MICROSOFT WORD

Overview
This module covers the fundamental skills that you require in order to
effectively use Microsoft Word. It summarizes the areas of the Microsoft Word
window, providing information on how to customize the toolbars to your liking.
It also explains how to do basic operations such as Opening, Saving and
Printing a document as well as setting up your page, paragraphs and text to
appear the way you would like them to. Plus, you will finish the module
knowing how to make typing a document a speedier process; knowing how to
insert, highlight and delete text, and, cut, copy and paste, as well as change
the case of your text once you have typed it means that you will never have to
retype any part of your documents ever again.
MS WORD is a word processing program. It is used to create, edit, and
print documents. A document created in MS Word can be saved in the
computer. The saved document can be opened and printed later on. Example
of documents are newsletter, memo, resolutions, letters, and other documents.

Getting Started
● Open word. You may choose a blank document, or browse a template that’s right for
you. Blank or unformatted documents are best to use at this stage of instruction.

● The blue column on

the left shows
most recent
files. You may
one of these
resume work on
saved

Margin
Cursor s
Page
Scroll bar

Page and word Zoom

count Read
1 mode
 Quick save Undo Redo Quick print
Quick Access toolbar
Print preview
New document Customize toolbar

You may add frequently used tools to your quick access bar by right clicking the tool button
and selecting “add to Quick Access toolbar”

Home toolbar: font style & clipboard

Font name Automated Clear all
Font size
Clipboard: use to copy and paste, or cases formatting
ctrl+c and ctrl+v

Strikethrough
Bold Italic
Underline Text effects
Text color
Superscript
Highlight
Subscript

Home toolbar: format paragraphs

Numbered list

Bulleted list Multilevel list

Increase and decrease

indentation

Left, right, center, Line spacing Table drawing tools

justified alignments

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Home toolbar: editing tools
Find, ctrl+f for PCs and Command-F for Macs,
allows you to find words within the text

Replace words with

other words in your

Choose how to
select portions of
your text

Now you
know your You can ignore the stylized presets to the

basic tools! they can be cumbersome to customize right of your home toolbar for now as

Insert/add media
Add a preset cover
page Insert image files
saved to your Add shapes such as
computer arrows

Grab a screenshot
(for PCs press the
Prtscn key, then
paste your clipboard
contents. For Macs
press Command +
shift + 4 to copy, and
Create a table of then paste your
columns and rows Add infographics clipboard contents)
Add a blank page
between pages of
text Search images when internet
Break your chapter or with a Bing image search
subheading of connected
to the text to the next
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 Search for imbed online videos
Bookmark selects Add headers,
Insert Wikipedia content portions of your text footers, and page
for easy reference numbers

Add a signature or
Add a movable text timestamp your
box to your article Open math or
Custom text-image
document
or graphic design headings symbol menus

Hyperlink portions of your

text for reader’s reference
Add or manage
Automate formatapps Addin
e.g. subsections another
legal file or
( documents) document to your Embed .swf files for
templates for current document
recurring, stylized sound clips
Link your text to outside sources with a URL (for throughout your text
text (such as Add an epigraphic letter
example:
captionswww.youtube.com)
or asides) multireader editing
or word to begin your Add comments for
(to delete comments go to the Review/editing tab)
article or chapter
Page Layout Options

Divide text into Your menu listing names

columns Page break Manually adjust the
spacing before and of image files that appear
after paragraph in the document for quick
Paper dimensions toggling
breaks

Margin adjustment
in print inches Position images within
Manually adjust the text, select style of Align, group, or
Portrait or landscape Number each line of dimensions of “wrapping” text around rotate images
orientation text, and hyphenate indentations images, and select the
each line item in list order in which multiple
layers of images will appear. To test this
function, upload an image to your document.

As you add tables and images more tab menus appear with various tool options -They will be -

highlighted and color-coded as shown above. To stick to our basic agenda, we will skip these accessories for now.
But if you’re interested, many of the functions include basic photo editing for more graphic documents, or table
editing, which gives you a greater range for infographic presentations. Test out the tools as you would any of the
tools and effects described throughout this dossier.

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References/works cited
Insert footnote or Add and manage Add and link indexed Formatting settings
endnote sources items for legal documents

Add a formatted
bibliography Hyperlink portions of
Jump to next according to what text
Add a preset, footnote in your text type of document
formatted table of you’re drafting
contents, and
update an existing
table using the Display menu of all Insert captions
buttons to the right. notes below images

Review/edit

Always check often Track changes that

throughout your Find synonyms for have been creation and editing
spelling and grammar made words you’ve used to
Compare
of your document combine
and revisions
document (very useful
! same
of
Translate and ) document
language
adjust
settings

Accept or
Count total words changes
documen reject that
in been
have made by Control
t toggle editors
See next slide other capabilities
Define a word document’s
through editing (it’s a
highlighting
by Read comments (17) Split or add privilege not
Edit
clicking
and this document multiple
by document as
Show documents andright!
a
Arrange your
button measurements
ruler )
View options if it wereusers
as
pdf
it will look
a or epub when printed
orgrid
spatial
to give
yourelations on
toggle between
Each document
windows, or
split
synchronize
file the page scrolling

Draft returns Navigate your

you to regular 5document one or two Toggl
pages at
Edit text edit as with quick betwe
searches a time, docum
document as opposed to page
adjust your
Magnify or broaden your
it will look outline mode s
Outlining - Outlining is a simple way of creating a list or taxonomy
When this is checked, it shows your
Quickly refer to each stylized/designed text, rather than the normal
level of your list text format which looks more like the text of
this explanatory caption

Insert other documents into or

create documents of portions of
your outline

When this is checked, it shows the first line only of the level you
have selected. The higher the level, the more lines are shown.

Start by typing your first and second lines. Then drag the minus
symbol at the head of the line right to subordinate the second
line to the first line

Problems w/multi-user comments

It is difficult to manage or delete comments from the Insert tab. Instead,

delete user comments from the Review tab.

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Problems w/track changes
If you’re having trouble turning track
changes off, be sure that it is unlocked.

This is what Track Changes looks like. The blue is

unedited text, the Crossed-out red has been deleted by
and editor, and the underscored red word to the left of
the deleted word is the word the editor chose to replace
the previous word. All red underscored words are
additions made to the original.

Menu Bars and Toolbars

The Menu Bar
A menu displays a set of commands. The Menu bar is located at the top of
an application window and it contains the menus for that application. The
following image is of the Microsoft Word Menu bar

To use the Menu Bar, click on one of the menu titles. A dropdown list will
appear from which you can choose a task. For example, by clicking on File, a
dropdown list of tasks will appear as in the figure below.

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 To open a file that is already stored on your computer, from this
menu you can click Open. If you wanted to save the document you are
currently using, you can click Save.

Toolbars - In contrast to the Menu Bar, a toolbar is a combination of menu

bars and buttons that perform actions when clicked. The most common
toolbars used in Microsoft Word are shown below.

Standard Toolbar:

Format Toolbar:

To be able to use the toolbars in Microsoft Word efficiently, you will need
to learn to recognize the images and what task each one performs when
clicked. In the meantime, however, letting the mouse pointer hover over the
icon will provide you with an indication, in words, of what the icon will do.

