Module 3 - Word Processing (Word)
Module 3 - Word Processing (Word)
REFERENCE MANUAL
Word Processing
Microsoft Word XP Edition for ECDL Syllabus Four
PAGE 2 - ECDL MODULE 3 (USING OFFICE XP) - MANUAL
© Cheltenham Courseware Ltd. 1995-2005 No part of this document may be copied without written permission from
Cheltenham Courseware unless produced under the terms of a courseware site license agreement with Cheltenham
Courseware.
All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical
proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or omissions. No warranties are made,
expressed or implied with regard to these notes. Cheltenham Courseware shall not be responsible for any direct, incidental or
consequential damages arising from the use of any material contained in this document. If you find any errors in these training
modules, please inform Cheltenham Courseware. Whilst every effort is made to eradicate typing or technical mistakes, we
apologise for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and
will help us to maintain the highest possible standards.
PLEASE NOTE: Web sites listed or illustrated within this document are purely for illustrative purposes
and their inclusion does not imply endorsement by the authors or suppliers of this document. No
company or organisation has paid to have their web sites or other information included within this
document.
""European Computer Driving Licence" and ECDL and Stars device are registered trade marks of the European
Computer Driving Licence Foundation Limited in Ireland and other countries. Cheltenham Courseware Ltd is an
independent entity from the European Computer Driving Licence Foundation Limited, and not affiliated with the
European Computer Driving Licence Foundation Limited in any manner. ‘Cheltenham Courseware Ltd ECDL
Courseware’ may be used in assisting students to prepare for the European Computer Driving Licence
Examination. Neither the European Computer Driving Licence Foundation Limited nor Cheltenham Courseware
Ltd warrants that the use of this ‘Cheltenham Courseware Ltd ECDL Courseware’ will ensure passing the
relevant Examination. Use of the ECDL-F approved Courseware Logo on this product signifies that it has been
independently reviewed and approved in complying with the following standards:
Acceptable coverage of all courseware content related to the ECDL Syllabus Version 4.0. This courseware
material has not been reviewed for technical accuracy and does not guarantee that the end user will pass the
associated ECDL Examinations. Any and all assessment tests and/or performance based exercises contained in
this ‘Cheltenham Courseware Ltd ECDL Courseware’ relate solely to this ‘Cheltenham Courseware Ltd ECDL
Courseware’ and do not constitute, or imply, certification by the European Driving Licence Foundation in respect
of any ECDL Examinations. For details on sitting ECDL Examinations in your country please contact the local
ECDL Licensee or visit the European Computer Driving Licence Foundation Limited web site at
http://www.ecdl.com.
“Candidates using this courseware material should have a valid ECDL/ICDL Skills Card/Log book. Without such a
skills card/Log book no ECDL/ICDL tests can be taken, no ECDL/ICDL certificate, nor any other form of
recognition can be given to the candidate. ECDL/ICDL Skills Cards may be obtained from any accredited
ECDL/ICDL Test Centre or from your country's National ECDL/ICDL designated Licensee".
References to the European Computer Driving Licence (ECDL) include the International Computer Driving
Licence (ICDL). ECDL Syllabus Version 4.0 is published as the official syllabus for use within the European
Computer Driving Licence (ECDL) and International Computer Driving Licence (ICDL) certification programme."
