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MODULE 3

Wordprocessing

Comprehensive Study Guides

covering
ICDL Syllabus, version 4

ã 2004 The European Computer Driving Licence Foundation Ltd

ã 2004 The Computer Society of Zimbabwe & World Links Zimbabwe

 • Word Processing – Module 3 •

TABLE OF CONTENTS

INTRODUCTION.............................................................................. 3
Purpose of this Study Guide...................................................... 3
Practical Exercises .................................................................... 4
What is Word Processing? ........................................................ 4
Advantages of Word Processing ................................................ 5
GETTING STARTED ......................................................................... 8
Opening Microsoft Word ........................................................... 8
The Microsoft Word Environment .............................................. 9
Navigating in Microsoft Word .................................................. 10
Closing the Microsoft Word application .................................... 11
Create a New Document ........................................................ 12
Close a Document ................................................................. 13
Save a Document................................................................... 13
Saving a document in a different file format ............................. 16
Open an Existing Document ................................................... 17
Modify an Existing Document .................................................. 18
Work with Multiple Documents ................................................ 19
Use the Help Function ............................................................ 20
Adjust Basic Settings .............................................................. 22
Page View Magnification/Zoom ................................................ 24
Toolbars ................................................................................ 24
Displaying/Hiding Built-in Toolbars.......................................... 24
Non-printing Characters ......................................................... 26
MAIN OPERATIONS ....................................................................... 30
Insert Text into a Document .................................................... 30
Insert a New Paragraph .......................................................... 30
Undo and Redo ...................................................................... 32
Insert Special Characters & Symbols ...................................... 33
Insert Page Breaks ................................................................. 35
Type Over Existing Text (Overwrite) .......................................... 36
Selecting Data........................................................................ 36
Copy, Move, Delete ................................................................. 37
How to Move Text into Another Document................................ 40
Erase Text .............................................................................. 40

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 • Word Processing – Module 3 •

SEARCH & REPLACE ..................................................................... 42

Use the Find Command ......................................................... 42
Use the Replace Command .................................................... 42
FORMATTING ................................................................................ 44
Text Formatting ...................................................................... 44
Hyphenation .......................................................................... 50
Indent Text ............................................................................. 51
Line Spacing .......................................................................... 53
Format Painter ....................................................................... 53
General Formatting ................................................................ 54
Page Borders ......................................................................... 58
Bullets & Numbering .............................................................. 59
Templates .............................................................................. 60
FINISHING A DOCUMENT ............................................................. 63
Styles and Pagination ............................................................. 63
Page Numbering .................................................................... 64
Headers & Footers ................................................................. 65
Spelling & Grammar .............................................................. 66
Thesaurus ............................................................................. 68
Document Formatting ............................................................ 68
Page Margins ......................................................................... 68
Tables .................................................................................... 71
How to Insert Multiple Rows in a Table ..................................... 72
Pictures, Images and Charts ................................................... 79
Re-size Graphics in a Document ............................................. 81
Mail Merge ............................................................................. 87
PREPARING OUTPUTS .................................................................. 92
Print Preview (Proofing a document) ....................................... 92
Choosing Print Output Options ............................................... 94
Print a Document ................................................................... 95

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INTRODUCTION
This study guide is part of the complete set of World Links training material
which includes:
Phase O: Computer Literacy (seven modules)
Phase I: Introduction to the Internet for Teaching and Learning
Phase II: Introduction to Telecollaborative Learning Projects
Phase III: Curriculum and Technology Integration
Phase IV: Evaluation and Diffusion of Technological Innovations
Phase V: Planning for School-Based Telecenters
Phase VI: The World Of ICT: A Seminar for Policy Makers

Purpose of this Study Guide

This study guide is intended to assist candidates preparing to undergo
testing for the third module of the International Computer Driving Licence.
It covers the theoretical background for Module 3 Word Processing which
requires the candidate:
x To demonstrate the ability to use a word processing application on a
computer.
x To understand and be able to accomplish everyday tasks associated
with creating, formatting and finishing small sized word processing
documents ready for distribution.
x To duplicate and move text within and between documents.
x To demonstrate competence in using some of the more advanced
features associated with word processing applications such as creating
standard tables, using pictures and images within a document,
importing objects and using mail merge tools.
To gain maximum benefit from this study guide it should be used in
conjunction with a computer running Microsoft Word 2000 because the
notes and examples were designed specifically for that product. It can
however be used with earlier or later versions of Microsoft Word as there
are slight variations.

