INTRODUCTION TO OFFICE PRODUCTIVITY

Historical Milestone/ Development of Microsoft Office

When it comes to office automation, the first thing that comes to mind is Microsoft Office. One cannot imagine
a Windows-based computer without a local copy of Word, Excel and PowerPoint. The future may hold the key
to cloud based apps, but as of now, a pretty large chunk of Microsoft users is still dependent on local
installations.
The evolution of office automation is tied to the evolution of Microsoft Office as the latter remained and stays
ahead in offering the latest features that enhance and support the functions required by the ever-changing
needs of business houses worldwide.

The History of MICROSOFT OFFICE 1990 - 2013

Microsoft Word For MS-DOS – Pre Windows Era
The history of MS Office starts officially
from November 19 1990 when Office for
Windows (also called MS Office 1.0) came out
for use with Windows 2.0. Prior to Office 1.0, the
basic elements of the package were still
available as separate programs but for MS-
DOS. The primary input devices for pre Windows
Microsoft Word were keyboards. Mouse was a
luxury not used by many. Though they have
many good features, formatting and printing
requires good expertise. You can still download
one of the DOS based Word from the Internet -
but I won’t recommend any site as I don’t
know if they would be clean.

Year 1990 – Microsoft Office for Windows (Office 1.0)

November 19, 1990, Microsoft Office for Windows is released otherwise known as "Office 1.0". Office 1.0 contains
Word 1.1, Excel 2.0 and PowerPoint 2.0. In the same year as this release, Microsoft becomes the first company
to exceed $1billion in sales in one year.

The above image is an advert from Microsoft for the first ever Office suite (Office 1.0 for Windows 2.0) in
“Electronics”.

A look at the interface of MS Word 1.1

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Year 1991 – MS Office 1.5 – Improved Excel (with Word 1.1 & PowerPoint 2.0)

August 30 Year 1992 – MS Office 3.0 for Windows (Office 92 on CD-ROM)

Contains – Word 2.0; Excel 4.0A and PowerPoint 4.0. Do note that the version numbers are not consistent; they
were made consistent only after Office 95 that we’ll check out below.

Splash Screen Of Excel 4.0A

June 02 Year 1994 – Office 4.0 For Windows

There was one small upgrade for Excel between Office 3.0 and Office 4.0 and the same was continued in
Office 4.0. Microsoft Office 4.3 is released featuring Word 6.0, Excel 5.0, PowerPoint 4.0 and Mail 3.2, plus
Access 2.0 in the Pro version.

August 30 Year 1995 – Office 7.5 or Office 95

Office 95 is released, coinciding with the release of Windows 95 operating system. Works only on Windows 95,
NT 3.51 or higher. This is the first Office version to have the same version number for all major component
products. It was Word 95, Excel 95 and Presentation 95.

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December 30, 1997

January 07, 1999

Office 97 released, featuring Word 97, Excel 97, PowerPoint 97 and Mail 97. Office 97 was published on a CD-
ROM as well as on a set of three and a half inch floppy disks. It became Y2K safe with the service release 2.

Office 2000 is released, featuring Word, PowerPoint and Excel 2000. This was the latest version to support
Windows 95, and the last Office version that didn't include Product Activation and was not covered by Office
Genuine Advantage
May 31, 2001

Office XP is released, featuring Word, Excel and PowerPoint 2002. This is the last version to support Windows 98,
Windows Me and Windows NT 4.0. It also features improved support for working in restricted accounts in
Windows 2000 / XP.

November 17, 2003

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Office 2003 is released featuring Word, PowerPoint and Excel 2003. This is the last version to support Windows
2000 and the first Microsoft Office to introduce Windows XP style icons, which would be common in future
editions of Office.

January 07, 2007

Office 2007 is released featuring 2007 versions of Word, Excel and PowerPoint. Office 2007 is broadly released
alongside Windows Vista and contains an entirely new graphical user interface, referred to as the Fluent User
Interface.

June 15, 2010

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Office 2010 is released, featuring user interface updates, extended file format support and a changed user
experience. It's the first version to ship in both 32 and 64 bits and is the debut of free online versions of Word,
Excel and PowerPoint.
Released in 2012

Microsoft Office 365 offers secure, anywhere access to email and calendars, Office Web Apps, instant
messaging, conference and file sharing. Office 365 is a cloud based application, making it easy to
communicate, create and share in the cloud.