3.3.2.9 Change the style of bullets, numbers in a single level list from built-in standard options. 50
3.3.2.10 Add a top and bottom border, box border and shading to a paragraph. ........................... 51
3.3.3 DOCUMENT FORMATTING ....................................................................................................................... 55
3.3.3.1 Change document orientation – portrait or landscape. Change page size. ........................ 56
3.3.3.2 Change margins of entire document, top, bottom, left, right. ................................................ 56
3.3.3.3 Insert, delete a page break in a document............................................................................... 57
3.3.3.4 Add, modify text in Headers, Footers. ...................................................................................... 58
3.3.3.5 Add fields in Headers, Footers: date, page number information, file location. ................... 60
3.3.3.6 Apply automatic page numbering to a document.................................................................... 64
3.4 OBJECTS..................................................................................................................................................... 66
3.4.1 TABLES ................................................................................................................................................... 66
3.4.1.1 Create a table ready for text insertion....................................................................................... 66
3.4.1.2 Insert, edit data in a table. .......................................................................................................... 66
3.4.1.3 Select rows, columns, cells, entire table. ................................................................................. 67
3.4.1.4 Insert and delete rows and columns. ........................................................................................ 67
3.4.1.5 Modify column width, row height. .............................................................................................. 69
3.4.1.6 Modify cell border width, style and colour ................................................................................ 69
3.4.1.7 Add shading to cells. ................................................................................................................... 71
3.4.2 PICTURES, IMAGES AND CHARTS ........................................................................................................... 71
3.4.2.1 Insert a picture, an image, a chart into a document. .............................................................. 72
3.4.2.2 Select a picture, image, chart in a document. ......................................................................... 75
3.4.2.3 Duplicate a picture, image, chart within a document, between open documents. ............. 75
3.4.2.4 Move a picture, image, chart within a document, to another document. ............................. 75
3.4.2.5 Resize a picture, image, chart. .................................................................................................. 76
3.4.2.6 Delete a picture, image, chart. ................................................................................................... 78
3.5 MAIL MERGE .............................................................................................................................................. 79
3.5.1 CONCEPT AND PRACTICE ....................................................................................................................... 79
3.5.1.1 Understand the term mail merge and the concept of merging a data source with a main
document such as a letter or a label document.................................................................................... 79
3.5.1.2 Open, prepare a main document for a mail merge by inserting data fields. ....................... 79
3.5.1.3 Open, prepare a mailing list, other data file, for use in a mail merge................................... 86
3.5.1.4 Merge a mailing list with a letter, label document. .................................................................. 87
3.6 PREPARE OUTPUTS ................................................................................................................................ 95
3.6.1 PREPARATION......................................................................................................................................... 95
3.6.1.1 Understand the importance of proofing your document such as: checking the layout,
presentation (margins, appropriate font sizes and formats) and spelling. ........................................ 95
3.6.1.2 Spell-check a document and make changes such as correcting spelling errors, deleting
repeated words.......................................................................................................................................... 95
3.6.1.3 Add words to a built-in custom dictionary................................................................................. 97
3.6.1.4 Preview a document.................................................................................................................... 98
3.6.2 PRINTING ................................................................................................................................................ 99
3.6.2.1 Choose print output options such as: entire document, specific pages, number of copies.
..................................................................................................................................................................... 99
3.6.2.2 Print a document from an installed printer using defined options, default settings.......... 100
APPENDIX 1 - USEFUL KEYBOARD SHORTCUTS ............................................................................... 102
OR press Alt+F4.
If you have not saved your work, a dialog box will be displayed which asks
you if you wish to save your changes. Make your choice from one of the
following:
No: Does not save the changes and exits the program. Choosing No will lose
any work which you have done since you last saved the file.
To open a file
• Click on the Open icon and from the dialog box displayed select the required
file.
• Use the Look in drop down menu to select the drive or folder which contains
the file you want.
• To open the file you require either double click on the file name
OR select the file name by clicking on it, and then click on the Open button.
• Select the required file and then click on the Open button.
See recent files: Click here to access recently opened files or folders
(acts like a Back button within an Internet browser such as Microsoft
Internet Explorer).
Move up one folder level: Click here to move up one level through your
folder (directory) tree.
Search the Web: Click here to search the Internet (assuming that you
are connected to the Web!).
Delete the selected file: Click here to delete the selected file or folder.
Create a new folder: Click here to create a new folder beneath the
selected folder.
See different "opening views": Click here to see a drop down menu,
from which you can select commands, as illustrated.
To select multiple files (to open) which are not in a continuous block
• Click on the Open icon, which will display the Open dialog box.
• Click on the first file which you wish to select and while keeping the Ctrl key
depressed, click on the other files which you wish to select. When you release
the Ctrl key, the selected files will continue to be highlighted.
• In either case outlined above, clicking on the Open button, once multiple
files have been selected, will cause all the selected files to open within Word.