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 • Word Processing – Module 3 •

Practical Exercises
This study guide is based on practical work, and the user should have
access to a computer to try each of the instruction steps described. There
are worked examples and practical exercises designed to meet the
requirements of the ICDL test, that the user should attempt. For ease of
identification, the exercises have been put into boxes like the one below.

Exercise

TIPS

The study guide will also contain tips, to help shed light on some
of the instructions.

What is Word Processing?

The earliest documents were laboriously hand written, slow to reproduce
and difficult to read. The advent of the printing press changed that and it
became possible to quickly produce very readable documents. The printing
press was complex and expensive and designed to produce large numbers
of the same document, hence was not suitable for documents with limited
distribution. The typewriter was invented to fill this need, and was a means
of producing high quality documents with carbon copies. Initially the
typewriter was a mechanical device, and the QWERTY keyboard was
designed specifically to reduce instances of mechanical levers bumping
into each other. An electric typewriter evolved and gave rise to improved
speeds and reproduction quality, but typographical errors were still a
problem.
Early computers were also complex and expensive and developed for
"number crunching" numerical computations in scientific and commercial
use. When the micro-chip was developed and computers became

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economical to produce in the early 1980's, they became affordable for

small business and personal use. Early text editors were used to input and
store documents on early computers for later printing. These editors had
no formatting features and were a means of using the computer and printer
as if it were a typewriter.
Word Processing developed, as a means of overcoming the inherent
difficulties of a typewriter and the rudimentary formatting abilities of the
early text editors, into a powerful computer application for document
preparation.
A Word Processor is a computer program (application software) which is
designed specifically for producing documents with high quality appearance.
Computers have become affordable, powerful and portable. Word
processors have become so successful, and with such enormous
advantages over typewriters, that typewriters are now almost obsolete.

Advantages of Word Processing

TYPOGRAPHICAL ERROR DETECTION AND CORRECTION

When using a typewriter one has to be very careful about making mistakes
as these can change the meaning of wording and detract from the
professional appearance of a document. With a word processor, errors
can be detected and the text can be changed (edited) on the screen before
a hard copy is printed, without the whole document having to be re-typed.
Some word processors even have options that will automatically correct
spelling and grammatical errors.

AUTOMATIC WORD WRAP

With a typewriter you need to ensure that no words will be typed beyond
the right margin. With a word processor, any word that extends beyond the
right margin is automatically moved to the next line. This feature is called
word wrap. Using automatic word wrap instead of manually inserted line
breaks is the key to the flexibility of formatting documents. Sizes and
appearance of characters can easily be altered and with automatic word
wrap characters will always fit correctly into the full horizontal width of the
page. Remember therefore that “Enter” is automatically typed at the end
of each line. Press “Enter” only at the end of a paragraph.

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FORMATTING & ENHANCING DOCUMENT PRESENTATION

After the first draft copy is printed further changes can be made to improve
the content and presentation of the document. The professional appearance
of documents can be greatly improved by the use of various formatting
features available in word processors.

FLEXIBILITY
If after producing a document, changes to the content are required, (e.g.
after a manager has reviewed a report) provided that the document file
has been saved, these changes can be made without re-typing the whole
report. With the cut and paste feature, it is possible to move sections within
the document into different positions, thereby creating a subtle change of
emphasis or meaning.

INCLUSION OF GRAPHICS WITHIN DOCUMENTS

Word processors allow pictures and charts to be incorporated with the
text. This is particularly advantageous in business reporting when visual
images help the reader to interpret the report. In addition, the graphics
features can be utilised to develop company letterheads, which means
that stocks of pre-printed letterheads do not need to be purchased. However,
although Microsoft Word has the ability to include graphics in documents,
not all printers are able to print graphics.

MULTIPLE COPIES
A word processor allows printing of as many copies of a document as
required, an improvement from the few carbon copies you could produce
using a typewriter.

