1.

Introduction to Ms Word

Microsoft Office 2007 (codenamed Office 12) is a version of Microsoft Office, a family of
office suites and productivity software for Windows, developed and published by
Microsoft. It was released to volume license customers on November 30, 2006 and to
retail customers on January 30, 2007, the same respective release dates of Windows
Vista. It was preceded by Office 2003 and succeeded by Office 2010.

2. Getting familiar with Ms Word 2007 Window

You will notice some obvious changes immediately after starting Word 2007. For
starters, the top bar has a completely new look, consisting of new features, buttons and
naming conventions. Don’t be alarmed, Word has been redesigned with a fresh new
look that offers a more efficient and straight forward approach. What’s new in Word
2007 is outlined below.

Status Bar View Tools Zoom Button

2.1. Microsoft Office Button

A button that provides access to menu commands in Word. The Microsoft Office
Button replaces the File button in previous versions. Here is where you will find

1
 commonly known features such as New, Open, Save, Print and Recent Documents.
This is also where you will find the Word Options commands that were previously
located in the Tools menu in previous versions.

2.2. Status Bar

A horizontal bar at the bottom of an active window that gives details about the
active document

2.3. Group Dialog Boxes Launcher

A button that launches a dialog box containing options for refining a command.

2.4. Quick Access Toolbar

A customizable toolbar at the top of an active document. By default the Quick Access
Toolbar displays the Save, Undo, and Repeat buttons and is used for easy access to
frequently used commands. To customize this toolbar click on the dropdown arrow
and select the commands you want to add.

2.5. Menu Tab

An area on the Ribbon contains Menu buttons that are organized in groups. The
default menu tabs are Home, Insert, Page Layout, Reference, Mailings, Review and
View.

2.6. Zoom Button

Zoom button magnifies or reduces the contents in the document window.

2.7. View Toolbar

A toolbar that enables, adjusts, and displays different views of a document’s content.

3. Keyboard and Typing Principals

3.1. Keyboard

2
A keyboard is a computer hardware input device. Originally based upon the design of
the mechanical typewriter, computer keyboards have evolved with technological
advances much as other computer hardware has evolved.

Besides the mouse, the keyboard is often the principal input device on home and
office computers. Although primarily used for text input, keyboards are also used for

precise image and interface manipulation, sending special commands to the

operating system, and even controlling characters and objects in computer games.
Some keyboards include other input/output features such as card readers, USB
ports, or integrated trackballs.

Although there are pseudo-standards regarding key arrangement, keyboard

manufacturers are free to create original arrangements and designs. While most
keyboards intended for use in English-language environments use the QWERTY
layout, many keyboards are available with alternative layouts such as Dvorak

Most keyboards have between 80 and 110 keys, including:

 Typing keys
 A numeric keypad
 Function keys
 Control keys

3.2. Different keyboard keys and their functions

3.2.1. Enter Key is used to return a cursor to the next line

3.2.2. Shift Key allows a user to type a single capital letter. For example, pressing
and holding the shift key while pressing the letter a key would generate a
capital A. Also Shift key used when a user want to type the character
3
 which appear on top of the other. For example, if you hold down a Shift
key and press a button with 7, the result will be &.
3.2.3. Caps Lock key. Computer keyboard toggle key that enables or disables all
the letters from being typed in uppercase. When the caps lock key is
enabled, the keyboard types "LIKE THIS" and when it is disabled, the
keyboard types "like this”.
3.2.4. Tab Key. An indentation at the beginning of a line to signify a new
paragraph in a document. Usually about five spaces, tabs are primarily
used to help create equal spacing between multiple lines and to start a
new paragraph.
3.2.5. CTRL key. Short for control, Ctrl is a key found on IBM compatible
computer keyboards in the bottom left and right portion of the main
keyboard. This term is commonly used to refer to a keyboard shortcut key
such as:-

 Ctrl + A = Select all text or other objects.

 Ctrl + B = Bold highlighted text.
 Ctrl + C = Copy any selected text or other object.
 Ctrl + V = Paste any text or other object that has been copied.
 Ctrl + S = Save the document or file.
 Ctrl + Z = Pressing these two keys will undo any action.
 Ctrl + Y = Redo any undo action
3.2.6. Esc key. Short for escape, esc is a key located on the top-left of a
computer keyboard that allows a user to cancel or abort operations.
3.2.7. Backspace key. Used to delete any character before the current position
of the cursor. It deletes from right to left.
3.2.8. Alt Key. Short for Alternate, Alt is a modifier key located on both sides of
the spacebar key on IBM compatible computer keyboards. This term may
also be used to describe a key combination such as:-
 Alt + F = Open the File menu in an open program.
 Alt + F4 = Close the open program. To close an open window in a
program, press Ctrl+F4.
 Alt + Space bar = Open the Window menu of the program currently
open.
 Alt + Tab = Switch between open programs left-to-right. Pressing
Alt+Shift+Tab will reverse the order of switching programs.
3.2.9. Delete Key. In general, delete or remove refers to removing a file, text, or
other object from the computer hard drive or other media. In Ms Word, it
deletes words from left to right.
4
 3.2.10. PRTSC or Prt Scrn. The print screen key is a keyboard key found on
most computer keyboards. When pressed, the key either sends the
current screen image to the computer clipboard or the computer printer
depending on the operating system or software program that is currently
active.
3.2.11. Scroll Lock: The scroll lock key is intended to temporarily stop the
scrolling of text or halt the operation of a program.
3.2.12. Pause Break Key. This key allows a user to temporarily halt the
action of the program being run. For example, in computer games, the
pause key is commonly used to temporarily stop the game while the user
steps away from his or her computer and is shared with the break key.
3.2.13. Num Lock Key. Short for numeric lock or number lock, the Num
Lock key is located on the numeric keypad of the keyboard and enables
and disables the numeric pad. Turning the Num Lock on will allow the user
to use the numbers on the keypad and turning the Num Lock off will
enable the keys other functions such as using the keypad as an arrow pad.
3.2.14. Home Key. To return the user to the beginning of the line or the
beginning of a document.