January 29, 2013

A new, cleaned up interface, a radical pricing model and seamless Office SkyDrive integration are the key
features in Office 2013.
What do you get in the different versions of Office 2013?

Home & Business Standard Professional Professional Plus

Word Word Word Word

Excel Excel Excel Excel
PowerPoint PowerPoint PowerPoint PowerPoint
OneNote OneNote OneNote OneNote
Outlook Outlook Outlook Outlook
Publisher Publisher Publisher
Access Access
InfoPath
Lync

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Microsoft Office 2016 (codenamed Office 16) is a version of the Microsoft Office productivity suite, succeeding
both Office 2013 and Office for Mac 2011. It was released on OS X on 9 July 2015 and on Microsoft Windows on
22 September 2015 for Office 365 subscribers. Mainstream support ends on 13 October 2020, and extended
support ends on 14 October 2025, the same time as Windows 10. The perpetually licensed version of OS X and
Windows was released on 22 September 2015.

Microsoft made massive changes in Office 2016 for Windows but has hidden most of the changes
beneath a reassuringly familiar-looking surface. With the new version, the world's most-powerful and
widely used office application suite leaves its online and desktop -based competition even further in
the dust, especially in its convenient and deeply integrated collaboration features.

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New features in the Windows release include the ability to create, open, edit, and save files in the cloud
straight from the desktop, a new search tool for commands available
in Word, PowerPoint, Excel and Outlook named "Tell Me", more "Send As" options in Word and PowerPoint, and
co-authoring in real time with users connected to Office Online. Other smaller features include Insights, a
feature powered by Bing to provide contextual information from the web, a Designer sidebar in PowerPoint to
optimize the layout of slides, new chart types and templates in Excel (such as tree map, sunburst chart (also
known as a ring chart), waterfall chart, box plot and histogram, and financial and calendar templates), new
animations in PowerPoint (such as the Morph transition), the ability to insert online video in OneNote, and
a data loss prevention feature in Word, Excel, and PowerPoint.[14][15]
Microsoft Office 2016 cannot coexist with Microsoft Office 2013 apps, but it can coexist with earlier versions of
Microsoft Office, such as 2003, 2007, and 2010. Microsoft offers to freely replace these older 2013 versions with
an updated version.

Traditional editions
As with previous versions, Office 2016 is made available in several distinct editions aimed towards different
markets. All traditional editions of Microsoft Office 2016 contain Word, Excel, PowerPoint and OneNote and are
licensed for use on one computer.
Five traditional editions of Office 2016 were released for Windows:

 Home & Student: This retail suite includes the core applications only.
 Home & Business: This retail suite includes the core applications and Outlook.
 Standard: This suite, only available through volume licensing channels, includes the core applications, as
well as Outlook and Publisher.
 Professional: This retail suite includes the core applications, as well as Outlook, Publisher and Access.
 Professional Plus: This suite, only available through volume licensing channels, includes the core
applications, as well as Outlook, Publisher, Access and Skype for Business.

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Productivity Software’s

The term is usually used as a category of applications dedicated to helping accomplish specific jobs
such as documents, presentations, spreadsheets, databases, charts and graphs, create digital paintings,
electronic music, make digital movies, etcetera. Usually the most common productivity applications are, in
order of importance: word processing programs, that are used to create digital or printed text documents,
immediately followed by spreadsheet applications that can be used to create charts of complex iterative
calculations, and databases that are used to manage large amounts of data.

Productivity software could run on a computer directly or the software could run hosted into
an operating system. Productivity software is one of the reasons people use computers. Productivity software
helps the professional or common user to enhance and complete their tasks. There is no computer or operating
system that lacks of some sort of productivity software of any kind. Productivity software programs are usually
offered bundled in productivity suites which allow interaction among the individual suite components in a
superior fashion than the operating system alone allows.

LESSON I. MS OFFICE [Word Processing Application]

1. Introduction to Word Processing Application
Students are now becoming more conscious of the advantages of using computers in creating
documents. The ease and speed of doing reports on computers have also increased the productivity of
employees in the workplace. Before the advent of computers, typewriters were the important tools of writers.
But a manual typewriter is cumbersome to use. When a mistake is done, the writer has to retype the entire
page. However, many people have yet to learn how to use computers in creating documents because they
think that learning is difficult.