To perform the task represented by a toolbar icon, simply single click with
the left mouse button on the toolbar image.

Customize the Toolbars

Microsoft Word starts out with a standard set of Toolbars, however,
these can be altered to suit your own style of learning. For some, having
so many buttons that they can use may only add confusion to their
learning process. Others might like as many icons as possible on their
Toolbars so as to familiarize themselves with the possibilities of what
Microsoft Word can do. As you gain more experience with Microsoft
Word, you may want to refine your Toolbar so that it has only the icons
that you most use. In this part of the module you will learn how to adjust
the toolbar settings.
To Hide or Show a Toolbar
1. Click on the Tools menu.
2. Click Customize from the dropdown list. It opens the following window:
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 3. Select the Toolbars tab.
4. Tick the checkboxes next to
the toolbars you want to
display. For example, click the
checkbox in front of Drawing
and that toolbar will be shown
at the bottom of the Microsoft
Word window.
5. Clear the checkboxes that
you don’t want to display; this
will hide the toolbar. For
example, clear the box next to
Formatting. It will hide the
Formatting toolbar at the top
right of the Microsoft Word
window.

Add & Remove Buttons from a Toolbar

It is possible to add or remove buttons from a toolbar to reduce the
number displayed. This can be done in two ways:

Method 1
1. Click on the arrow at the right-hand corner of the toolbar that you want to
change.
2. click the Add or Remove Buttons option that appears.

3.
4. A tick will appear next to the icons in this list if they are set to appear.
Select or unselect the icons to turn it on or off.
5. Close the menu. The toolbar will reflect the changes that you have made.

Second method
1. Click on the Tools menu.
2. Click Customize from the dropdown list.
3. Select the Commands tab. The following window will open.
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 4. A list of options is shown against each menu item. Click on an option and
hold the left mouse button. Press the Alt key on the keyboard and drag
the item with the mouse over the toolbar you want to add it to. Release
the mouse where you want the button positioned.
5. If you want to remove a button from a toolbar, click on it, hold the left
mouse button and press the Alt key. Drag, with the mouse, the button out
of the toolbar.

Note: To change the size of buttons, click Customize from the Tools menu.
Select the Options tab and tick the checkbox next to Large Icons.

Open and Save a Document

Now that you are familiar with the Menu Bar and have your Toolbars set
as you like them, we need to learn how we can start to use Microsoft Word to
type up a document. To make effective use of Microsoft Word, you will need to
learn how to save the document you are working on for later use and be able to
retrieve it later. File management is, therefore, the focus of this section of the
module.

Open a New Document

1. Click on the File menu.
2. Select New from the dropdown list. This will open a New
Document window.
3. Click Blank Document.

Note: You can also click the New Blank Document icon from the Standard
toolbar.

Save a New Document

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 1. Click on
the File menu.
2. Select Save from the
dropdown list. It will
open a Save
as window for you:
3. In the Save
in window, select the
location where you
want to save your file.
4. Type the name of the
file, in the File
name field.
5. Press
the Save button.

Note:To save a copy of your file, repeat this procedure, but you will have to
save your document with a new name, otherwise it will overwrite the original
document.

Save an Existing document

Once you have saved a document with a certain name, if you make some
changes in it, you will need to save the document again. To do this, click on
the File menu, click Save. Alternatively, you can click the Save icon on the
Standard toolbar.

Open an Existing Document

1. Click on the File menu.
2. Select Open and it will open the following window:

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 3. Click on the drop-down arrow in front of the Look in field and find the file
that you wish to open or the folder that is located in.
4. Click on the file/folder you wish to open. (When you click on a folder, the
name of the folder will be displayed automatically in the File name field).
5. Press the Open button.

Note: If you know the name of your file, you can type the name directly into
the File name field. You can then select the Type of file, for example select
all word documents and finally click Open.

Insert, Highlight and Delete Text

In the process of typing a document, you may need to insert or delete
text. Being able to highlight text will help to make inserting and deleting text a
speedier process

Highlight Text
Highlight text by using the Mouse
1. Place the cursor by clicking the left mouse button when the mouse pointer
is in the area where you want to start deleting.
 To highlight a single character, place your cursor in front of the
letter and drag the mouse over the letter.
 To highlight a single word, place your cursor in front of the word
and drag the mouse over that word or double click your mouse on
the word you wish to delete.
 To highlight a whole sentence or paragraph, move the cursor to
the beginning of the sentence and drag the mouse over that
paragraph or triple click the mouse. The whole paragraph will be
highlighted.

Highlight Text by using the Keyboard

1. Place the cursor by clicking the left mouse button when the mouse pointer
is in the area where you want to start deleting.
 To select a single character, place your cursor in front of the letter
hold the Shift key down and press the right arrow key on the
keyboard.
 To select a word, place your cursor in front of the word and
press Ctrl, Shift and the right arrow key at the same time on the
keyboard.
 To select a whole sentence, place your cursor at the beginning of
the sentence that you wish to delete. Hold down the Shift key and
press the down arrow key on the keyboard.
 To select a whole paragraph, place your cursor at the beginning of
the paragraph, hold down the Ctrl and Shift keys and press
the down arrow key on the keyboard.
2. By holding down the Shift key and using the arrow keys you can
highlight any portion of the text that you wish.

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Delete Text - Once you have highlighted the text that you wish to delete,
press the Delete key on the keyboard. You can also use Back Space key.

Insert Text
1. Place your cursor where you want to insert the text by clicking the left
button of your mouse.
2. Type the text that you want to insert.
3. To insert a space between words, press the space bar from the keyboard.

Cut, Copy and Paste Text

Cut, Copy and Paste functions allow you to move your text from
one place to another within a document or copy to another document
or application. This will speed up your work and save you precious
time. The main difference between the Cut and Copy functions is that
the Cut function will remove the selected text from the original
document but the Copy function will only copy the text to another
location, it will not remove text from the original document.

Cut, Copy and Paste text by using the Menu Bar

1. Highlight the text that you want to move. Then click on the Edit menu.
2. Select the Cut option, as shown below, if you want to remove it from its
original place in your document.

3. If you only want to make a copy, select the Copy option from
the Edit menu.

4. Once you have either cut or copied the text that you want, you need to
place your cursor where you want to place the text.
5. Finally, click on the Edit menu again and select the Paste option.

Copy and Paste text using the Standard toolbar

1. Select the text that you want to cut or copy.
2. Click on the Cut icon on the Standard toolbar to cut the selection
3. Click on Copy icon on the Standard toolbar to copy the selection.
4. Place your cursor where you want to paste the text.
5. Click on the Paste icon on the Standard toolbar to paste what you
have cut/copied.
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Cut, Copy and Paste text by using the Keyboard
1. Highlight the text that you want to cut or copy.
2. To cut the selection, hold down the Ctrl and X keys at the same time on
the keyboard.
3. To copy the selection, hold down the Ctrl and C keys on the keyboard at
the same time.
4. Once you have cut or copied the selection, place your cursor where you
want to paste the text.
5. Hold down the Ctrl and V keys on the keyboard at the same time to paste
the text.

Cut, Copy and Paste text by using the Mouse

1. Highlight the text that you want to cut or copy and right click on your
mouse.
2. To cut the text, click on the Cut option as shown below.

