of the selected text

To Change the Font of Selected Text

With the text selected, click the Font arrow to display the Font gallery
Scroll through the Font gallery, and then point to the desired font to display a live preview of
the selected text in the selected font
Click the font to change the font of the selected text

1.4 To Change the Case of Selected Text

With the text selected, click the Change Case button to display the Change Case gallery
Click the desired case in the Change Case gallery to change the case of the selected text

To Apply a Text Effect to Selected Text

With the text selected, click the Text Effects button to display the Text Effects and
Typography gallery
Point to the desired text effect to display a live preview of the selected text in the selected
text effect
Click the text effect to change the text effect of the selected text
To Shade a Paragraph
Click somewhere in the paragraph to be shaded
Click the Shading arrow to display the Shading gallery
Click the desired shading color

To Select Multiple Lines

Move the pointer to the left of the first paragraph to be selected until the pointer changes to a
right-pointing block arrow

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While the pointer is a right-pointing block arrow, drag downward to select all lines that will be
formatted
To Change the Font Size of Selected Text
With the text selected, click the Font Size arrow to display the Font Size gallery
Click the desired font size
Click anywhere in the document window to remove the selection from the text

To Bullet a List of Paragraphs

Select the paragraphs to be formatted

Click the Bullets button to place a bullet character at the beginning of each selected
paragraph
To Undo and Redo an Action
Click the Undo button on the Quick Access Toolbar to reverse your most recent action
Click the Redo button on the Quick Access Toolbar to reverse your most recent undo

To Italicize Text
Click somewhere in the word to be italicized to position the insertion point in the word to be
formatted
Click the Italic button to italicize the word containing the insertion point

To Color Text
With the insertion point in the word to format, click the Font Color arrow to display the Font
Color gallery
Click the font color to change the color of the text
To Use the Mini Toolbar to Format Text
Select the text to format to display the mini toolbar

To Underline Text
With the text selected, click the Underline button to underline the selected text

To Bold Text
With the text selected, click the Bold button to bold the selected text

To Zoom One Page

Click VIEW on the ribbon to display the VIEW tab
Click the One Page button to display the entire page in the document window as large as
possible

To Change Theme Colors

Click DESIGN on the ribbon to display the DESIGN tab
Click the Theme Colors button to display the Theme Colors gallery
Click the desired theme color to change the document theme colors

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INSERTING AND FORMATTING A PICTURE IN A WORD DOCUMENT

To Insert a Picture

Position the insertion point where you want to insert the picture
Click INSERT on the ribbon to display the INSERT tab
Click the From File button to display the Insert Picture dialog box
Navigate to the picture location
Select the picture you wish to insert
Click the Insert button to insert the picture at the location of the insertion point in the
document

To Zoom the Document

Click the Zoom Out or Zoom In button as many times as necessary until the Zoom button on
the status bar displays the desired value
To Resize a Graphic
Drag one of the sizing handles to increase or decrease the size of the graphic
To Zoom 100%
Click VIEW on the ribbon to display the VIEW tab
Click the 100% button to display the page at 100% in the document window

To Apply a Picture Style

Click PICTURE TOOLS FORMAT on the ribbon to display the PICTURE TOOLS FORMAT
tab
Be sure the graphic still is selected
Click the More button in the Picture Styles gallery to expand the gallery
Click the desired style in the Picture Styles gallery to apply the style to the selected picture

To Apply Picture Effect

With the picture still selected, click the Picture Effects button to display the Picture Effects
menu
Point to the desired effect category
Click the desired picture effect in the gallery to apply the selected picture effect

To Add a Page Border

Click DESIGN on the ribbon to display the DESIGN tab

Click the ‘Borders and Shading’ button to display the Borders and Shading dialog box
Click the desired border style
Click the Color arrow to display a Color palette
Click the desired color
Click the Width arrow to display the Width list
Click the desired width

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Click the OK button to add the border to the page

To Add a Page Border

Click DESIGN on the ribbon to display the DESIGN tab
Click the ‘Borders and Shading’ button to display the Borders and Shading dialog box
Click the desired border style
Click the Color arrow to display a Color palette
Click the desired color
Click the Width arrow to display the Width list
Click the desired width
Click the OK button to add the border to the page

