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Module 3 - Word Processing (Word)

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100% found this document useful (2 votes)

949 views

Module 3 - Word Processing (Word)

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ECDL Module 3

REFERENCE MANUAL
Word Processing
Microsoft Word XP Edition for ECDL Syllabus Four
PAGE 2 - ECDL MODULE 3 (USING OFFICE XP) - MANUAL

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ECDL Approved Courseware

IMPORTANT - PLEASE READ
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courseware, produced by third party courseware providers: -

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Ltd warrants that the use of this ‘Cheltenham Courseware Ltd ECDL Courseware’ will ensure passing the
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approval.

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3.1 USING THE APPLICATION........................................................................................................................ 6

3.1.1 FIRST STEPS WITH WORD PROCESSING ................................................................................................. 6
3.1.1.1 Open (and close) a word processing application. ..................................................................... 6
3.1.1.2 Open one, several documents..................................................................................................... 8
3.1.1.3 Create a new document (based on default, other available template). ............................... 10
3.1.1.4 Save a document to a location on a drive. ............................................................................... 13
3.1.1.5 Save a document under another name. ................................................................................... 14
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................................................................. 14
3.1.1.7 Switch between open documents.............................................................................................. 18
3.1.1.8 Use available Help functions...................................................................................................... 18
3.1.1.9 Close the document..................................................................................................................... 20
3.1.2 ADJUST SETTINGS .................................................................................................................................. 20
3.1.2.1 Change between page view modes.......................................................................................... 20
3.1.2.2 Use magnification/zoom tool. ..................................................................................................... 21
3.1.2.3 Display or hide built-in toolbars.................................................................................................. 21
3.1.2.4 Display or hide non-printing characters. ................................................................................... 22
3.1.2.5 Modify basic options/preferences in the application: user name, default directory/ folder to
open, save documents. ............................................................................................................................ 23
3.2 MAIN OPERATIONS.................................................................................................................................. 26
3.2.1 INSERT DATA .......................................................................................................................................... 26
3.2.1.1 Insert text. ..................................................................................................................................... 26
3.2.1.2 Insert special characters and symbols. .................................................................................... 27
3.2.2 SELECT DATA ......................................................................................................................................... 28
3.2.2.1 Select character, word, line, sentence, paragraph or entire body text................................. 28
3.2.3 EDIT DATA .............................................................................................................................................. 30
3.2.3.1 Edit content by inserting new characters, words within existing text, over-typing to replace
existing text. ............................................................................................................................................... 30
3.2.3.2 Use the undo, redo command.................................................................................................... 30
3.2.4 DUPLICATE, MOVE, DELETE................................................................................................................... 31
3.2.4.1 Duplicate text within a document or between open documents............................................ 31
3.2.4.2 Move text within a document or between open documents. ................................................. 32
3.2.4.3 Delete text..................................................................................................................................... 32
3.2.5 SEARCH & REPLACE .............................................................................................................................. 33
3.2.5.1 Use the search command for a specific word, phrase. .......................................................... 33
3.2.5.2 Use a simple replace command for a specific word, phrase................................................. 34
3.3 FORMATTING............................................................................................................................................. 36
3.3.1 TEXT FORMATTING ................................................................................................................................. 36
3.3.1.1 Change text appearance: font sizes, font types. ..................................................................... 36
3.3.1.2 Apply text formatting such as: bold, italic, underline............................................................... 38
3.3.1.3 Apply subscript, superscript to text. .......................................................................................... 39
3.3.1.4 Apply case changes to text. ....................................................................................................... 39
3.3.1.5 Apply different colours to text..................................................................................................... 40
3.3.1.6 Copy formatting from a piece of text to another piece of text................................................ 41
3.3.1.7 Apply an existing style to a word, a line, a paragraph............................................................ 41
3.3.1.8 Use automatic hyphenation........................................................................................................ 42
3.3.2 PARAGRAPH FORMATTING ..................................................................................................................... 43
3.3.2.1 Insert or remove paragraph marks............................................................................................ 43
3.3.2.2 Insert, remove soft carriage return (line break) marks. .......................................................... 44
3.3.2.3 Align text left, centre, right, justified. ......................................................................................... 44
3.3.2.4 Indent paragraphs left, right, first line, hanging. ...................................................................... 45
3.3.2.5 Apply single, double line spacing within paragraphs.............................................................. 46
3.3.2.6 Apply spacing above, below paragraphs. ................................................................................ 47
3.3.2.7 Set, remove and use tabs: left, centre, right, decimal. ........................................................... 47
3.3.2.8 Apply bullets, numbers to a single level list. Remove bullets, numbers from a single level
list. ............................................................................................................................................................... 49

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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

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3.1 Using the Application

3.1.1 First Steps with Word Processing

3.1.1.1 Open (and close) a word processing application.

To start Word using the Windows Start menu

• Click on the Start icon to display the Start menu and then click on the
Microsoft Word icon.

To close the Word program

• Click on the Close icon displayed at the top right of the Microsoft Word
window

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:

Yes: Saves the changes and exits the program.

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.

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Cancel: Cancels the command and stays in the Word program.

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3.1.1.2 Open one, several documents.

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.

Opening a file from a diskette (floppy disk)

• Click on the Open icon and a dialog box is displayed.

• Click on the down arrow to the right of the Look in section.

• From the list displayed select 3½ Floppy (A:)

• Select the required file and then click on the Open button.

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Tools to help you with opening files

• You can use the buttons across the top of this dialog box to help you in
selecting the required file.

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 a continuous block of files to open

• You can open files one at a time, or if you know how to select multiple files,
you can open two or more files at the same time. This technique can save
you time!
• Click on the Open icon, which will display the Open dialog box.
• Click on the first file of the block you wish to select, and then while
depressing the Shift key, click on the last file of the required block. When
you release the Shift key the entire block will remain selected.

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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.

3.1.1.3 Create a new document (based on default, other available

template).

To create a new document based on the default template

• Click on the New icon and a new blank document will be displayed on the
screen. This document will be based on the default template within Word.

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• To save your new document after you have entered your text, click on the
Save icon and supply a name for the document file.

To create a new document based on another template

• From the File menu select New to display the New Document task pane.

• 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.

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• 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.

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3.1.1.4 Save a document to a location on a drive.

To save a document using the Save icon

• Click on the Save icon and from the dialog box displayed select the required
folder. Enter a file name and then click on the Save button.
• After you have saved the file for the first time, clicking on the Save icon will
automatically save your document with the filename you gave it. It does not
give you the option to rename.

To create a new folder in which to save your document

• Click on the Create New Folder icon, displayed within the Save As dialog
box.
• This will display the New Folder dialog box. Enter the name of the new
folder, and then click on the OK button. NOTE: The folder will be created
under the current folder.

To save a file to a diskette

• Click on the File drop down menu and select the Save As command. A dialog
box will be displayed similar to that illustrated.

• 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.

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• Select the 3 1/2 Floppy (A:) icon.

• Enter a file name and then click on the Save button.

3.1.1.5 Save a document under another name.

To save using "Save As"

• The Save As command can be used to save a file under a different name, to
save a file in a different word processor format, or to save a file to a different
drive and/or folder. From the File menu choose Save As command, or use
the following keystroke:

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.

To save a file in a format other than Microsoft Word format

• From the File drop down menu, click on the Save As command.
• If necessary, select the folder which you wish to save the file in from the
Look in list box.