3. To copy the text, select the Copy option as shown below.

4. Place the cursor where you want to insert the text.

5. Right click on the mouse and select the Paste option as shown below.

Change Case
After you type up a document, you may decide that you want to change a
sentence to appear in upper case, or you may have already typed
something in upper case and decide that it would look better in lower
case or just as a regular sentence. Knowing how to change the case
saves you having to retype the whole section of your document. We will
now be exploring the case options available to you.
Changing the Case
1. As always, select the text you want to change first.
2. Click on the format menu and select the Change Case option. The
Change Case window consists of five options that are outlined in the table
below.
3. Select the option you would like and press ok to make the changes.

This option changes the first letter of the selected sentence into a
capital letter, if the first letter of that sentence is in lower case. For
Sentenc
example, 'welcome to The Computer School' will be changed to
e case
'Welcome to The Computer School'. Note that it will not turn the
capitals that you have purposely made into lower case.

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 This option converts the selected letters into small letters. For
lower
example, 'WELCOME THE COMPUTER SCHOOL' will be changed to
case
'welcome to the computer school'.

This option converts selected letters into capital letters. For

UPPER
example, 'Welcome to The Computer School' will be changed to
CASE
'WELCOME TO THE COMPUTER SCHOOL'.

This option converts the first letter of all selected words into a
Title
capital. For example, 'welcome to the computer school' will be
Case
changed to 'Welcome To The Computer School'.

This option swaps between the case of the letters you have
highlighted. It converts the capital letters into lower case letters
tOGGLE and vice versa. For example, 'Welcome To The Computer School'
cASE will be changed to 'wELCOME tO tHE cOMPUTER sCHOOL'. A good
example of when this might be useful is if you had accidentally
typed a whole section of your document with the caps lock key on.

Small Capital Letters or All Capital Letters

1. Click on the Format menu and select
Font.
2. Select the Font Tab.
3. Under the Effects heading you can make
use of the following options.
 Tick the Small caps option and press
OK. This will convert all the selected
letters into capital letters with the first
letter of each word becoming a large
size letter. For example, the text
Microsoft Word will become
MICROSOFT WORD.
 Tick the All caps and press OK. It will
convert the selected letters into
capitals, all with the same size. For
example, the text Microsoft Word will appear as MICROSOFT WORD.

Large Dropped Initial Letter

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 1. Click the paragraph you want to begin with a dropped letter.
2. Under the Format menu, click Drop Cap.
3. Under the Position heading, click Dropped or In margin.
4. Click OK.

Change Text Appearance

Opening and saving a document, inserting and deleting text, and,
cutting, copying and pasting text are relatively standard actions whether
you are using Microsoft Word or a more basic word processing program
like Notepad. In Microsoft Word, however, you can also change the
appearance of your text by changing the font, size, style and effects,
which may enable you to more effectively convey a message.

General Rule for Changing the Text Appearance

In order to apply changes to text, highlight the text you want to change.
You can do this by clicking the left mouse button and holding it down while
dragging it over the text you want. Choose what you would like to do using the
different menus. You can use the Toolbar or Main Menu Bar options.

Changing the Font

Using the Toolbar
From the dropdown font list on the Toolbar, select another font or font
size as shown in the figure below.

Each font has a different appearance. Click on the Font tab on the menu
bar. Microsoft Word provides examples of each font, as shown below.

Using the Main Menu

Under the Format menu, select Font. The following window will appear.

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 The required font and font size can be selected from the Font and Size
fields.

Font Style
As you can see, there are a number of style choices available to you and any of
these styles can be applied to text within the same document. The fonts you
choose can also be changed to be Bold, Italic or Underlined using these toolbar
icons.

This icon will make your highlighted text appear Bold

This icon will make your highlighted text appear in Italics

This icon will underline your highlighted text.

Text Colour
The colour of text can also be changed. To make full use of this feature,
you will need a colour printer. There is an icon to change the colour of your text
on the Toolbar.
To change the colour of the text, highlight the text that you want to
change the colour of then click the dropdown arrow. This will open up the
following colour menu.

Choose the desired colour or click on the More Colours option to select
different colours. When you click on a colour, your text will be changed to that
colour.
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 Alternatively, you can change the colour using the Format menu on
the Menu Bar and selecting Font from the dropdown list.

Format Paragraph
Just as altering the text appearance can influence how effectively
you deliver your intended message, formatting your paragraphs can your
help by making your document easier to read and more presentable.

Formatting a Paragraph
1. Select the area that you
wish to format by
highlighting it.
2. Click on the Format menu
and select Paragraph. It
opens the following
window:
3. Select the Indents and
Spacing tab.
4. The General heading has
the following two options:
 The Alignment option
determines the
position of text
between margins.
You can align text to
the right, left, center,
as well as making it
justified.
 The Direction option
determines the direction of text in two ways. You can specify the
direction of text by using Right-to-left option or Left-to-right option.
5. Indentation is the space before and after text. There are two options to
indent the paragraph.
 Before text allows you to specify the space before the text. For
example, if you select 2 centimeters and your text is left aligned,
text will start leaving a 2 centimeters space on the left side.
 After text allows you to specify the space you want after the text.
For example, if you select 2 centimeters and your text is left aligned,
you will have 2 centimeters space on the right side.
6. The Spacing option defines the space between two paragraphs. There are
two options to specify the spacing between the paragraphs.
 Before allows you to specify the space before the paragraph.
 After allows you to specify the space after the paragraph.
7. Line Spacing is the distance between the lines of paragraph. There are
five options as described below.
 Single Spacing is the default option for Microsoft Word. It holds the
maximum size font in a single line, plus a small amount of extra
space.

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  The 1.5 Spacing option makes space between lines one and one half
more than the single line.
 Double Spacing makes the distance between lines double that of
single lines.
 The At least and Exactly Spacing options set variable spacing
between lines depending upon the amount of space you select in
the At field.
 The Multiple Spacing option also sets variable spacing between lines
depending upon the amount of space you select in the At box.

Note: The Preview box reflects the changes you are making so you can have a
look before implementing them. Click on OK to implement changes.

Page Setup
Microsoft Word has a default page setup where the blank space on
the top and bottom of the page is 2.54cm, the blank space on the right
and left sides of the page are 3.17cm and the page orientation is always
set to portrait. However, to allow for greater flexibility, it is possible for
you to change the page setup and now you will learn how to do this.

Change the Page Setup

1. Click on the File menu and
select Page Setup. The
following window will appear.
2. Under the heading
of Margins there are six
options. The table below
outlines what each
represents.

Top This option defines how much blank space will appear at
margin the top edge of the page.

Bottom This option defines how much blank space will appear at
margin the bottom of the page.

Left This option defines how much blank space will appear on
margin the left-hand side of the page.

Right This option defines how much blank space will appear on

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 margin the right-hand side of the page.

This option adds extra space to the left side or top margin
Gutter of a document that you want to bind. A gutter margin
margin makes sure that the text will not be obscured by the
binding.

Related to the Gutter Margin, this option is used to indicate

Gutter
where the program needs to provide the extra space for
position
the binding; either the top or the left-hand side.

3. Under the heading of Orientation, you are able to select a Portrait or

Landscape orientation of the page.
4. In the Preview section of this window you are able to see the changes you
have made. When you are happy with the changes, click OK.

