Unit one: Word-processing software

• This unit is developed to provide you the necessary

information regarding the following content coverage
and topics:
 Word-processing software.
 Open word-processing application
 Document purpose, audience
 Organizational requirements and design document
structure and layout
 Match document requirements with software functions
 1.1 Word-processing software
1.1.1 Word Processing
 Word processing software is used to manipulate a text
document, such as a resume or a report. You typically enter
text by typing, and the software provides tools for copying,
deleting and various types of formatting. Some of the
functions of word processing software include:
 Creating, editing, saving and printing documents.
 Copying, pasting, moving and deleting text within a
document.
 Formatting text, such as font type, bolding, underlining or
italicizing.
 Creating and editing tables.
 Inserting elements from other software, such as
illustrations or photographs.
 Correcting spelling and grammar.
  Word Processing Software
A. Apple Work
 Pages are a powerful word processor that lets you create
documents, and comes included with most Apple devices. And
with real-time collaboration, your team can work together
from anywhere, whether they're on Mac, iPad, iPhone, or a
PC.
B. Microsoft Word
 What is Microsoft Word?
 Microsoft Word is a word processing program that was
first developed by Microsoft in 1983,by Charles Simonyi
and Richard Brodie.
 There are a number of word processing packages
(software). Among these are WordPerfect, AmiPro,
Microsoft Word 2003 and 2007 versions. Some of them run
under MS-DOS and others under MS-Windows Operating
System environment.
 C. Open Office.
Open Office is an Open Source product
and a project.
The product is a multi-platform office
productivity suite.
It includes the key desktop applications, such
as a :
word processor,
spreadsheet,
presentation manager, and
drawing program, with a user interface and feature
set similar to other office suites.
 1.2 Open word-processing application
1.2.1. Starting Word
 Starting up Word: On your marks, get set, Go!
Are you relaxed and sitting comfortably?
Did you come with a desire to learn? Then I’d like to
begin by showing you how to start up Word!
 Correct use of the mouse
Whenever we talk about clicking, you should screw
up your courage and click the left mouse button
ONCE.
To double-click, click the left button twice in quick
succession.
Whenever you’re supposed to use a mouse button
other than the left one, I’ll tell you! Starting Word
How to start Microsoft word?
1. Click the Start button - the Start menu
appears
2. Point to the entry for All app
3. Click on the entry for Microsoft Office –
Word 2016n
Or First Click on Start button  Click on
Run Write WinWord  Ok.
 The Microsoft Word program will load, and a
blank document will appear on your screen
window that looks similar to Figure.
Figure1.2. 1 Starting Word
Create a document in Word
With Word on your PC or Mac:
 Create documents from scratch, or a template.
 Add text, images, art, and videos.
 Research a topic and find credible sources.
 Access your documents from a computer, tablet, or
phone with One Drive.
 Share your documents and work with others.
Track and review changes. Create a document
1. On the File tab, click New.
2. In the Search for online templates box, enter the
type of document you want to create and press
ENTER.
Figure1.2. 2 Create document
• Add and format text
1. Place the cursor and type some text.
2. To format, select the text and then select an
option: Bold, Italic, Bullets, Numbering, and more.

Figure1.2. 3 Add and format text

• Add Pictures, Shapes, Smart Art, Chart, and
more
1. Select the Insert tab.
2. Select what you want to add:
– Tables - select Table, hover over the size you want,
and select it.
– Pictures - select Pictures, browse for pictures from
your computer, select a stock image, or even
search Bing.