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• 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.

NOTE: Some formatting information which is contained in the original may

be lost in the process!

What is an RTF file?

• An RTF (Rich Text Format) file is a generic file which can be read and used by
a wide range of different programs. Thus if you have Microsoft Word XP
installed on your PC and wish to send a document to someone who has a
different version of Word or maybe a word-processor other than Word, you
might wish to send the file in RTF format. Beware that if you have used a lot
of complex formatting within your document that a RTF file can be a much
larger file size compared to a normal Word file. This may be relevant if you
are transferring a file over an Internet or Intranet (or saving the file to
diskette which is limited to a 1.44 Mb storage capacity).

What is a TXT file?

• If you save your file as Text Only the file will be saved with a .TXT instead of
the normal .DOC file name extension. Also all of your formatting information
will be lost (along with any pictures). Only the text will be saved.

Saving your file in a different Word version format

• This is useful where different departments within your organisation may be
using different versions of the Microsoft Word program. Later versions of
Word will be able to read documents saved in earlier versions. However if
someone using say Word 6 received a document formatted in say Microsoft
Word XP format, they would be unable to open the file. The solution, in this

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case, is for the person using Word XP to save the file in Word 6 format, as
illustrated.

Saving a file as a template

• A template is a special type of file which can be created once and customised
as required. It can then be recycled over and over again. For instance a fax
header could be set up as a template containing all your organisations details
and then recycled when required, eliminating the need for you to enter your
company name, phone number and fax number each time you wish to send a
fax.
• From the File drop down menu, click on the Save As command.
• If necessary, select the folder you wish to save the file in from the Look in
list box.
• 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. Document Template
(*.dot).

To save a file in Web page format

• From the File drop down menu, click on the Save As command.
• If necessary, select the folder you wish to save the file in from the Look in
list box.
• 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. Web Page

• Enter a file name.

• Click on the Save button to save it in the required format. Some formatting
information which is contained in the original may be lost in the process!

NOTE: You may wish to use the Web Page Filtered option. This strips a lot

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of Microsoft specific code from the web page and make it easier to edit the
page in non-Microsoft Web page editors.

What is an HTML formatted file?

• If you convert your Word document to HTML (Hyper Text Mark-up Language)
format, then you (or your IT staff) can then use the HTML version on a Web
server and it will be visible as a web page. This Web page can be viewed on
either the WWW (World Wide Web) or your local LAN/Intranet.

To save a file using a software specific file extension

• In some cases you may wish to specify a file extension name. For instance,
you may want to save a database file, not as a text only file, which by default
will have a file name extension of .TXT, but as a text file using a .CSV file
name extension. To do this we will use the Save As option, select the Plain
Text option, and enter a name along with the file name extension, such as
contacts.csv.

• When you click on the Save option you may see the following dialog box.
Select Windows (Default) and then click on the OK button.

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3.1.1.7 Switch between open documents.

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.

3.1.1.8 Use available Help functions.

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!

What is the Microsoft Office Assistant?

• By default this friendly little creature, will watch what you do and offer tips on
how to work more productively. You can ask it questions in plain English!
Occasionally the Office Assistant will display information on the screen. If you
are unsure about how to use this product you should always read the help

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offered. You can choose to implement the tip, have it explained, or to ignore
the tip.

Displaying the Office Assistant Help

• The Office Assistant is displayed by default. If the assistant has been
hidden and you wish to reactivate it, select Show the Office Assistant from
the Help menu.

To hide the Office Assistant

• Right click on the Office Assistant and from the menu displayed, click on the
Hide command.

"What is this" Help

• Within many dialog boxes you will see a question mark symbol in the top-
right corner of the dialog box. For instance click on the Format drop down
menu, select the Font command and this will display the Font dialog box with
this sort of help enabled. Not all dialog boxes have this feature however. To
use "What is this", click on the question mark and then click on the item in
the dialog box which you do not understand.

• 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!

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3.1.1.9 Close the document.

To close a document in Word

• Click on the Close icon displayed at the top-right of the document window.
Be sure to click on the Close Window icon, (as opposed to the Close icon).

3.1.2 Adjust Settings

3.1.2.1 Change between page view modes.

Different Word views

• This feature allows you to select different views of your document such as
Normal, Outline, or Print Layout view. Print Layout view gives a better
approximation between what you see on the screen and what you will see
when you print.
• Normal View is often quicker to use as less memory is required, but often
when using complicated formatting does not give a true indication of how the
document will print.

To view a document using different modes

• Click on the View menu, and select the required view.

Normal
Allows you to type, edit and format documents, but does not display

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additional information such as headers and footers.

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.

3.1.2.2 Use magnification/zoom tool.

The Zoom feature

• This feature allows you to enlarge or reduce the view of a page on the
screen. You can show the whole page, or just a section of it.

To zoom a document using the Zoom icon

• Use the Zoom icon on the Standard toolbar to quickly zoom to certain
settings. Click on the down arrow next to the Zoom icon to display a drop
down list of pre-set screen zoom values. NOTE: You can enter any value you
like, you do not have to accept the values offered to you.

3.1.2.3 Display or hide built-in toolbars.

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To display or hide a toolbar

• To display a toolbar, select the Toolbars command from the View menu to
display the Toolbars drop down menu. A list of toolbars is displayed which
includes: Standard, Formatting, Borders, Database, Drawing etc.
• Choose the Toolbar you want to display or hide by clicking on it from the
list.

The quick way of displaying / hiding toolbars

• TIP: A quick way of displaying/hiding toolbars is to right click on an existing
toolbar, this will display the Toolbars drop down menu, from which you can
select or de-select toolbars.

3.1.2.4 Display or hide non-printing characters.

What are the non-printing characters?

• Printable characters, as the name implies, includes all the characters which
you would normally print, such as the letters of the alphabet, punctuation
marks etc. The non-printable characters include the codes hidden within the
document which control how text and your pages are formatted. For instance
when you press the Enter (Return) key, this embeds a code within the
document to insert a paragraph mark, which marks the end of a paragraph.
When non-printing characters are displayed, the text will look like this.

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To display non-printing characters

• Click on the Show/Hide icon, located within the Standard Toolbar.

To hide non-printing characters

• Click on the Show/Hide icon, located within the Standard Toolbar.

To control which non-printable characters are displayed

• Click on the Tools drop down menu and select the Options command.
• Select the View tab. Within the Formatting marks section of the dialog
box, select All, or specify what formatting marks you wish to display.

3.1.2.5 Modify basic options/preferences in the application: user name,

default directory/ folder to open, save documents.

To modify preference options within Word

• Click on the Tools drop down menu and select the Options command which
will display the Options dialog box.

• To modify the User Information:

Click on the User Information tab within the dialog box, and modify the
information as necessary. You can include your name, initials and mailing
address. This data can later be used within Word automatically.

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• To modify the default folder:

Click on the File Locations tab within the dialog box. Select Documents in
the File types sections. Click on the Modify button, and navigate to the
folder which you wish to use as the default folder. The default folder is the
folder which will, by default, be displayed within the Open or Save dialog
boxes in Word.

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3.2 Main Operations

3.2.1 Insert Data

3.2.1.1 Insert text.

To switch between Insert and Overtype text entry

• Word normally functions in Insert mode which means that text is added to a
document without overwriting anything else. Alternatively, Word can function
in Overtype mode which will overwrite existing text with any new text which
you type in. The status bar at the bottom of the Word window indicates that
you are in Overtype mode by highlighting the OVR indicator.