• To save your new document after you have entered your text, click on the
Save icon and supply a name for the document file.
• You will see a range of options displayed within the Task Pane.
• You can create a new document based on a range of templates. For instance
if you wished to create a professional looking memo, then within the New
from template section, click on General Templates and the following
dialog will be displayed.
• Clicking on the Memos tab and selecting the Professional Memo icon will
display the following.
• Clicking on the OK button will display the outline of a memo on your screen,
which you can adapt.
• Click on the down arrow to the right of the Save in section of the dialog box,
which will display a drop down menu, as illustrated.
Save As F12
Note: The File Save As command will rename the document on the screen
so that you can keep the earlier version, as well as saving any changes you
have made.
3.1.1.6 Save a document in another file type such as: text file, Rich Text
Format, HTML, template, software specific file extension, version
number.
• Click on the down arrow to the right of the Save as type: box, and select the
type of file format you wish to save the file as, i.e. HTML, RTF etc.
• Enter a file name and then click on the Save button to save it in the required
format.
case, is for the person using Word XP to save the file in Word 6 format, as
illustrated.
NOTE: You may wish to use the Web Page Filtered option. This strips a lot
of Microsoft specific code from the web page and make it easier to edit the
page in non-Microsoft Web page editors.
• When you click on the Save option you may see the following dialog box.
Select Windows (Default) and then click on the OK button.
To switch from one open document to another one (using the Taskbar)
• Simply click on the required document, as displayed in the Taskbar at the
bottom of your Windows screen.
To switch from one open document to another one (using the Window drop
down menu)
• Click on the required Window drop down menu.
• Click on the required open document from the list displayed.
Today's Tip
• By default Word will display a "tip of the day" each time you start Word. If
you take the time to read these tips as they are displayed, then you will soon
find that you are on the way to becoming a Word expert!
offered. You can choose to implement the tip, have it explained, or to ignore
the tip.
• In the example shown we have clicked on the Shadow check box within the
Font dialog box, and as you can see help is displayed relating to the Shadow
option!
Normal
Allows you to type, edit and format documents, but does not display
Web Layout
Displays the document as it would appear if published on the Web.
Print Layout
Allows you to display multiple columns, footnotes, and headers and footers in
the document. You can also view graphics in this format.
Full Screen
Allows you to type, edit and format a document.
Zoom
Allows you to enlarge or reduce the view of a page on-screen.
Normally you will press the Enter (Return) key twice so that a blank line is
inserted between your paragraphs.
• NOTE: Clicking on the drop down arrow in the Font section of the dialog box
allows you to view and select other fonts containing symbols, such as the
Wingdings font!
word and then apply the font formatting, such as clicking on the Bold icon to
make the word bold. In the same way if you wish to apply paragraph
formatting to a whole paragraph, you need only click anywhere within the
paragraph to apply the formatting. For example to indent an entire
paragraph, click within it and then click on the Increase Indent icon located
on the Formatting Toolbar.
To select a character
• Click just in front of the character you want to select.
• Press the Shift key (and keep it pressed).
• Press the right arrow key.
• Release the Shift key.
To select a word
• Double click on the word.
To select a line
• Move the mouse pointer to the left of the line which you wish to select, until
the mouse pointer changes from an I bar to an arrow pointing upwards and
to the right. You are now in the “Selection Bar”, a hidden screen element.
• Click once with the mouse button to select the line.
To select a sentence
• Move the mouse pointer within the sentence which you wish to select.
Depress the Ctrl key and then click within the sentence.
To select a paragraph
• Move the mouse pointer within the paragraph which you wish to select and
click three times.
To insert text
• If you want to insert text into a document, click at the point you wish to
insert the next character or word and start typing.
• Click on the Edit drop down menu and select the Paste command.
To delete a character
• Place the insertion point to the left of the character to be deleted and press
Delete
OR place the insertion point to the right of the character to be deleted and
press Backspace.
To delete a word
• Double-click on the word to be deleted and press the Delete key
OR place the insertion point to the right of the word to be deleted and press
Ctrl+Backspace.