Figure1.2. 4 Add Pictures, Shapes, Smart Art, Chart

 1.2. Document purpose,
Microsoft Word is a word processing program
that is part of the Microsoft Office Suite
package.
The main purpose of Word is to create text
documents that can be saved electronically,
printed on paper or saved as PDF files.
Microsoft Word allows users to edit their
words and move them to other parts of the
document. For example, you can correct
spelling, grammar, change words, delete or
add words
Figure1.2. 4 Add Pictures, Shapes, Smart Art, Chart
 Microsoft Word contains many features that will
allow you to format your text using boldface type,
italics, underlining, headers and footers, bullets and
numbering.
 The program will also allow you to save your
document electronically to the computer's hard drive
so that the document can be re- opened at a later date.
 Printing
Microsoft Word can also help print your document.
 Additional information
Types of information should cover text, numbers,
images and other graphic elements.
 2.4 Organizational requirements and design document
structure and layout
A. Organizational requirements
 Some organizations have information on their
requirements presented in a style guide or procedures
manual.
 These may set down the standards for:
 visual presentation, including margins, fonts and style
 spelling, grammar, punctuation and writing style
graphics standards, including the use of logos and
brands
document naming conventions and filing
protocols.
 B. Design document structure and layout
The Elements of Design
 There are a variety of graphic design elements to consider
when creating any visual work of art, whether it be for interior
design, a logo, an advertisement, or web design.
 The basic elements of design are:
1. Color: Color helps establish a mood for your
composition.
2. Line: Line refers to the way that two points in space
are connected.
3. Value: In design, value refers to the lightness or
darkness of a color.
4. Space: Making proper use of space can help others
view your design as you intended.
5. Shape: In its most basic form, a shape is a two-
dimensional area that is surrounded by an outline.
 Graphic artists can use other elements including line,
color, value, and shadow to give a shape the appearance
of a three-dimensional shape.
 There are three types of shapes:
organic shapes which occur naturally in the world,
geometric shapes which are angular and
mathematically consistent, and
abstract shapes that represent things in nature but
aren’t perfectly representative.
6. Form: Form pertains to the way that a shape or
physical configuration occupies space.
7. Texture: Texture is one of the elements of design that
is used to represent how an object appears or feels.
  Self-Check -1
Directions: Answer all the questions listed below.
1. Write at least five basic elements of design.( 5 points)
2. Write and explain the steps to be followed to set-up your
office chair correctly (5 points)
3. Discuss the steps for setting up your work space(2
points)
Fill in the blank
4. _______refers to the way that two points in space are
connected.
5. _______to the lightness or darkness of a color.
6. _______ helps establish a mood for your composition.
 Unit two: Customize basic settings and format
documents to meet page layout conventions
2.1 Adjusting page layout to meet information
 Introduction
 Word offers a variety of page layout and formatting
options that affect how content appears on the page.
 You can customize the page orientation, paper size, and
page margins depending on how you want your
document to appear.
 Page orientation
 Word offers two-page orientation options: landscape and
portrait.
 Landscape means the page is oriented horizontally.
 Figure.2. 1 Landscape Page orientation
 Portrait means the page is oriented vertically.

Figure.2. 2 Portrait Page orientation

To change page orientation:
1. Select the Layout tab.
2. Click the Orientation command in the Page Setup group.

Figure.2. 3 Orientation

3. A drop-down menu will appear. Click either Portrait or Landscape to

change the page orientation.

Figure.2. 4 Portrait or Landscape

 4. The page orientation of the document will be changed.
Page size
By default, the page size of a new document is 8.5 inches by 11
inches.
 Depending on your project, you may need to adjust your
document's page size.
 It's important to note that before modifying the default page size,
you should check to see which page sizes your printer can
accommodate.
To change the page size:
Word has a variety of predefined page sizes to choose from.
1. Select the Layout tab, then click the Size command.

Figure.2. 5 predefined page sizes

2. A drop-down menu will appear. The current page size is
highlighted. Click the desired predefined page size.

Figure.2.6 predefined page sizes

3. The page size of the document will be changed.
 To use a custom page size:
Word also allows you to customize the page size in the Page
Setup dialog box.
1. From the Layout tab, click Size. Select More Paper Sizes
from the drop-down menu.

Fig .2.7 Custom page size

2. The Page Setup dialog box will appear.
3. Adjust the values for Width and Height, then click OK.
 Figure.2. 8 predefined page sizes

4. The page size of the document will be changed.

 Page margins
A margin is the space between the text and the edge of
your document.
By default, a new document's margins are set to Normal,
which means it has a one-inch space between the text and
each edge.
Depending on your needs, Word allows you to change your
document's margin size.
To format page margins:
Word has a variety of predefined margin sizes to choose from.
1. Select the Layout tab, then click the Margins command.

Figure.2. 9 margin
2. A drop-down menu will appear. Click the predefined
margin size you want.

Figure 2. 10 predefined margin

3. The margins of the document will be changed.

 To use custom margins:
Word also allows you to customize the size of your margins in
the Page Setup dialog box.
1. From the Layout tab, click Margins. Select Custom Margins
from the drop-down menu.

Figure 2. 11 Custom Margins

2. The Page Setup dialog box will appear.

3. Adjust the values for each margin, then click OK.

Figure 2.12 Page Setup

4. The margins of the document will be changed.

 You can also open the Page Setup dialog box by
navigating to the Layout tab and clicking the small
arrow in the bottom-right corner of the Page Setup
group.