Using Insert Mode to enter text

• In Insert mode, text is inserted into the document at the insertion point.
This is the default mode. Text which already exists is moved forward to make
way for the new text.
• Position the insertion point where you want to insert the new text.
• When you begin typing, the existing text will move to the right and wrap to
the next line.

To insert a new paragraph

• When you press the Enter (Return) key, Word automatically creates a new
paragraph. It is important to realise that Microsoft Word treats the area
between depressions of the Enter (Return) key as a paragraph for
formatting purposes.

Normally you will press the Enter (Return) key twice so that a blank line is
inserted between your paragraphs.

What is “Click and Type”?

• Enables you to double click on any blank area of your document and
immediately begin to enter text at that location.

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To use “Click and Type”

• Ensure that you are in Print Layout view by clicking on the View drop down
menu and selecting the Print Layout command.
• Double click on any empty area of the page. Word will move the insertion
point to that location.
• Type in your text.

3.2.1.2 Insert special characters and symbols.

What are special characters and symbols?

• There are only a limited number of keys on your keyboard and even when
you remember that you can use some keys in combination with the Shift key
to display different characters, this limits the number of characters which you
can see on your keyboard. You often need to insert other characters or
symbols, such as a copyright or trademark symbol.

To insert special symbols

• Position the insertion point at the location within the document where you
wish to insert a special symbol.
• Click on the Insert drop down menu and select the Symbol command. This
displays the Symbol dialog box. You can select a symbol and then click on
the Insert button to insert the symbol into the document.

• 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!

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To use AutoCorrect to insert symbols

• AutoCorrect allows you to enter information such as (c) and this will
automatically be changed to the copyright symbol.

To reverse the automatic changing of text by AutoCorrect

• If you enter (c) and it changes to the copyright symbol, then pressing the
Backspace key immediately will reverse the change. This is how we were
able to produce the pages you are reading!

3.2.2 Select Data

3.2.2.1 Select character, word, line, sentence, paragraph or entire body

text.

The importance of selection

• In many cases you need to select something within Word (such as a line of
text), prior to applying formatting information to the selected item!

Sometimes you do not need to select first!

• Normally when using a Windows based product such as Word the golden rule
is select first, then manipulate. However because Word recognises the
concepts of what a word is and what a paragraph is, in some cases you will
not have to select first. Thus if you wish to apply font (i.e. word) formatting,
such as making a word bold, then you only have to click anywhere within the

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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 select all text

• Press Ctrl+A
OR select the Select All command, located under the Edit drop down menu.

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3.2.3 Edit Data

3.2.3.1 Edit content by inserting new characters, words within existing

text, over-typing to replace existing text.

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.

To modify existing text

• If you want to change any text within your document, select the text which
you wish to change and start typing over the selected text. The text you type
in will replace the text you selected.

Using Overtype Mode to enter text

• In Overtype mode, text overwrites the existing text.
• Position the insertion point where you want to type the new text.
• Press the Insert key to switch to overtype mode. The OVR indicator on the
status bar will be highlighted.
• When you begin typing, the existing text will be replaced with your new text.

3.2.3.2 Use the undo, redo command.

To use Undo to reverse your last actions

• From the Edit menu choose the Undo command
OR press Ctrl+Z
OR click on the Undo button on the Standard toolbar.

• Repeat as required to perform multiple undo actions.

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To repeat a command, action, or typing

• From the Edit menu, select Repeat
OR press F4
OR click on the Redo button on the Standard toolbar.

To undo or repeat a specific number of commands, actions, or typing changes

• Move the mouse pointer over the down arrow located to the right of the
Undo and Redo icons on the Standard toolbar and click the left mouse
button.
• A scrollable list is displayed from which you can select actions to redo or
undo.

3.2.4 Duplicate, Move, Delete

3.2.4.1 Duplicate text within a document or between open documents.

To copy text within a document

• Select the text which you wish to copy.
• Click on the Edit drop down menu and select the Copy command.
• Click at the position within the document to where you wish to copy the
selected text.
• Click on the Edit drop down menu and select the Paste command.

To copy text from one document to another

• Within the first document, select the text which you wish to copy.
• Click on the Edit drop down menu and select the Copy command.
• Open, or switch to the second document to where you wish to copy the
selected text.
• Within the second document, click at the position within the document to
where you wish to copy the selected text.

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• Click on the Edit drop down menu and select the Paste command.

3.2.4.2 Move text within a document or between open documents.

To move text within a document

• Select the text which you wish to move.
• Click on the Edit drop down menu and select the Cut command.
• Click at the position within the document to where you wish to move the
selected text.
• Click on the Edit drop down menu and select the Paste command.

To move text from one document to another

• Within the first document, select the text which you wish to move.
• Click on the Edit drop down menu and select the Cut command.
• Open, or switch to the second document to where you wish to move the
selected text.
• Within the second document, click at the position within the document to
where you wish to move the selected text.
• Click on the Edit drop down menu and select the Paste command.

3.2.4.3 Delete text.

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.

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To delete a line or lines

• Place the mouse pointer in the left-hand margin, next to the first line of text
or first blank line to be deleted. The mouse pointer changes to an arrow
pointing up and to the right.
• Click on the left-hand mouse button to select the line of text or the blank line
you wish to delete,
OR drag the mouse pointer down the left-hand margin to select the lines you
want to delete.
• Press the Delete key.

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.

To delete a block of text

• Select the block of text you wish to delete by dragging the mouse pointer
over the text with the left mouse button depressed. Once the text is selected
press the Delete key.

3.2.5 Search & Replace

3.2.5.1 Use the search command for a specific word, phrase.

What is "Find and Replace"?

• The Find and Replace feature allows you to change a word or phrase
scattered throughout a document with one simple editing procedure, instead
of having to work your way through the document looking for them. You can
replace specific text, character formats or paragraph formats, and even text,
which has been formatted in a specific way, i.e. bold or italic text, or text

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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.

To find text in a document

• Place the insertion point where you want to begin the search. Select the Find
command from the Edit menu, or press Ctrl+F to display the Find and
Replace dialog box.
• Type the text you wish to find in the Find what text box.

• Click on the Find Next button to find the next occurrence of the text you are
looking for.

3.2.5.2 Use a simple replace command for a specific word, phrase.

To find and replace text in a document

• Place the insertion point where you want to begin the search. Select the
Replace command from the Edit menu, or press Ctrl+H to display the Find
and Replace dialog box.
• Type the text you wish to find and replace in the Find what text box.

• Type the replacement text in the Replace with text box.

• Depending on the function you wish to perform, you can select from the
following:

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- Find Next: Finds the next occurrence of the selected word, phrase, or
format.

- Replace: Replaces this instance of the word, phrase, or format.

- Replace All: Will replace all occurrences of the selected word,

phrase, or format with the text in the Replace With text box.
Be VERY careful using this particular option,
as the results may not be what you expected!

• If you started searching in the middle of the document, a message appears

when Word reaches the end of the document asking if you want to continue
the search at the beginning of the document. Select Yes to search the rest of
the document, or No to stop searching. Select Cancel to stop the search or
to close the dialog box.