To Change Spacing before and after Paragraphs

Position the insertion point in the paragraph to be adjusted

Click LAYOUT on the ribbon to display the LAYOUT tab
Change the values in the Spacing Before and Spacing After boxes

1.5 Correcting Errors and Revising A Document

Types of changes Made to Documents

To Delete Text
Select the text to be deleted
With the text selected, press the DELETE key to delete the selected text

To Move Text

Select the text to be moved

With the pointer in the selected text, press and hold down the mouse button, which displays
a small dotted box with the pointer
Drag the insertion point to the location where the selected text is to be moved
Release the mouse button to move the selected text to the location of the dotted insertion
point
Click anywhere in the document window to remove the selection

To Save and Print the Document

Save the document again on the same storage location with the same file name
Print the document
To Switch to Read Mode
Click the Read Mode button on the status bar to switch to Read mode
To Switch to Print Layout View
Click the Print Layout button on the status bar to switch to Print Layout

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1.6 Self-Evaluation Questions

1.6.1. Demonstrate the steps followed when effecting text effects to selected text (5)
1.6.2. Is it possible to check spellings as you type? (5)
1.6.3. Show the steps followed when adding a page border (5)
1.6.4. When bulleting a list of paragraphs, highlight the steps involved?
1.6.5. Illustrate the procedure for saving and printing a document. (5)

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CHAPTER 2: CREATING A RESEARCH PAPER WITH REFERENCES AND SOURCES

L E AR N I NG O U TCO M ES

2.1 Introduction
2.2 Navigating the MS Word
2.3 Changing Document Settings
2.4 Typing the research Paper Text
2.5 Proof Reading and Revising the research Paper

2.1 Introduction

In both academic and business environment, you will be asked to write reports. Business
reports range from proposals to cost justifications to five year plans to research findings.
Academic reports focus mostly on research findings. A research paper is a document you
can use to communicate the results of research findings. To write a research paper you
need, to learn about a particular topic from variety of sources (research), organize your ideas
from the research results, and then present relevant facts and /or opinions that support the
topic. Your final research paper combines properly credited outside information along with
personal insights. Thus, no two research papers – even if they are about the sane topic- will
or should be the same.

You will have mastered the material in this module when you can:
 Navigate through the MS Word document using the keyboard
 Understand the short cut keys
 Describe the MLA documentation style for Research papers.
 Modify a style
 Change line and paragraph spacing in a document
 Use a header to number pages of a document
 Apply formatting using keyboard shortcuts
 Modify paragraph indentation
 Insert and edit citations and their sources
 Add a footnote to the document
 Insert manual page break
 Create a bibliographical list of sources
 Cut, copy and paste text
 Find text and replace text
 Find a synonym
 Check spelling and grammar at once
 Look up information

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2.2 Navigating MS Word using the keyboard

A. Direction Arrow Keys:

 The arrow keys are the easiest way to navigate through the document.

 These keys are also referred to as the Cursor Control Keys:

 takes the cursor one character to the right.

 takes the cursor one character to the left.

 takes the cursor one line down.

 takes the cursor one line up.

B. Other ways to move the cursor:

 CRTL + - takes the cursor up one paragraph.

 CRTL + - takes the cursor down one paragraph.

 CRTL + - takes the cursor one word to the right.

 CRTL + - takes the cursor one word to the left.

 HOME - takes the cursor to the beginning of the line.

 END - takes the cursor to the end of the line.

 PAGE UP - takes the cursor up one entire screen.

 PAGE DOWN - takes the cursor down one entire screen.

 CRTL + HOME - takes the cursor to the beginning of the document.

 CRTL + END - takes the cursor to the end of the document.

C. The Enter key:

The enter key is only used for the following purposes:

a) When you want to start a new paragraph

b) To leave lines (spaces) between sentences.
c) To start a new page. The enter key can be pressed continuously until a dotted line
can be seen which indicates the start of a new Page.

