K Hinds 2015

[email protected]
www.Smsbarbados.wordpress.com 1
K Hinds 2015
[email protected]
www.Smsbarbados.wordpress.com 2

Editing Features

Over Type Mode/Type Over mode

You may engage overtype mode by hitting the INSET button on the keyboard within a word processor. This replace
text inline as you type.

Copying and Inserting a word, line or paragraph

 To insert a word: Double Left Click the word that you wish to move from the original location. Right click
and select copy. Move the cursor to the insertion point and right click, paste.
 To move a line: select the entire line, right click and copy. Point the cursor to where you need to insert and
right click and paste the line.
 To move a paragraph: select the entire paragraph, right click and copy. Point the cursor to where you need to
insert and right click and paste the paragraph

Inserting Page Numbers

Insert > Page Number – Select appropriate location to insert. Format text as needed after

Insert Page Break

Select the point where you want to end the page. Insert>Page Break. This will tell MS Office to end the
page at this selected point and the cursor should jump ot the next page in sequence for you to continue
typing
Text Alignment, Word Wrap, Margins, Tabs, Page Length and Font Size

 Text can be aligned Left, Center, Right or Justified

 Word wrap allows words to flow in a text area and the area of the box increases with text. If this
mode is turned OFF, then the text will only be shown in the area set at textbox creation.

[Grab your reader’s attention [Grab your reader’s attention

with a great quote from the with a great quote from the
document or use this space to document or use this space to
emphasize a key point. To place emphasize a key point. To place
this text box anywhere on the this text box anywhere on the
page, just drag it.] page, just drag it.]

 Margins allows the user to align their text on the page within an invisible border. This allows text
to be neatly formatted and presented. Page Layout>Margins
 Tabs are used for prepositioning the cursor at various points within the document. To insert a tab,
double click on the Ruler Bar. You can also hit the TAB button to move the cursor a tab forward.
Hold shift and TAB to bring the cursor back
 Page Length can be adjusted by PAGE LAYOUT>SIZE and choosing an appropriate size
 Font Size is adjusted by selecting text and HOME> choose a type face and font size. Depending
on the year of the MS Office app, a menu box may pop up when you select the text.
K Hinds 2015
[email protected]
www.Smsbarbados.wordpress.com 3

Line Spacing, Center Line, Underline, Highlight, Uppercase, bold and Italic

 Line Spacing allows for double and triple line spacing. HOME> PARAGRAPH AND LINE
SPACING
 Center Line allows a line to be marked through some text. Home>Strikethrough
 Underline: Home>Underline
 Highlight: Home>Highlight
 Bold: Home>Bold
 Italic: Home>Italic
 Uppercase: Select text Home>Change Case (Aa icon)
Headers, Footers, Footnotes and Endnotes

 A Header and Footer is seen on every page. Double click on the top or bottom of the page or go:
Insert>Header or Insert>Footer
 Footnotes are additional bits of information inserted at the end of the page to further explain some
concept on the page. Endnotes are usually found at the end of a document. References>Insert
Footnote or References >Endnote
Combine Documents

 Used to merge two or more documents together. Insert>Object and select the document Type and
location. The two document swill merge one on top the other and SAVE the document.
Block Operations
A block operation affects a block of text that has been selected, like bolding a full sentence or changing
the color of a whole paragraph. Doing something like changing the margin sizes would not be considered
a block operation
Columns and Tables

 Insert>Table
 To add a column to a table, select the row that you wish

Activity 

Create an attractive table to hold the following information:

A certain UWIOC ICT Class has a number of students. Create a table with the names of the UWIOC ICT
Class. The table must have the following title rows: Title, First Name, Last Name, Occupation, Gender,
Address, Loves this ICT Class (This is a yes/no response). Your table should contain at least 15 entries.

Super Script and Subscript

Super script is used to place text above the line. For example, 21st and 22 or Ab. To accomplish this, we select
Home>Superscript. Subscript is the process of typing characters below the line. For example: Acar or B2.To
accomplish this, simply select Home>Subscript.
K Hinds 2015
[email protected]
www.Smsbarbados.wordpress.com 4

Search and Replace

This feature is used to effectively search for some criteria and replace it with a defined value. This method is usually
preferred over visually scanning the document looking for an item. To complete a search: Home>Find or
Home>Find and Replace depending on what you are attempting to do. Additionally CTRL + F brings up the search
box

Mail Merge
Mail merge is the process of creating one letter for multiple addressees. We first input all the individuals that we
wish to send the mail or letter to, then we write the letter. We insert the functions at their respective location in the
written letter and we execute the mail merge. REMEMBER to execute the merge or your mail merge will not be
completed.

1. To create a list of addresses: MAILINGS> START MAIL MERGE and select the function you are
interested in. Letters, envelopes, emails, etc. Ideally you will want to launch the mail merge wizard for
simplification. Choose a new Mail Merge document
2. Input their records sequentially
3. When finished, click save and close
4. Write the letter and at the specific points where individuals are to be addressed, select the
MAILINGS>INSERT MERGE FIELD and select the appropriate function
5. Type the letter as normal and when finished, select MAILINGS>FINISH AND MERGE

Spell Check
This is used to verify a document is grammatically correct as it compares words to a predefined library. Misspelled
words or grammatically incorrect phrases are usually underlined in red or green respectively. To launch Spell
checker, select REVIEW>SPELLING AND GRAMMAR. Additionally, F7 inside MS Office will also do the trick.

Import Pictures
Importing an image: INSERT>PICTURES and select the directory where it is located. You can compress images
here as well by right clicking on the inserted photo and select compress and after inserting it.

Exporting a text file in MS Office

You can convert an MS Office file by using the Save As command.
Click the Microsoft Office Button Office button image, and then click Save As.
The Save As dialog box appears.
In the Save as type box, choose the text file format and save. Also note you can create PDF and many other
types of files in this manner also

Password Protection
To encrypt your file and set a password to open it:
Click the Microsoft Office Button Office button image, point to Prepare, and then click Encrypt Document.
In the Encrypt Document dialog box, in the Password box, type a password, and then click OK.
CAUTION Keep your password in a safe place. If you lose or forget the password, it can't be recovered.
You can type up to 255 characters. By default, this feature uses AES 128-bit advanced encryption.
Encryption is a standard method used to help make your file more secure.
In the Confirm Password dialog box, in the Reenter password box, type the password again, and then click
OK.
To save the password, save the file.
K Hinds 2015
[email protected]
www.Smsbarbados.wordpress.com 5

Track Changes

1. Open the document that you want to revise.

2. On the Review tab, in the Tracking group, click the Track Changes button. The Track
changes button becomes highlighted, as shown in the following figure.

To add a track changes indicator to the status bar, right-click the status bar and
click Track Changes. Click theTrack Changes indicator on the status bar to turn track
changes on or off.

3. Make the changes that you want by inserting, deleting, moving, or formatting text or
graphics. You can also add comments.

NOTE If you use change tracking and then save your document as a Web page (.htm or
html), tracked changes will appear on your Web page.

Auto Save and Backup Copy

Click the Microsoft Office Button , and then click Word Options.

1. Click Save.
2. Select the Save AutoRecover information every x minutes check box.
3. In the minutes list, specify how often you want the program to save your data and the
program state.

TIP The amount of new information that the recovered file contains depends on how
frequently a Microsoft Office program saves the recovery file. For example, if the
recovery file is saved only every 15 minutes, your recovered file won't contain your last
14 minutes of work before the power failure or other problem occurred.

4. Optionally, you can change the location (specified in the AutoRecover file location box)
where the program automatically saves a version of files you work on.