With our technology becoming more advance, there will come a time when people would do away
anything other than electronic gadgets and equipment to aid man’s work. Thus, it is important for you to learn
how to use the proper tools to aid you in the course of your learning.

Microsoft Office Word

Microsoft Office Word 2007 helps you produce professional-looking documents by providing a
comprehensive set of tools for creating and formatting your document in a new interface. Rich review,
commenting, and comparison capabilities help you quickly gather and manage feedback from colleagues.
Advanced data integration ensures that documents stay connected to important sources of business

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information.

MS Word also a processing program used to create, format, save and print letters, reports, newsletters,
manuscripts, signs, certificates and other documents. Using MS Word 2007 you create professional-looking
documents and provide editing and reviewing tools for creating polished documents more easily than ever
before.

Some Advantages of Using Word Processing

Spend more time writing, less time formatting
A new, results-oriented interface presents tools to you when you need them, in a clear and organized fashion:
 Save time and get more out of the powerful Word capabilities by selecting from galleries of
predefined styles, table formats, list formats, graphical effects, and more.
 Word eliminates the guesswork when you apply formatting to your document. The galleries of
formatting choices give you a live visual preview of the formatting in your document before
you commit to making a change.

Add preformatted elements with just a few clicks

Office Word 2007 introduces building blocks for adding preformatted content to your documents:

 When you are working on a document from a particular template type, such as a report, you can
select from a gallery of preformatted cover pages, pull quotes, and headers and footers to make
your document look more polished.
 If you want to customize the preformatted content, or if your organization often uses the same
piece of content, such as legal disclaimer text or customer contact information, you can create
your own building blocks that you select from the gallery with a single click.
Communicate more effectively with high-impact graphics
New charting and diagramming features include three-dimensional shapes, transparency, drop
shadows, and other effects.
Instantly apply a new look and feel to your documents

When your company updates its look, you can instantly follow suit in your documents. By using Quick
Styles and Document Themes, you can quickly change the appearance of text, tables, and graphics
throughout your document to match your preferred style or color scheme.

Easily avoid spelling errors

Share documents confidently

When you send a draft of a document to your colleagues for their input, Office Word 2007 helps you
efficiently collect and manage their revisions and comments. When you are ready to publish the document,
Office Word 2007 helps you ensure that any unresolved revisions and comments aren't still lurking in the
published document.
Quickly compare two versions of a document
Office Word 2007 makes it easy to find out what changes were made to a document. When you
compare and combine documents, you can see both versions of the document — with the deleted, inserted,
and moved text clearly marked in a third version of the document.
Add a digital signature or signature line to your documents
You can help provide assurance as to the authenticity, integrity, and origin of your document by
adding a digital signature to the document. In Office Word 2007 you can either add an invisible digital
signature to a document, or you can insert a Microsoft Office Signature Line to capture a visible
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representation of a signature along with a digital signature.

The ability to capture digital signatures by using signature lines in Office documents makes it possible
for organizations to use paperless signing processes for documents like contracts or other agreements. Unlike
signatures on paper, digital signatures provide a record of exactly what was signed and they allow the
signature to be verified in the future.

Convert your Word documents to PDF or XPS

Office Word 2007 supports exporting your file to the following formats:
Portable Document Format (PDF) is a fixed-layout electronic file format that preserves document
formatting and enables file sharing. The PDF format ensures that when the file is viewed online or
printed, it retains exactly the format that you intended, and that data in the file cannot be easily
changed. The PDF format is also useful for documents that will be reproduced by using commercial
printing methods.
XML Paper Specification (XPS) is an electronic file format that preserves document formatting and
enables file sharing. The XPS format ensures that when the file is viewed online or printed, it retains
exactly the format that you intended, and that data in the file cannot be easily changed.