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 d) Ctrl + Enter can also be used to start a new page. This is called a hard return. It is
identified by the words “Page Break”. THE ENTER KEY

D. The Space bar:

It is used to:

a) Insert a space between characters, words or sentences.

NOTE!

It is only pressed once between each word and

sentence.

E. The Shift key:

It is used to:

a) Produce Capital Letters.

b) Highlight text together with the direction arrow keys.

F. The Tab key:

It is used to:

a) Indent text to an exact position.

b) Align columns of information.

NOTE!
The purpose of using the Tab key is to organize the
text you see on-screen, so when you are printing, text
is lined up neatly.

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G. The Alt key:

It is used with other keys to perform a function such as:

a) Accessing any command on the Menu bar by pressing Alt + Underlined letter of the
command to open the menu. F. THE TAB K

NOTE!

Alt + F opens the file menu.

H. The Delete & Backspace Key:

These 2 keys on the keyboard can be used to delete single characters of text.

a) Backspace Key: deletes the character to the left of the cursor.

b) Delete Key: deletes the character to the right of the cursor.

PROJECT-RESEARCH PAPER

Roadmap
 Change the document settings
 Create the header for each page of the research paper
 Type the research paper text with citations
 Create an alphabetical works cited page
 Proofread and revise the research paper.

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2.3 Changing Document Settings

To Modify a Style

Right-click the style to modify in the Styles gallery to display a shortcut menu related to
styles
Click Modify on the shortcut menu to display the Modify Style dialog box
Make the desired changes to the style in the Modify Style dialog box, and then click the OK
button to update the style

To Change Line Spacing

Click the ‘Line and Paragraph Spacing’ button to display the Line and Paragraph Spacing
gallery
Click the desired setting in the Line and Paragraph Spacing gallery to change the line
spacing at the location of the insertion point

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To Remove a Space after a Paragraph
Click the ‘Line and Paragraph Spacing’ button (HOME tab | Paragraph group) to display the
Line and Paragraph Spacing gallery
Click ‘Remove Space after Paragraph’ in the Line and Paragraph Spacing gallery so that no
blank space appears after paragraphs

CREATING A HEADER

To Switch to the Header

Click INSERT in the ribbon to display the INSERT tab
Click the ‘Add a header’ button to display the Add a Header gallery
Click Edit Header in the Add a Header gallery to switch from the document text to the
header, which allows you to edit the contents of the header

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To Right-Align a Paragraph

Click HOME on the ribbon to display the HOME tab

Click the Align Right button to right-align the current paragraph
To Insert a Page Number
Click HEADER & FOOTER TOOLS DESIGN on the ribbon to display the HEADER &
FOOTER TOOLS DESIGN tab
Click the ‘Add Page Numbers’ button to display the Add Page Numbers menu
Point to the desired location on the Add Page Numbers menu to display the gallery
Click the desired style
To Close the Header
Click the ‘Close Header and Footer’ button to close the header and switch back to the
document text

2.4 Typing the Research Paper Text

To Click and Type

Position the mouse pointer in the location where you want to type, in the center of the
document window until a center icon appears below the I-beam
Double-click to center the paragraph and mark the insertion point between the left and right
margins
Type the desired text and then press the ENTER key to position the insertion point on the
next line

To Display the Rulers

Click VIEW on the ribbon to display the VIEW tab

If the rulers are not displayed, click the View Ruler check box to place a check mark in the
check box and display the horizontal and vertical rulers on the screen

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To First-Line Indent Paragraphs
With the insertion point in the paragraph to be indented, drag the First Line Indent marker to
the desired location on the ruler to set the location for the first-line indent

To AutoCorrect as You Type

Word provides an AutoCorrect feature that automatically corrects certain typing, spelling,
capitalization, or grammar errors as you type a document

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To Use the AutoCorrect Options Button
Position the mouse pointer in the text automatically corrected by Word to display a small
blue box below the automatically corrected word
Point to the small blue box to display the AutoCorrect Options button
Click the AutoCorrect Options button to display the AutoCorrect Options menu
Press the ESCAPE key to remove the AutoCorrect Options menu from the screen