3.3. Typing Principals

Computers take up a great deal of our lives, and having the correct posture and
finger position on the keyboard are important. Heath risks due to improper position
include carpel tunnel syndrome, back ailments and eyestrain. Whether typing an
email or transcribing a long document, it's always a good idea to practice safe
posture and finger position. Soon, typing and sitting correctly at a computer will
become second nature.

3.3.1. Instructions Posture

 Choose a chair that reflects the natural curve of your spine. Do this by
purchasing a chair that supports your lower back. You can also adjust the
chair for support. The armrests should allow
your arms to be close to your sides.

 Sit straight back in the chair and don't lean.

 Hang your arms vertically, close to your

sides with your elbows bent at 90 degrees.

5
 If necessary, use a pull-out keyboard to achieve this. You can also adjust
your seat height

 Bend your legs so your feet are flat on the

floor and your thighs are roughly at a 90
degree angle. Foot rests can help with this.

 Place the monitor about 10 to 24 inches

away from your eyes to reduce eyestrain.
Place your monitor at eye level, directly in
front of you. You should be able to see the
screen without having to look up or down.

 Put your mouse in a place where you can get to it with your arm bent at a
90 degree angle. Place a wrist rest in front of your mouse for support.

3.3.2. Typing

 Place your fingers on the "home" position, with your left forefinger on the
letter "F" and your right
forefinger on the letter "J."
Also, place one of your
thumbs on the spacebar.
This thumb will be
responsible for the space
bar.

 Rest the rest of your

fingers across the
keyboard. Each finger is
responsible for a set of keys that runs vertical. The farther your finger is
away from the home keys, the farther that finger has to move to type. For
example, your pinkies are responsible for most non-letters, including the
Shift and Return keys.

 Follow this method: Your right forefinger is responsible for the letters Y, H,
N, U, J, M and the numbers 7, 8. your right middle finger is responsible for
the letters I, K, the comma symbol and the number 9. Your right ring finger
is responsible for O, L, the period symbol and the number 0. Your right

6
 pinky is responsible for the letter P and the rest of the symbols to the right
of that.

 Your left forefinger is responsible for the letters T, G, B, R, F, V and the

numbers 5 and 6. Your left ring finger is responsible for the letters E, D, C
and the number 4. The left ring finger is responsible for the letters W, S, X
and the number 3. The left pinky finger is responsible for the letters Q, A, Z
and the numbers 1 and 2 as well as everything to the left of the letters and
numbers.

Practice this method. Even if you're typing slowly, the more you practice,
the easier it will become for you.

 Look at the monitor when you type. This will make correcting errors faster
and will force you to memorize where the keys are on the keyboard.

7
3.4. Exercise One

a) Type the following document

Human immunodeficiency virus infection / acquired immunodeficiency syndrome

(HIV/AIDS) is a disease of the human immune system caused by infection with

human immunodeficiency virus (HIV). During the initial infection, a person may
experience a brief period of influenza-like illness. This is typically followed by a
prolonged period without symptoms. As the illness progresses, it interferes more
and more with the immune system, making the person much more likely to get
infections, including opportunistic infections and tumors that do not usually affect
people who have working immune systems.

HIV is transmitted primarily via unprotected sexual intercourse, contaminated

blood transfusions, hypodermic needles, and from mother to child during
pregnancy, delivery, or breastfeeding. Some bodily fluids, such as saliva and tears,
do not transmit HIV.

Prevention of HIV infection, primarily through safe sex and needle-exchange

programs, is a key strategy to control the spread of the disease. There is no cure or
vaccine; however, antiretroviral treatment can slow the course of the disease and
may lead to a near-normal life expectancy. While antiretroviral treatment reduces
the risk of death and complications from the disease, these medications are
expensive and may be associated with side effects.