To delete a sentence
• Depress the Ctrl key.
• Place the mouse pointer anywhere on the sentence to be deleted.
• Select the sentence by clicking the left-hand mouse button.
• Press the Delete key.
To delete a paragraph
• Place the mouse pointer in the left-hand margin, next to the first paragraph
to be deleted.
• To select the paragraph, double-click on the left-hand mouse button.
• Press the Delete key.
formatted with a style. Note: Under the Edit drop down menu are two
similar commands Find and Replace. In fact, if you use the Find command,
it will display a dialog box with a Replace button which will still allow you to
search for a specific word or phrase and then replace it with a different word
or phrase.
• Click on the Find Next button to find the next occurrence of the text you are
looking for.
- Find Next: Finds the next occurrence of the selected word, phrase, or
format.
3.3 Formatting
• Font: Also called a typeface, specifies the overall look of the character set.
Font Style: Determines the emphasis given to a character, i.e. Bold or Italic.
Superscript: Text is raised above its normal position on the text line.
Subscript: Text is lowered below its normal position on the text line.
Preview: The effect of the font is displayed before you apply it.
• To switch off the underline re-click on the Underline icon in the Formatting
toolbar.
To vary the type of underlining applied to selected text (such as single, double
or words only)
• Select the text which you wish to underline.
• Click on the Format drop down menu and select the Font command.
• Click on the down arrow next to the Underline option. This will display a
drop down list of options, as illustrated. Select the required option and then
close the dialog box.
Subscript: Text is lowered below its normal position on the text line. Take as
an example the chemical formula for water. If we type in H2O, it is not
formatted correctly. We need to select the 2 within the formula and then
format it as subscript. The effect is illustrated below.
•
Superscript: Text is raised above its normal position on the text line. Take
as an example Albert Einstein's famous formula relating mass and energy. If
we type in E=MC2, it is not formatted correctly. We need to select the 2
within the formula and then format it as superscript. The effect is illustrated.
• Remember that you can get help about each of these options by clinking on
the question mark icon (top-right of the dialog box) and then clicking on an
option within the dialog box. In the example shown, help is displayed for
Sentence Case.
• Select the text to which you wish to copy the formatting to, and when you
release the mouse button (and de-select the newly selected text) you will see
that the formatting applied to the first block of text has been copied to the
newly selected text.
To apply a style
• Select the text to which you wish to apply a style.
• Click on the down arrow to the right of the Style box. The Style List box will
display Word styles which can be applied to part of a document.
• Select a style and it will be applied to the selected text.
From this dialog box, you can also set the "Hyphenation zone". This is the
distance from the right hand side of the page which will result in words being
automatically hyphenated. The smaller the value of the "Hyphenation zone"
the straighter the right hand edge of your text will be: - But more words will
be automatically hyphenated!
• In this case Word is suggesting a hyphen before the 'us' at the end of the
word.
• You can press Yes to accept this, or you click elsewhere within the word to
change the position of the hyphen, then click on the Yes button.
OR position the insertion point just before the paragraph mark, and press the
Del key.
Align Left: Aligns text flush with the left margin. This is the default
setting.
Justify: Spreads text evenly between the left and right margins by
expanding or reducing the space between individual words.
To indent a paragraph
• Select the paragraphs you wish to indent or place the insertion point in the
paragraph you wish to indent.
• From the Format menu, select the Paragraph command to display the
Paragraph dialog box.
• If not already displayed, select the Indents and Spacing tab.
• You can choose from the following options:
Left
Aligns the paragraph to the left-hand margin when you enter a positive
number. Entering a negative number will align the paragraph to the left of
the left-hand margin.
Right
Aligns the paragraph to the right-hand margin when you enter a positive
number. Entering a negative number will align the paragraph to the right of
the right-hand margin.
Special
Determines whether the indent is to be a First Line or Hanging indent.
First Line
To indent the first line of the paragraph only.
Hanging
To create a Hanging indent.
None
No indentation.
By
Determines the distance of the indent from the margin, in tenths of an inch.
To increase or decrease the value, use the up or down arrows.