To Create an AutoCorrect Entry

Click FILE on the ribbon to open the Backstage view
Click Options in the Backstage view to display the Word Options dialog box
Click Proofing in the left pane to display proofing options in the right pane
Click the AutoCorrect Options button in the right pane to display the AutoCorrect dialog box
When Word displays the AutoCorrect dialog box, type the word you want to replace in the
Replace text box, and the word to replace with in the With text box
Click the Add button
Click the OK button (AutoCorrect dialog box)
Click the OK button (Word Options dialog box

To Change the Bibliography Style

Click REFERENCES on the ribbon to display the REFERENCES tab
Click the Bibliography Style arrow to display a gallery of predefined documentation styles
Click the desired style in the Bibliography Style gallery to change the documentation style

To Insert a Citation and Create it’s Source

Click the Insert Citation button to display the Insert Citation menu
Click ‘Add New Source’ on the Insert Citation menu to display the Create Source dialog box
Click the ‘Type of Source’ arrow, and then tap or click the type of source you are adding

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Type the source information in the appropriate text boxes, and then click the OK button to
insert the citation in the document at the location of the insertion point

To Insert a Footnote Reference Mark

Click the Insert Footnote button to display a note reference mark (a superscripted 1) in two
places:
(1) In the document window at the location of the insertion point and
(2) At the bottom of the page where the footnote will be positioned, just below a separator
line
To Insert a Citation Placeholder
Click the Insert Citation button to display the Insert Citation menu
Click ‘Add New Placeholder’ on the Insert Citation menu to display the Placeholder Name
dialog box
Type the placeholder name, and then click the OK button

To Count Words
Click the Word Count indicator on the status bar to display the Word Count Dialog box
If necessary, place a check mark in the ‘Include textboxes, footnotes and endnotes’ check
box
Click the Close button to close the dialog box
To Hide and Show White Space
Position the pointer in the document window in the space between pages so that the pointer
changes to a ‘Hide White Space’ button
Position the pointer in the document window on the page break between pages so that the
pointer changes to a ‘Show White Space’ button

CREATING AN ALPHABETICAL WORKS CITED

To Page Break Manually

Position the insertion point where you wish to insert the page break
Click INSERT on the ribbon to display the INSERT tab
Click the ‘Insert a Page Break’ button to insert a manual page break immediately to the left
of the insertion point and position the insertion point immediately below the manual page
break

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To Apply a Style
Click HOME on the ribbon to display the HOME tab
With the insertion point in the paragraph to be modified, click the desired style in the Styles
gallery

To Create a Bibliographical List

Click REFERENCES on the ribbon to display the REFERENCES tab
With the insertion point positioned where the bibliographical list is to be inserted, click the
Bibliography button to display the Bibliography gallery
Click Insert Bibliography in the Bibliography gallery to insert a list of sources at the location
of the insertion point

2.5 Proofreading and Revising the Research

To Modify the Source

Click the Manage Sources button to display the Source Manager dialog box
Click the source you wish to edit in the Current List
Click the Edit button to display the Edit Source dialog box
Make the desired changes to the source, and then click the OK button
If necessary, click Yes to update all occurrences of the source
Click the Close button to update the list of sources in the document and close the dialog box

To Copy and Paste

Select the item to be copied
Click the Copy button to copy the selected item in the document to the Office Clipboard
Position the insertion point at the location where the item should be pasted
Click the Paste button to paste the copied item in the document at the location of the
insertion point

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To Find Text
Click the Find button to display the Navigation Pane
Type the text to find in the Navigation Pane text box to display all occurrences of the typed
text, called the search text, in the Navigation Pane and to highlight the occurrences of the
search text in the document window

To Replace Text
Click the Replace button to display the Replace sheet in the Find and Replace dialog box
Type the text to find in the Find what text box
Type the text to replace within the Replace with text box
Click the Replace All button to instruct Word to replace all occurrences of the Find what text
with the Replace with text. If Word displays a dialog box asking if you want to continue
searching from the beginning of the document, click the Yes button
Click the OK button
Click the Close button