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3.3 Formatting

3.3.1 Text Formatting

What is Word font (text) formatting?

• This feature allows you to change the font type at the insertion point of the
document or, indeed, to change the font for any amount of selected text. This
enables you to give the text in your documents different looks and styles.

3.3.1.1 Change text appearance: font sizes, font types.

To change the font size or type

• Select the text to which you wish to apply a different font. This can be any
amount of text in the document from a single character, a word, a sentence,
a paragraph, or the entire document.
• A quick way to change the font type or size is to use the icons on the
Formatting toolbar.

Keyboard shortcut for making text bigger or smaller

• Select the text of which you wish to modify the font size.
• To make the font bigger depress the Ctrl key and while keeping it depressed,
repeatedly press the key on your keyboard. Each time you press the key
the selected text will get bigger by a point size.
• To make the selected text smaller use the same procedure, but use the
opening square bracket key.

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Using the Font dialog box

• From the Format menu, choose the Font command. The Font dialog box is
displayed.

• 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.

Size: Determines the size of the character in points.

• Underline: Determines underlining style.

Color: Determines the colour of the text.

Strikethrough: A strikethrough line is drawn through selected characters.

Double Strikethrough: Two strikethrough lines are drawn through selected

characters.

Superscript: Text is raised above its normal position on the text line.

Subscript: Text is lowered below its normal position on the text line.

Shadow: Adds a shadow behind the text.

Outline: Displays the inner and outer borders of each character.

Emboss: Text appears to be raised off the page in relief.

•
• Engrave: Text appears to be printed or pressed into the page.

Small caps: Text is formatted in small capital letters.

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All Caps: All text is formatted in capital letters.

Hidden: Characters are hidden on the page.

Preview: The effect of the font is displayed before you apply it.

3.3.1.2 Apply text formatting such as: bold, italic, underline.

To format selected text as bold or italic

• Select the text you wish to format as bold or italic.
• Click on the Bold or Italic icon in the Formatting toolbar.

To underline selected text in a document

• Select the text you wish to underline.
• Click on the Underline icon in the Formatting toolbar.

• 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.

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3.3.1.3 Apply subscript, superscript to text.

To apply subscript or superscript formatting

• Select the text which you wish to format as subscript or superscript.
• From the Format menu, choose the Font command. The Font dialog box is
displayed.
• From within the Effects section of the dialog box, select either the Subscript
or Superscript command.

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.

3.3.1.4 Apply case changes to text.

To change the text case

• Select the text of which you wish to change the case.
• Click on the Format drop down menu and select the Change Case
command. From the dialog box displayed, select the required case, and then
click on the OK button.

FOR USE AT THE LICENSED SITE(S) ONLY

• 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.

3.3.1.5 Apply different colours to text.

To apply colours to selected text

• Select the text to which you wish to apply a colour.
• Click on the down arrow next to the Font Color icon, which will display a
drop down dialog box.
• Click on the colour you wish to apply. De-select the selected text to see the
effect of your formatting changes!

To apply different background colours to selected text

• Select the text to which you wish to apply a background colour.
• Click on the Format drop down menu, and select the Borders and Shading
command.
• Within the dialog box displayed, select the Shading tab.

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• Select the required colour, and then click on the OK button.

3.3.1.6 Copy formatting from a piece of text to another piece of text.

To copy formatting using the Format Painter.

• Select some text which has been previously formatted.
• Click on the Format Painter icon. You will notice that the mouse pointer
shape has changed to the shape of a small painting brush.

• 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.

3.3.1.7 Apply an existing style to a word, a line, a paragraph.

What are Styles?

• This feature allows you to define a group of paragraph and character formats
as a style, and then save the styles in a style sheet. A style sheet is a list of
styles, which are part of a document or document template. You can then
apply these styles to documents to save time formatting text over and over
by hand with the same styles.

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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.

3.3.1.8 Use automatic hyphenation.

To set automatic hyphenation

• Click on the Tools drop down menu and select the Language command.
From the sub-menu displayed select the Hyphenation command. This will
display the Hyphenation dialog box.

• To automatically hyphenate a document as you type, click on the

"Automatically hyphenate document" check box.

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!

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To set manual hyphenation

• Open the hyphenation dialog box (Tools > Language > Hyphenation).
• Click in the Manual button. Help about the Manual button is illustrated
below.

• If hyphenation is required, you will see a dialog box, as illustrated.

• 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.

3.3.2 Paragraph Formatting

3.3.2.1 Insert or remove paragraph marks.

To insert a paragraph mark

• Position the insert point at the location on the screen where you wish to
insert a paragraph mark.
• Press the Return (Enter) key.

To remove a paragraph mark

• Either position the insertion point just after the paragraph mark, and press
the Backspace key

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OR position the insertion point just before the paragraph mark, and press the
Del key.

3.3.2.2 Insert, remove soft carriage return (line break) marks.

To insert a soft carriage return (line break)

• Press the Enter key while depressing the Shift key. An example is shown
below, in which we have clicked on the Show/Hide icon to display the line
break character.

To remove a soft carriage return (line break)

• Click on the Show/Hide icon to display the line break character.
• Use normal deletion techniques to delete the line break symbol.

3.3.2.3 Align text left, centre, right, justified.

What is text alignment?

• The process of aligning text relative to the left and right margins and the
centre of the page will affect the way your documents look. Normally, and for
most office correspondence, text will be aligned to the left-hand side of the
page or column which results in a “ragged right” appearance. If text is
justified, the words will be aligned to the left and right margins as in
newsletters, magazines and newspapers where multiple columns are used.

To align text in a document

• To align text, place the insertion point at the beginning of your new
document or where you want to enter new text

OR select the text you wish to align.

Use the alignment icons located on the Formatting toolbar.

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• Select from the list to achieve the following results:

Align Left: Aligns text flush with the left margin. This is the default
setting.

Center: Centres text between the left and right margins.

Align Right: Aligns text flush with the right margin.

Justify: Spreads text evenly between the left and right margins by
expanding or reducing the space between individual words.

3.3.2.4 Indent paragraphs left, right, first line, hanging.

Using the Indent icons

• To quickly indent or un-indent a paragraph, you can use the Increase
Indent or Decrease Indent icons on the toolbar.

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

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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.

3.3.2.5 Apply single, double line spacing within paragraphs.

To adjust line spacing in a document

• Place the insertion point where you want to enter new text with new line
spacing, or select the text of which you wish to modify the line spacing.
• From the Format menu, click on the Paragraph command to display the
Paragraph dialog box.

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

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space between lines.

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.

3.3.2.6 Apply spacing above, below paragraphs.

To control spacing above and below paragraphs

• Position the insertion point within the paragraph of which you wish to alter
the spacing, or if you wish to modify paragraph spacing of more than one
paragraph at a time, select multiple paragraphs.
• Click on the Format drop down menu and select the Paragraph command.
This will display the Paragraph dialog box.
• Within the dialog box, change the Spacing section of the dialog box, modify
the spacing Before and After, as required.

• Click on the OK button.

3.3.2.7 Set, remove and use tabs: left, centre, right, decimal.

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What are Tabs?

• This feature allows you to set left, centred, right, decimal, and dotted leader
tabs quickly and easily. This is not strictly a paragraph formatting feature,
but is included in this chapter for comparison with paragraph indenting.

