Module 2: Microsoft Word

Module 2: Introduction to Word Processing

Objectives:

 Understand the purpose and functions of word processing software.

 Familiarize students with the basic interface and tools of a word processor.

Concepts:

1. Definition and Uses of Word Processing Software:

 Definition: Word processing software is a type of application software used for

creating, editing, formatting, and printing text-based documents.
 Uses:
o Creating Documents: Crafting letters, reports, essays, and other text-
based documents.
o Editing Text: Making changes to existing documents by adding, deleting,
or modifying text.
o Formatting: Enhancing the appearance of documents through font
changes, text alignment, spacing, and other styling options.
o Printing: Producing physical copies of documents.
o Sharing: Distributing documents electronically through email or cloud
services.

2. Main Interface Components:

 Ribbon:
o Definition: A horizontal strip at the top of the window containing tabs that
organize commands and tools into groups.
o Tabs: Each tab on the ribbon represents a category of functions. For
example:
 Home: Contains basic commands like font style, paragraph
formatting, and clipboard tools.
 Insert: Provides options for adding elements such as tables,
images, and hyperlinks.
 Design: Offers document themes and layout options.
 Layout: Includes settings for margins, orientation, and page size.
 Review: Contains tools for proofing, comments, and tracking
changes.
 View: Manages document views and window settings.
 Toolbars:
o Definition: Sections of the ribbon providing quick access to frequently
used commands and functions.
o Quick Access Toolbar: A customizable toolbar located above the ribbon,
typically including commands like Save, Undo, and Redo.
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o Formatting Toolbar: Part of the Home tab, includes shortcuts for font
formatting, alignment, and styles.
 Status Bar:
o Definition: A horizontal bar at the bottom of the window that displays
information about the current document and cursor position.
o Components:
 Page Number: Indicates the current page number of the document.
 Word Count: Displays the total number of words in the document.
 Zoom Slider: Allows users to adjust the zoom level of the
document view.
 Language and Proofing: Shows the language used and provides
access to proofing tools.

Steps for Instruction:

1. Introduction to Word Processing

 Activity: Begin with a brief discussion about what word processing software is
and its common uses in academic and professional settings.
o Examples: Mention specific applications like Microsoft Word, Google
Docs, or LibreOffice Writer.
o Discussion Points: How word processing software has changed
document creation and the benefits it offers over manual methods.

2. Exploring the Interface

 Activity: Guide students through the software’s interface using a live

demonstration or a pre-prepared presentation.
o Open the Software: Launch the word processing application.
o Ribbon Exploration:
 Show the Ribbon and explain its purpose.
 Click through different tabs and briefly explain the functions
available in each.
o Toolbars Overview:
 Point out the Quick Access Toolbar and demonstrate how to
customize it (add or remove commands).
 Highlight frequently used commands in the Formatting Toolbar.
o Status Bar:
 Point out the Page Number, Word Count, and Zoom Slider.
 Discuss how these elements can be useful when working on
documents.

3. Basic Document Operations

 Activity: Demonstrate and guide students through basic document operations.

o Creating a New Document:
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 Show how to start a new document from the File menu or Quick
Access Toolbar.

o Entering and Editing Text:
 Type a sample text, demonstrate basic editing commands (cut,
copy, paste).
o Saving Documents:
 Demonstrate how to save a document in different formats
(e.g., .docx, .pdf).
 Explain the importance of saving regularly and using descriptive file
names.
o Opening and Closing Documents:
 Show how to open an existing document from the File menu.
 Demonstrate how to close a document and the software.

Lesson 2: Text Formatting Features

Objectives:

1. Learn to apply various text formatting options.

2. Understand how formatting affects document readability and appearance.

Concepts:

1. Font Styles

 Bold: Makes the text thicker and darker, emphasizing it.

 Italic: Slants the text to the right, used for emphasis or titles.
 Underline: Draws a line beneath the text, often used for emphasis or hyperlinks.

2. Font Sizes and Colors

 Font Size: Determines the size of the text, measured in points (pt). Common
sizes range from 8pt to 72pt.
 Font Color: Changes the color of the text to enhance readability or add
emphasis. Colors can be selected from a palette or customized.

3. Text Alignment

 Left Alignment: Aligns text to the left margin. Default alignment for most
documents.
 Center Alignment: Centers the text between the left and right margins. Often
used for titles or headings.
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 Right Alignment: Aligns text to the right margin. Useful for dates or certain
headers.
 Justify: Aligns text to both the left and right margins, creating a clean look with
even spacing between words.