Line Spacing
The line spacing is automatically specified according to the tallest character
on each line. The options for default line spacing include Single, 1.5 lines,
Double, At Least (current point size), Exactly, and Multiple Lines.
Single
The default setting. Specifies single spacing, does not add any additional
1.5 lines
Specifies one and a half line spacing, and adds half a line of additional space
between lines.
Double
Specifies double spacing, and adds a single line of additional space between
lines.
At Least
Specifies the minimum amount of space between lines. Word for Windows will
add any additional space required.
Exactly
Specifies a fixed amount of space between lines. Word for Windows will not
add any additional space, even if it is required.
At
Specifies a customised amount of space between lines, in points or lines.
Multiple
In the At box, type or select the line spacing you want.
3.3.2.7 Set, remove and use tabs: left, centre, right, decimal.
• Displayed at the extreme left hand side of the Ruler is the Tab type symbol.
Repeatedly click on this Tab symbol, until the required Tab type is displayed.
• To apply the selected Tab, simply click on the Ruler at the location where
you wish to apply the Tab stop(s).
Used to insert a decimal tab stop (in which case numbers will line up on a
decimal point).
• To insert a new tab, type its position in the Tab Stop Position text box, or
select a position from the list. Select Left, Center, Right, Decimal or Bar
from the Alignment section to specify how the tab will be aligned.
You can set as many tabs as you want using the above method. To confirm
the tabs and return to the document, select OK or press Enter. The default
tabs are set at intervals of half-an-inch from the left-hand margin. Selecting
Clear All in the Tabs dialog box will return to the default tab settings.
3.3.2.9 Change the style of bullets, numbers in a single level list from
built-in standard options.
3.3.2.10 Add a top and bottom border, box border and shading to a
paragraph.
• If you wish to use other types of border, click on the drop down arrow next to
the Outside Border icon and you will see a range of alternative border styles,
such as a top or bottom border, or a left or right border.
David Murray
• Select the Borders tab within the dialog box. You can customise the border
you wish to use, using the following settings
Setting
Allows you to define what sort of border you wish to use, choose from Box,
Shadow, 3-D or Custom. If you are applying a border to a table, you will
also have the option of All and Grid.
Style
Allows you to define the sort of line which will be used for the border.
Color
Allows you to define the colour used by the border.
Width
Allows you to define the thickness of the border.
Preview
Allows you to preview the effect of the various formatting combinations you
have used to create your border.
• Select the Page Border tab and from the Setting section of the dialog,
select the required effect, i.e. Box, Shadow, 3-D etc.
You can select from a range of line styles, colours, widths and Art effects.
• Click on the OK button.
What is shading?
• You can add borders and boxes to headings, text, pictures and tables to give
them more emphasis and make them stand out. Borders can have a shadow
around them or be shaded in various patterns. You can also remove their
lines or “edges”.
To add shading
• Select the text, or other object, you wish to format.
• Select Borders and Shading from the Format menu. The Borders and
Shading dialog box is displayed.
• Select the Shading tab.
• There are also several other options available under the Margins tab
From Edge Header: To adjust the distance of the Header from the top
margin on a page.
From Edge Footer: To adjust the distance of the Footer from the bottom
margin on a page.
Mirror Margins: This check box option ensures margins are the same
between left and right pages.
• Outlines of the Header and Footer text entry boxes appear at the top and
bottom of the page.
• Select the Header or Footer from the toolbar. You can change between
them by clicking on the Switch Between Header and Footer button.
• Insert the text for the Header or Footer in the appropriate text entry box.
• When you have entered your Header and Footer text, click on the Close
button on the Header and Footer toolbar.
NOTE: Clicking on the appropriate Header and Footer toolbar buttons will
enable you to insert the current page number, time, or date in the header or
footer.
Toggles between the header and footer sections, allowing you to edit the
header and footer.
To insert a date field which will update automatically each time a document is
opened
• Position the cursor within the document at the position where you wish to
insert the date.
• Click on the Insert drop down menu and select the Date and Time
command. This will display the Date and Time dialog box, as illustrated.
• Make sure that the Update Automatically box is checked.