MAIL MERGE
The ability to include mailing list addresses and specific information with a
skeleton letter makes it possible to produce high quality personalised mail-
outs quickly and inexpensively.

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ELECTRONIC FILING
With a word processor documents can be stored on the computer's hard
disk for future use or retrieval. This means that the internal copy of the
document can be filed electronically instead of physically.

ELECTRONIC TRANSMISSION
Electronic mail is the most efficient and inexpensive way of sending
documents over long distances. Word processor documents in electronic
format can be attached to e-mail messages to be printed by the recipient.
However, e-mail attachments are also a common way of transmitting
computer viruses, so both sender and receiver should do virus checks.

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 • Word Processing – Module 3 •

GETTING STARTED

Opening Microsoft Word

This section describes four different ways of starting Microsoft Word. This
is in effect an instruction to the operating system Windows 2000, to fetch
the application software for Microsoft Word from the hard disk, put it into
the computer's memory and to start it running.

METHOD 1
1. Click the Start button
2. Click on Programs
3. Click on Microsoft Word

METHOD 2
If you are not yet comfortable with
using the mouse:
1. Press the key showing the
Windows logo on the
keyboard
2. Press P on the keyboard to
select Programs
3. Use the appropriate arrow key
to get to Microsoft Word
4. Press the Enter key

METHOD 3
Press Ctrl+Esc (the Control key and Escape key together) to activate the
Start menu and continue as for any of the two methods above.

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METHOD 4
If a shortcut for Microsoft Word is available on the Desktop, double-click
on it to start Microsoft Word. If you encounter difficulties double-clicking,
click once on the Microsoft Word shortcut button to select it and then press
the Enter key.

Exercise: Experiment with different methods of

starting Microsoft Word
Open Microsoft Word using each of the four methods described.
Decide which method you find easiest.

The Microsoft Word Environment

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TITLE BAR
The title bar displays the name and or description of the window or program.
In the above diagram it shows the description of the window, that is
Document 5 (since the file has not been given a name). If the file had been
saved with a name such as "ICDL3Ex1" the title bar would read "Microsoft
Word - ICDL3Ex1".

MENU BAR
Below the title bar (normally shown highlighted in blue) is the menu bar
which lets you access all the commands contained within each menu with
a simple key-stroke or mouse click. As each item on the strip menu is
selected, a drop-down list of all the commands on that menu appears.

T OOLBARS
Below the menu bar are the toolbars which contain buttons (icons) for all
the commonly used functions within Microsoft Word, to allow these functions
to be accessed with a simple point and click. A brief description of each
button can be obtained by pointing (without clicking) the mouse pointer
over the button. The buttons for those functions not currently available are
shown "greyed out". For example, at any stage where nothing has yet
been selected, the cut and copy buttons are greyed out, because these
functions are only available after a selection has been made.

Navigating in Microsoft Word

Destination How to get there

To move to the beginning of the Press the Home key
current line
To move to the end of the current Press the End key
line
To move to the beginning of the Press Ctrl+Home
document
To move to the end of the Press Ctrl+End
document

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To move up the document by Press the Up arrow button

one line on the vertical scroll bar
To move up the document by Press the Double-Up arrow
one page button on the vertical
scroll bar
To move down the document by Press the Down arrow button
one line on the vertical scroll bar
To move down the document by Press the Double-Down arrow
one page button of the vertical scroll
bar
To move to the left of the Press the Left arrow button
document by one character on the horizontal scroll bar
To move to the right of the Press the Right arrow button
document by one character on the horizontal scroll bar
To rapidly move from one part of Drag the scroll slider on the
the document to another appropriate scroll bar to the
location you want
To go to a specific page Use the "Go To" function from
the Edit drop-down menu. A
shortcut method of reaching the
"Go To" tab is to press F5

Closing the Microsoft Word application

Again there are a number of ways in which this can be achieved:

METHOD 1 USE THE MENU

1. Click on File and then select Exit

METHOD 2 USE THE PROGRAM CONTROL BUTTONS

Click on Word's close button
This is the close button on the title bar.

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METHOD 3 USE THE KEYBOARD SHORTCUT

Press Alt+F4

METHOD 4 USE THE PROGRAM CONTROL MENU

1. Click Word's control
menu.

2. Select Close.

METHOD 5 USE THE TASK BAR

1. Right-click on the button for Microsoft Word on the taskbar.

Remember that each open program has a button on the taskbar.
2. Select Close from the pop-up menu that appears.