Starting the Word Processing Program

Using Start Button:

1. Click the Start button;

2. Point to All Programs;
3. Point to Microsoft Office 2013;
4. Click on Microsoft Office Word 2007/2010/2013.
Using Desktop Shortcut:
1. Right click the Microsoft Office Word 2013;
2. Click Open.
Or
1. Double click the icon of Microsoft Office Word 2013;
Using Run Command:

1. Click the Start button;

2. Point to All Programs;
3. Click Accessories;
4. Click Run and type winword then enter.

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 Microsoft Word 2013 Environment
10
2 3

1
a

Ref: Office Productivity by Jemma

Development Group
b c 5 Using MS Office 2007

1 File Button
Insertion Point/ 2 Quick Access Toolbar 6
Cursor 3 Title Bar
4 Ribbon
a. Tabs
b. Groups
7 c. Commands
5 Dialog Box Launcher
6 Scroll Bar
7 Document Area
8 Status Bar
9 View Buttons
10 Control Buttons

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MS Word Screen Elements
Part Description
1 Office Button It provides access to the only menu in Office 2007/2010/2013. When you click this
button it shows the following menus:
New, Open, Save, Save As, Print, Prepare, Send, Publish and Close.
2 Quick Access Toolbar It provides access to the most/frequently used word commands. You can display
or hide icons.
3 Title Bar It shows the open program and the name of the open file.
It contains the commands organize in three components:
4 Ribbon a. Tabs – represents the activities you perform and contain related groups;
b. Groups – organize related commands. Group name appear below the
group ribbon;
c. Commands – appear within each group.
Is an area that displays commands organized in groups and tabs. The Ribbon
replaces the menus and toolbars found in previous versions of Word.
5 Dialog Box Launcher It opens a dialog box or task pane that provides more options.
6 Scroll Bar It moves the document vertically.
7 Document Area This is where you type your text. The insertion point represents the location where
your text will appear.
8 Status Bar It displays the document information such as the number of the page on which
the insertion point appears the total number of pages, the proofing errors
indicator and the view buttons.
9 View Buttons They display the buttons such as Print Layout, Full Screen Reading, Web Layout,
Outline and Draft.
10 Control Buttons They minimize, maximize, restore and close the window.

Working with Ribbons

The Ribbon is the panel at the top portion of the document. It has seven tabs which are Home Tab,
Insert Tab, Page Layout Tab, References Tab, Mailings Tab, Review Tab, View Tab, Acrobat and Format. These
tabs contain commands and tools which are grouped according to their function. Format tab is additional
tabs will show when you are working on pictures, Clip Arts, WordArt, text boxes and shapes.
Commands

Tool button or icon

Tool Name and

function
Group

Group name

When you move the mouse pointer over each command or tool, it will display the pop-up name and function
of the command.

Command tabs: Appears by default whenever you open a Microsoft Office. You click on the tab to view its
commands.
Contextual tabs: Appear when you perform a specific task and offer commands only to that task. For example,
if you insert a picture you will see a Picture Tools tab.
Group: To help you find commands easier they are arranged into groups of related commands.
Gallery: A gallery is a set of thumbnail pictures that show the result of applying a set of formatting commands.

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Help Button: When you click this the help window appears.

File Tab

Home Tab

This tab displays the related commands which are grouped as Clipboard, Font, Paragraph, Styles
and Editing.

Insert Tab

This tab displays the related commands which are grouped as Pages, Tables, Illustrations, Apps,
Media, Links, Comments, Header and Footer, Text and Symbols.

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Design Tab
This tab displays the related commands which are grouped as Document Formatting and Page Background.

Page Layout Tab

This tab displays the related commands which are grouped as Page Setup, Paragraph and Arrange.

Margins: allows you to change the margins of your document

Size: allows you to change the size of your page.
Columns: helps to create columns in your document.
Breaks: allows you to change the margins of your document. Line numbers: adds line numbers in the margins
alongside of each line of the document. Hyphenation: turns on hyphenation – which allows words to be
broken between syllables of words.
Page Background group: contains commands to add a watermark, add page color and boarders.

References Tab
This tab displays the related commands which are grouped as Table of Contents, Footnotes, Citations and
Bibliography, Caption, Index and Table of Authorities

MAILINGS TAB
This tab displays the related commands which are grouped as Create, Start Mail Merge, Write and Insert
Fields, Preview Results and Finish.

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REVIEW TAB
This tab displays the related commands which are grouped as Proofing, Language, Comments, Tracking,
Changes, Compare and Protect.

Spelling and Grammar: checks the spelling and grammar in your document.
Research: opens the research pane to search through reference materials, such as dictionaries,
encyclopedias and translation services.
Thesaurus: gives you a selection of different words that have the same meaning of the word you have
selected.
Translate: translates selected text into a different language.