NOTE: The author's name is picked up from the name supplied to Word
during the installation process when Word was originally installed onto your
PC. To change this name, click on the Tools drop down menu and select the
Options command. From the dialog box which is displayed, select the User
Information tab and edit as necessary.
To insert the author's name, date and page numbering into a header or footer
• From the View drop down menu, select the Header and Footer command.
Word changes to Print Layout view and the Header and Footer toolbar is
displayed.
• Position the insertion point within your header or footer, and then click on the
Insert AutoText button within the toolbar. Select Author, Page #, Date
and all three items will automatically be inserted for you.
Position
Header: Places the page number in the header at the top of each page.
Footer: Places the page number in the footer at the bottom of each page.
Alignment
Left: All page numbers are aligned with the left margin.
Right: All page numbers are aligned with the right margin.
Center: All page numbers are centred between the margins.
Inside: Page numbers are placed on the inside margin of facing odd and
even pages.
Outside: Page numbers are placed on the outside margin of facing odd and
even pages.
3.4 Objects
3.4.1 Tables
To select parts within a table, using the Table drop down menu
• Click within the table at a location where you wish to select a cell, row or
column.
• Click on the Table command, click on Select and from the submenu select
the required item, Table, Column, Row or Cell.
• Once the table is selected click on the down arrow next to the Border icon
(on the Formatting toolbar) to select and apply border formats to your table.
De-select your table to view the results.
• Select the style as required. You can use the scroll bars within this part of the
dialog box to display a wide range of options as illustrated.
• Select the width as required. You can use the scroll bars within this part of
the dialog box to display a wide range of options as illustrated.
• Select a colour as required from the Color section of the dialog box.
• Click on the OK button to apply your selections.
To insert Clipart
• Make sure that the Drawing toolbar is displayed. If it is not, then click on
the Drawing icon displayed within the Standard toolbar.
• Click at the location where you wish to insert the clipart picture.
• Click on the Insert Clip Art icon, located in the Drawing toolbar. You will
see the Clip Art options displayed to the right of your screen.
• In the Search section enter a search word such as computers. Then click on
the Search button. Matching Clip Art will be displayed, as illustrated.
• Use the dialog box which is displayed to select the required file. You may
have to select a different drive or folder if the file is stored in a different
location. You will see a preview of the selected file, as illustrated.
• Once you have selected the required file, click on the Insert button.
To select a graphic
• Click once on the graphic. The selected graphic is surrounded by 8 'handles'
(small black squares) as illustrated. The same technique applies to pictures,
images or charts.
• The Format Picture dialog box will be displayed. Select the Size tab, as
illustrated.
• If you want the graphic to retain its original shape ratio make sure that the
Lock aspect ratio option is ticked. This means that that the picture will
retain its original shape and you will only change its size.
• With the Lock aspect ratio option ticked, entering a new value in the
Height section of the dialog box will automatically change the value
displayed in the Width section of the dialog box.
• If you deselect the Lock aspect ratio option you will need to enter a new
Height and a new Width.
• Click on the OK button to confirm your changes.
To delete an image
• Click once on the image to select it.
• Press the Delete key.
3.5.1.1 Understand the term mail merge and the concept of merging a
data source with a main document such as a letter or a label document.
• The next screen allows you to specify which letter to use as the main
document. In this case we will use the current document.
• Once you have selected a data file, and clicked on the Open button, you may
see a dialog box, as illustrated below.
David Smith
Head of Marketing
• We have now created the body text of our letter, next we need to add the
fields which will personalise the document.
• Click at the top of the document at the location you would wish to insert the
name and contact details of the person to whom the document will be sent. If
you look at the right of the screen you will see the following.
• Click on More Items and you will see the following dialog box displayed (the
information in this dialog box comes from our Data file).
• Click on Title and then click on the Insert button. Click on the Close button.
• Press the spacebar (to insert a space).
• Press the return key (to insert a paragraph space) and the document should
now look like this.
• The screen will display the following details of a letter addressed to 'recipient
1'.
• To see other recipients click on the double arrow pointing to the right.