To set or change tabs using the Ruler

• Select the paragraph(s) into which you wish to place the new tab stops.
• Make sure that the Ruler is displayed (if necessary click on the View drop
down menu and display the Ruler).

• 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 left aligned tab stop.

Used to insert a centred tab stop.

Used to insert a right aligned tab stop.

Used to insert a decimal tab stop (in which case numbers will line up on a
decimal point).

To set, change or clear tabs using the drop down menus

• Select the paragraph(s) for which you want to set tabs, or place the insertion
point at the location where you want to start using the tabs. From the
Format menu, choose the Tabs command to display the Tabs dialog box.
• If you want to re-set all the tabs, select the Clear All button to remove any
existing tabs. If you want to adjust a specific tab, type its position in the Tab
Stop Position text box and choose the Clear button.

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• 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.

• In the Leader section, select 1, 2, 3 or 4.

Type 1 will give you no dot leaders,

Type 2 will give you a dotted line,
Type 3 will give you a dashed line,
Type 4 will give you a solid line.

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.

3.3.2.8 Apply bullets, numbers to a single level list. Remove bullets,

numbers from a single level list.

What are Bulleted Lists?

• Bullets are used to set-off and emphasise sections of text and are symbols
such as dots or diamonds. You can select from a number of different bullet
types or create your own bullets. Any character available within your fonts
can be used as a bullet.

To apply bullets to a list using the Bullets icon

• Select the list to which you wish to apply number or bullet formatting.

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• Click on the Bullets tool within the formatting toolbar.

To remove bullet formatting from a list

• Select the list to which the bullet formatting information has been applied.
• Click on the Bullets icon on the Formatting toolbar.

To add numbering to a list using the Numbering icon

• Select the text you wish to re-format as a numbered list and select the
Numbering icon from the Formatting toolbar.

3.3.2.9 Change the style of bullets, numbers in a single level list from
built-in standard options.

To apply alternate bullet formatting to a list

• Select the text to which you want to add bullets.
• From the Format menu select Bullets and Numbering, to display the
Bullets and Numbering dialog box.

• The Bulleted option tab should be displayed, if not, select it.

• A list of different bulleted styles will appear.
• Select a bullet style from the Bulleted folder.
• Click on the OK button or press Enter.

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To add alternative numbering styles to a list

• Select the text you wish to re-format as a numbered list.
• From the Format menu select Bullets and Numbering, which will display
the Bullets and Numbering dialog box.
• Click on the Numbered tab.

• A list of different numbered styles is displayed, contained in small rectangular

boxes. Select the numbering format which you require.
• Click on the OK button or press Enter.

To control whether separate lists within a document use continuous

numbering (or not)
• If you have a number of separate lists within your document, then you can
choose to have each list restart their numbering (normally at 1), or you can
choose that the number used at the end of one list is the starting number for
the next list. You can control this behaviour via the List numbering section
displayed at the bottom of the Bullets and Numbering dialog box.

3.3.2.10 Add a top and bottom border, box border and shading to a
paragraph.

What are Borders?

• Borders are often used to add emphasis and structure to document items
such as selected text, tables, newsletters and even whole pages. By simply
selecting an object, the Border and Shading feature in Word can draw lines
and boxes to enclose the object. You can also use a Text Box to enclose the
object and define the borders and shading of the Text Box in the same way.

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To add a border using the Border icon

• Place the insertion point within the paragraph to which you wish to add a
border.
• Click on the Outside Border icon.

• 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.

Borders between the margins or around selected items!

• Be aware, if you want a “tight border” around, say a name, (as illustrated
below), then you would have to select the text first. If you did not select
specific text first, and applied a border, then this border would stretch from
the left margin to the right margin.

David Murray

To add a border to an object using the drop down menus

• Select the object, i.e. character, word, selected text, paragraph, graphic or
table which you want to enclose in a border and then from the Format
menu, click on Borders and Shading. The Borders and Shading dialog
box appears.

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• 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.

To remove a border from an object

• Select the object, i.e. paragraph, graphic or table, from which you want to
remove the border and from the Format menu, choose Borders and
Shading. The Borders and Shading dialog box appears with the Borders
folder displayed.
• Select None from the Preset thumbnail border types.
• To remove the border, choose OK, or press Enter.

To add a Page Border

• From the Format menu, choose Borders and Shading. The Borders and
Shading dialog box appears with the Borders folder displayed.

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• 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.

Fill: Sets the shading for the background colour.

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Style: Sets the visual pattern or colour depth of the shading.

Color: Sets the shading for the foreground colour.

• Select OK or press Enter.

To format white text on a black background

• 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.
• From the Style drop down list, select Solid (100%) shading.
• Click on the OK button, de-select the selected text and the text will be
displayed as below.

3.3.3 Document Formatting

Document Formatting Options

• Most formatting options within Word are found under the Format drop down
menu. The Document setup options are located under the File drop down
menu and accessed via the Page Setup command.

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3.3.3.1 Change document orientation – portrait or landscape. Change

page size.

Page Size and Orientation

• This feature allows you to control the paper size and orientation of a page.
Here you can specify different sizes for your pages.

To select a page size for the paper you are printing to

• Select the Page Setup command from the File drop down menu.
• Ensure that the tab is selected so that the Paper folder is displayed and
select the paper size you wish to use from the Paper Size drop down list as
illustrated.

To set the page orientation

• To select the paper orientation, click on the Portrait or Landscape buttons
in the Orientation section.

3.3.3.2 Change margins of entire document, top, bottom, left, right.

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What are Page Margins?

• On any page, or in any position in a document, you can change the top,
bottom, right and left margins. You can change margin settings for the whole
document, for document pages from the position of the insertion point, or
even for a single paragraph of a single page.

To set margins using the Page Setup command

• From the File menu choose the Page Setup command, the Page Setup
dialog box is displayed. If it is not already displayed, select the Margins tab.

Top: To set the top margin.

Bottom: To set the bottom margin.
Left: To set the left-hand margin.
Right: To set the right-hand margin.
Gutter: To set the gutter margin width between pages to allow for binding
etc.

• 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.

Preview: To display the adjustments made to margins.

Mirror Margins: This check box option ensures margins are the same
between left and right pages.

Apply To: To apply the margin adjustments to the Whole Document or

Selected Text.

• To set the margins, choose OK or press Enter.

3.3.3.3 Insert, delete a page break in a document.

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To insert a hard (manual) page break

• Place the insertion point where you want to end one page and start another.
Press Ctrl+Enter. (If you are viewing the document in 'Normal' view, the
page break will look as illustrated below)

To delete a hard (manual) page break

• If you want to delete a hard page break, change to Normal View, place the
insertion point below the hard page break (the dotted line) and press
BACKSPACE.

3.3.3.4 Add, modify text in Headers, Footers.

What are Headers and Footers?

• Headers and Footers allow you to insert information at the top or bottom of
every page. This information normally consists of chapter headings, page
numbers etc. You can see header and footer information on your screen when
in Print Layout View and Print Preview, but not in Normal view.

To create a header or footer

• From the View menu, select the Header and Footer command. If necessary
Word automatically changes to Print Layout view and the Header and
Footer toolbar is displayed, as illustrated.

• Outlines of the Header and Footer text entry boxes appear at the top and
bottom of the page.

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• 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.

Shows the previous section header/footer (only useful where a document

is made up of multiple sections).

Shows the next section header/footer (only useful where a document is

made up of multiple sections).

