MODULE 7.

MS WORD

Word-processing
Word-processing is the process of using computer to create, edit and print
documents.

Examples of Word processors

 Wordstar
 Writer
 Leap
 WordPerfect
 MS Word
 Open Office Writer

What is Microsoft Word?

Word is used to “create beautiful documents, easily work with others, and enjoy
the read.” The types of documents you can create with Word include:
 Letters – personal, business (including résumés), creative or general
notes
 Notices – basic flyers, menus, checklists
 Reports – for school, work or a special interest group

The MS Word 2013 Screen

Microsoft Word Terminology

Alignment: refers to the position of lines in a paragraph in relation to the

documents left and right margins

Backspace: deletes data to the left of the insertion point.

Bold: characters in bold appear on the screen in a higher intensity. This text is
bold. Bold should be used for emphasis, but like all formatting characteristics,
should be used sparingly.

Bullets: special characters or symbols that are used to set off a paragraph.
• This is item one in a bulleted list.
• This is item two in a bulleted list.

Centering: the placement of a line of text in the center of the screen or page
where the left-most and right-most characters in the line are the same distance
from the left and right margins. (see alignment)

Clip Art: pre-designed images that can be placed within a document.

Close: closes the document and offers to save the changes you made to the
document without exiting the program.

Copy: creates a duplicate of highlighted/selected text and saves to the clipboard

to be pasted elsewhere.
Cut: removes highlighted/selected text and saves to the clipboard to be pasted
elsewhere.

Default: A default setting is the software manufacturer's preset option for a

particular command or function. Default settings can be changed.

Document: another name for a file created using Microsoft Word.

Font: a style of typeface, such as: Times New Roman, Arial Black, Arial, and
Freestyle Script. A font is a set of all the characters available in one typeface and
size, including uppercase and lowercase letters, punctuation, and numerals.
Font Formatting: changes the appearance of the text. Font formatting includes
enhancements such as font style (bold, centering, and underline), point size (12
pt), and font typeface (Times New Roman, Arial, and Courier New).

Format Painter: enables you to copy the formatting of one word or paragraph and
apply it to another word or paragraph.

Hard Return: You can force Word to end a paragraph and move to the next line
by pressing the enter key. The resulting “hidden” command is called a Hard
Return.

I- beam Mouse Pointer: The mouse pointer turns into an I-beam mouse pointer
when it is within the document area. Use the I-beam mouse pointer to place the
insertion point in a document.

Indentation: the amount of space measured from the page margin that is applied to a
paragraph or an area of a document.

Insertion Point: the point at which the cursor is blinking on the document screen.

Italics: Italicized characters appear on the screen slightly tilted to the right. This
text is italicized.

Line Spacing: refers to the number of lines used by each line of text. In single-
line spacing, each line of text is followed by another line of text, and there are no
blank lines in between. In double-line spacing, each line of text is followed by a
blank line.

Margin: The amount of blank space, usually measured in inches or characters,

above and below and to the right and left of the main body of a document.

Paragraph: A paragraph is any amount of text separated by a hard return.

Microsoft Word sees anything from a single word to an entire page of text as a
paragraph.
Paste: Adds previously copied or cut text at the insertion point.

Print Preview: Print Preview lets you see how your document will look on the
page before it is printed.

Wrapping: Text automatically wraps to the next line when typing in Microsoft
Word. The only time you need to hit the enter key is when you want to start a
new paragraph.
Selecting Text
Selecting text to make edits is an important word processing skill. A
common way to select text is:
1. Place mouse pointer text tool next to the text. In this case, place it next
to next to “T” in “Title”.
2. Press the left mouse button.
3. Drag it across the text.
4. Let go of the left mouse button.

Selecting Lines and Paragraphs

To select a complete line of text (use paragraph in your practice
document):
1. Place mouse pointer arrow in left margin next to line of text (arrow will
point to the right).
2. Left-click once to select that line of text.

To select several lines or a paragraph:

1. Place mouse pointer arrow in left margin next to line of text (arrow will
point to the right).
2. Press (hold down) the left mouse button.
3. Drag to the end of the paragraph.
4. Let go of the left mouse button. Next

Home Tab
The Home Tab has the groups of commands that people use most often.
Font Group The Font Group contains commands that change the appearance of
the font. Font is the set of characters (letters, numbers, punctuation, etc.) in a
particular style.

Here’s how to italicize text

1. Select the word “Practice” in the document title.
2. Click italics icon in Font Group (see screenshot).
TIP: Italic, like Underline, is used to emphasize words or sentences in text, and
book and movie titles. Though italics are more common, you can use either in
your documents, but use one consistently throughout.