HIV/AIDS has had a great impact on society, both as an illness and as a source of
discrimination. The disease also has significant economic impacts. There are many
misconceptions about HIV/AIDS such as the belief that it can be transmitted by
casual non-sexual contact. The disease has also become subject to many
controversies involving religion.

b) Create a Folder in My Documents call it your name

c) Save the document in your Folder as “Yourname Word Exercise 1”

8
9
4. Check spelling and grammar

As a deadline approaches, often there is not enough time to check a document for
spelling and grammar mistakes. Your Microsoft Office program provides tools that can
help you correct these mistakes faster. You decide if you want to set up the Microsoft
Office program so that you can easily see potential mistakes while you work. Or, if you
find the wavy red and green lines distracting, you can just check your document when
you are ready to finish it.

4.1. Check spelling and grammar automatically (wavy red, blue, and green lines)

Maybe you are looking for a way to find and fix spelling mistakes in your document
more quickly and easily? Or maybe you don't want to see the wavy red lines that
your Microsoft Office program displays in your document? This section explains how
automatic spelling and grammar checking works and how to turn it on or off.

Note:

 There is no option to check spelling while you type in Microsoft Office Access,
Microsoft Office Excel, or Microsoft Office Project.

 Grammar checking is available only in Microsoft Office Outlook and Microsoft

Office Word.

4.2. How automatic spelling checking works

When you check spelling automatically while you type, you can be more confident
that you won't have to correct a lot of spelling mistakes when you are ready to
deliver your document. Your Microsoft Office program can flag misspelled words
while you work so that you can easily spot them, as in the following example.

Sometime I mak mistakes.

You can right-click the misspelled word to see suggested corrections.

10
Sometime I mak mistakes.

Depending on the Microsoft Office program you are using, right-clicking a word can
provide you with other options, such as adding the word to your custom dictionary.

4.3. How automatic grammar checking works

After you enable automatic grammar checking, Word and Outlook flag the potential
grammar and style mistakes while you work in Word documents and in opened
Outlook items (except Notes), as shown in the following example.

Grammar why problem here

You can right-click the mistake for more options

11
5. Character, Text and Number Formatting

The Microsoft (MS) Word formatting options provides numerous options to customize
professional-looking word-processing documents, as described by Microsoft. Each
format tool uses buttons or a dialogue box to reveal the choices of formatting effects.
You can format from a single character, a word, a paragraph, a document and even
some objects.

5.1. Font color

a) Select the text that you'd like to change the font color
b) Then select the Home tab in the toolbar at the top of the screen
c) Then click on the arrow to the right of the Font Color button in
the Font group. A popup window should appear.
d) Select the color that you'd like your text to be, eg. Red

5.2. Font Size

a) Select the text that you’d like to change the font size
b) Then select the Home tab in the toolbar at the top of the screen
c) Then click on the arrow to the right of the Font Size
button in the Font group. A popup window should appear
d) Click a number to represent a size you want

5.3. Font Face

a) Select the text that you’d like to change the font face
b) Then select the Home tab in the toolbar at the top of the screen
c) Then click on the arrow to the right of the Font Face button in the Font group. A
popup window should appear
d) Click a Font Face you want eg, Times New Roman

5.4. Bold and Italic

a) Select the text that you’d like to change the font style
b) Then select the Home tab in the toolbar at the top of the screen
c) Then click on B to Bold and I to Italic

12
5.5. Underline

a) Select the text that you’d like to Underline

b) Then select the Home tab in the toolbar at the top of the screen
c) Then click on the arrow to the right of the Underline in the Font group. A popup
window should appear
d) Click an Underline style

5.6. Font Alignment (Left, Center, Right and Justify)

a) Select the text that you’d like to Align

b) Then select the Home tab in the toolbar at the top of the
screen
c) Then click on the Justify or Align Text Left or Align Text Right
or Center in the Paragraph group

5.7. Superscript and Subscript

a) Select the text that you’d like to Superscript or Subscript

b) Then select the Home tab in the toolbar at the top of the screen
c) Then click on the Superscript or Subscript

13
5.8. Exercise Two

a) Open “Yourname Word Exercise 1” and Save it as “Yourname Word exercise 2”

b) Modify the document using the following instructions:-

i) Center the title heading and change its Font size to 14pt
ii) Underline the heading using double line style
iii) Justify all paragraphs
iv) Change the first paragraph to Blue color
v) Make the following words Bold and Italic, “human immune system”,
“sexual intercourse”, “discrimination”, “breastfeeding” and
“antiretroviral treatment”
vi) Change the Second and Fourth paragraphs into Tahoma and Perpetua
Font face

c) Click Save button to save changes on your document

14
6. Paragraph Formatting

6.1. Line spacing

Line spacing determines the amount of vertical space

between the lines of text in a paragraph. Paragraph
spacing determines the amount of space above or
below a paragraph.

a) Select the paragraphs for which you want to change the line spacing.
b) On the Home tab, in the Paragraph group, click Line Spacing.

6.2. Indentation

Indentation determines the distance of the paragraph from either the left or the
right margin. Within the margins, you can increase or decrease the indentation of a
paragraph or group of paragraphs. You can also create a negative indent (also known
as an outdent), which pulls the paragraph out toward the left margin. You can also
create a hanging indent, in which the first line of the paragraph is not indented, but
subsequent lines are.