Section headers/footers should be the same as the previous section, or

new.

Inserts page numbers into the header or footer.

Inserts the current date.

Inserts the current system time.

Opens the Page Setup dialog box.

Displays or hides document text.

Closes the toolbar.

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To modify a header or footer

• From the View menu, select the Header and Footer command. Edit the
text using the normal text editing techniques.

3.3.3.5 Add fields in Headers, Footers: date, page number information,

file location.

What are Word Fields?

• Fields are codes which can be inserted into a Word document to automate
your work in some way, or make the use of Word more effective. For
instance, you can use fields to automatically generate a table of contents at
the start of a long document, or use different fields to insert the current time
or date. In some cases you must consciously insert a field code, in other
cases Word automatically inserts a field code in the document for you.
• You will often need to open the Field dialog box, to really get the best effect
from using Fields. This is opened by selecting the Field command from the
Insert menu.

What is an automatically updating field?

• You can insert the date as 'hard text' or as a field. If you insert the date as
hard text, then the date once inserted will not update automatically if you
open or print the document at a later date. If the date is inserted as a field, it
looks normal on the screen and when printed, but will automatically update if
you open or print the document at a later date.

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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.

• Click on the OK button.

To insert a date which will not be automatically updated.

• 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.
• Make sure that the Update Automatically box is not checked.
• Click on the OK button.

To insert page numbering into a header or footer

• From the View 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 at the location where
you wish to insert the page number, and then click on the Insert Page
Number icon.

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Inserting numbering using the X of Y format

• Sometimes, when you are producing a long document you may want to use a
header in the format of say Page 1 of 6 (assuming you have a six page
document). To do this, 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, at the location where
you wish to insert the page numbering (using the X of Y format).
• Click on the Insert AutoText button within the toolbar. Select Page X of Y
and the page numbering will automatically be inserted for you, in the
required format.

To insert the date or time into a header or footer

• To insert the time, click on the Time icon.

To insert the author's name 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, at the location where
you wish to insert the Author’s name. Click on the Insert AutoText button
within the toolbar. Select Created by and the author's name (as stored
within Word) will automatically be inserted for you.

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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.

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To insert the file location

• From the View drop down menu, select the Header and Footer command
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 either Filename or
Filename and path, as required. Once saved this field will change to reflect
changes in either the filename or the storage location of the file.

3.3.3.6 Apply automatic page numbering to a document.

What is Page Numbering?

• This is an extremely useful feature which allows page numbers to be inserted
automatically, rather than manually. As you add or remove pages then the
page number, as displayed in your header, will change automatically.

To number pages within a document

• Choose the Page Numbers command from the Insert menu to display the
Page Numbers dialog box. To position your page number, you can choose
from the following options.

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

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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.

• To install the page numbers, click on the OK button or press Enter.

FOR USE AT THE LICENSED SITE(S) ONLY

3.4 Objects

3.4.1 Tables

What are Tables?

• This feature enables you to create tables in order to organise items in
columns and rows, instead of calculating tab settings. In many cases it is
better to organise your data within a table rather than using tab stops. The
advantage of using a table is that text will flow from one line to the next
within the table. Tables are much more flexible than Word columns, they are
easier to manipulate and are correctly displayed on-screen in Normal view
(unlike columns).

3.4.1.1 Create a table ready for text insertion.

To create a table using the Insert Table icon

• The quickest way to create a table is to use the Insert Table icon on the
Standard toolbar.
• Place the insertion point where you want the table to be inserted.
• Click on the Insert Table icon and drag the mouse over the grid to select
the number of rows and columns you require.

Entering data into a table

• Click on any cell and insert text. To move from cell to cell use the Tab key.

3.4.1.2 Insert, edit data in a table.

To insert data into a table

• Click within the cell where you wish to enter your data, and start typing.
Press the Tab key to move to the next cell within the table.

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To edit data within a table

• Click within the cell which contains the data which you wish to edit. Use the
normal word-processing editing techniques to edit the data within the cell.
Press the Tab key to move to the next cell within the table.

3.4.1.3 Select rows, columns, cells, entire table.

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.

3.4.1.4 Insert and delete rows and columns.

To insert a column or row into the table

• Select the column or row where you want to insert a new column or row.
• From the Table menu, select the Insert Columns or Insert Rows
command.

To delete a column or row within a table

• Select the column(s) or row(s) you want to delete and then from the Table
menu, choose Delete Columns or Delete Rows.

To insert rows or columns using toolbar icons.

• Select a row or column and then click on the icon in the Standard toolbar
which is normally used to insert a table. You will notice that the icon has been
renamed to Insert Row or Insert Column, depending on what you
selected.

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Tables and the Del key

• If you select a row or column and press the Del key, then only the data
contained within the selected area is deleted (i.e. not the row or column
itself).
• However if you select a few rows at the top or bottom of a table AND ALSO a
line above or below the table, then depressing the Del key will remove this
line PLUS the selected rows of the table.

FOR USE AT THE LICENSED SITE(S) ONLY

3.4.1.5 Modify column width, row height.

To specify row height

• Select a row.
• Click on the Table drop down menu select the Table Properties command.
The Row tab should be selected.
• Click on the Specify Height check box, and enter a value next to this.
• Click on the OK button to apply the change.

To specify column width (the long way)

• Select a column.
• Click on the Table drop down menu select the Table Properties command.
The Column tab should be selected.
• Click on the Preferred width check box, and enter a value next to this.
• Click on the OK button to apply the change.

To specify column width (the easy way)

• Move the mouse pointer to the vertical border, to the right of the column of
which you wish to change the width. You will notice that the mouse pointer
shape changes when you are pointing exactly at the vertical border. When
the mouse shape changes, depress the mouse button and drag to the left or
right to change the width of the column. When you release the mouse button
the change will be applied.

3.4.1.6 Modify cell border width, style and colour

To add a border to a table

• Click once within your table.
• Click on the Table drop down menu and then click on the Select command.
From the sub-menu displayed, click on Table. This will select the entire table
for you.

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• 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.

To specify a border width, style and colour.

• Click within the table of which you wish to charge the border width or style.
• Click on the Format drop down menu and select the Borders and Shading
command.
• If necessary, select the Borders tab of the dialog box.

• 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.

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• Select a colour as required from the Color section of the dialog box.
• Click on the OK button to apply your selections.

3.4.1.7 Add shading to cells.

To apply shading to cells within a table.

• Select particular cells within a table, or select the entire table.
• Click on the Format drop down menu and select the Borders and Shading
command.
• If necessary, select the Shading tab of the dialog box.

• Select the required colour, and then click on the OK button.

3.4.2 Pictures, Images and Charts

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Using pictures within Word

• Word is a graphical word-processor. This means that as well as allowing you
to type text into Word you can also insert pictures. These pictures may take
the form of clip art (a gallery of picture images which is supplied with Word),
graphs (charts) or even movies! Make the best of these features, they can
really brighten up your documents!

3.4.2.1 Insert a picture, an image, a chart into a document.

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.

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• If necessary use the scroll bars to display the required picture.

• Click on the picture which you wish to insert.

To insert a picture held as a file on your hard disk

• Click within your document at the location where you wish to insert the
picture.
• Click on the Insert drop down menu and select the Picture command.
• From the submenu displayed, select From File.