To Find and Insert a Synonym

Right-click the word for which you want to find a synonym to display a shortcut menu
Point to Synonyms on the shortcut menu to display a list of synonyms for the word you right-
clicked
Click the synonym you want on the Synonyms submenu to replace the selected word in the
document with the selected synonym

To Check Spelling and Grammar at Once

Press CTRL+HOME because you want the spelling and grammar check to begin from the
top of the document
Click REVIEW on the ribbon to display the REVIEW tab
Click the Spelling & Grammar button to begin the spelling and grammar check at the location
of the insertion point, which in this case, is at the beginning of the document
Click the desired spelling in the list of suggestions
If items are found, click the desired selection

To Look Up Information
Locate the word you want to look up
While holding down the ALT key, click the word you want to look up to open the Research
task pane and display a dictionary entry for the ALT+clicked word. Release the ALT key
Click the Source arrow in the Research task pane to display a list of search locations and
then click ‘All Research Sites’ in the list
Click the Close button in the Research task pane

To Zoom Multiple Pages

Click HOME on the ribbon to display the HOME tab
If the ‘Show/Hide ¶’ button is selected, click it to hide formatting marks
Click VIEW on the ribbon to display the VIEW tab
If the rulers are displayed, click the View Ruler check box to remove the check mark from the
check box and remove the horizontal and vertical rulers from the screen

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Click the Multiple Pages button to display the all three pages at once in the document
window
When finished, click the Page Width button to return to the page width zoom

To Change Read Mode Color

Click the Read Mode button on the status bar to switch to Read mode
Click the VIEW tab to display the VIEW menu
Point to Page Color on the VIEW menu to display the Page Color menu
Click the desired color on the Page Color submenu to change the color of the Read mode
screen

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2.6 Self-Assessment

2.6.1 The enter key and space bar are used for the same purpose, do you agree? (6)
2.6.2 Highlight the importance of citations in a document. (3)
2.6.3 Illustrate how a header is created (3)
2.6.4 Synonyms are important in EUC. Highlight their uses. (3)

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CHAPTER 3: CREATING A BUSINESS LETTER WITH A LETTERHEAD AND TABLE

3.1 Introduction
3.2 Opening a document
3.3 Saving a document
3.4 Previewing a document
3.5 Printing a document

3.1 Introduction
In a business environment, people use documents to communicate with others. Business
documents can include letters, memos, newsletters, proposals, and resumes. An effective
business document clearly and concisely conveys its message and has a professional,
organized appearance. You can use your own creative skills to design and compose
business documents. Using Word, for example, you can develop the content and decide on
the location of each item in a business document.

At the end of this module, you must be able to:

 Change Margins  Convert a hyperlink to regular text

 Insert and format a shape  Apply style
 Change text wrapping  Set and use tab stops
 Insert an online picture and format  Insert the current date
it  Create, modify and insert a
 Insert a symbol building block
 Add a border to a paragraph  Insert a word table, enter data in
 Clear formatting the table, and format the table.


3.2 To Open a New Document:

To create a new document, the user would:

• Click on File
• Click New
• Click on Blank document
• Click on OK

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To Close a Document:

Once you are working with a particular document, you can close it by:

• Click File
• Click Close.

The computer will prompt you, asking whether you want to save your document, as seen
above, Click on the option you want.

3.3 Saving a Document:

E: (on a flask disk)

• Click File from Menu bar

• Click Save As
• Click inside the Save in…box
• Click on the flash drive (make sure the disk is in the drive)
• Click inside the Filename box

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 • Type in a filename
• Click on SAVE
Saving the changes to a Document:

Saving your document for a second time updates (saves the changes you have made) the
file on the disk.

• Click File on Menu bar

• Click SAVE

3.4 Previewing a document:

Before printing a document, always preview the document first. This command allows you to
see the document and the format.

• Click File from Menu bar

• Click Print, then select Print Preview
• Click on Close to return to your document

3.5 To Print a document:

• Click File from Menu bar

• Click Print
• Click in the Page Range, which gives the options such as: All, Current Page and
Pages, choose an option
• Click in the number of copies
• Click on OK

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3.6 Self-Assessment

1. Start Microsoft Office Word; Open a document called Printers paragraph draft which
will be supplied to you by your facilitator/assessor. Save the file as: 3D Printers
Company in your designated assessment folder.