Page margins
Indentation

6.3. Format paragraph into columns

Microsoft Word can format columns in a document so that

a newsletter prepared in Word, for example, can display
columns that resemble a newspaper. The "Page Layout" tab
on the command Ribbon includes a "Columns" button. The
"Columns" menu includes formats of one to three columns,
plus columns of different widths. This format can apply to
the whole document or begin at a designated point in the
document

15
 a) Select the paragraph (s) to format
b) On the Page Layout tab, in the Page Setup group,
click Columns.
c) Click the layout that you want.
Note
To add a vertical line between the columns, click Columns again, click
More Columns, and then select the Line between check box. You can
also adjust the column width and spacing.

16
6.4. Exercise Three

a) Open “Yourname Word Exercise 1” and Save it as “Yourname Word exercise 3”

b) Modify the document using the following instructions:-

i) Highlight the first paragraph and change its Indentation to First line
ii) Select Second and Third paragraph and change their line spacing to 1.5sp
iii) Select the fourth paragraph and change its line spacing to double
iv) Select paragraph two and three, format the paragraph into three columns
with a line between

c) Click Save button to save changes on your work

17
7. Bullet and Numbering

In Ms Word 2007 you can add bullets or numbers in front of your list. There are
different ways to do this. Lets starts with Bullets.

7.1. To add Bullets on a list

a) Prepare a list of items

b) Select your list of items
c) Click on Bullets in a Paragraph group

7.2. To select different types of Bullets

In order for you to get different types of bullets you might click on
an arrow on the Bullet tab and it will display different types of
bullets, so just click one

Note:

Even if in your list you begin with a single item and format it with bullets, as soon as
you press enter to type a second item will be bulleted automatically. And if you want
to stop the bullet effect on your list, you may press enter twice.

7.3. To add numbers on your list

a) Prepare a list of items
b) Select your list of items
c) Click on Numbering in a Paragraph group

7.4. To select different types of Numbering styles

In order for you to get different types of numbering styles you

might click on an arrow on the Bullet tab and it will display
different types of bullets, so just click one

18
7.5. To automatically enter a number or Bullet on your list
a) Type a number or bullet
b) Then type a separator
c) Type your item on the list
d) Then press enter key

7.6. Use of Outlined numbers in your document

a) Type an item on your list
b) Choose Multilevel button
c) Then click a multilevel number style you want
d) To move into next level, press Tab key on your keyboard

19
7.7. Exercise Four
a) Open a new blank document
b) Prepare the following document

There are different ways to fight malaria:-

1) Use of mosquito nets during sleeping hours
2) Use ant mosquito spray in your house
3) Clean all trenches around your house
4) Remove unnecessary bushes near by your house

Symptoms of malaria are:

 Fever
 Loss of appetite
 Body pain

Save your work as “Yourname Word exercise 4”

20
8. Working with tables

8.1. Insert a table

In Microsoft Office Word 2007, you can insert a table by choosing from a selection of
preformatted tables — complete with sample data — or by selecting the number of
rows and columns that you want. You can insert a table into a document, or you can
insert one table into another table to create a more complex table.

8.1.1. Use table templates

You can use table templates to insert a table that is based on a gallery of
preformatted tables. Table templates contain sample data to help you visualize
what the table will look like when you add your data.

a) Click where you want to insert a table.

b) On the Insert tab, in the Tables group, click Table,
point to Quick Tables, and then click the template that
you want.
c) Replace the data in the template with the data that
you want.

8.1.2. Use the Table menu

a) Click where you want to insert a table.

b) On the Insert tab, in the Tables group, click Table, and
then, under Insert Table, drag to select the number of
rows and columns that you want.

8.1.3. Use the Insert Table command

You can use the Insert Table command to

choose the table dimensions and format before
you insert the table into a document.

21
 a) Click where you want to insert a table.
b) On the Insert tab, in the Tables group, click Table, and then click Insert Table.
c) Under Table size, enter the number of columns and rows.
d) Under AutoFit behavior, choose options to adjust the table size.

8.1.4. Convert text to a table

a) Insert separator characters — such as commas or tabs — to indicate where

you want to divide the text into columns. Use paragraph marks to indicate
where you want to begin a new row.
b) For example, in a list with two words on a line,
insert a comma or a tab after the first word to
create a two-column table.
c) Select the text that you want to convert.
d) On the Insert tab, in the Tables group, click Table, and then click Convert Text
to Table.

8.2. Format a table

After you create a table, Microsoft Office Word 2007 offers you many ways to
format that table. If you decide to use Table Styles, you can format your table all at
once, and even see a preview of what your table will look like formatted in a
particular style before you actually apply the style.

You can create a custom look for tables by splitting or merging cells, adding or
deleting columns or rows, or adding borders. If you're working with a long table, you
can repeat the table headings on each page on which the table appears. To prevent
awkward page breaks that disrupt the flow of your table, you can also specify just
how and where the table should break across pages.