Fig. 2.13 Margin change

You can use Word's convenient Set as Default feature to
save all of the formatting changes you've made and
automatically apply them to new documents.
To learn how to do this, read our lesson on Changing Your
Default Settings in Word.
 2.2 Opening and viewing different Toolbars
 Introduction
 Microsoft Word 2016 is a word processing application that
allows you to create a variety of documents, including letters,
resumes, and more.
 In this lesson, you'll learn how to navigate the Word interface and
become familiar with some of its most important features, such as
 the Ribbon, Quick Access Toolbar, and Backstage view.
 Getting to know Word 2016
 Word 2016 is similar to Word 2013 and Word 2010. If you've
previously used either version, then Word 2016 should feel
familiar.
 The Word interface
 When you open Word for the first time, the Start Screen will
appear.
From here, you'll be able to create a new
document, choose a template, and access your
recently edited documents.
From the Start Screen, locate and select Blank
document to access the Word interface.
Click the buttons in the interactive below to learn
more about the Word interface:

Fig 2.14 Word interface

Working with the Word environment
Like other recent versions, Word 2016 continues
to use features like the Ribbon and the Quick
Access Toolbar—where you will find commands
to perform common tasks in Word—as well as
Backstage view.
The Ribbon
Word uses a tabbed Ribbon system instead of
traditional menus.
The Ribbon contains multiple tabs, which you can
find near the top of the Word window.
 Fig 2.15 Ribbon
Each tab contains several groups of related
commands.
For example, the Font group on the Home tab
contains commands for formatting text in your
document.
 Fig 2.16a Font
Some groups also have a small arrow in the bottom-right
corner that you can click for even more options.

Fig 2.16b Font

Showing and hiding the Ribbon
If you find that the Ribbon takes up too much screen
space, you can hide it.
To do this, click the Ribbon Display Options arrow in the
upper-right corner of the Ribbon, then select the desired
option from the drop-down menu:

Fig 2.17 Show and hide the Ribbon

 Auto-hide Ribbon: Auto-hide displays your
document in full-screen mode and completely hides
the Ribbon from view.
 To show the Ribbon, click the Expand Ribbon
command at the top of screen.
 Show Tabs: This option hides all command groups
when they're not in use, but tabs will remain visible.
 To show the Ribbon, simply click a tab.
 Show Tabs and Commands: This option maximizes
the Ribbon.
 All of the tabs and commands will be visible.
 This option is selected by default when you open
Word for the first time.
 To learn how to add custom tabs and commands to the
Ribbon, review our Extra on Customizing the Ribbon.
 Using the Tell me feature
 If you're having trouble finding command you want,
the Tell Me feature can help. It works just like a
regular search bar: Type what you're looking for, and a
list of options will appear.
The Quick Access Toolbar
 Located just above the Ribbon, the Quick Access
Toolbar lets you access common commands no matter
which tab is selected.
 By default, it shows the Save, Undo, and Redo
commands, but you can add other commands
depending on your needs.
To add commands to the Quick Access Toolbar:
1. Click the drop-down arrow to the right of the Quick
Access Toolbar.

Fig 2.18 Quick Access Toolbar

2. Select the command you want to add from the menu.

Fig 2.19 Customize Quick Access Toolbar

3. The command will be added to the Quick Access
Toolbar.

Figure2.20 Quick Access Toolbar

 2.2.1 Changing font format and settings
Introduction
 Formatted text can draw the reader's attention to specific
parts of a document and emphasize important
information.
 In Word, you have several options for adjusting text,
including font, size, and color.
 You can also adjust the alignment of the text to change
how it is displayed on the page.
To change the font size:
1. Select the text you want to modify.
2. On the Home tab, click the Font size drop-down
arrow.
 Select a font size from the menu.
 If the font size you need is not available in the
menu, you can click the Font size box and type
the desired font size, then press Enter.
 Figure 2.21

3. The font size will change in the document.

Figure 2.22
You can also use the Grow Font and Shrink Font commands to
change the font size.

Figure 2.23 Grow Font

 To change the font text:
By default, the font of each new document is set to Calibri.
However, Word provides many other fonts you can use to
customize text.
1. Select the text you want to modify.

Figure 2.24 change font size

2. On the Home tab, click the drop-down arrow next to the Font box.
A menu of font styles will appear.
3. Select the font style you want to use.
 Figure 2.25 font style
4. The font will change in the document.

Figure 2.26 font change

 To change the font color:
1. Select the text you want to modify.