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• 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 insert a chart into a document

• Click at the location within the document where you wish to insert the chart.
• Click on the Insert drop down menu and select the Picture command. From
the submenu click on Chart.

• A chart will be inserted into the document.

FOR USE AT THE LICENSED SITE(S) ONLY

3.4.2.2 Select a picture, image, chart in a document.

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.

3.4.2.3 Duplicate a picture, image, chart within a document, between

open documents.

To copy a graphic within a document

• Select the graphic you wish to copy by clicking on it once.
• Click on the Edit drop down menu and select the Copy command.
• Click within the document at the location to where you wish to copy the
graphic.
• Click on the Edit drop down menu and select the Paste command.

To copy a graphic between open documents

• Select the graphic you wish to copy by clicking on it once.
• Click on the Edit drop down menu and select the Copy command.
• Switch to, or open the second document to which you wish to copy the
selected graphic.
• Click within the second document at the location to which you wish to copy
the graphic.
• Click on the Edit drop down menu and select the Paste command.

3.4.2.4 Move a picture, image, chart within a document, to another

document.

FOR USE AT THE LICENSED SITE(S) ONLY

To move a graphic within a document

• Select the graphic you wish to move by clicking on it once.
• Click on the Edit drop down menu and select the Cut command.
• Click within the document at the location to which you wish to move the
graphic.
• Click on the Edit drop down menu and select the Paste command.

To move a graphic between open documents

• Select the graphic you wish to move by clicking on it once.
• Click on the Edit drop down menu and select the Cut command.
• Switch to, or open the second document to which you wish to move the
selected graphic.
• Click within the second document at the location to which you wish to move
the graphic.
• Click on the Edit drop down menu and select the Paste command.

3.4.2.5 Resize a picture, image, chart.

To visually resize a graphic within a document using the mouse

• Select the graphic by clicking on it once.
• Move the mouse pointer to one corner of the selected graphic, until the
mouse pointer changes to a line at 45 degrees with an arrowhead at each
end.
• Depress the mouse button and drag to resize the image within the document.
• Release the mouse button.

To resize a graphic to an exact size

• Select the graphic by clicking on it once.
• Right click on the graphic to display a popup menu, and select the Format
Picture command (sometimes you may see a different command displayed
such as Format AutoShape)

FOR USE AT THE LICENSED SITE(S) ONLY

• 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.

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3.4.2.6 Delete a picture, image, chart.

To delete an image
• Click once on the image to select it.
• Press the Delete key.

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3.5 Mail Merge

3.5.1 Concept and Practice

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.

What is Mail Merging?

• The Mail Merge feature is used to insert variable data into a fixed format by
combining two files into one file. Two files need to be created before you can
merge them, these are the data file and the main document file. The variable
information, such as names and addresses, is stored in the data file ready to
merge into the main document file. The information which remains constant
and the field names are stored in the main document file, where each field
name relates to a field name in the data file. The data in the two files is
merged as a series of personalised letters or envelopes.

3.5.1.2 Open, prepare a main document for a mail merge by inserting

data fields.
PLEASE NOTE: The rest of this mail merge section is identical to the WORKBOOK
instructions, as it important to follow through these instructions to properly
understand them!

Creating a new main document and merging to a personalised letter

• Click on the New icon to create a new document.
• Click on the Tools drop down menu and select the Letters and Mailing
command.

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• From the submenu select Mail Merge Wizard.

• You need to select a document type, such as Letters.

• To continue, click on the Next link at the bottom-right on the screen.

• The next screen allows you to specify which letter to use as the main
document. In this case we will use the current document.

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• To continue, click on the Next link at the bottom-right on the screen.

• The next screen allows you to select a recipient. In this case we will use an
existing list.

• To continue, click on the Next link at the bottom-right on the screen.

• You can then select an existing data file using a dialog box, similar to that
illustrated below. You may have to change to a different folder. In this case
we have changed to the My Documents folder, and selected a file called
MAIL MERGE DATA.

• Once you have selected a data file, and clicked on the Open button, you may
see a dialog box, as illustrated below.

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• If everything appears to be in order, click on the OK button.

• To continue, click on the Next link at the bottom-right on the screen. The
next screen allows you to write your letter.

• Enter the following text to create a new letter, as illustrated.

There will be a meeting to discuss the new marketing strategy at 2 pm

next Tuesday. Please confirm that you can attend as soon as possible.

David Smith
Head of Marketing

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• 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).

FOR USE AT THE LICENSED SITE(S) ONLY

• Click on More Items once again.

• Click on firstname and then click on the Insert button. Click on the Close
button.
• Press the spacebar (to insert a space).

• Click on More Items once again.

• Click on secondname and then click on the Insert button. Click on the
Close button.
• Press the return key (to insert a paragraph space).

• Click on More Items once again.

• Click on Department and then click on the Insert button. Click on the Close
button.

• Press the return key (to insert a paragraph space) and the document should
now look like this.

• Click on the Next link to continue.

• 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.

• Click on the Next link to continue.

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• 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.

• Click All and then click on the OK button.

• You will then see the following. A new document containing all the letters.

• 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.

FOR USE AT THE LICENSED SITE(S) ONLY

• Close all open documents without saving your changes.

3.5.1.3 Open, prepare a mailing list, other data file, for use in a mail
merge.

Creating a mailing list, data file.

• Create a new document
• Insert a table containing 4 columns and 7 rows Use the Insert Table icon).

• Enter the following data into the table.

• Click within the table.

• Click on the Table drop down menu and select the Convert command. From
the submenu displayed, select Table to Text. In the dialog box displayed,
select Tabs, and click on the OK button. This will convert the table to a
format, where the data fields are separated by tabs. This type of format is
called a tab delimited format (delimited means separated).

• 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.

FOR USE AT THE LICENSED SITE(S) ONLY

3.5.1.4 Merge a mailing list with a letter, label document.

Mail merging to labels

• In the section 3.5.1.2, we mail merged to a letter. If you wish to mail merge
to a label, the process is largely the same, except that in the first Mail Marge
Helper screen, you need to select Mailing Labels, rather than Form
Letters. Later in the merge process you will be asked to select the type of
label required, as illustrated. For practice we will perform this mail merge
step-by-step.

• Close any documents which may be open.

• Click on the New icon to create a new document.
• Click on the Tools drop down menu and select the Letters and Mailings
command.
• From the submenu select Mail Merge Wizard.

• MAIL MERGE STEP 1 OF 6: - SELECT DOCUMENT TYPE

You need to select a document type, such as Labels.

FOR USE AT THE LICENSED SITE(S) ONLY

• To continue, click on the Next link at the bottom-right on the screen.

• MAIL MERGE STEP 2 OF 6: - SELECT STARTING DOCUMENT

The next screen allows you to specify the starting document. In this case we
will use the current document by selecting the Change document layout
option.

• MAIL MERGE STEP 2 OF 6: - CHANGE DOCUMENT LAYOUT

In the Change Document Layout section of the Task Pane, click on the
Label options link. This will display the Label Options dialog box.

• In the Label products section use the drop down arrow to the right to select
the manufacturer of the labels which you are using.

FOR USE AT THE LICENSED SITE(S) ONLY

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 OK button to close the Label Options dialog box.

• When you close the dialog box, you will see a representation of the labels on
your screen, as illustrated below.

FOR USE AT THE LICENSED SITE(S) ONLY

• To continue, click on the Next link at the bottom-right on the screen.