8.2.1. Use Table Styles to format an entire table

22
After you create a table, you can format the entire table by using Table Styles. By
resting your pointer over each of the preformatted table styles, you can preview
what the table will look like.

a) Click in the table that you want to format.

b) Click the Design tab.
c) In the Table Styles group, rest the pointer over
each table style until you find a style that you
want to use.

Note: To see more styles, click the More arrow .

d) Click the style to apply it to the table.

e) In the Table Style Options group, select or clear the check box next to each
the table element to apply or remove the selected style.

8.2.2. Add or remove borders

You can add or remove borders to format a table the way that you want.

8.2.2.1. Add table borders

a) Select either a Cell, Row, column or a Table

b) Click the Layout tab.
c) In the Table group, click Select, and then click Select Table.
d) Under Table Tools, click the Design tab.
e) In the Table Styles group, click Borders, and then do one
of the following:

8.2.2.2. Remove table borders from the whole table

a) Under Table Tools, click the Layout tab.

b) In the Table group, click Select, and then click Select Table.
c) Under Table Tools, click the Design tab.

23
 d) In the Table Styles group, click Borders, and then click No Border.

8.3. Add a cell, row, or column

8.3.1. Add a cell

a) Click in a cell that is located just to the right of or

above where you want to insert a cell.
b) Click Layout tab
c) Click the Rows & Columns Dialog Box Launcher.
d) Click one of the following options:

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.

8.3.2. Add a row

a) Click in a cell that is located just below or above where you want to add a row.
b) Under Table Tools, click the Layout tab.
c) Do one of the following:
 To add a row just above the cell that you clicked in, in the Rows and
Columns group, click Insert Above.

24
  To add a row just below the cell that you clicked in, in the Rows and
Columns group, click Insert Below.
8.3.3. Add a column

a) Click in a cell that is located just to the right or left of where you want to add a
column.
b) Under Table Tools, click the Layout tab.
c) Do one of the following:
 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.

8.4. Delete a cell, row, or column

a) Do one of the following:

A cell : Click the left edge of the cell.

A row : Click to the left of the row.

A column : Click the column's top gridline or top border

b) Under Table Tools, click the Layout tab.

c) In the Rows & Columns group, click Delete, and then click Delete Cells, Delete
Rows, or Delete Columns, as appropriate.

8.5. Merge or split cells

8.5.1. Merge cells

You can combine two or more cells in the same row or column into a single cell.
For example, you can merge several cells horizontally to create a table heading
that spans several columns.

a) Select the cells that you want to merge by clicking the left edge
of a cell and then dragging across the other cells that you want.
b) Click on Layout tab, in the Merge group, click Merge Cells.
25
 8.5.2. Split cells

c) Click in a cell, or select multiple cells that you want to split.

d) Under Table Tools, on the Layout tab, in the Merge group, click Split Cells.
e) Enter the number of columns or rows that you want to split the selected cells
into.

8.6. Sort the contents of a table

a) In Print Layout view (Print Layout view: A view of a document or other object as it
will appear when you print it. For example, items such as headers, footnotes,
columns, and text boxes appear in their actual positions.), move the pointer over
the table until the table move handle appears.
b) Click the table move handle to select the table that you want to sort.
c) Click on the Layout tab, in the Data group, click Sort.
d) In the Sort dialog box, select the options that you
want.

8.7. Number the cells in a table

a) Select the table cells that you want to number.

To number the beginning of each row, select only the first column in
the table by clicking the column's top border or gridlines .
b) On the Home tab, in the Paragraph group, click
Numbering.

26
27
8.8. Exercise Five

a) Create the following table:-

Mexico High School

Student Examination Results
No. Name Mathematics Computer Physics Chemistry
1 John 56 60 78 80
2 Hussein 61 80 20 91
3 Asha 59 40 70 78
4 Moses 70 32 55 88
5 Frank 43 40 63 70
6 Mohamed 74 55 50 88

b) Save your file as ”Yourname Exercise 5”

c) Use the below instructions to modify the table

i) Fill the first merged cell with a Grey background

ii) Change the table outside border into double line border style
iii) Insert a new row between Asha and Moses, use the new row to enter new
records
iv) Sort the table records with reference to the first character of the student’s
name

d) Click Save button to save changes on your table

28
9. Letter writing

Microsoft Word is a word-processing application that you can use to create properly
formatted business letters. You can choose from three different formats when
composing your letter: block, modified block and semi block. Block style is the
simplest and most commonly used format. Set up the block format before you type
the letter to make editing easier

a) Open "Microsoft Word."

b) Click the "Home" tab if it is not already selected. Select "Times New Roman" from
the font face drop-down box in the "Font" section of the "Home" tab. select the
point size of "12" from the font size drop-down box.
c) Click the down arrow in the "Spacing After" box in the "Paragraph" group to
change the point size to "0 pt."
d) Click in the body of the Word document. Type in the sender's street address,
press "Enter," type in the sender's city state and zip code and then press "Enter"
twice. Do not type in the sender's name or title.
e) Type the current date and press "Enter" twice.
f) Type in the recipient's address, press "Enter,"
g) Type in the salutation, such as "Dear Mr. Smith: or Dear Sir/Madam" and then
press "Enter"
h) If it is an official letter you start by typing “RE:” of “REF:” then followed but a
capitalized title of your letter. But if it’s not an official letter, no need to type the
title, start with a first paragraph.
i) Type each paragraph, pressing "Enter" twice only after the end of a paragraph.
Do not indent.
j) Type the closing, such as "Thank you," and press "Enter" four times. Capitalize
only the first word in the closing.