4. Line and Paragraph Spacing

 Line Spacing: The amount of vertical space between lines of text. Common
settings include single, 1.5 lines, and double spacing.
 Paragraph Spacing: The space before and after paragraphs. Adjusting this
helps separate sections and improve readability.

Steps for Instruction:

1. Introduction to Text Formatting

o Examples: Show examples of unformatted vs. formatted text to highlight

the differences.

2. Applying Font Styles

o Bold:
 Step: Select text and click the Bold button (or press Ctrl+B).
o Italic:
 Step: Select text and click the Italic button (or press Ctrl+I).
o Underline:
 Step: Select text and click the Underline button (or press Ctrl+U).
o Hands-On Practice: Have students apply each style to a sample text,
emphasizing different words or phrases.

3. Changing Font Sizes and Colors

o Font Size:
 Step: Select text, then choose a font size from the dropdown menu
in the Home tab.
o Font Color:
 Step: Select text, click the Font Color button, and choose a color
from the palette.
o Hands-On Practice: Students will change the font size and color of
sample text, experimenting with different options.

4. Text Alignment

o Left Alignment:
 Step: Select text and click the Left Align button.
o Center Alignment:
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 Step: Select text and click the Center Align button.

o Right Alignment:
 Step: Select text and click the Right Align button.
o Justify:
 Step: Select text and click the Justify button.

5. Line and Paragraph Spacing

o Line Spacing:
 Step: Select text, go to the Line and Paragraph Spacing button,
and choose a spacing option.
o Paragraph Spacing:
 Step: Select text, go to the Paragraph dialog box (via the Home tab
or Layout tab), and adjust spacing before and after paragraphs.

Lesson 3: Paragraph Formatting Features

Objectives:

1. Understand and apply paragraph formatting options.

2. Recognize the impact of paragraph formatting on document layout and
readability.

Concepts:

1. Indentation

 Left Indentation: Adjusts the distance between the left margin and the text of the
paragraph.
 Right Indentation: Adjusts the distance between the right margin and the text of
the paragraph.
 First Line Indentation: Moves the first line of a paragraph inward, often used for
paragraphs in reports or essays.

2. Line and Page Breaks

 Line Break: Moves the cursor to the next line without starting a new paragraph.
 Page Break: Forces the document to start a new page, useful for separating
sections or chapters.

3. Bulleted and Numbered Lists

 Bulleted Lists: Organizes items with bullets; useful for unordered lists where the
order is not important.
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 Numbered Lists: Organizes items with numbers; useful for ordered lists where
sequence matters.

4. Borders and Shading

 Borders: Adds lines around a paragraph or text, which can be customized in

style and thickness.
 Shading: Applies background color to paragraphs or text to highlight or
differentiate sections.

Steps for Instruction:

o Left Indentation:
 Step: Select the paragraph, go to the Paragraph dialog box, and
adjust the Left Indentation setting.
o Right Indentation:
 Step: Select the paragraph, go to the Paragraph dialog box, and
adjust the Right Indentation setting.
o First Line Indentation:
 Step: Select the paragraph, go to the Paragraph dialog box, and
set the First Line Indentation.

3. Inserting Line and Page Breaks

o Line Break:
 Step: Position the cursor where a line break is needed and press
Shift+Enter.
o Page Break:
 Step: Position the cursor where a new page should begin and
press Ctrl+Enter.

4. Creating Bulleted and Numbered Lists

o Bulleted Lists:
 Step: Select text or place the cursor where the list should start,
then click the Bulleted List button.
o Numbered Lists:
 Step: Select text or place the cursor where the list should start,
then click the Numbered List button.

5. Adding Borders and Shading

o Borders:
 Step: Select the paragraph or text, go to the Borders and Shading
option in the Paragraph dialog box, and apply a border.
o Shading:
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 Step: Select the paragraph or text, go to the Borders and Shading

option, and apply shading.

Lesson 4: Styles

Objectives:

1. Learn to use and apply styles for consistent document formatting.

2. Understand the benefits of using styles for efficient document creation.

Concepts:

1. Predefined Styles

 Heading 1, Heading 2, etc.:

o Definition: Predefined styles are built-in formatting options provided by
the word processor for standardizing text.
o Usage:
 Heading 1: Typically used for main headings or titles.
 Heading 2: Used for subheadings or sections under the main
headings.
 Normal: The default style for body text.
 Other Styles: May include Quote, Emphasis, and Strong, each with
specific formatting.