• MAIL MERGE STEP 3 OF 6: - SELECT RECIPIENTS

Within the Section recipients section of the task pane, you can select a
recipient. In this case we will use an existing list.

• MAIL MERGE STEP 3 OF 6: - USE AN EXISTING LIST

Within the Use an existing list section of the task pane, click on the
Browse icon which will display a dialog box. In this case select a file called
MAIL MERGE DATA, as illustrated.

FOR USE AT THE LICENSED SITE(S) ONLY

• Click on the Open button and a new dialog box will be displayed as illustrated
below.

• In this case click on the OK button to continue.

• To continue, click on the Next link at the bottom-right on the screen.

• MAIL MERGE STEP 4 OF 6: - ARRANGE YOUR LABELS

You will see the following displayed in the Task Pane.

FOR USE AT THE LICENSED SITE(S) ONLY

• 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 first item, i.e. Title.

• Click on the Insert button, and then click on the Close button.
• Press the spacebar to insert a space.

• Click on the More Items link to reopen the dialog box.

• Click on the second item, i.e. Firstname.
• Click on the Insert button, and then click on the Close button.
• Press the spacebar to insert a space.

• Click on the More Items link to reopen the dialog box.

• Click on the third item, i.e. Secondname.
• Click on the Insert button, and then click on the Close button.
• Press the Return key to insert a paragraph.

• Click on the More Items link to reopen the dialog box.

• Click on the last item, i.e. Department.
• Click on the Insert button, and then click on the Close button.
• The first label should now look like this.

• MAIL MERGE STEP 4 OF 6: - REPLICATE LABELS

In the lower part of the task pane you will see the following:

• Click on the Update all labels button and you will see the following.

FOR USE AT THE LICENSED SITE(S) ONLY

• To continue, click on the Next link at the bottom-right on the screen.

• MAIL MERGE STEP 5 OF 6: - PREVIEW YOUR LABELS

You will following displayed within the task pane.

• You can click on the right pointing arrow to preview the labels. In this case
we will click on the Next link to continue.

• MAIL MERGE STEP 6 OF 6: - PREVIEW YOUR LABELS

You will see the following displayed within the Task Pane.

FOR USE AT THE LICENSED SITE(S) ONLY

• 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.

• A new document will be created, as illustrated below.

• Save this file and call the file MY MERGED LABELS.

• Close any other open files, without saving any changes.

FOR USE AT THE LICENSED SITE(S) ONLY

3.6 Prepare Outputs

3.6.1 Preparation

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.

Manually check your documents!

• Always proof read your documents prior to sending them to customers! I
once had a letter sent to me (addressed to Cheltenham Computor Training),
from a very large insurance company and signed personally by their head of
IT training, stating that they had no need of our word processing courses.
They spelt the second word in the letter i.e. computer incorrectly. Personally
I think they needed the training!

Also visually check that the document looks good. Use the Print Preview
facility.

3.6.1.2 Spell-check a document and make changes such as correcting

spelling errors, deleting repeated words.

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.

To immediately correct a word you have incorrectly spelt

• TIP: If you enter an incorrectly spelt word and wish to correct it immediately,
then as soon as the red underlining is displayed, right click on the word and a
pop-up dialog box will be displayed suggesting alternative, correctly spelt
words. In the example, “Words” was incorrectly entered as “Woords”.

FOR USE AT THE LICENSED SITE(S) ONLY

To disable automatic spell checking

• Click on the Tools drop down menu and select the Options command.
• Click on the Spelling & Grammar tab.
• Remove the check next to Check spelling as you type.

To check spelling in a document

• Place the insertion point where you want the spell check to begin, or select
the text you wish to check. Click on the Spelling icon in the Standard
toolbar to display the Spelling and Grammar dialog box. The first
unmatched word will be displayed in the Not in Dictionary text box. You can
select one of the following actions:

• Ignore: Leaves the word as it is.

Ignore All: Will not change any further occurrences of the word.

Add: Adds the word to the dictionary.

Change: Will change the word to the suggested word.

Change All: Changes all further occurrences of the word to the suggested
word.

AutoCorrect: Enables the AutoCorrect feature for further occurrences.

• Cancel: Exits the Spell check.

Dictionary Language: Allows you to select the language used for spell
checking.

Undo: Will undo the previous correction.

Suggestions: A list of suggested corrections is displayed.

Options: Enables you to change the Spell Checking options.

Delete: Deletes a duplicated occurrence of a word, such as “the the”.

FOR USE AT THE LICENSED SITE(S) ONLY

3.6.1.3 Add words to a built-in custom dictionary.

To add a word to the custom dictionary

• If a word is displayed as an unknown word within the Spell Checker dialog
box, then if you are sure that this word is spelt correctly you can add the
word to the ‘custom dictionary’ This means that this word will in future be
recognised by the spell checking programs, and will not be displayed as an
unknown word when you re-run the spell checking program. Examples would
include people’s names or company names. Click on the Add to dictionary
button to add the word to the dictionary.

FOR USE AT THE LICENSED SITE(S) ONLY

3.6.1.4 Preview a document.

Always proof read before and after printing

• Use the spell checker prior to printing.
• Check your document in Print Preview prior to printing.
• Read through your document after printing, before sending it to your
customers!

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.

• The Print Preview Toolbar Icons

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.

FOR USE AT THE LICENSED SITE(S) ONLY

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.

To specify what to print

• Click on the File drop down menu and select the Print command.

Make changes as required within the Page range section of the dialog box.

To print the entire document, click on All.

FOR USE AT THE LICENSED SITE(S) ONLY

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

To specify the number of copies required

• Click on the File drop down menu and select the Print command. Enter the
number of copies required within the Copies section of the dialog box

Why print to disk (as a print file)?

• This is useful when the printer is not available and you wish to print to disk
for copying to a printer at a later date!

To print a document to a file

• Click on the File drop down menu and select the Print command. Within the
Printer section of the dialog box select the Print to file option.

• A dialog box will then be displayed in which you can specify a file name and
storage location.

3.6.2.2 Print a document from an installed printer using defined options,

default settings.

Printing within Word

• Word requires a Windows printer driver to be installed which matches the
printer you are currently using. All Windows programs share this same printer

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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.

To print to the default printer

• Click on the Print icon.

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APPENDIX 1 - Useful Keyboard Shortcuts

Useful Keyboard Shortcuts

CTRL+N Create a new document

CTRL+O Open an existing document
CTRL+W Close the document
CTRL+S Save the document

CTRL+B Apply bold formatting

CTRL+U Apply underline formatting
CTRL+I Apply italic formatting

CTRL+B Apply bold formatting

CTRL+I Apply italic formatting
CTRL+U Apply underline formatting

CTRL+C Copy the selected item to the Clipboard

CTRL+X Cut the selected item to the Clipboard
CTRL+V Paste item form the Clipboard

CTRL+Z Undo the last action

CTRL+Y Redo the last action

CTRL+F Display the Find dialog box

CTRL+H Display the Replace dialog box

CTRL+P Print the document

Useful Function Keys

F1 Display the Office Assistant

F3 Insert an AutoText item
F5 Display the 'Find and Replace' dialog box
F7 Start the Spell checker
F9 Update selected Word fields
F10 Activate the menu bar
F11 Go to the next field
F12 Display the 'Save As' dialog box

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