Note: If you want to implement the changes for ALL future documents, you can
click on the Default button at the bottom left hand corner of the Page Setup
window. This will prompt you to implement the new changes for new
documents. Click on Yes if this is what you want.

Bullets
Bullets can make your document more concise and more readable.
Microsoft Word can automatically create lists with bullets as you type or
you can quickly and easily add bullets or numbers to existing lines of
text after you have typed them.
Add Bullets
1. Click on the Format menu and select Bullets and Numbering.
2. To insert bullets, ensure that you are in the Bulleted tab window. (You can
also select the Numbered tab
to a numbered list).
3. Select one of the bullet
styles (or numbered styles)
and click OK.
4. Type any text after the bullet
that you have added and
press Enter. This will
automatically insert the next
bullet.
5. You can also add bullets by
using the Bullets and
Numbering options located
on the Formatting toolbar.

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Note: To finish the list, you can either press the Enter key twice, or press the
Backspace key to delete the last bullet in the list if it is not needed.

Adding Bullets to Existing Text

You can also add bullets to existing text. Simply highlight the text that
you would like to become a bulleted list and select the bullets as you would
normally (by clicking on Format, Bullets and Numbering and selecting the style
of bullets you would like to use).
Remove Bullets
1. If your document already has bullets and you want to remove them,
highlight the text from which you would like to remove bullets.
2. Click on the Format menu and select Bullets and Numbering.
3. Select None as the bullet style in the Bullets and Numbering window and
click OK. This will remove the bullets from your list.

Borders and Shading

Borders and shading add a professional, finished touch to your
work. You can make your document stand out clearly from others just
by adding some nice borders and shading.

Adding a Page Border

1. Click on the Format menu.
2. Select Borders and Shading.
3. Click on the Page Border tab.

Under setting you have the option to choose a simple box border, a
border with a shadow effect, a border with a 3-D effect or you can
Settin customise a border. Customising a border allows you to remove
g borders by clicking on the preview section, for example, you may
want to remove both of the side borders and leave the top and
bottom borders only.

Under the style setting you have the option to choose the style,
Style colour and width that you would like the border. You can also choose
to have an artistic border by choosing one of the art border options.

The preview section of the window gives you the opportunity to view
Previe
what the page border will look like before you apply the changes to
w
your document

Apply This dropdown list provides you with a list of options available for the

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 page border. For example, you can apply the border to the whole
document, and the border will appear on every page in your
To
document, or you can choose to apply it to the first page only in your
document if you want the effect of a title page and so forth.

Adding Paragraph
Borders
Just as you can add a page
border, you can also have a
border around particular
paragraphs in your document to
make them stand out. Highlight
the paragraph that you want to
add a border to. Instead of
clicking on the Page Border Tab
after selecting Borders and
Shading from the Format menu,
click on the Borders Tab. You will
see that the same format applies
to the window as in the table
above, but here you can choose
to apply it to the paragraph.

Adding Shading
You can see in the image above that there is also a Shading tab which
you can get to by following the Borders and Shading option under the Format
menu. This gives you the option of adding a background colour and design to
your document. The preview window will again give you an indication of what
the shading will look like before you go ahead and apply it to your document.

Exercise (Do not do this activity)

1. Open a new blank document and add a page border to your entire
document.
2. Now change the colour of your border to green.
3. Type a paragraph and insert a border around that paragraph.
4. Add some background shading to your document.

Page Numbers
Microsoft Word gives you an option to add page numbers to your
documents. Far better than manually typing in page numbers, this
option allows you to add text at a later date without throwing out the
number sequence.

Adding Page Numbers

1. Click on the Insert menu.
2. Select Page Numbers from the dropdown list. The following window will
appear:

22
 3. In the Position dropdown box, specify
the position you want the page number to
print - either at the top or the bottom.
4. In the Alignment box, specify whether to
align the page numbers left, center, right,
or on the inside or outside edges of each
page.
5. If you want to show the page number on
the first page, tick the Show number on
first page option as shown in the figure;
otherwise leave it blank.
6. Click the Format button on the bottom left.
The following window will open:
7. In the Number Format option, you can
select different formats for your page
numbers. For example, instead of 1, 2, 3 you
can also choose a, b, c.
8. Page Numbering gives you the option Start
at which allows you to start counting from
any number, not just 1. Type the number
you from which you wish to start counting
and click OK.

Note: In the preview section you can see your page settings before you apply
them to your document.

Exercise (Do not do this activity)

1. Open an existing document and add page numbers at the top of the page
by using the Number format option a, b, c...
2. Open a New Blank Document and add page numbers starting from 6 at
the bottom of the page.
3. Open an existing document and add page numbers, omitting the first
page. (This is used when you want the first page to be a title page for a
report)

Headers and Footers

Headers and Footers are the areas at the top and bottom
margins of each page in a document. You can add different
information such as the date, a company logo, the document's title,
the file name and the author's name at the top or bottom of each
page. You can also add page numbers in the header or footer of a
page. This is an alternative method to the way have learned in the
previous section of this module.

Adding Headers and Footers

1. Click on the View menu.
2. Select Header and Footer. This action will open up the dotted rectangle
Header at the top of the page and footer at the bottom of the page for
you to enter the details that you would like to appear.

23
 It will also open the Header and Footer toolbar options as shown in the
figure below.

3. Enter the information that you would like to appear in the Header and
Footer boxes. For example, if you want to insert the page number, click
the Insert Page Number icon on the toolbar. In the same way you can
insert the date, number of pages and time etc.
4. To close the Header and Footer, press the Close button on the toolbar.
5. To switch between the header and footer you can click on the toolbar as
shown in the above figure, or simply click in the relevant rectangular box.

Header and Footer Alignment - Headers and Footers are Left aligned by
default.
However, you can move your text and information to the center by
pressing the tab key once and onto the right side by pressing the tab key
twice or you can align the text by using the formatting toolbar options.

Editing Headers and Footers

If you want to edit a header or footer, just double click on text in the
Header or Footer. This is the same as clicking the View menu and selecting the
Header and Footer option once there is text in the header or footer. Make your
changes, then close the toolbar.
Note: This will change the Header and Footer for the whole document.

Delete a Header or Footer

If you want to delete a Header or Footer, just double click text in the
Header or Footer as you would to edit it. In the Header and/or Footer area,
highlight the text and press the Delete key. Close the Header or Footer.
Note: When you delete a Header and/or Footer, Microsoft Word automatically
deletes the Headers and/or Footers throughout the entire document.

Auto Text
Auto Text can speed up your typing by pre-formatting text you commonly
use, such as names, offices, departments, streets, cities, countries, etc. It can
also help point out possible errors. If your software is properly programmed,
Microsoft Word can be a wonderful tool to get your work done better, faster,
and with a greater degree of accuracy. Microsoft Word already comes with a
24
number of built-in AutoText entries; however, you will now learn how you can
create your own AutoText/AutoCorrect entries.

Using Autotext
1. Click on the Tools menu.
2. Select AutoCorrect. The following
window will appear:
3. Make sure the Replace text as you
type check box is ticked.
4. In the Replace box, type a name for the
AutoCorrect entry (i.e. the abbreviation or
word that you want Microsoft Word to
replace automatically as you type). For
example, you can write sn in Replace
field and your school name in the with
field so that whenever you write sn it will
automatically be replaced with
your school name.
5. Click Add after each entry that you make.
6. Once you have finished your entries, click
OK.