VIEW TAB
This tab displays the related commands which are grouped as Document Views, Show/Hide, Zoom, Windows
and Macros.

Ruler: shows or hides the ruler at the top and left side of your screen. You would use this to line up objects in
your document.

FORMAT TAB

a. (Formatting Shapes)
This tab displays the related commands which are grouped as Insert Shapes, Shape Style, Shadow Effects, 3-
D Effects, Arrange and Size.

b. (Formatting Picture/Clip Arts)

This tab displays the related commands which are grouped as Adjust, Picture Styles, Arrange and Size.

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c. (Formatting Word Arts)
This tab displays the related commands which are grouped as Adjust, Picture Styles, Arrange and Size.

DESIGN TAB

This tab displays the related commands which are grouped as Table Style options, Table Style and Borders

LAYOUT TAB

This tab displays the related commands which are grouped as Table, Draw, Rows and Columns, Merge, Cell
Size, Alignment and Data.

Dialog Box Is an on-screen form that you fill up to tell MS Word how to complete a command

Shortcut Commands

Below is a listing of most of the major shortcut keys in Microsoft Word. See thecomputer shortcut
page if you are looking for a list of shortcut keys used in other programs. Please be aware that
some of these shortcuts may not work in all versions of Microsoft Word.
Note: If the device you are using does not have Function keys (F1-F12) on its keyboard, like
a Chromebook, certain shortcuts will be unavailable to you.

Shortcut Description
Ctrl + 0 Toggles 6pts of spacing before a paragraph.
Ctrl + A Select all contents of the page.
Ctrl + B Bold highlighted selection.
Ctrl + C Copy selected text.
Ctrl + D Open the font preferences window.
Ctrl + E Aligns the line or selected text to the center of the screen.
Ctrl + F Open find box.
Ctrl + I Italic highlighted selection.
Ctrl + J Aligns the selected text or line to justify the screen.
Ctrl + K Insert link.
Ctrl + L Aligns the line or selected text to the left of the screen.
Ctrl + M Indent the paragraph.
Ctrl + P Open the print window.
Ctrl + R Aligns the line or selected text to the right of the screen.

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Ctrl + S Save the open document. Just like Shift + F12.
Ctrl + T Create a hanging indent.
Ctrl + U Underline the selected text.
Ctrl + V Paste.
Ctrl + X Cut selected text.
Ctrl + Y Redo the last action performed.
Ctrl + Z Undo last action.
Ctrl + Shift + L Quickly create a bullet point.
Ctrl + Shift + F Change the font.
Ctrl + Shift + > Increase selected font +1pts up to 12pt and then increase font +2pts.
Ctrl + ] Increase selected font +1pts.
Ctrl + Shift + < Decrease selected font -1pts if 12pt or lower; if above 12, decreases
font by +2pt.
Ctrl + [ Decrease selected font -1pts.
Ctrl + / + c Insert a cent sign (¢).
Ctrl + ' + <char> Insert a character with an accent (grave) mark, where <char> is the
character you want. For example, if you wanted an accented è you
would use Ctrl + ' + e as your shortcut key. To reverse the accent mark
use the opposite accent mark, often on the tilde key.
Ctrl + Shift + * View or hide non printing characters.
Ctrl + <left arrow> Moves one word to the left.
Ctrl + <right arrow> Moves one word to the right.
Ctrl + <up arrow> Moves to the beginning of the line or paragraph.
Ctrl + <down arrow> Moves to the end of the paragraph.
Ctrl + Del Deletes word to right of cursor.
Ctrl + Backspace Deletes word to left of cursor.
Ctrl + End Moves the cursor to the end of the document.
Ctrl + Home Moves the cursor to the beginning of the document.
Ctrl + Spacebar Reset highlighted text to the default font.
Ctrl + 1 Single-space lines.
Ctrl + 2 Double-space lines.
Ctrl + 5 1.5-line spacing.
Ctrl + Alt + 1 Changes text to heading 1.
Ctrl + Alt + 2 Changes text to heading 2.
Ctrl + Alt + 3 Changes text to heading 3.
Alt + Ctrl + F2 Open new document.
Ctrl + F1 Open the Task Pane.
Ctrl + F2 Display the print preview.
Ctrl + Shift + > Increases the selected text size by one.
Ctrl + Shift + < Decreases the selected text size by one.
Ctrl + Shift + F6 Switches to another open Microsoft Word document.
Ctrl + Shift + F12 Prints the document.
F1 Open Help.
F4 Repeat the last action performed (Word 2000+)
F5 Open the Find, Replace, and Go To window in Microsoft Word.
F7 Spellcheck and grammar check selected text or document.
F12 Save As.
Shift + F3 Change the text in Microsoft Word from uppercase to lowercase or a
capital letter at the beginning of every word.