2. Find and Replace feature to find all occurrences of the word teem and replace it with
team.

3. Set the margins of the document as follows:

Top margin = 1 cm
Bottom margin = 1.5 cm
Left margin = 2 cm
Right margin = 2 cm
4. Format the first line (the heading)3D the ultimate printers for life thus:

5. Start Microsoft Office Word; Open a document called Printers paragraph draft which
will be supplied to you by your facilitator/assessor. Save the file as: 3D Printers
Company in your designated assessment folder.

6. Find and Replace feature to find all occurrences of the word teem and replace it with
team.

7. Set the margins of the document as follows:

Top margin = 1 cm
Bottom margin = 1.5 cm
Left margin = 2 cm
Right margin = 2 cm

8. Format the first line (the heading)3D the ultimate printers for life thus:

Centre
Font type = Brush script MT
Font style = Bold Italic
Font size = 24pt
Font colour = Green
Background shading = very light grey (10%)
Bottom border = 6 points thick, dark grey (50%)
Right border = 6 points thick, dark grey (50%)
Effects = Emboss

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 Character Spacing 4pts

TM
9. Insert the Special Character after the word 3D of the heading 3D the ultimate
printers for life.

10. Open a document called Consider This: Your Turn, which will be supplied to you by
your facilitator/assessor.

11. Copy the text from the document’s 2nd paragraph: Bluetooth and paste the text as
the first paragraph of the Printers paragraph document. Close the Consider This:
Your Turn document.

12. Format the first paragraph under the main heading Consider This: Your Turn as
follows:

Set the first line indentation to 1.5cm from the left and 15 for the right margins
Apply justified alignment
Set the font color for this first paragraph to Teal (or Dark Red) and Bold
Set the Line Spacing to 1.5 (one and a half line spacing)
Apply a border to this paragraph
13. Format only the sub-headings.
(Beginning with Consider This: Your turn and ending with WI-FI)
Font style = Bold Italic
Font type = Bauhas 93
Font size = 16pt
Font colour = Blue

14 Apply the following formatting to all the paragraphs under these sub-headings
(Except the first paragraph under the heading Consider This: Your Turn)
Font style = Bold Italic
Font size = 12pt
Font colour = Yellow
Alignment = Justified
14. Create a bullet list for the nine lines under the heading Bluetooth.
Replace the black dot bullets with this bullet type – (tip: search the Wingdings font
types)

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CHAPTER 4: CREATING A LETTER HEAD

4 . 1 Changing Margins
4 . 2 Applying Shape Styles
4.3 To change Object Text Wrapping
4.4 Changing Colour on the Graphic
4.5 Moving Graphics
4.6 Inserting Tables

At the end of this module, you must be able to:

 To change margins
 To insert a shape
 Floating versus inline Objects
 To change Objects position
 To change objects text wrapping
 To apply a shape style
 To add text to a shape
 To insert online picture
 To change color of the graphic
 To move , copy, flip a graphic
 To insert a symbol from the symbols dialog box
 To insert a table

4.1 To Change Margin Settings

Display the PAGE LAYOUT tab

Click the Adjust Margins button to display the Adjust Margins gallery
Click the desired setting in the Margins gallery to change the margins

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To Insert a Shape
Display the INSERT tab
Click the ‘Draw a Shape’ button to display the Draw a Shape gallery
Click the desired shape, which removes the gallery. The pointer changes to the shape of a
crosshair in the document window
Position the pointer (a crosshair) in the approximate location for the upper-left corner of the
desired shape
Drag the mouse to the right and downward to form the boundaries of the shape

To Change an Object’s Position

With the shape selected, click the Position Object button to display the Position Object
gallery
Click the desired position

4.2 To Apply a Shape Style

Select the shape, and click the more button in the Shape Styles gallery to expand the gallery
Click the desired style to apply the selected style to the shape