To Use Change Case Command:

1. Select “How to use this template”.
2. Click “Change Case” command.
3. Click “Capitalize Each Word” in menu.
Style Group

A document created from a template, like the one you opened

earlier (Facet design blank), has predesigned styles for different parts of
the document, such as paragraphs and headers.

To apply a different paragraph style:

1. Select paragraphs under “How To Use This
Template”.
2. Click “More” button in Styles Group.
3. Click “Emphasis” command.

The text remains selected. You may continue

modifying, including Undo, if you wish. To de-select,
press left arrow (cursor placed at beginning of text),
right arrow (cursor placed at end of text) or click in an
area outside the selection.

To create a new heading (section):

1. Click “More” button in Styles Group.
2. Click “Heading 1”.
3. Type “Learning more about the home tab”.
4. Press “Enter” once.
5. Type “The Home Tab contains the following Groups:”
6. Press “Enter” once.

You now have a new header and introductory sentence. You will use
commands from various groups at various times, so don’t be surprised that you
will use a command from the Paragraph Group next.

To create a bulleted list:

1. Click “Bullets” command in Paragraph Group.
2. Type “Clipboard”.
3. Press “Enter” once.
4. Re-create list pictured to the right (Repeat step 2 & 3 for each word).
5. After last item in your list, press
“Enter” twice.
Bullets are good for general lists of
items. A numbered list is good for steps in a
procedure or order. The steps to make a
numbered list are the same, except the icon
for numbering is
Clipboard Group
The Clipboard Group has the commands to do “copy and paste” and “cut
and paste”.
Before you start:
1. Make a new sub-heading in your practice document.
a. Use “Heading 2” style from Styles Group.
b. Type “Clipboard Group”.
c. Press “Enter” once.
2. Type two sentences on one line.
a. “I want to live in a warm place. I am moving to Hawaii.”

To Copy and Paste text:

1. Select the text (the line of text you just typed).
2. Click “Copy” icon in Clipboard Group.
3. Move cursor to area where you want to paste (right arrow, then “Enter”
once).
4. Click “Paste” icon in Clipboard Group.

To Cut and Paste text:

1. Select the text (the sentence “I am moving…”).
2. Click “Cut” icon in Clipboard Group.
3. Move cursor to area where you want to paste (at beginning of first
sentence on same line).
4. Click “Paste” icon.

Paragraph Group
The Paragraph Group includes
commands to adjust line and paragraph
spacing and alignment.
Line spacing refers to when the
text you’re typing has reached the end of
the line and moves down to the next line
automatically.
Paragraph spacing refers to any time you press the “Enter” key to start a
new paragraph.

Insert Tab
The Insert Tab commands insert different elements into your document
like tables and illustrations.

Tables Group
You may choose preformatted tables or add the number of rows and columns
you want. For this exercise, you will create a 3x5 table to track DVD’s on loan to
friends.
To insert a table into your document:
1. Click the Add a Table icon under the Insert Tab.
2. Select a 3-column, 5-row area in the grid.
3. Left-click when you are ready to insert the table.

Apply a Table Style

1. Click into the table to activate the Table Tools tab.
2. Choose a new design from the Design Tab. Complete table as shown
below:

Illustrations
The Illustrations Group has commands to insert pictures, shapes, charts,
and more.

How to insert a shape

1. Click the Shapes button in the Illustrations Group
2. Click the first shape (Explosion 1) in Stars and Banners.
3. Place mouse pointer (cross) in a blank area.
4. Click and drag your mouse to “draw” the shape.
5. Let go of the mouse button when finished.

How to add text to a shape

1. Place mouse pointer arrow in shape area.
2. Click right mouse button once.
3. Click “Add Text” from menu.
4. Type “Hello”.

How to move a shape

1. Place mouse pointer over shape.
2. Look for cross-like move arrow tool.
3. Click and drag your shape to a new spot.

How to re-size a shape

1. Click into the shape.
2. Look for squares around the frame.
3. Click and drag a frame square.
4. Drag a corner out to enlarge proportionally.
Steps for inserting other types of illustrations are similar; try inserting another
illustration on your own.

Keyboard Shortcuts

Ctrl + P print Ctrl + E centers text

Crtl + A select all Ctrl + L aligns text to the left
Ctrl + C copy Ctrl + R aligns text to the right
Ctrl + V paste
Ctrl + X cut
Ctrl + N opens new window/document
Ctrl + S save
Ctrl + Z undo
Ctrl + Y redo
Ctrl + B bolds text
Ctrl + I italicizes text
Ctrl + U underlines text
Ctrl + ] enlarges text by one size
Ctrl + [ decreases text by one size
Inserting Hyperlinks

This function allows you to insert a hyperlink into your document. This
is useful because rather than having to copy and paste a website address
from the document into your web browser, you and whoever else accesses
your document will be able to click the link in the document and immediately
open the website.