Create a New Document

1. Click on File
2. Click on New
A number of categories of
documents you can create
are displayed as well as
templates.

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3. Click on the OK button to select a new Blank document

Repeating steps 1 to 3 continuously will result in the title
bar changing to show Document 2, Document 3, Document
4, etc with each new document created.
Note that if you press Ctrl+N or click the New button on the
Standard toolbar, as a method to create a new document, you will
not be taken to the New dialog box.

Close a Document
When you have finished working on a document and you have saved it
and you no longer need to use it, you need to close it. There are several
methods of doing this.

METHOD 1
1. Click on File
2. Select Close

METHOD 2
1. Click the document's control menu
2. Select Close

METHOD 3
Click the document's close button
It is on the menu bar.

Save a Document
The process of saving a document corresponds with making a copy of the
document information from the computer's memory (where an active
document is temporarily stored whilst it is open, i.e. while work is being
done on it) onto a storage device such as the hard disk or floppy disk.
As text is typed into a document, it is a good idea to save the document
periodically. If there is a power failure, you will lose anything that has not
been saved (the concept of volatile RAM). If power fails and you had been
working on a project for several hours without saving every 15 minutes or

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so, all those hours of hard work will be lost if your Auto Save is off. So
remember to save regularly!!!
Fortunately the Tools menu (Options command) contains an option, which
if it is use, autosaves a file according to the specified time interval.
Documents can be saved in any folder, by first opening that folder during
the save process. If a folder is not specified, Microsoft Word will save the
document in the default folder as specified in the File Locations tab on the
Tools-Options menu. With Office 2000, this location will be the My
Documents folder.

Exercise: Open a new document, enter text, then close

the document & exit from Ms-Word
1. Open Microsoft Word
2. Open a new document
3. Enter the sample text This is my first time using Microsoft
Word. It is interesting to note that when you get to the end
of the line, you do not need to worry about the right margin.
Microsoft Word will move to the next line automatically as
is happening with this text. However if you need to force
the cursor to the next line before you reach the end of the
line, you need to press the Enter key.

WORKED EXAMPLE SAVING A DOCUMENT

1. Click on File
2. Select Save
Although the Save command was selected
the Save As dialog box appears because
Microsoft Word needs to know information
about the file such as its name and the folder
where it is to be stored.
3. Click on the Save in box

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4. Create a folder in the C:

drive called ICDL.
Use your Module 2 skills
to create this folder on
your hard drive (C:).
5. Type ICDL issues in the
File name box
This is going to be the
name of this file.
6. Click on the Save button

It is a good idea to decide on the document filename before you

start the document, and save the empty document with that
filename. After the file has been given a name, you can save
periodically with a single click on the Save button.

THE DIFFERENCE BETWEEN THE SAVE AND SAVE AS COMMANDS

After you have opened a new document and included text, then wish to
save this, you click on File and select Save. Because you have not saved
the file before, you will be taken to the Save As dialog box since Microsoft
Word needs information such as the file's name and the folder in which
you wish to save the file.
When you open an existing document and modify it, and then click on File
and select Save, the existing file will be overwritten by the updated document.
Hence Save is used to overwrite an existing file, and Save As is used to:
x Specify the folder and file name for a new document
x Create a copy of an existing document in another folder or with another
name
x Create a copy of the file on a different medium (e.g. floppy disk)

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WORKED EXAMPLE SAVING A DOCUMENT ONTO DISKETTE

1. Open the ICDL Issues exercise
document in the A drive
2. Click on File
3. Select Save As OR to skip steps 2
and 3 simply press the F12 key
on the keyboard
4. Click the Save in drop down arrow
5. From the list select 3½ Floppy A
6. Click on the Save button

Saving a document in a different file format

A document can be saved in another file format. For example, you can
save a Microsoft Word 2000 document in a file format that can be read by
earlier versions of Microsoft Word or by a different program altogether by
selecting the appropriate file format from the Save as type combo box.
It should be remembered that because not all Word 2000 features are
supported in earlier Word versions or in other programs, you may lose
information or formatting when you save a Word 2000 document in Word
6.0/95 (*.doc) format or in Word 2000 & 6.0/95-RTF format or when you
save a Word 2000 document in a different program.
Another interesting feature of Word 2000 is that you can easily save a
document so that it can be converted into a web page.