29
9.1. Exercise 6

a) Type the following letter

John Donaldson,
P.O Box 34221,
Dar es Salaam.
Tanzania.
12th April, 2013,
Principal
Dar es Salaam Institute of Technology,
P.O. Box 2958,
Dar es Salaam
Dear Sir,
REF: APPLICATION FOR A JOB
I am writing to apply for the programmer position advertised in the DIT Website.
As requested, I am enclosing a completed job application, my certification, my
resume and three references.
The opportunity presented in this listing is very interesting, and I believe that my
strong technical experience and education will make me a very competitive
candidate for this position. The key strengths that I possess for success in this
position include:
 I have successfully designed, developed, and supported live use
applications
 I strive for continued excellence
 I provide exceptional contributions to customer service for all customers
With a BS degree in Computer Programming, I have a full understanding of the
full life cycle of a software development project. I also have experience in
learning and excelling at new technologies as needed.
Please see my resume for additional information on my experience.
Thank you for your time and consideration. I look forward to speaking with you
about this employment opportunity.
Sincerely,
30
John Donaldson
b) Save the letter as “Yourname Exercise 6”
c) Use the below instruction to modify the letter in different looking
i) Select the senders address together with the date and align Right
ii)Select the Letter Title, Center it, Bold it and Underline the title without RE:
iii)
Select all paragraphs and Justify them
iv)Select the second paragraph and change its Special Indentation to First
Line
v) Select the whole document and change its Line Spacing to 1.5 Lines and
Spacing Before and After to 0

d) Click Save button to save changes on your document

31
10. Mail Merge

Microsoft Word's mail merge feature enables you to extract data, such as names and
addresses, from another data source, such as an Excel spreadsheet, Access or Outlook
contacts to create a document like letters with the same body message but different
addresses. Using Mail Merge you can create many other documents like reports to
many people at once. The steps to performing a mail merge in Word 2007 are not
difficult, yet they are quite different from the methods used in earlier versions of Word

10.1. General Mail Merge procedures

a) Ensure that your data source contains all of the information you need. Save any
changes to the data and close that program or file.

b) Open a new, blank Word document. Go to the "Mailings" tab of the ribbon. Click
"Start Mail Merge" in the "Start Mail Merge" group. Select "Step by Step Mail
Merge Wizard." The "Mail Merge Wizard" opens in the task pane on the right side
of the window.

c) Select the type of document to which you want to merge your data under "Select
Document Type." You can choose "Letters," "Email Messages," "Envelopes,"
"Labels" or "Directory," which creates a directory of names and phone numbers
as a new Word document. Click "Next."

d) Choose "Use an Existing List" under "Select Recipients" if you want to use an
Excel worksheet. Click "Browse," select the workbook containing the data you
want to use and click "Open." Choose "Select from Outlook Contacts" if you want
to use information from Outlook. Click "Choose Contacts Folder." Select the
folder containing the data you want to use and click "OK." Click "Next."

e) Enter the merge fields you want to use, such as an address block or names and
telephone numbers. Go to the "Mailings" tab and click "Insert Merge Field" in the
"Write and Insert Fields" group. Click "Update" if you are creating labels. Click
"Next" to preview the merged document.

f) Click "Next" to complete the mail merge. Select the "Edit" link if you want to edit
individual labels, letters or envelopes. Click the "Print" link when you are ready to
print the merged documents. Click the "Electronic Mail" link to send your merged
messages if you are creating an email merge.
32
 10.2. If you have a letter already types and no recipient records
a) Open a document (letter) you want to use for mail merge
b) Click Mailing Tab
c) In the Start Mail Merge group click on Start Mail Merge
button and choose “Step by Step Mail Merge wizard”
d) A Mail merge task pane will be opened on the right side of
your window.
e) On the select document type, click on letters, then click on “Next: Starting
document”
f) On the select starting document, click on Use the current document”, this will
ensure you to use the opened letter. Click on “Next: select recipients)
g) On the select recipients, click on “Type a new list”. This option you will use it if you
don’t have an existing addresses. Then click on Create button. A new address list
box will be opened
h) Click on Customize columns button. You
will use this option when you need to
remove or add Field name for your
address. For example, in your addresses
you don’t have records for ZIP Code; this
means you will be needed to remove the
field. Another example is when you need
to use a field Middle Name, this field is not
available in the Field list and for that case
you will be needed to add it on the list.
Also you can rearrange the fields by using
Move Up and down button

i) If ready click OK
j) Then start to enter your addresses, and when finished click on OK. Then
automatically word will ask you to save the addresses and the file will be saved as
Microsoft Access Address List (Ms Access)
k) Click Ok, and you will be able to view your Mail Merge recipient list
l) Click OK after viewing a list
m) Click on “Next : Write your letter”
n) Click on more item to Insert you Address Field List
o) Click a Field to Insert and click on Insert button. Insert all field
and arrange then to appear like an address
p) Click close button
33
q) Click on “Next: Preview your letter”
r) Click Complete Mail Merge
10.3. Exercise 7

a) Open the document “Yourname Exercise 6”

b) Delete the recipient address and save the document as “Yourname Exercise7”
c) Use the following addresses to generate four letters using Mail Merge