Figure 2.27 font color

2. On the Home tab, click the Font Color drop-down arrow. The
Font Color menu appears.

Figure 2.28 to change color

3. Select the font color you want to use. The font color
will change in the document

Figure 2.29 font color changed

 Your color choices aren't limited to the drop-down menu that

appears.
 Select More Colors at the bottom of the menu to access the
Colors dialog box.
 Choose the color you want, then click OK.
Figure 2.30 font color changed
 2.3 Change alignment and modify margin
To change text alignment:
By default, Word aligns text to the left margin in new
documents.
 Four text alignment options.
 However, there may be times when you want to adjust
text alignment to the center or right.
1. Select the text you want to modify.

Figure 2.31 Text alignment

2. On the Home tab, select one of the four alignment
options from the Paragraph group.
In our example, we've selected Center Alignment.

Figure 2.32 Center alignment

3. The text will be realigned in the document.

Figure 2.33 Alignment

 Align Text Left: This aligns all selected text to the left
margin.
 Center: This aligns text an equal distance from the left and
right margins.
Align Text Right: This aligns all selected text to the right
margin.
Justify: Justified text is equal on both sides.
2.4. Open and switch between different documents
Now and then, it’s quite often to conduct multiple tasks at one time.
Now let’s take a look at how we can save time by quickly switching
between document windows.
Method 1: Use Windows Taskbar
Once you hover your cursor over the Word icon on Windows
taskbar, you can see all currently open documents displayed in
small windows, such as below:
 Figure 2.34 Windows Taskbar

In Word, click “File”, and then “options” to open “Word Options” dialog box

Figure 2.35 Word Options

1. Next, click ―Advanced‖.
2. Then scroll down to ―Display‖ page and check the ―Show all windows in
the Taskbar‖ box.
3. Lastly, click ―OK‖.

Figure 2.36 Word Options

Method 2: Change Windows inside Word
Inside Word, there is already the feature for you to jump to your wanted
document window.
1. Firstly, click ―View‖ tab.
2. Then click ―Switch Windows‖ in ―Window‖ group.
3. On the drop-down list, there are names of all open documents. Just
click on the name is all you need to do.
 Figure 2.37 Change Windows
2.2 Customize and Use Different Format Features and Styles Documents
The styles covered in this article are located in the Styles gallery, a visual
menu located on the Home tab.
To apply a style, simply select the text you want to format, and then click
the style you want in the Styles gallery.
 Modify an existing style
You can modify an existing style in the Styles gallery in two
ways:
 Modify a style by updating it to match formatting in your
document
 Modify a style manually in the Modify Style dialog box
Modify a style by updating it to match formatting in your
document
If you have text in your document that already has a style
applied, you can change the formatting of that text and apply
it to the style in the Styles gallery.
1. Select text in your document that has the style applied,
such as Heading 1
2. Format the selected text with the new attributes that you
want.
3. On the Home tab, in the Styles group, right-click the style
that you want to change, and then click Update [Style
Name] to Match Selection.
 Modify a style manually in the Modify Style dialog box
You can modify a style directly in the Styles gallery, without
using the text in your document.
1. On the Home tab, right-click any style in the Styles
gallery and click Modify.
2. In the Formatting section, make any formatting
changes you want, such as font style, size, or color,
alignment, line spacing, or indentation.
3. Choose whether the style change applies to the current
document or to all future documents.
To use the Bold, Italic, and Underline commands
The Bold, Italic, and Underline commands can be used to
help draw attention to important words or phrases.
4. Select the text you want to modify.
5. On the Home tab, click the Bold (B), Italic (I), or
Underline (U) command in the Font group. In our
example, we'll click Bold.
3. The selected text will be modified in the document.
To change text case:
When you need to quickly change text case, you can use the
Change Case command instead of deleting and retyping
text.
1. Select the text you want to modify.
2. On the Home tab, click the Change Case command in the
Font group.
3. A drop-down menu will appear. Select the desired case
option from the menu
4. The text case will be changed in the document.
 [Link] technical functions, other data and formatting tools
2.5.1. Undo, Redo and Repeat
 Word keeps track of most tasks you perform until you
exit.
 Tasks such as formatting and deleting, can be undone.
From the Quick Access Toolbar click the button ( ), or use
the shortcut key Ctrl-Z.