1: Select the “Hyperlinks” button in the Links group.

2: A dialogue box will appear with several options for how to insert your
hyperlink:
a. select something from a folder, or
b. select a website address from a list of your recently browsed websites, or
c. select a recent file.

3: If you want to simply manually type in the website address that you would
like to link to, then you may do so by typing it next to “Address:” in the
dialogue box.
4: If you would like the link to appear as something other than the website
address, then simply type a title or display text next to “Text to display:” at the
top of the dialogue box. For example, if the website address that you selected
to insert is “[Link] but you only want the link to appear as
“Facebook” then you would just type “Facebook” into the “Text to display:”
space before clicking OK.

Mail Merge
Mail Merge is a useful tool that allows you to produce multiple letters,
labels, envelopes, name tags, and more using information stored in a list,
database, or spreadsheet. When performing a Mail Merge, you will need
a Word document (you can start with an existing one or create a new one)
and a recipient list, which is typically an Excel workbook

Mail Merge Components

In order to understand how mail merge works you need
to examine the elements involved in the process. In any
mail merge, you'll deal with three different elements:

 Main Document –form letter, mailing label,

envelope, or directory(a single document that
stores addresses)
 Data Source –information such as names and addresses

 Finished Documents –mail merge documents that can serve as

templates for future mailings.

The Main Document consists of:

Information that is identical in each
copy, such as the main body text
of a form letter. You only have to
type this information once
regardless of how many letters you
intend to print.

 Placeholders for unique information. For example, in a form letter, the

address block and greeting name would be unique in each copy.

The Data Source consists of: Files or tables that contain the data (information)
that you will use to merge data into a merge document. The data will bethe
parts of the document that varies (names, addresses, etc.). Some examples
of data sources are Microsoft Word tables, Microsoft Outlook contact list,
Microsoft Excel worksheet, Microsoft Access database, or text files.
Finished Documents consist of: Merged main documents and data sources
that create your final products (i.e. labels, letters, and envelopes). They can
then be used as templates for your future mail merge needs.

To use Mail Merge:

o Open an existing Word document, or create a new one.

o From the Mailings tab, click the Start Mail Merge command and
select Step by Step Mail Merge Wizard from the drop-down menu.
 The Mail Merge pane appears and will guide you through the six main
steps to complete a merge. The following example demonstrates how to
create a form letter and merge the letter with a recipient list.

Step 1:
Choose the type of document you want to create. In our example, we'll
select Letters. Then click Next: Starting document to move to Step 2.

Step 2:
Select Use the current document, then
click Next: Select recipients to move to
Step 3.

Step 3:
Now you'll need an address list
so Word can automatically place
each address into the
document. The list can be in an
existing file, such as an Excel
workbook, or
you can type a new address list from within the Mail Merge Wizard.

From the Mail Merge task pane, select Use an existing list, then
click Browse... to select the file.

Locate your file and click Open.

If the address list

is in an Excel
workbook, select
the worksheet
that contains the
list and click OK.

In the Mail Merge

Recipients dialog box, you
can check or uncheck each box
to control which recipients are
included in the merge. By default,
all recipients should be selected.
When you're done, click OK.

From the Mail Merge task pane,

click Next: Write your letter to
move to Step 4.
Step 4:
Now you're ready to write
your letter. When it's printed,
each copy of the letter will
basically be the same; only
the recipient data (such as
the name and address) will
be different. You'll need to
add placeholders for the
recipient data so Mail Merge
knows exactly where to add
the data.

To insert recipient data:

Place the insertion point in

the document where you want
the information to appear.

Choose one of the

four placeholder options: Address
block, Greeting line, Electronic
postage, or More items.

Depending on your selection, a dialog box may appear with various

options. Select the desired options and click OK.
A placeholder will appear in your document (for example, «AddressBlock»).

Repeat these steps each time you need to enter information from your
data record. In our example, we'll add a Greeting line.

When you're done, click Next: Preview

your letters to move to Step 5.

For some letters, you'll only need to add

an Address block and Greeting line.
Sometimes, however, you may want to
place recipient data within the body of the letter
to personalize it even further.

Step 5:
Preview the letters to
make sure the
information from the
recipient list appears
correctly in the letter.
You can use the left and
right scroll arrows to
view each document.
Click Next: Complete the merge to move to Step 6.

Step 6:
Click Print... to print the letters.

A dialog box will appear. Click All, then click OK.

The Print dialog box will appear. Adjust the print settings if needed, then
click OK. The letters will be printed.
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