Principal,
Dar es Salaam Institute of technology,
P.O. Box 2958
Dar es Salaam
************************************
Posta Master General,
Tanzania Post Corporation,
P.O. Box 0,
Dar es Salaam
***********************************
Director of Human Resource,
National Bank of Commerce Ltd,
P.O. Box 73
Dar es Salaam
**********************************
Director
India-Tanzania Center of Excellence in ICT,
Dar es Salaam Institute of Technology,
P.O. Box 2958,
Dar es Salaam,

d) Save the letters as “Yourname Exercise 7 Letters”

34
11. Header and Footer

Word 2007 lets you insert headers and footers into your documents and allows you to
customize the information displayed. Word includes predefined headers and footers,
but also lets you create headers and footers containing elements you choose. Header
and Footer display anything you put on it on every page you have on your document
Items of which can appear on every page are pages numbers, recording document
creation dates, logos and showing the page creator's name.

a) Open a document and click the "Insert" tab on the main

window.
b) Select "Header" or "Footer" from the "Header & Footer"
group.
c) Click "Edit Header" or "Edit Footer" from then menu that
appears. Word 2007 will insert a blinking cursor into the header or footer area.
d) Add text to your header or footer by simply typing in the header or footer area.
Use the options on the "Insert" group on the toolbar to add other elements to your
header or footer, such as graphics, date, time and page numbers.
e) Click "Close Header and Footer" to save your new header or footer.

Note:

In order for you to practice on header and footer, you must have a document with more
than one page. And among all exercises you have done contain only a single page, so
you have to maneuver one of your document to get more than one page.

35
11.1. Exercise 8

a) Open document name “Yourname Exercise 1”

b) Click at the end of paragraph one and press enter on your keyboard
c) Then, open Insert Tab and click on “Page Break” on the Pages Group
d) Repeat the process to the remaining paragraphs
e) Save the document as “Yourname Exercise 8”
f) Use the following instruction to modify the document

i) Add a picture at the left side of your header

ii) Add the following to the footer of your document:-
 Prepared by Dr. George
 Date
 Page number

g) Click save button to save changes on your document

36
12. Working with pictures, clip art, Shapes and word Art

Pictures, clip art, Shapes and Word Art can be used to decorate or represent some thing
on your document. These items can be inserted or copied into a document from many
different sources, including downloaded from a clip art Web site provider, copied from a
Web page, or inserted from a file where you save pictures.

12.1. Insert a picture or clip art

a) On the Insert tab, in the Illustrations group,

click Clip Art.
b) In the Clip Art task pane, in the Search for text
box, type a word or phrase that describes the
clip art that you want, or type in all or some of
the file name of the clip art.
c) To narrow your search, do one or both of the following:

 To limit the search results to a specific collection of clip art, in the

Search in box, click the arrow and select the collection you want to
search.
 To limit the search results to clip art, click the arrow in the Results
should be box and select the check box next to Clip Art.

In the Clip Art task pane, you can also search for photographs, movies, and
sounds. To include any of those media types, select the check boxes next to
them

12.2. Learn about graphics in Word

These are the basic types of graphics that you can use to enhance your Microsoft
Office Word documents: drawing objects, Smart Art, charts, pictures, and clip art.
Drawings refer to a drawing object or a group of drawing objects.

Drawing objects include shapes, diagrams, flowcharts, curves, lines, and

WordArt (WordArt: Text objects you create with ready-made effects to which you
can apply additional formatting options.). These objects are part of your Word

37
document. You can change and enhance these objects with colors, patterns, borders,
and other effects.
A drawing in Word refers to a drawing object or a group of drawing objects. For
example, a drawing object that is made up of shapes and lines is a drawing.

12.3. Add a drawing (Shape)

a) Click where you want to put your document

b) Click Insert tab, then in the Illustrations group click on
Shapes.
c) Click on a shape you want to use
d) A mouse pointer will change to a cross
e) Draw by holding down left button of your mouse, once
finish release the button

12.3.1. Resizing a Shape

a) Click a Shape to select it. Note that before you click to select a shape will
appear with no place holders and after you select it , you will see the place
holders for you to drag in for reducing the size and drag out for increasing
its size

Before you select after you select

12.3.2. Change Fill and Line color

a) Click to select a shape
b) Open Format tab
c) In the Shape Style you can work with
Shape Fill or Shape Outline

12.3.3. Group more than one shape

a) Click the first shape
b) On your keyboard, hold down Shift Key and click the second or even more
shapes to select then, once ready release the mouse button
38
 c) Click Format Tab on the Menu
d) In the arrange group, click on Group, then click Group

12.4. Word Art

WordArt is a gallery of text styles that you can add to your 2007 Microsoft Office
system documents to create decorative effects, such as shadowed or mirrored
(reflected) text. In Microsoft Office PowerPoint 2007, you can also convert existing
text into WordArt.