SAVE A DOCUMENT UNDER ANOTHER FILE FORMAT (DIFFERENT

VERSIONS)
The term file format or different versions explains the various ways in which
information is stored in a file so that the file can be worked on in the program
it has been saved. This enables the sharing of information with people who
may use different programs from us.
Below are some of the ways in which a file can be saved:
Word 6.0 or 95, 97 or 2000 (.doc) – This file can be opened in different
versions of word.

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Web page (htm, html) – Saves a file ready for posting to a web site
Document Template (*.dot) – Saves a document as a template (see
below for definition of template)
Rich Text Format – saves all formatting. Converts formatting to instructions
that other programs can understand. These documents are usually read
by other word processing documents.

SAVE A DOCUMENT UNDER ANOTHER FILE FORMAT

Use File-Save As rather than File-Save, and
the dialogue box will assist you with the
available options.
1. Open the Navigating in Word document
2. Click on File
3. Select Save As…
4. Under Save as type: select Rich Text
Format (*.rtf)
5. Click the Save command button

Open an Existing Document

1. Click the Open button or press Ctrl+O or click on File
2. Select Open…
3. Click on the down arrow next to the
Look in list box
4. Double-click on the ICDL folder to
open it
5. Click on the file called ICDL Issues.
6. Click the Open command button
7. Type in the following additional text
after the last line.
This is additional text added into an
existing document
8. Click the Save button

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 • Word Processing – Module 3 •

OPEN A RECENTLY USED DOCUMENT

To open a document that you have used recently, click its name at the
bottom of the File menu. If the list of recently used documents is not
displayed, click on Tools, select Options and then click on the General
tab. Select the Recently Used File List check box.

OPEN A FILE CREATED WITH DIFFERENT SOFTWARE

To open a document created in another application, click on the file format
you want in the Files of type text box. Then click on the name of the required
file in the box that lists folders and files. You can also specify the file extension
in the File name text box; for example, type *.wk4 to find Lotus 1-2-3 Release
4.0 files.

Modify an Existing Document

Once a document has been opened, the editing and formatting features of
the word processor can be used to continue working on any section of that
document.
This has the following advantages:
x The document can be gradually added to, and need not be completed
all in one sitting.
x Any content errors or omissions can be corrected before the document
is printed.
x The presentation of the document can be improved using Microsoft
Word's formatting capabilities, without the need for any re-typing.

Exercise: Open an existing document, add more text,

then close the document & exit from Ms-Word
1. Open Microsoft Word
2. Open existing document ICDL3Ex1
3. Enter more sample text on a new line The lazy dog lay quite
still
4. Save the document, using the same file name
The saved work will overwrite the old file.
5. Close the document
Exit from Microsoft Word

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Work with Multiple Documents

Microsoft Word allows you to work simultaneously with more than one
document. You can open two or more documents at the same time for
comparing or editing, then easily copy information from one document to
another (remember cutting, copying and pasting).
Although you can have several documents opened, only one of them can
be in use at any given time. In the Windows environment, such a document
is referred to as the active document. All other open documents (the passive
documents) will be available in the background.
1. Using techniques of saving files, create these three sample files and
save them in the ICDL folder:

i) Multiple documents
ii) Navigating in word
iii) Opening docs exercise
2. Using techniques of opening
documents, open the Opening
docs document in the ICDL
folder in your hard drive C:
Notice that the title bar
displays the name of this file.
3. Follow the steps you performed
above and open a file in the
same folder called Navigating
in Word
Notice that the title bar has now changed to show the
name Navigating in Word.
4. Follow the steps you performed above and open a file
in the same folder called Multiple documents
5. Click on Window
Notice that there is a tick in the check box for the file
Multiple documents. This means that it is the active
document.
6. Click on Opening docs exercise
It now becomes the active document and is displayed
on the screen.