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 Shift + F7 Runs a Thesaurus check on the selected word.
Shift + F12 Save the open document. Just like Ctrl + S.
Shift + Enter Create a soft break instead of a new paragraph.
Shift + Insert Paste.
Shift + Alt + D Insert the current date.
Shift + Alt + T Insert the current time.

In addition to keyboard shortcuts, users can also utilize their mouse to perform some common
actions. The following section contains examples of mouse shortcuts.

Mouse shortcuts Description

Click, hold, and drag Selects text from where you click and hold to the point you drag and
let go.
Double-click If double-clicking a word, selects the complete word.
Double-click Double-clicking on the left, center, or right of a blank line makes the
alignment of the text left, center, or right aligned.
Double-click Double-clicking anywhere after text on a line will set a tab stop.
Triple-click Selects the line or paragraph of the text that the mouse triple-clicked
on.
Ctrl + Mouse wheel Zooms in and out of document.

Keyboard Key

Backspace key - deletes one character to the left of the cursor.

Caps Lock key - will result in everything you type being in uppercase. Press it again to turn it off.
Control and Alt keys -- are used in combination with other keys as shortcuts to activate commands.
Delete key - deletes one character to the right of the cursor.
Enter key - move to the next line in word processing, as a "return" key would do.
Function keys - perform shortcuts in programs, their command differs in each program. F1 usually is used for
Help.
Number pad and Num Lock - when the Number Lock key is pressed all the keys in the number pad are
activated
and you can use it to easily type numbers and mathematical processes.
Shift key - as with a typewriter it allows you to type uppercase letters or the symbols or other characters
shown
on the top portion of the keys.
Space bar - inserts one space between characters.
Tab key – Moves the cursor in one half-inch increments.

Using the Mouse

Click, hold, and drag Selects a specified area

Double click a word selects a whole word.
Triple Click Selects a whole paragraph
Single Click Arrow Selects the line you clicked on
Double Click Arrow Selects a paragraph.
Triple Click Selects the entire document

Using the Keyboard

Control + a Selects the entire document

Shift + ← Selects one character to the left
Shift + → Selects one character to the right

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 Shift + ↑ Selects one line up
Shift + ↓ Selects one line down
Shift + Home Selects to the beginning of the line
Shift + End Selects to the end of the line
Control + Shift +End Selects to the end of the document

Working with Mini Toolbar and Context Menus

When you move your mouse over the selected text a mini toolbar will appear. When you right click on the
text, a context menu will appear. You can use the mini toolbar and context menu to format text without
going to the Home tab.
Five (5) way to Delete a Text
As you typing or modifying your document, you may find that you have to change your typed text.
1. Point the mouse pointer at the end of the text or sentence you want removed, then press the
Backspace on the keyboard.
2. Place the mouse pointer at the beginning of the text or sentence you want removed and press
Delete.

3. Drag the mouse pointer in order to highlight the text or sentence you want removed and press
Backspace.
4. Double-click the text to highlight the word, then press Delete or Backspace.
5. Triple clicks the text to highlight the sentence, then press Delete or Backspace.
Moving Around the Document
You can move around the document by pressing the arrow keys on the keyboard.
Key Function

Up arrow Goes up one line in the document

Down arrow Goes down one line in the document
Left arrow Goes to the left of the document
Right arrow Goes to the right of the document
You can also move around the document using the special keys on the keyboard.
Key Function
Page up Goes up one page in the document
Page down Goes down one page in the document
Home Goes to the beginning of the line
End Goes to the end of the line
Ctrl + Home Goes to the beginning of the document
Ctrl + End Goes to the end of the document
You can also scroll down the pages of your document by clicking and dragging the mouse on the scroll
bars.
You can also use the Enter key to go down the document or to add blank lines.
Viewing the Document
There are many ways that you can view your document. It is important to know the different views so that
you will know what view to use to perform your tasks easily and efficiently.
1. Click the document Views Shortcuts at the bottom of the screen.
2. Click the view Tab on the ribbon.
3. Click on the document view you prefer.