Find And Replace

In Microsoft Word you can easily find or replace any word or phrase. You
can use the Find option to locate each occurrence of a specified text and you
also have the option of replacing the text by using the Replace option. In this
tutorial you will learn how to use the Find and Replace options.

Find Text
1. Click on the Edit menu.
2. Select Find. It will open the
following window:
3. Type the text you want to search
for in the Find what field and
press the Find Next button. It will
search for the first occurrence of
the text and if you continue to
press Find Next, it will locate its
next occurrence etc.
4. If you click the Highlight all items found in option and then press
the Find All button, it will find all the occurrences of the text and
highlight them.
5. Click the Close button to remove the find window. The words that have
been highlighted will remain until you click elsewhere on the page.

Replace Text
1. Click on the Edit menu.
2. Select Replace. It will open the following window:

25
 3. Type the text you want to search
for in the Find What box.
4. In the Replace with box, type the replacement text.
5. Click on the Replace button. It will replace the first occurrence of the
word found with your replacement text.
6. If you want to replace all occurrences of the specified text, use
the Replace All button.
7. Click on the Close option to remove the Replace window.

Spell Check
Microsoft Word can check the spelling and grammar automatically as you
type. It indicates possible spelling errors using a red wavy underline and
grammatical errors using a green wavy underline. You can also check the
spelling and grammar of an entire document all at once after you have finished
typing your document which can often be more convenient.

Checking Spelling and Grammar

1. Click on the Tools menu.
2. Select Spelling and Grammar from the dropdown list. It will check the
spelling and grammar all at once and if there are any mistakes the
following window will open:
 If you want to ignore an error that one occurrence only you can use
the button Ignore Once.
 If you want to ignore an error throughout the whole document you
can use the button Ignore All.
 You can also select the correct option from the Suggestions box and
click on the Change button to implement the selected change.

Note: There is also a toolbar button that you can press to access the spelling
and grammar check.
If you wanted to check the spelling and grammar along the way when the
wavy lines appear, you can also right click the words with the wavy lines and a
list of possible correct options will appear. Simply, select one of them to replace
the incorrect word.
Note: You will notice that spellcheck does not see anything wrong with the above
passage. This is because each mistake that is made is an actual word that is spelt
correctly, but it is nevertheless incorrect in the context of the sentences
given. Their should be there, pear should be pair, woman should
be women, stares should be stairs, witch should be which, lead should
be led, story should be storey, too should be two and finally won should
be one. This exercise was designed to show you that you should never rely on
26
spellcheck to correct every mistake. It does not replace learning how to spell. It
will however correct the obvious errors.
Thesaurus
A thesaurus is a book containing
lists of synonyms. Microsoft Word has its
own in-built thesaurus which provides you
with a list of words similar in meaning to
a word in your document and it highlights
the one that is closest in meaning to the
one you have typed. You will be learning
how to use Microsoft Word's Thesaurus.

Use the Thesaurus

1. Highlight the word you would like to
look up synonyms for. Note you can
also go directly into the thesaurus
and type your word there.
2. Click on the Tools menu.
3. Select Language and then click
the Thesaurus option. It will open the
window shown in the figure below.
Depending on your version of Microsoft
Word, it may show up with a search area
where you can type in the word and click
on the green arrow to look the word up.
4. Type a word for which you want to see
its synonyms and press the Look
Up button.
5. It will display a list of synonyms and
highlight the closest one in meaning to the one you typed.
6. You can insert a synonym into the document by selecting it and clicking
the Insert button.
7. You can also see the list of synonyms by selecting the word, right clicking
the mouse button and clicking on the Synonyms option. It will show you a
list of synonyms. Click on one to replace the selected word.

Insert Tables
Microsoft Word provides the opportunity to draw tables, so you can keep
your information in an organized way. It is possible to draw a simple table as
well as a complex one. In this section of the module you will learn how to draw
a table.

Insert a Table
1. Click on the Table menu on the Menu Bar.
2. Select Insert from the dropdown list.

27
 3. Click on the Table option. The
following window will appear.

4. Select the number of rows and

columns. For example, if you want to
draw a table with 2 columns and 2
rows, scroll up or down on the arrows
beside the numbers to select, then
press OK.

Adding Rows and Columns to a

Table
1. From the previous example, you now have a
table with 2 columns and 2 rows but you may
realize later that you need to add new rows and
columns. Click on the Table menu,
select Insert and then use the following options,
which relate to the figure below.

This option adds columns on the left side of the table. If you
place the cursor in (a) cell, and use this option, it will add a
Columns
column on the left of (a). If you place the cursor in the (b) or cell,
to the
and use this option, a new column will be added in between (a)
Left
and (b). If you select both (a) and (b) columns, and use this
option, it will add two new columns on the left side of the table.

This option adds columns on the right side of the table. If you
place the cursor in the (a) cell, and use this option, it will add a
Columns column on the right side between the (a) and (b) columns. If you
to the place the cursor in the (b) cell, and use this option, a column will
Right be added on the right. If you select both the (a) and (b) columns,
and use this option, it will add two new columns on the right side
of the table.

This option adds rows above the table. If you place the cursor in
the (a) cell, and use this option, it will add one row above the
Rows table. If you place the cursor in the (c) cell, and use this option, a
Above row will be added above (c), between (c) and (a). If you select
both the (a) and (c) rows, and use this option, it will add two new
rows above the table.

28
 This option add rows below the table. If you place the cursor in
the (a) cell, and use this option, it will add one row below (a),
Rows between (a) and (c). If you place the cursor in the (c) cell, and
Below use this option, a row will be added below (c). If you select both
the (a) and (c) rows, and use this option, it will add two new rows
below the table.

Note: The Cells option that can be seen on the

same list, after clicking the Table menu and
selecting Insert, opens the Insert Cells window
that is shown in the figure below. This window
offers you different options to move the cells of
a table.
You can insert entire rows or columns
using this feature as well, and, it also gives you
the option of adding individual cells to the right
of a cell that you click in.

Autoformatted Tables
1. To get a predefined style for a table, click
on the Table menu and select AutoFormat
from the dropdown list. It will open the
Table AutoFormat window that is shown in
the figure below.
2. Choose from a variety of table styles.
Select one of the Table Styles and you will
see a preview of it in the Preview section
at the bottom of the window.
3. Once you have selected a style, click on
the Apply button.
4. The next window allows you to insert the
number of columns and rows you would
like in your table. Click OK once you have finished, and your formatted
table will appear in your document.

Delete a Table
1. If you want to delete a table, click on
the Table menu.
2. Select Delete from the dropdown list.
3. Select table from the list of options it
provides. This will delete the
selected table and its contents.

Deleting Columns and Rows

1. To delete a column, highlight the column(s) you want to delete. Click on
the Table menu, select delete, then select columns. The selected
column(s) will be deleted.
29
 2. To delete a row, highlight the row(s) you want to delete. Click on the
Table menu, select delete, then select rows. The selected rows(s) will be
deleted.