On the Quick Access Toolbar, you will find the redo
button or use the shortcut key Ctrl-Y. If there is
nothing to redo, Word puts a Repeat feature in Redo’s
place ( ) and assigns the shortcut key (Ctrl-Y) to
Repeat.
 2.2.2. Cut, Copy and Paste
Cut, Copy and Paste are clipboard features built into
windows.
The clipboard is a temporary storage location where an item is
stored for later recall.
Cut will copy the selected text to the clipboard and remove it
from the current location. This button appropriately shows a pair
of scissors for the cut option. The shortcut key is Ctrl-X.
Move: Instead of Cut/Paste, try selecting the text, then click
and dragging to a new location.
Copy will place the selected text on the clipboard; nothing
will appear to happen on the
window. The button shows two sheets of paper for the copy
option. The shortcut key is Ctrl-C. To use the Copy command
Duplicate: Instead of Copy/Paste, try selecting the text, and
then drag to a new location while holding down the Ctrl key. Be
sure to let go of the mouse before you let go of the keyboard,
Paste will produce the last option copied or cut to the clipboard.
This button shows a sheet of paper coming from a clipboard for
the paste option. The shortcut key is Ctrl-V, or Shift-Insert.
Paste Special: The drop-down menu under the Paste button
shows the Paste Special
options. These options will change depending on what is
currently in the clipboard. It can be a very useful tool to do things
such as Paste as unformatted text. Unformatted text will get rid of
hidden HTML codes from a webpage or the hidden formatting
from another Word Document.
Formatting Paragraphs
In Microsoft Word, a paragraph is any text which ends with a
(paragraph mark). These are created when you press the Enter key
on the keyboard. You can see the hidden charters such as the
paragraph mark by using the show/hide button in the upper right-
hand corner of the Paragraph group (#7).
You can see the hidden charters such as the paragraph mark by
using the show/hide button in the upper right-hand corner of the
Paragraph group (#7).
1. Bullets – Start a bulleted list or click the drop-down arrow
to choose a bullet style
2. Numbering – Start a numbered list or click the drop-down
arrow to choose a number style
3. Multilevel List – Start a multileveled list or click the drop-
down arrow to choose different styles
4. Decrease Indent – Decrease the indent level of the
current/selected paragraph(s)
5. Increase Indent – Increase the indent level of the
current/selected paragraph(s)
6. Sort – Alphabetize the selected text
7. Show/Hide – Show or hide the non-printing characters
such as paragraph breaks, spaces and tabs
8. Align Text Left – Align the current/selected paragraph(s)
on the left side
 9. Justify – Align the current/selected paragraph(s) on both
sides
10. Line Spacing – Change the spacing between the lines of the
current/selected paragraph(s)
11. Shading – Change the background color behind the text
12. Borders – Change the borders around the text, click the
arrow to choose different styles
13. More Paragraph – Opens the Paragraph
14. Window to find most of the paragraph formatting options.
Insert headers and footers to incorporate necessary data using
formatting features
 Insert a header or footer
A header or footer can contain text, information about the
document, or even images. You can create one header or
footer for the whole document, or have a different header or
footer for the first page, odd. and even pages, or even
multiple sections
Go to Insert > Header or Footer.
1. Choose the header style you want to use.
Tip: Some built-in header and footer designs include page
numbers.
2. Add or change text for the header or footer. For more info
on things you can do with headers, see Edit your existing
headers and footers. To edit a header or footer that's been
already created, double-click on it.
3. To eliminate a header--like deleting it on the title page--
select it and then check the Different First Page box.
4. Select Close Header and Footer or press Esc to exit.
5. To delete, select Insert > Header (or Footer) > Remove
Header (or Remove Footer).
6. For more on headers and footers, see Headers and footers
in Word.
Save document in another file format and closing different
documents to a storage device
File formats that are supported in Excel
 Excel for Microsoft Excel 2021 Excel 2019 Excel 2016
 You can save an Excel file in another file format by
clicking the File > Save As. The file formats that are
available in the Save As dialog box vary, depending on
what type of sheet is active (a worksheet, chart sheet, or
other type of sheet).
Note: Whenever you save a file in another file format, some
of its formatting, data, and features might not be
transferred.
 To open a file that was created in another file format,
either in an earlier version of Excel or in another
program, click File > Open.
 If you open an Excel 97-2003 workbook, it
automatically opens in Compatibility Mode.
 To take advantage of the new features of Excel
2010, you can save the workbook to an Excel 2010
file format.
 However, you also have the option to continue to
work in Compatibility Mode, which retains the
original file format for backward compatibility.
Format Extension Description
Excel .xlsx The default XML-based file format
Workbook for Excel 2010 and Excel 2007.
Cannot store Microsoft Visual
Basic for Applications (VBA)
macro code or Microsoft Office
Excel 4.0 macro sheets (.xlm).