2. Custom Styles

 Creating Styles:
o Definition: Custom styles allow users to define their own formatting
options tailored to specific needs.
o Steps:
 Create New Style: Access the Styles pane and define the name,
formatting, and other properties.
 Apply to Text: Use the new style to format selected text or
paragraphs.
 Modifying Styles:
o Definition: Changes can be made to existing styles to update formatting
throughout the document.
o Steps:
 Modify Existing Style: Access the Styles pane, select the style,
and adjust formatting options.
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3. Style Sets and Themes

 Style Sets:
o Definition: Predefined groups of styles that provide a cohesive look for
documents.
o Applying Style Sets: Choose from a variety of predefined sets in the
Styles group on the Home tab.
 Themes:
o Definition: Themes encompass colors, fonts, and effects that apply a
uniform appearance to the entire document.
o Applying Themes: Select a theme from the Design tab to apply
consistent styling across the document.

Lesson 5: Graphical Objects

Objectives:

1. Learn to insert and manipulate graphical objects in a document.

2. Enhance document content using visual elements.

Concepts:

1. Inserting Images

 From File:
o Definition: Adding images stored on your computer.
o Steps:
 Go to the Insert tab.
 Click on Pictures in the Illustrations group.
 Select This Device to browse and choose an image file.
 Click Insert to add the image to your document.
 Online Sources:
o Definition: Adding images from online sources or stock photo libraries.
o Steps:
 Go to the Insert tab.
 Click on Pictures and choose Online Pictures.
 Search for an image using keywords.
 Select an image and click Insert.

2. Inserting Shapes and SmartArt

 Shapes:
o Definition: Basic geometric shapes and lines used to add visual elements.
o Steps:
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 Go to the Insert tab.

 Click on Shapes in the Illustrations group.
 Choose a shape from the dropdown menu.
 Click and drag in the document to draw the shape.
 SmartArt:
o Definition: Pre-designed graphics that help illustrate information, such as
lists or processes.
o Steps:
 Go to the Insert tab.
 Click on SmartArt in the Illustrations group.
 Choose a SmartArt graphic from the gallery.
 Click OK to insert it and enter your content.

3. Formatting Graphical Objects

 Size:
o Definition: Adjusting the dimensions of images and shapes.
o Steps:
 Select the graphical object.
 Use the handles around the object to resize it.
 Alternatively, use the Format tab to set specific dimensions.
 Position:
o Definition: Changing the location of the graphical object within the
document.
o Steps:
 Select the object and drag it to the desired location.
 Use the Position options in the Format tab to precisely position the
object.
 Text Wrapping:
o Definition: Controlling how text flows around the graphical object.
o Steps:
 Select the object.
 Go to the Format tab and click on Wrap Text.
 Choose a text wrapping option (e.g., Square, Tight, Behind Text).

4. Grouping and Layering Objects

 Grouping:
o Definition: Combining multiple objects into a single unit to move or format
them together.
o Steps:
 Select multiple objects by holding Shift and clicking each one.
 Right-click and choose Group from the context menu.
 Layering:
o Definition: Arranging objects in front of or behind other objects.
o Steps:
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 Select the object you want to move.

 Go to the Format tab and use Bring Forward or Send Backward
options.

Lesson 6: Tables

Objectives:

1. Learn to create and format tables to organize and present data.

2. Understand the benefits of using tables for data presentation.

Concepts:

1. Creating Tables

 Defining Rows and Columns:

o Definition: A table consists of a grid of rows and columns that organize
data into cells.
o Steps:
 Go to the Insert tab.
 Click on Table in the Tables group.
 Choose Insert Table from the dropdown menu.
 Define the number of rows and columns in the dialog box and click
OK.
 Alternatively, select the grid to create a table by dragging over the
desired number of rows and columns.

2. Formatting Tables

 Borders:
o Definition: Borders are lines around cells or the entire table that help
define and separate data.
o Steps:
 Select the table or specific cells.
 Go to the Table Design tab.
 Click on Borders and choose the desired border style, color, and
width.
 Shading:
o Definition: Shading applies background color to cells to enhance
readability or highlight data.
o Steps:
 Select the table or specific cells.
 Go to the Table Design tab.
 Click on Shading and choose a color.
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 Cell Alignment:
o Definition: Cell alignment controls the position of text within cells.
o Steps:
 Select the cells to align.
 Go to the Layout tab under Table Tools.
 Use the alignment buttons to adjust text position (top, middle,
bottom, left, center, right).