Format Tables
Now that you know how to insert a table, the next step is to be able to
format it. In Microsoft Word, once you have created a table you can then use
different options like add or remove the border, change the colour of the
border, change the line style, add a fill colour and more.

Format a Table
1. Click on the View menu and select Toolbars from the dropdown list.
2. Tick the Tables and Borders option that appears. It will open the Tables
and Borders toolbar, shown in the figure below.

3. To use the Tables and Borders toolbar, first you have to create a table.
You can insert a table from the table menu or draw a table using
the Draw Table option from the toolbar. The toolbar options are
discussed below.

You can use the Draw Table option to create a table, however,
you will have to draw each cell of your table one by one. Click on
the Draw Table option and point your cursor to where you want
Draw Table to insert a table, click the mouse and drag the drawing pencil up
to your desired size. Repeat this exercise to complete your table.
It is a good option if you want cells of different sizes in your
table.

This option allows you to rub out lines of your table. Click on the
Eraser
Eraser option and select the lines of table you want to remove.

You can select different line styles with this option. Select the
Line Style you want and then use the Draw Table option to draw
Line Style cells of the table. If you want to replace the line style, select the
Line Style you want and click over the existing line. It will
replace it with the new one.

This option allows you to change the width of a line. Select the
Line
line weight you want and then click on the lines or select this
Weight
option and then draw your table.

30
 This option allows you to change the colour of a border. Select
Border
your desired colour and click on the borders you want to change
Color
or select this option and then draw your table.

This option allows you to apply

different borders on your table. You
can use a Top Border, Left Border,
Right Border, Inside Horizontal
Border
Border, All Borders, Outside Border and
some others, as shown in the figure. If
you do not want borders around your
table select the No Borders option.

This option allows you to fill the colour inside the table cell.
Select the colour you want and click inside the cell to fill it with
Shading
the selected colour. If you want to use the shading option for
Color
more than one cell then select the number of cells and click on
the Shading Color option.

Merge This option allows you to merge the cells of a table. Select the
Cells cells you want to merge and click on the Merge Cells option.

This option allows you to split the cells of the table. Click inside
the cell you want to split into two cells and click on the Split
Cells option. It will open the Split
Cells window. Select the number of
Split Cells
columns and rows to divide the cell
into as shown in the figure and press
OK.

This option allows you to line up the contents of the table in

Alignment different positions. You can align the text in the Right Top,
Centre, and Bottom Left, etc.

Table This operates the same as the table format option in the Table
AutoForma menu. It allows you to utilize different predefined styles to
t create a table.

This option sorts the data of the selected cells into ascending
Sort
order (alphabetically and numerically). However, it does not
Ascending
include the top column of the table when sorting.

This option sorts the data of the selected cells into descending
Sort
order (alphabetically and numerically). As in the sort ascending
Descendin
option, it does not include the top column of the table when
g
sorting.

31
 This option is used to perform a sum (addition) operation on
table cells. By default the AutoSum option adds the numbers
from the cells above where you place the cursor. However, you
AutoSum
can also add the numbers from the cells to the left of where you
place the cursor; just ensure that there are no numbers above
where you want it to add.

Print
After going to the trouble of typing up your document, you may decide you
need it on paper. Microsoft Word allows you to print your document so long as
your computer is connected to a printer. There are
actually three ways that you can print a
document with this program.

Print a Document
Method 1
1. Click on the File menu on the Menu Bar.

2. Select Print Preview. Print

Preview allows you to have a look at
your document before printing.
3. Click the Print icon from the Print
Preview window. This option will
allow you to print directly, but,
note that it will use the default
settings of the printer.
4. Click Close to exit.

Method 2

32
  It is a good idea to click the Print Preview icon, found on the toolbar, to
check how your document will look printed.
 Click the Print icon from the Standard toolbar. This option will allow you
to print directly and use the default settings.

Method 3
1. Click on the File menu and
select Print from the dropdown list.
The Print window will open as shown
in the figure below.
2. Choose an option under the
heading Page range
 Select the All option to print the
whole document.
 Select the Current page option
to print the currently opened
page.
 Select the Selection option to
print a section of the document
that you have highlighted before
starting this procedure.
 Select the Pages option if you
want to print selected pages and then type the number of pages in
the text field. For example, if you want to print the number of pages
starting from 2 and finishing at 6, type 2-6 in the text field.
3. Select the number of copies you want to print in the Number of
copies option if you want to print more than one copy of your document.
4. To print a complete copy of the document before going on to print the
next copy, tick the Collate check box. If you prefer to print all copies of
the first page and then all copies of remaining pages, ensure that the
check box is unticked.
5. Press OK to print the document.

Word Art
WordArt is a feature in Microsoft Word
that enables you to apply a whole range of
special effects to text. By using WordArt you
can insert predefined styles of the text into
your document. You can change the colours
and add different effects to your text. In this
part of the module you will learn how to use
WordArt.

Insert WordArt
1. Click on the Insert menu on the Main
Menu Bar.
2. Select Picture from the dropdown list,
then click on WordArt from the options it

33
 presents. This will open the WordArt Gallery window as shown in the
figure below.
3. Select one WordArt style and click OK. This will open the Edit WordArt
Text window as shown.
4. Type the text to which you want the word art to apply. Note that you can
also change the Font style, Size, as well as Bold and Italicise your text to
alter its appearance.
5. Click OK.

The WordArt Toolbar

Clicking on the WordArt that is now in your document will open the
WordArt toolbar.

The toolbar options are outlined below.

This option returns you to the Edit WordArt Text window so that
Edit Text you can make any necessary changes. Once you are finished,
click OK.

WordArt This option returns you to the WordArt Gallery if you want to
Gallery change the style. Select the new style that you want and click OK.

WordArt This option allows you to change the shape that your text will
Shape form.

WordArt
This option allows you to make all the letters of your text the
Same Letter
same height.
Heights

WordArt
This option allows you to change the direction of the text from
Vertical
horizontal to vertical.
Text

WordArt
This option allows you to change the spacing between the
Character
letters.
Spacing

This option allows you to change the colours and outline style
Format
of your WordArt. It opens a window for you to select the colours
WordArt
and styles as shown below.

34
Note: If you want to delete the WordArt text, simply click on the text and press
the Delete (or backspace) key on the keyboard.

Draw and Add Text to Drawings

Drawing can really be fun. Microsoft Word assists you in drawing and also
allows you to write text in your drawings, which helps make your drawings
presentable and attractive.

Draw a Picture
1. Click on the Insert menu.
2. Select Picture from the dropdown list, then click on New Drawing. It will
open up the Drawing Canvas for you.
3. Now you can draw your own picture with the help of different shapes and
colours from the Drawing toolbar. The Drawing toolbar is located at the
bottom of your screen. If the toolbar fails to appear, click on the Drawing
icon from the Standard toolbar.
Autoshapes Provides a wide range of shapes that you can use for your
drawings. You will learn more about this option later. In the
meantime, there are the rectangle and circle options which
provide you with two basic shapes to create drawings.

Line Allows you to draw a simple line.

Arrow Allows you to place arrows in your drawing.

Insert Allows you to use WordArt in your drawings.

WordArt

Fill Colour Allows you to colour in your shapes. Click on the shape you
wish to colour and select a fill colour.