4.3 To Change an Object’s Text Wrapping

With the shape still selected, click the Layout Options button attached to the graphic to
display the Layout Options gallery
Click the desired option in the Layout Options gallery
Click the Close button in the Layout Options gallery to close the gallery

To Add Text to a Shape

Right-click the shape to display a mini toolbar and/or shortcut menu

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Click Add Text on the shortcut menu to place an insertion point in the shape
Type the desired text in the shape

To Use the ‘Increase Font Size’ Button

Select the text of which you wish to increase the font size
Display the HOME tab
Repeatedly click the ‘Increase Font Size’ button until the text is the desired font size

4.4 To Change the Document Theme

Display the DESIGN tab
Click the Themes button to display the Themes gallery
Click the desire theme

To Insert an Online Picture

Position the insertion point where you want to insert the clip art image
Display the INSERT tab
Click the Online Pictures button to display the Insert Pictures dialog box
Type the desired search text in the Search box
Click the Search button to display a list of clip art that matches the entered search text
Click the desired clip
Click the Insert button to insert the selected clip art in the document at the location of the
insertion point

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4.5 To Move a Graphic
Position the mouse pointer in the graphic so that the mouse pointer has a four-headed arrow
attached to it
Drag the graphic to the desired location

To Use Paste Options

The Paste arrow on the HOME tab to display the Paste gallery
Click the desired paste option to paste the object
To Flip a Graphic
With the graphic selected, tap or click the Rotate Objects button to display the Rotate
Objects gallery
Tap or click the desired rotate option

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To Insert a Symbol from the Symbol Dialog Box
Display the INSERT tab
Click the Insert Symbol button to display the Insert Symbol gallery
Click More Symbols in the Insert Symbol gallery to display the Symbol dialog box
Select the desired font and subset
Click the desired symbol to select it, and then click the Insert button to place the selected
symbol in the document to the left of the insertion point
Click the Close button to close the dialog box

To Clear Formatting
Click the ‘Clear All Formatting’ button on the HOME tab to apply the Normal style to the
location of the insertion point

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To Convert a Hyperlink to Regular Text

Right-click the hyperlink to display a shortcut menu

Click Remove Hyperlink on the shortcut menu to remove the hyperlink format from the text

CREATING A BUSINESS LETTER

To Apply a Style
With the insertion point positioned in the paragraph to be formatted, click the desired style in
the Styles gallery to apply the selected style to the current paragraph

To Set Custom Tab Stops

If necessary, click the tab selector at the left edge of the horizontal ruler until it displays the
type of tab you wish to use
Click the location on the ruler where you want to place a tab stop

To Insert the Current Date in a Document

Display the INSERT tab

Click the ‘Insert Date and Time’ button to display the Date and Time dialog box
Select the desired format
If desired, click the Update automatically check box
Click the OK button to insert the current date at the location of the insertion point

To Insert a Building Block

Position the insertion point where you wish to insert the building block

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Type the desired text, including the building block name
Press the F3 key to instruct Word to replace the building block name with the stored building
block entry.

4.6 To Insert an Empty Table

Click the ‘Add a Table’ button on the INSERT tab to display the Add a Table gallery
Click the cell representing the desired number of rows and columns in the table

40
To Enter Data in a Table
Click the cell in which you want to enter data, and type the data
Press the TAB key to advance the insertion point to the next cell

To Apply a Table Style

Place the insertion point in the table
Click the More button in the Table Styles gallery on the TABLE TOOLS DESIGN tab to
expand the gallery
Click the desired table style

To Resize Table Columns to Fit Table Contents

With the insertion point in the table, display the TABLE TOOLS LAYOUT tab
Click the AutoFit button to display the AutoFit menu
Click AutoFit Contents on the AutoFit menu, so that Word automatically adjusts the widths of
the columns based on the text in the table
To Select a Column
Position the pointer at the boundary above the column to be selected so that the pointer
changes to a downward pointing arrow and then click to select the column

41
To Insert a Row in a Table
Click the ‘Insert Rows Above’ button on the TABLE TOOLS LAYOUT tab to insert a row
above the row containing the insertion point and then select the newly inserted row

To Merge Cells
With the cells to merge selected, click the Merge Cells button on the TABLE TOOLS
LAYOUT tab to merge the cells into one cell

ADDRESSING AND PRINTING ENVELOPES AND MAILING LABELS

To Address and Print Envelopes

 Drag through the address in the letter to select it
 Display the MAILINGS tab
 Click the Create Envelopes button to display the Envelopes and Labels dialog
box
 If necessary, click the Envelopes tab
 Type the desired address
 Insert an envelope in your printer
 Click the Print button to print the envelope

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CLASSE EXERCISE 1

Type the paragraphs below and follow the instructions.