3. Merging and Splitting Cells

 Merging Cells:
o Definition: Merging combines multiple cells into one larger cell.
o Steps:
 Select the cells to merge.
 Go to the Layout tab under Table Tools.
 Click Merge Cells.
 Splitting Cells:
o Definition: Splitting divides a single cell into multiple cells.
o Steps:
 Select the cell to split.
 Go to the Layout tab under Table Tools.
 Click Split Cells and define the number of rows and columns to
split into.

4. Using Table Styles

 Applying Table Styles:

o Definition: Table styles provide a quick way to apply a uniform format to a
table.
o Steps:
 Select the table.
 Go to the Table Design tab.
 Browse through the available table styles and click on one to apply
it.
 Customizing Table Styles:
o Definition: Customizing table styles allows you to adjust the appearance
to better fit your needs.
o Steps:
 Select the table.
 Go to the Table Design tab and modify options like borders,
shading, and font style.
 Save the customized style for future use.
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Additional Information:

1. Page Break
o Function: Inserts a page break to start a new page in your document.
o Usage: Useful for organizing content and controlling page layout.
2. Draw Table
o Function: Allows you to manually draw a table by creating lines.
o Usage: Provides a flexible way to create tables with custom dimensions
and cell sizes.
3. This Device
o Function: Lets you insert images from files stored on your computer.
o Usage: Essential for including locally stored graphics in your document.
4. Quick Tables
o Function: Inserts a pre-designed table template from a gallery.
o Usage: Provides commonly used table layouts that can be quickly
inserted and customized.
5. SmartArt
o Function: Inserts pre-designed visual elements for creating graphics like
lists, processes, or hierarchies.
o Usage: Useful for visually representing information and enhancing
document presentation.
6. Drop Cap Options
o Function: Formats the first letter of a paragraph to be larger and more
decorative.
o Usage: Adds emphasis to the beginning of a section or document.
7. Link
o Function: Opens the "Insert Hyperlink" dialog box for creating hyperlinks.
o Usage: Enables linking to other documents, web pages, or email
addresses.
8. Text Box
o Function: Inserts a text box that can be positioned anywhere on the page.
o Usage: Useful for placing text in a specific location or creating callouts.
9. Update Labels
o Function: Updates all labels in a mail merge document to reflect changes.
o Usage: Ensures that all labels in a merged document are synchronized
with the latest data.
10. Bookmark
o Function: Displays the "Bookmark" dialog box for adding bookmarks to
your document.
o Usage: Allows you to mark and easily navigate to specific locations within
the document.
11. Equation
o Function: Provides a dialog box for inserting mathematical equations.
o Usage: Useful for including complex mathematical expressions and
formulas.
12. Envelopes
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o Function: Allows you to create and print envelopes.

o Usage: Facilitates the creation of custom envelope sizes and layouts for
mailing.
13. Reuse Files
o Function: Displays the "Reuse Files" search task pane for inserting
content from previously used documents.
o Usage: Enables you to quickly insert content such as text or graphics from
other documents.
14. Online Video
o Function: Lets you find and insert videos from online sources.
o Usage: Useful for embedding multimedia content directly into your
document.
15. Header
o Function: Displays a gallery of built-in headers.
o Usage: Allows you to insert and format headers at the top of each page
for consistent document headers.
16. Footer
o Function: Displays a gallery of built-in footers.
o Usage: Allows you to insert and format footers at the bottom of each page
for consistent document footers.
17. Insert Hyperlink
o Function: Opens the "Insert Hyperlink" dialog box to create links within
the document.
o Usage: Facilitates the inclusion of hyperlinks to external resources or
internal document locations.
18. Insert Table
o Function: Allows you to insert a table by defining the number of rows and
columns.
o Usage: Provides a structured way to organize and present tabular data in
the document.
19. Custom Equation
o Function: Lets you create a new equation or customize an existing one.
o Usage: Provides flexibility for including specific mathematical content in
documents.
20. Create Labels
o Function: Lets you create and print labels as part of a mail merge.
o Usage: Useful for generating labels for addresses, names, or other
purposes.

General Tips for All Features

 Consistency: Maintain a consistent style and format throughout your document

to ensure it looks professional and is easy to read.
 Functionality Check: After applying any feature, review your document to
ensure that all elements function correctly (e.g., hyperlinks, videos).
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 Preview and Print: Use the print preview feature to check how your document
will look when printed, especially when dealing with elements like tables, labels,
and envelopes.