Line Colour Allows you to make the outlines of your shapes a different
colour. The line style and dash style options also allow you to
change the outlines of the shapes in your drawings.

35
 Shadow
These options allow you to change the appearance of your
Style
picture canvas by giving it an extra dimension.
3-D Style

4. To get a picture from a file that you already have stored on your
computer, select Picture from the Insert menu and click on From File.
5. Locate the picture you want to insert.
6. Select the picture and click on the Insert button or just double click on the
picture. It will be placed on a drawing canvas and then you can resize and
adjust your picture on the drawing canvas.

Add Text to a Drawing

1. Click on the Insert menu and select Text Box from the dropdown list. A
text box will appear as shown in the figure below.

2. Click on your document or on the canvas where you want to place the
Text Box. If your canvas is not already there, it will be placed
automatically around the Text Box.
3. If you want a different sized Text Box just click on one of the circles
around the border (the mouse pointer will turn into a two-sided arrow)
and drag it in or out to the size you would like. If you decide you want to
move the text box from its original position, click on the shaded border
around the text box (the mouse pointer will turn into a four-sided arrow)
and drag it to the position you would like. The functions of these two-
sided and four-sided arrows remain the same whether it's a text box or a
shape that you have put into your picture.
4. Type the text you want to add inside the Text Box. If you want to edit
your text later, simply click inside the text box and change your text.

AutoShapes
The AutoShapes option gives you greater flexibility in creating drawings
using Microsoft Word. It enables you to use several types of shapes; for
example, Lines, Connectors, Basic Shapes, Block Arrows, Stars and Banners,

36
Flowcharts, and Callouts. These shapes can be resized, rotated, coloured and
connected with other shapes. You can also add text in AutoShapes. Let's
discover how to make full use of the AutoShapes option!

Using Autoshapes
1. Click on the Insert menu on the Main Menu Bar.
2. Select Picture and then click AutoShapes. It will open the AutoShapes
toolbar, as shown below.

3. Note that you can also

use the AutoShapes
option from the Drawing
toolbar. Click the AutoShapes option from the
Drawing toolbar; it will bring up the options shown in
the figure below.
4. Select the category of AutoShapes you want. It will
show you a detailed list of that category. For
example, clicking on Callouts option will open a list
of Callouts, as shown in the figure below.

5. Click on any option. It will then open the drawing canvas, where you can
then place the Callout.
 To place the Callout on the canvas, click on the canvas.
 If you want to change the position of the Callout, click the left button
of the mouse on the shaded border when the mouse pointer shows a
four-sided arrow and drag it to your desired position.
 You can change the size of
Callouts by dragging that object,
with the help of the circles on
the border (known as handles),
when it is selected as shown in
the figure. A two-sided arrow
appears when you are in the
right spot.
 As you can see from the above picture, you can also rotate the
Callouts, or any shape, by rotating from the green 'handle'. When
you point the cursor at the green circle a rotating arrow appears.
 You can also insert text in Callouts, or any shape. Click the cursor
inside the Callout, or shape, and a text box will appear; you can now
type your text. If a Text Box doesn't appear, right click on the
Callout, or shape, and then click on the Add Text option.

37
  To edit the text, click on the Callout, or shape, again to select and
make your changes or you can right click the shape and click on the
Edit Text option.
6. You can also use different options from the Drawing toolbar. For example,
you can use the Fill Colour, Line Colour, and Font Colour options as
explained in the last part of the module.
7. You can use other shapes from the AutoShapes option in the same way as
outlined here. See sample use of SHAPES.

Screen Shots
Screen shots allow you to take a snapshot of whatever is on the computer
screen. They can be used to provide exact picture representations for
computer activities. They are also useful in making step by step instructions for
running a particular software program because other people are able to see the
items that you are describing.

Take Screen Shots

To take a screen shot press the Alt and Print Screen keys on the keyboard
at the same time. This will take a picture of the
active window (the active window is the window
that has the dark blue border. Alternatively, if
you want to take a picture of the entire screen,
simply press the print screen button on the
keyboard. You will not hear any sound, but the
picture will go to the Clipboard. If you want to
check what is on the clipboard, you can click on
the Edit menu from the Main Menu Bar and
select Office Clipboard from the dropdown list.
Once you have taken a screen shot, you can paste the picture into
Microsoft Word as well as any drawing program such as the Paint program that
can be found in the Start Menu under Programs and in the Accessories folder.

38
 Clip Art
A collection of photographs, diagrams, maps, drawings, sounds,
animations, and other graphics that can be incorporated into documents is
called Clip Art. Microsoft Word makes it easy to add clip art to your documents,
and, doing so can add style and flair to your work.

Add Clip Art

1. Click on the Insert menu on
the Main Menu Bar.
2. Select Picture from the
dropdown list, then choose
Clip Art from the options
that appear. It will open the
Clip Art task pane.
3. In the Search text box type
a word or phrase that
describes the clip you want
to search for. For example,
if you type "academic", it will show you related pictures.
4. Place your cursor on the document where you want
to insert a picture and then click the picture you
would like. It will be copied to that position.
5. Alternatively, instead of doing a search,
you can click on the Clip Organizer which appears
at the bottom of the Insert Clip Art window.

6. This will open the Collection List in the Clip

Organizer window as shown in the figure
below.
7. From this list, you are able to select a
picture from the Collection List. First
select the category; for example, from
the office collection you could select
'buildings'. All the pictures related to
buildings will be displayed. You can then
copy the selected picture by right clicking

39
 on the picture and selecting copy or selecting copy from the edit menu in
this window and paste it onto your document.
8. You are able to change the picture's size. To change the size, click on the
picture and place your cursor on the circular handles on its border and
drag it until it becomes the size that you want.
9. If you want to delete a piece of Clip Art, just select the picture and press
the Delete or Backspace Key.

Hyperlinks
A Hyperlink is a link you can create in your document that, when clicked,
will take you to a different document; whether that be a webpage, another
document on your computer, or another section of the same document. Words
or phrases which serve as links are underlined, or appear in a different color, or
both. They can be useful if you want to direct someone to more information on
a topic that you are talking about in your document.

Adding Hyperlinks
1. Click on the Insert menu on the Main Menu Bar.
2. Select Hyperlink from the dropdown list. (Alternatively, you could click
this icon from the toolbar. It will open the following window:

3. Type the word or phrase

which you want to display as a Hyperlink in the Text to display field. For
example, you could type the word 'Link'. If you select the word in your
document first and then click the Hyperlink option, that word will
automatically be displayed in the Text to display field of the Insert
Hyperlink window.
4. Type the Web Address you want to open when the hyperlink is clicked in
the Address field and click OK. You can also select a file name from
the Look in field, however, this has limited usefulness as the link will only
work if people are going to be viewing your document from your
computer.
5. To open the Hyperlink, hold down the Control key [Ctrl] and click on the
Hyperlink.

Adding Bookmarks
You may want to direct your reader's attention to another part of your
document, for example, a table which may illustrate the information that you
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have written in a passage. You can use the hyperlink
feature to direct people to this other location within
your document, however, you need to know how to
use the bookmark feature of Microsoft Word.