12.4.1. Add WordArt

a) Click on Insert Tab
b) I n the Text Group click on Word Art
c) Click a Word Art style you want
d) Type your text
e) Choose Font Face you want, adjust size and click Ok

39
12.5. Exercise 9

a) Open a blank new document and Save it as “Your Exercise 9”

b) Use the following Instructions to modify your document. Create the following

i)

2cm

4cm

4cm 12cm

3cm

Water

c) Click Save button to save changes to your document

40
13. Working with Symbols, Superscript and Subscript

13.1. Superscript and Subscript

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.

a) Select the text that you want to format as superscript or subscript.

b) Do one of the following:

 On the Home tab, in the Font group, click Superscript. Or press

CTRL+SHIFT+=.
 On the Home tab, in the Font group, click Subscript. Or press CTRL+=.

13.2. Symbols

In Microsoft Office Word 2007, you can insert mathematical symbols into equations.

a) On the Insert tab, in the Symbols group, click the arrow next to
Equations, and then click Insert New Equation.
b) Under Equation Tools, on the Design tab, in the Symbols group,
click the More arrow .
c) Click the arrow next to the name of the symbol set, and then click the name
of the symbol set that you want to display.
d) Click the symbol that you want to insert.

41
13.3. Exercise 10

a) Open a new blank document and save it as “Yourname Exercise 10”

b) Type the following:-

i) X2 + Y2 = Z2

ii) Log 10X = β

iii) 2 Bags of cement @ 14,500

iv) 72 ÷ 4 =

v) 6 ≥ X2, what are the possible values of X?

vi) ¼ + 3 ¾ =?

c) Click save button to save changes

42
14. Page setup and Print previews

14.1. Change or set page margins

Page margins are the blank space around the edges of the page. In general, you
insert text and graphics in the printable area between the margins. However, you
can position some items in the margins — for example, headers, footers, and page
numbers.

14.2. Page margin options

Microsoft Word offers several page margin options. You can use the default (default:
A predefined setting. You can accept the default option settings, or you can change
them to suit your own preferences.) page margins or you can specify your own.

14.2.1. Add margins for binding

Use a gutter margin to add extra space to the side or top margin of a document
that you plan to bind. A gutter margin helps ensure that text isn't obscured by the
binding.

1 Gutter margins for binding

2 Mirror margins for facing pages

14.2.2. Set margins for facing pages

Use mirror margins to set up facing pages for double-sided documents, such as
books or magazines. In this case, the margins of the left page are a mirror image

43
 of those of the right page (that is, the inside margins are the same width and the
outside margins are the same width).

Note: You can set gutter margins for a document that has mirror margins if the
document needs extra space for binding.

14.2.3. Add a book fold

Using the Book fold option in the Page Setup dialog box, you can create a
booklet. You can use the same option to create a menu, invitation, event
program, or any other type of document that uses a single center fold.

1 Word inserts a single, center book fold

After you set up a document as a booklet, you work with it just as you would any
document, inserting text, graphics, and other visual elements.

14.3. Change or set page margins

a) On the Page Layout tab, in the Page Setup group, click Margins.

b) Click the margin type that you want. For the most common margin width, click
Normal.

c) When you click the margin type that you want, your entire document
automatically changes to the margin type that you have selected.

44
d) You can also specify your own margin settings. Click Margins, click Custom
Margins, and then in the Top, Bottom, Left, and Right boxes, enter new values for
the margins.

Note:

To change the default margins, click Margins after you select a new margin,
and then click Custom Margins. In the Page Setup dialog box, click the
Default button, and then click yes. The new default settings are saved in the
template on which the document is based. Each new document based on that
template automatically uses the new margin settings.

To change the margins for part of a document, select the text, and then set
the margins that you want by entering the new margins in the Page Setup
dialog box. In the Apply to box, click selected text. Microsoft Word
automatically inserts section breaks before and after the text that has the
new margin settings. If your document is already divided into sections, you
can click in a section or select multiple sections and then change the margins.

14.4. Set gutter margins for bound documents

A gutter margin setting adds extra space to the side margin or top margin of a
document that you plan to bind. A gutter margin helps ensure that text isn't
obscured by the binding.

a) On the Page Layout tab, in the Page Setup group, click Margins.

b) Click Custom Margins.

c) In the Multiple pages list, click Normal.

d) In the Gutter box, enter a width for the gutter margin.

45
e) In the Gutter position box, click Left or Top.

Note: The Gutter position box is not available when you use the Mirror
margins, 2 pages per sheet, or Book fold option. For those options, the gutter
position is determined automatically.

46