A. Print Layout. Is a view of the document as it would appear when printed. It includes all tables, text,
graphics, and images.
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 B. Full Screen Reading. This is a full view length of a document. Good for viewing two pages at a time.
C. Web Layout. View of the document as it would appear in a web browser.
D. Outline. Is an outline view of the document in the form of bullets.
E. Draft. This view does not display pictures or layouts, just text.
Kinds of Views
1. Print Layout. The default and normal view of the document showing the Ribbon and quick Access
Toolbar.
2. Full Screen Reading. Is a full view of the document hiding the Ribbon but showing the Quick Access
Toolbar.
3. Zoom. Allows you to increase or reduce the view of the document. Zoo m command can be
accessed from the Zoom group on the ribbon or from the Zoom slider.
4. Page Break Preview. Is a view showing where page breaks are located.
5. Print Preview. Shows how the document will look on printed paper. You can access the Print Preview
on the Quick Access toolbar.
6. Split. Allows you to view top most part of the screen while viewing the other parts of a large
document. You can access the Split command on the view tab windows group.
7. Minimize. Reduces the document to a button size icon at the bottom of the window.
8. Restore. Shows the document in a reduced view that allows you to move worksheet by clicking and
dragging the pointer and resize the document by dragging the arrows.

Saving the File

- Save Commands and options
- To save a file in your computer
- To save a file in a secondary storage devices
(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 59-60)
Closing the Document
- Exiting MS Word
- Opening a Previously Saved Document
- Getting Help

(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 61-62)

MS Word Help Button found at the right most end of the Ribbon. Simply type in your question or keyword
and you will find several possible and related topics to answer your questions.

2. Working with Texts

Text Elements of Word
(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 67)
Selecting Text
Three (3) ways to highlight text
1. Click your mouse at the start of the text, drag your mouse and release it at the end of the text.
2. Double click to highlight a word.
3. Tripe clicks to highlight the whole sentence.
Formatting Texts
Font Group Commands
Setting the Font, Font Style, Font Size and Font Color
Font. Is a character in a specific face, style and size
Colors and Patterns. Provides visual interest and emphasis on the text.
Font. Is a character in a specific face, style and size
Colors and Patterns. Provides visual interest and emphasis on the text.
Using the Highlight Color for Emphasis

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Inserting Superscript and Subscript
Superscript. Is a character placed above a character line (example: x2y2) – Ctrl + Shift + +
Subscript. Is character placed below the character line (examples: H2o) – Ctrl + =
Changing from Upper to Lower Case
Inserting a Drop Cap
Drop Cap. Is a large, uppercase or capital letter that highlights the beginning text of a document
(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 67-72)

3. Working with Paragraphs

Paragraph Group Commands
Aligning Texts or Paragraphs
Aligning Paragraph. Is the same with aligning text
Justified. The paragraph will be aligned equally both on the left and right margins of the documents.
Adjusting Line Spacing
Line Spacing. Is the distance between the lines in a paragraph (Line spacing options: Single, 1.5 lines,
double, At least, exactly and multiple.
Changing Character Spacing
Placing Bullets and Numbering
Creating Borders
Use borders to put emphasis to your text.

Placing Shading
Use shading to put emphasis on your paragraph.
Adding Background
Use a color background or fills effects to add interest to your document
Creating Picture Fill Effects
Sorting Text
Sort. Arranged the data alphabetically, numerically and in ascending or descending order.
(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 75 - 86)

4. Editing the Document

Deleting Text (Previous discussion)
Using the Undo Button
As you entering a data typed on the document, you may find that you have to cancel or correct a
recent mistake.
Undo. A function allows you to reverse the command or action.
Redu. A function allows you to restore a previous action.
Using Find and Replace
Using the Thesaurus
Thesaurus. Contains many vocabulary words to choose from.
Spell Checking the Document
Using Cut, Copy and Paste
Copy. Command when used on a selected text or group of texts will retain the text in the current
position and will allow you to transfer a duplicate to another position.
Cut. Command will remove the text in its position and then allow you to transfer the text to another
location.