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 • Word Processing – Module 3 •

7. Click on File
8. Select Navigating in Word
It now becomes the active document and is displayed on the screen.

When you have multiple documents open, select Window from

the Menu Bar and all open documents will appear at the bottom
of the menu. Click on the desired document to bring it actively
into the foreground.

Use the Help Function

Most word processing packages come with a help facility. In Microsoft
Word (and other Microsoft packages) there is an animated feature called
"Office Assistant" that can answer questions, offer tips and provide help
for the feature selected.

THE OFFICE ASSISTANT

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SEARCH FOR INFORMATION USING THE OFFICE ASSISTANT

1. Click the Office Assistant
2. Type "Tables" in the What would you like to do box
3. Click the Search button
Various help topics associated with the word
appear.
4. Click on Delete a table or delete items from a table
Help topics associated with 'delete items from
tables' appear from which you select the one that
you want to view.
Alternatively the search facility can be activated by pressing the F1 key OR
clicking on Help and then selecting Microsoft Word Help.

HOW TO USE THE INDEX TO GET HELP

1. Click on Help
2. Select Contents and
Index
3. Make sure that the Index
tab is selected
4. Type "opening" as we
would like to search for
help on how to open saved
files.
Notice that as the first
few characters of the
phrase are typed it moves to help on words starting with "op…".
5. Click on the Display button and you see a list of topics
6. Select the one called Opening a document
7. Click on the Display button to get help on opening a document

WHEN TO USE THE "WHAT'S THIS?" HELP FACILITY

This feature describes the function of the selected button, and to help the
user to understand the meaning of the options in a dialog box.

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 • Word Processing – Module 3 •

1. Click on Help
2. Select What's This
3. Click on the Align Left button
A description of what that button
is used for appears.
4. Click on File
5. Select Print…
6. Click the What's This button
on the title bar of the dialog box
7. Click on Collate
A description of that function is
displayed.

HOW WORD PERFECT USERS CAN BENEFIT FROM WORD'S HELP

Using this feature, a user can compare how they would perform an
operation in Word Perfect with the equivalent way of carrying out that
operation using Microsoft Word.
1. Click on Help
2. Select Word Perfect
Help…
You are presented with a
screen similar to this.
3. Click on Bold
NOTICE that the right
pane will show which
key is used in Word
Perfect to embolden text
and below it the steps
taken to perform the
same action using
Microsoft Word.

Adjust Basic Settings

Microsoft Word settings can be customised to suit the users specific
requirements. The settings are stored under Tools, Options and there are

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different tabs for each type of setting. New users should avoid tampering
with these too much, and wait until they develop a fair understanding of
Microsoft Word.

USE THE PAGE DISPLAY MODES

Microsoft Word comes with different types of views each with a particular
use. The views are:
x Normal view
x Web layout view
x Print layout view
x Print preview
x Outline view
Normal View is the all-purpose view for typing, editing, and formatting
text.
Web Layout View is used when creating a document. This layout displays
the backgrounds, text appears larger and wraps to fit the window and the
images or graphics are in the same position as they would be in a web
browser.
Print Layout View allows you to see how objects will be positioned on the
printed page. This view is useful for editing headers and footers, for adjusting
margins, and for working with columns, drawing objects and frames. Most
of these elements are not seen in the Normal layout view.
Print Preview displays multiple pages of a document in a reduced size.
You can also make editing or formatting changes before you print. More
detail on this view is available from the printing section of this module.
Outline View makes it easy to look at the structure of a document and to
move, copy, and reorganize text by dragging headings and sub-headings

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A Master Document makes it easy to organise and maintain a long

document, such as a multi-part report or a book with chapters. This view
can be used to group several Word documents into one master document.
You can then make changes to the long document, such as adding an
index or table of contents or creating cross-references, without opening
each of the individual documents.

Page View Magnification/Zoom

You can "zoom in" to get a close-up view of your document or "zoom out"
to see more of the page at a reduced size.
1. Click the arrow next to the Zoom Control box
2. Click the zoom setting you want
Zoom settings display text as large or small. This does not mean that the
actual text is actually made smaller or bigger with a different percentage, it
merely means that you can view it at the size you want.