MS WORD
The Software is the intellectual property of ALWIL Software and is protected by U.S./Czech
Republic copyright law, international treaty provisions, and applicable laws of the country in
which is being used. The structure, organization and code of the Software are the valuable
trade secrets and confidential information of ALWIL Software.
Therefore you must treat the Software just as you would any other copyrighted material such
as a book. In other words, you may not copy the Software or the Documentation except as
set forth in the section 1 of this license agreement.
Any copies that you are permitted to make pursuant to this Agreement must contain the
same copyright and other proprietary notices which appear on or in the Software.

INSTRUCTIONS:

1. Type the above in three paragraphs and Font Size is 13, 5.

a) First Paragraph Font is Ariel.

b) Second Paragraph Font is Rockwell.
c) Third Paragraph Font is Tempus Sans ITC
2. Drop Cap the first letter “T” in the first paragraph.
a) Lines to drop is 4,
b) Font is Algerian

c) Distance from text is 0 cm.

4. Find and Replace:
a) Software with Computer Ware.

b) Organization with Organisation.

5. Make the second paragraph ONLY a two Column Paragraph with Line between.
Align the Three paragraphs as justify.

6. Type your Surname, First Name, Student Number and Course as the Header. Font
as Tempus Sans ITC

7. Insert Sunday, 10 December 2009 Format as the Footer and apply Update
Automatically.
8. Apply to the First and Third Paragraph ONLY:
a) Multiple Line Spacing
b) Before is 0 pt
c) After is 10 pt
d) At is 2.
9. Type TM after ALWIL Computer Ware in the First Paragraph ONLY and apply
Superscript.

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10. Apply:
a) Page Color Orange Accent 2, Lighter 60%
b) Page Border to the Whole Document, Color is Dark Blue Text 2, Darker 25%, Style is
Straight Line, Width is 3 pt, and Art is none.
11. Insert Custom Watermark:
a) Text is Damelin Assignment 2, Font is Cooper Black, Color is Purple Accent 4,
Darker 60% and Layout is Diagonal.

12. Page Orientation is Portrait and must fit into One Page. Spacing between the Second
and Third Paragraph must be before is 0 pt, after is 10 pt, Line Spacing is Single and At is 0
pt.
13. Insert any Computer ClipArt after Ware [Note: Last Word in the paragraph] in the
Third Paragraph ONLY. Arrange and Position creatively.

14. Check Spelling and Grammar and Save as Surname _Other Name _ Student
Number _ Course.

CLASS EXERCISE 2

Word Class exercise

1. Insert a table as follows

Product Quantity Price

Keyboard 10 60
Monitor 5 350
scanner 2 750
Mouse 10 50

2. On the table created above Insert a new column and 2 row as follows:

Total

Printer 3 500
Total

3. Use MS Word to calculate all the totals

Note: your table should look like the table below:

Product Quantity Price Total

Keyboard 10 60 600
Monitor 5 350 1750
scanner 2 750 1500
Mouse 10 50 500
Printer 3 500 1500

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Total 30 1710 5850

4. Insert a table border using a style and color of your choice.

5. Insert a column chart using all the data in all columns and the first 5 rows
only.
6. Insert a chart title and name it “products in stock”.
7. Format the chart area using picture or texture fill.
Note: your chart should look like the one below.

8. Insert a pie chart using the same data you used in the above.
9. Insert an art Page Boarder of your choice.
10. Insert a header and type your name and surname and align to the Centre.

45
Reference

Cashman, s. 2017. MS Office 365 2016 Introductory. Cengage

46