• The next screen displays the following message in the task pane.
• To print all the personalised letters we would click on Print. In this case
however to save paper, we will click on the Edit individual letters link
which will merge the document with the data file and create a new large
document containing all the individually addressed letters. When you click on
this link you will see the following dialog box displayed.
• If you scroll through this document you will see it is made up of many pages,
each addressed to a different person.
• Save this new document in the using the filename MY MERGED LETTER.
3.5.1.3 Open, prepare a mailing list, other data file, for use in a mail
merge.
• We need to save the file as a text only formatted file. To do this click on the
Save icon, and enter a file name, such as MY Data File. Click on the down
arrow to the right of the Save as type box and select Plain Text. Select a
location to save the file, such as the My Documents folder. Click on the
Save button to save the file.
• The File Conversion dialog box will be displayed, click on the OK button.
• In the Label products section use the drop down arrow to the right to select
the manufacturer of the labels which you are using.
NOTE: In Europe, if you are using Avery products, be sure to select Avery
A4 and A5 sizes. Avery standard relates to standard US sizes!
• If using European Labels (be sure to first select Avery A4 and A5 sizes in
the Label products section), select Product number J8163 - Address as
illustrated below.
• Click on the Open button and a new dialog box will be displayed as illustrated
below.
• Click on the More items links to enable you to insert items relating to the
particular database you are using as your data source. This will display a
dialog box as illustrated,
• Click on the Update all labels button and you will see the following.
• You can click on the right pointing arrow to preview the labels. In this case
we will click on the Next link to continue.
• If you wanted to print directly to a printer you would click on the Print link.
In this case we will output the merged information to a new document (which
could be printed later), by clicking on the Edit individual labels link. A
dialog box will be displayed, click on the OK button.
3.6.1 Preparation
Also visually check that the document looks good. Use the Print Preview
facility.
Spell Checking
• Word will display incorrectly spelt words as underlined in red. You can run the
Spell checker program at any time by clicking on the Spelling icon in the
Standard toolbar (or pressing F7). You can also check the grammar used
within your document.
Ignore All: Will not change any further occurrences of the word.
Change All: Changes all further occurrences of the word to the suggested
word.
Dictionary Language: Allows you to select the language used for spell
checking.
To preview a document
• Click on the Print Preview icon. The Print Preview screen appears.
• Click once in the document and the mouse cursor will change to a Zoom tool.
• Click on the document again to view it more closely and click again to zoom
back out.
Print
The document is sent to the printer.
Magnifier
The same as clicking inside the document. It gives a single-level zoom.
One Page
Single-page view.
Multiple Pages
Allows you to print preview up to six pages at a time on the screen.
Zoom Control
Allows you to control Zoom view percentages.
View Ruler
Allows you to view the ruler showing tabs and measurements.
Shrink to Fit
Enables you to fit a document which is just more than one page long onto a
single page.
Full Screen
Allows you to change to Full Screen view.
Close
Allows you to leave Print Preview and return to the Word screen.
Help
Allows you to get Help on Print Preview.
3.6.2 Printing
3.6.2.1 Choose print output options such as: entire document, specific
pages, number of copies.
Make changes as required within the Page range section of the dialog box.
To print only the page you are viewing, click on Current page.
To specify the pages you wish to print, click on Pages and enter the pages
which you wish to print. For instance if you want to print page 3, and also
pages 6-7 inclusive, you would enter 3, 6-7
• A dialog box will then be displayed in which you can specify a file name and
storage location.
driver. If you change your printer type, then another printer driver suitable
for that printer must be installed.
• If more than one printer driver has been installed, you can easily and quickly
change from one printer driver to another. Windows will only allow one
printer driver to be active at any one time.
• Most printers are only supplied with limited amounts of printer memory in
which to store the images to be printed. If you have problems printing
documents which contain a large amount of graphics you should consider
adding more memory to your printer.
To select a printer
• From the File menu, choose the Print command to display the Print dialog
box.
• Click on the down arrow to the right of the Name section of the Printer dialog
box, and select the required printer. This list you see will depend on how your
IT Support people have set up your computer.