Toolbars
These provide quick access to the commands available in Microsoft Word
by the click of the mouse button. Usually the Standard toolbar and
Formatting toolbar are displayed immediately under the title bar at the
top of screen, but the user can choose which toolbars should be displayed.

Displaying/Hiding Built-in Toolbars

1. Click on View
2. Select Toolbars
3. Click on the toolbar
you want, for
example Tables
and Borders
A tick next to a
toolbar means that
the toolbar is
visible on the
screen.

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OR
4. Right-click on any toolbar that is already on the Word screen to access
the toolbar menu and then continue as outlined in Step 3
As you have noticed, not all the buttons for a toolbar are visible on the
screen. Microsoft Word allows you to customise the toolbars, and add any
other buttons you might need to be visible on your screen.

Add Another Button to the Formatting Toolbar

1. Click on View
2. Select Toolbars
3. Select Customize…
4. Click the Commands tab
5. Select the menu containing the command you want from the
Categories list. In this case we need to select Format
6. Use the scroll buttons to select the Superscript button
7. Drag it to the position where you want it on the toolbars on your screen
Note that clicking the Description button gives a description of the
selected button.
8. Click on the Close button
To quickly remove a toolbar from the screen, drag it off using its left edge.
It will then become a floating toolbar. Click its close button to remove it
from the screen.
If you want a floating toolbar to be docked, that is, resting on the toolbar
area below the menu bar, either drag it there, or more simply, double-click
its title bar.

SCREEN TIPS TO EXPLAIN THE MEANING OF EACH BUTTON

For the toolbars on the screen, if you're not sure what a button is used for,
Microsoft Word can tell you by displaying the tool tip. This is displayed
when you rest the mouse pointer on the button for a short while. Do NOT
click on the button as this will mean that you have selected the option.
This explanation will only be seen if Show Screen Tips on toolbars has
been selected in the View tab under Tools, Options. (see page 18 and 22)

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RULERS
The ruler (you can have both the vertical and horizontal rulers on your
window) helps you set margins, indents and tab stops in your document.
To turn your ruler on or off select it from the View menu.

STATUS BAR
At the bottom of the screen is the status bar. It tells you the mode and the
location of your cursor or pointer, the document page number and section,
the number of pages in the document, etc. The horizontal scroll bar allows
you to scroll quickly from left to right in your document. It also contains the
view buttons that let you switch from one view to another. To the right of the
screen is the vertical scroll bar which allows you to scroll quickly up and
down your document, line by line and even page by page (experiment with
the buttons on the vertical scroll bar to find out what they do).

Non-printing Characters
The easiest way of showing these from the Standard toolbar is to click on
the Show/Hide icon ( ). Note that this is a toggle button.
However, the menu has options which allow you to select the non-printing
characters that you want to display. As an example, we will go over how
you can show or hide the formatting marks (these are the ones which
correspond with the show/hide icon).
1. Click on Tools, select Options (as on pages 16 and 20), and then
click the View tab.
2. The Formatting marks section contains the non-printing characters.
Clicking on a check box will result in the character being displayed on
the screen and unchecking will result in it being hidden from the display.
Note that to display all formatting marks, select the All check box instead
of selecting each individual check box. This All check box has the same
effect as clicking the Show/Hide button.

DOCUMENT TEMPLATES
Use the Document Template option of the Save as Type box when you
want to apply the formats in the current document to future documents
that you will want to be based on this new template.

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When basing a template on an existing document, styles, macros, and

custom toolbars will also be part of the template. This means that before
saving the new template, you will need to delete any parts of the document
you do not want as part of the template. This might include information
that was particular to the document.
As an example we will create a document template for a company letterhead
so that anyone making company correspondence will make use of the
letterhead, stored on the computer as a template.