1. Place your cursor where you want the

document to be Bookmarked.
2. Click on the Insert menu on the Main Menu Bar.
3. Select Bookmark from the dropdown list. The
Bookmark window will open as shown below.
4. Type a name for the bookmark and click Add.
Your bookmark is now added and is ready for
you to link to from a different part of your
document.
5. To create a hyperlink to your bookmark, click the Inset menu and select
Hyperlink to open the Insert Hyperlink window. Click on the Place in this
Document button located on the left-hand side of the window. A list of
possible bookmarks to choose from will appear as shown in the figure
below.

6. Type the relevant text in the text to display field, select the bookmark
that you would like to link the text to and click OK. You can now check the
result by holding down the control key and clicking on the link.

Editing a Hyperlink
You can change the display text of the hyperlink by placing your cursor in
the text and typing in the new one and deleting the parts of the display text
that you no longer need. So long as the coloured/underlined appearance is
maintained, it will still be linked to the document that you specified in the
Address field. You can also change the target of the Hyperlink. Right click the
Hyperlink, select Edit Hyperlink and make the required changes in the Address
box.

Removing a Hyperlink
If you want to remove a Hyperlink, right click the Hyperlink and select the
Remove Hyperlink option, or. simply highlight the link and press delete or
backspace on the keyboard.

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 Document Templates
Templates are pre-set documents that allow you to "fill-in" information.
This is useful when you want to create the same type of document again and
again. For example, if you want to use a standard document format such as a
letter, then setting up a template is the best option as it will undoubtedly save
you time in the long term. There are two methods of creating document
templates; both are outlined below.

Creating Document Templates From an Existing Template

1. Click on the File menu on the Main Menu Bar.
2. Select New from the dropdown list. This will open the New Document task
pane. Depending on your version of Microsoft Word, you will need to click
on General Templates under the Templates heading, or, On My Computer
and select the General Tab.

3. These options will open a window with predefined templates, as shown in

the figure below.

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 4. Notice that by selecting the different tabs you can choose from the wide
variety of templates that are available to you. For example, by selecting
the Other Documents tab, you could select a template such as
'Professional Resume'. You will be able to see the preview of the template
in the Preview section as shown in the above figure.
5. Once you have chosen a template to use select the Template option
under the Create New heading as shown in the figure, then click OK.
6. This will open the template for you and allow you to edit it. For example,
you may wish to change the page size, styles, margin settings, delete or
add text, adjust other formats and so forth.
7. Click on the File menu and select Save As from the dropdown list. In the
Save as type field, 'document template' will already be selected.
8. The default folder is the Templates folder in the Save in field. This means
that if you go to open a new template, yours will have been added to the
list of general templates that you can choose from. You can, however,
change this to any folder you wish.
9. In the File name box, type a name for your new template and click save.

Creating Document Templates Using an Existing Document

1. Click on the File menu and select
Open.
2. Open the document you want to make
into a template.
3. Click the File menu and select Save
As. The following window will open.
4. In the File name field, type the name
you want to give to your template.
5. Select Document Template in
the Save as type field.
6. When you select Document Template
in the Save as field, the default
Templates folder will be automatically
entered in the Save in field.
Remember, that if you choose to save
it in this folder, your template will have been added to the list of general
templates that you can find in Microsoft Word. Choose the folder where
you wish your template to be saved and click Save to create the template.

Watermarks
Watermarks can add an overall graphic dimension to a newsletter, flyer or
letter. The watermark is printed in the center of the page and you can choose
the size you want it to be. You can also use a paint program to change the
watermark's colour before you insert it as a background picture.

Add a Watermark
1. Open a new document>
2. Click Format on the Main Menu Bar.

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 3. Select Background form the
dropdown list, then click on Printed
Watermark from the list of
background options it provides. This
will open up the following menu.

4. You will have an option to place either

a Picture Watermark or a Text
Watermark.

Text Watermark
Type in the text that you would like,
select the font you would like to use, alter
the text size and colour if you wish. You can choose for the text to be displayed
diagonally across the page or horizontally. You also have the option of making
the text appear semi-transparent. Clicking Apply will show you what it will look
like or simply click OK.

Picture Watermark
If you select a picture as a watermark, you first select any picture you
have available on your computer. You are then able to select its size and
whether it will appear 'washed out' or with more colour. Click Apply to see what
it will look like or simply click OK.

Remove a Watermark
In the Printed Watermark window (as shown above), click on the No
watermark radio button located at the very top of the window.

Graphic Charts

Charts are an effective way to

convey information or emphasize a
point. It is a quick way to express an
idea. You can create charts by using
Microsoft Word.

Create Charts
1. Click on the Insert menu on the
Main Menu Bar.
2. Select Picture from the dropdown
list, then click on Chart. When you
click on the Chart menu, it will
automatically display a sample
chart and related information (data sheets), as shown below.
3. You can input your data by clicking on a particular row or column and you
will see the changes in the charts.

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 4. You can choose a different
chart style by selecting Chart
type from the Chart menu
which will have appeared
(along with the Data menu) in
the Main Menu Bar.

Below you can see two different

charts. The first chart shows the
population growth in the selected
countries between 1970 and 2000
and the second chart shows the
population growth in each decade.
The countries, and decades, are
clearly marked in different colours.

5. You can give a title to your chart by selecting the Chart Options from the
Chart menu and then click on the Titles tab in the Chart Options window.
Enter the title that you want to display, in the Chart title field.

6. You can also label your data by clicking on the Data Labels tab in the
Chart Options window. Under the Label Contains heading, tick the labels
that you would like to appear on your chart and click OK.

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Create Labels
Labels are used for many different purposes. For example, you can create
labels for single items, gift tags as shown below or addresses. You can also
create mailing labels by using the Mail Merge Wizard; this method is mainly
used by businesses to send a mass mail-out to a large group of people.

Create Labels
1. Click on the Tools menu on the
Main Menu Bar.
2. Select Letters and Mailings, then
select Envelopes and Labels
from the options. It will open the
following window.
3. Select the Labels tab in the
Envelopes and Labels window
and click on the Options button.
The Label Options window will
open, as shown in the figure
below.
4. Under the heading of Label
information, you can select the
Label product that you are using
by clicking the dropdown arrow. Set the type of label that you want to
print and click OK.
5. In the Address box of the Envelopes and Labels window, type the text you
want on your label. For example, you could type your name, class and
subject.
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 6. To see your label, click on New
Document in the Envelopes and
Labels window. You can save your
labels by using the Save as option
from the File menu.
Print Labels - To print your label, use
the Print option from the Envelopes and
Labels window.
 To print a single label, select the
Single label option.
 To print a full page of the same
labels, select the Full page of the
same label option.
Customized Label - To customize a
label, set the label up as follows. Following these instructions will enable you to
reuse the label at a later date.
1. Click on the New Label tab in the Label Options window. The New Custom
laser window will open, as shown below.
2. Set the label size by choosing the appropriate
measurements. Make sure that the horizontal
pitch and the vertical pitch will be the same
as the height and width of your labels,
(unless there is space between your labels).
3. Save your changes by putting a name in the
Label name field and click OK to close that
window. Next time you can print a label using
these customized measurements by selecting
the label name.
https://www.thecomputerschool.net/modules/word/word_module.html

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 MICROSOFT WORD
BASICS
ICT 7
QUARTER 4
WEEK 1-6
Prepared by: Hanseline B. Guiniling
ICT Teacher
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