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Copying Text Formats
Format Painter. This tool allows you to copy the font and the characteristics of a particular group of
text unto another.

(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 88 - 91)

5. Working with Graphics

Graphic elements include pictures, clip arts, manual drawing, word art, scanned images which can all
be inserted into your documents.
Inserting Word Art
WordArt is an MS Word element that will allow you to insert a built-in graphics text with shadows,
curves, vertical, diminishing and flows.
WordArt Format Commands
Resizing the WordArt
Formatting a WordArt
Different Kinds of Layout
Behind Text. Arranges the WordArt or picture behind the text.
In front of text. Arranges the WordArt or picture floating in front of text. You can move the text
anywhere in the document by dragging the WordArt with the mouse.
In line with text. Arranges the WordArt or picture aligned with the text, it will move together with the
text.
Square. The text adjusts and wraps around the WordArt. You can move the WordArt anywhere in the
text.

Inserting a Clip Art

Clip Art Format Commands
Resizing a Clip Arts
Rotating a Clip Art
Inserting a Picture
Formatting a Picture
Picture Tools will allow you to format design and modify your pictures.
Picture Layout and Wrapping Text around a Picture
Creating a Text Box
Text Box allows you to insert text within the MS Word document but outside the file structure
parameters. Can be placed anywhere within the document where you need it to be without being
constrained by the margins and other file structure of the document.
Text Box Format Commands
Cropping Pictures
Cropping hides portions of a picture without reducing the graphic size.
Ordering layers of Graphics and Text
Using SmartArt
SmartArt tools allow you to add an Organizational Chart, Cycle, radial, pyramid, Venn or Target
Diagram to illustrate an idea.
SmartArt Tools Design
(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 94 - 108)

Drawing in MS Word
Creating Basic Shapes
Drawing Format Commands
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Formatting Shapes
Adding Auto Shapes
Applying Color
Selecting Color from the Color Library
(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 112 - 117)
Page Layout and Printing
Setting Margins
Margins are the borders at the top, bottom, left and right side of the document.
Formatting with Columns
Inserting Page Breaks
Page Break is the division between the first page, second page and the succeeding pages.
Splitting Windows
Splitting the window will allow you to view two parts of the document at once.
Inserting Header, Footer and Page Number
Header is located at the top of the document.
Footer is at the bottom of the documents for names, address, telephone number, page number or any
information about your letter or report.
Header and Footer Commands (Tools Design Tabs)
Entering the Date
Watermark Text
Watermarks are text or pictures that appear behind the document text. You van place text
watermarks such as Draft, Confidential, For Review and other marks that you would like to
place on printed documents and it will show on all pages of your documents.

Watermark Picture
Previewing and Printing Pages
Preview allows you to see what the file or document will look like once it is printed. It is always ideal to
see your file before printing to avoid any mistakes on printed pages.
(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 120 - 127)

6. Working with Tables and Charts

Want is Table?
Table contains columns and rows similar to a spreadsheet.
Cell is the intersection of column and rows.
Creating a Table
Table Design Tools (Tools Design Commands) – allows you to design and modify your table
Table Layout Tools – allows you to layout and modify your table
Formatting a Table
Rotating Texts
Adjusting Column Width and Row Height
Merging Cells
Hiding Table Borders
Performing Calculations in Tables
Alphabetizing and Sorting
Sort arranging the list of data alphabetically, numerically, alphanumerically and in ascending or
descending order.
Inserting a Spreadsheet

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Inserting a Chart
Chart Format Commands (Tools Format Commands)
Clear Design Commands
Chart Layout Commands
Modifying the Chart
Designing the Chart
(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 130 - 143)
Creating a Hyperlink and Macro
What is Hyperlink?
Hyperlink is a connection between an element in a hypertext document such as word, phrase, symbol
or image and a different element in the document. Another hypertext document, a file or
a script.
Fax or facsimile is a telecommunication technology used to transfer documents over the telephone.
Macro allows you to record a sequence of actions so that you will be able to use your recorded
macro on other documents.
Creating a Letter
Creating a Résumé
Résumé is a document that contains summary of job experiences, educational attainment and other
important information regarding a person seeking for employment.
Protecting Document
(Reference: Office Productivity-Using MS Word 2007 by Gemma Development Group pg. 130 - 143)

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