EXAMPLE : CREATING A DOCUMENT TEMPLATE

1. Create a new document
2. Click on View
3. Select Header and Footer
4. Select From File…
5. Type the following text:
LION INSURANCE COMPANY
P O Box 12 Resize
Graniteside Handles
Harare
6. Select an appropriate Line style from the
Tables and Borders toolbar and apply it as a
bottom border
7. Insert an appropriate picture as a header. To recap, click on Insert,
select Picture and then Clip Art… . Select a suitable picture. Use the
resize handles (two examples of them are indicated in the lion picture
above).
8. Press the cursor down arrow until you are in
the footer area OR click the Switch between
Header and Footer button from the Header
and Footer toolbar.
9. Type …the leading insurance company in the
footer area. Centre align this phrase.
10. Select an appropriate Line style and apply it
as a top border
11. Click on File
12. Select Save As…

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13. From the Save as type drop-down list, select Document template
Notice that Word switches to the default Templates folder location
and its subfolders.
Note that if you save a template in a location different from the
Templates folder and its subdirectories, the template will not appear
in the New dialog box.
14. Type a suitable name for the file in the Filename text box
In our case, we have named the file Lion Insurance.
15. Click the Save button

USING A USER-CREATED DOCUMENT TEMPLATE

To use the Lion Insurance template we created in the previous example:
1. Click on File
2. Select New…
Notice that in this case you cannot use the New icon or keyboard
shortcut as these two options will not take you to the New dialog
box.
3. The Lion Insurance template will appear (as well as the Blank
document/Normal template)
If you had saved the template in one of the templates sub-folders,
you would need to select the appropriate tab first before you can
see the template.
4. You can now go ahead to type your letter on your company's letterhead!
BE CAREFUL OF THE DIFFERENCE BETWEEN THE SAVE AND SAVE
AS COMMANDS.
Assuming you type the sentence "This is Exercise 1" and you wish to save
this file as EXERCISE1. Click on File and select Save. Since you have not
saved the file before, you are taken to the Save As dialog box because
Microsoft Word needs information such as the file name and the name of
the folder in which you wish to save the file.
If the next time you use the computer and open EXERCISE1, and write
information for EXERCISE 2 which contains the text "This is Exercise 2"
and then use the Save command, EXERCISE1 will be overwritten by
EXERCISE2 (but still have file name EXERCISE1). If you wish to save
EXERCISE2's information but also retain EXERCISE1 you will need to use
the Save As command and then type EXERCISE2 in the file name text box.

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The best way to avoid overwriting, is to avoid using saved files to start new
work.
To continue working on EXERCISE1, open it and on completion, just use
the Save command to update EXERCISE1.

You can save all open documents at the same time by selecting
Save All from the File menu.
You can save a copy of the active document with a different
name or in a different location by using the Save As option from
the File menu.
You can set passwords for your files by selecting the Options
button from the Save As dialog box.

HOW TO CREATE WEB PAGES USING MICROSOFT WORD

There are two ways of doing this:
x Creating a web page by using the wizards or templates available from
the New command of the File menu.
x Converting an existing Word document to a format called HTML or
HTM which is used in web pages.

SAVE AN EXISTING DOCUMENT READY FOR POSTING TO

A WEB SITE

1. Open the document called My first publication in the ICDL

folder
2. Click on File
3. Select Save As Web Page...
4. Click the Save button of the Save as Web Page dialog box.
The name was already selected as the web page is being
created from an existing document.
Once you have saved the file as a Web Page document, you have
access to web authoring tools. These tools will help produce the best results.
In addition the web page wizard can be used to give you some sample
content on topics such as a personal home page, registration form,
festivities and community events.

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MAIN OPERATIONS

Insert Text into a Document

Text is entered normally through the keyboard. See the section on
"Importing Text" to find out other ways of getting data into your document.

WHAT HAPPENS TO TEXT WHEN IT REACHES THE END OF A LINE?

When you are using a typewriter you need to check if your words are not
going to be typed beyond the right margin. With a word processor, you do
not need to worry about this as it automatically moves a word that goes
beyond the right margin to the next line. This feature is called word wrap.
Using automatic word wrap instead of manually inserted line breaks (i.e.
Pressing the Enter or Return key) is the key to the flexibility of formatting
documents. Sizes and appearance of characters can easily be altered and,
with automatic word wrap characters will always fit correctly into the full
horizontal width of the page.

Insert a New Paragraph

As you type your text, you will notice that if a word does not fit on the
current line, Word will automatically move that word to the next line. This is
called word wrap. However, there will come a time when you will need to
create a new paragraph. To do this you will need to press the Enter key to
force the cursor to the next line.

WHAT IS A PARAGRAPH?
Note that in Microsoft Word 2000, a paragraph is created each time you
press the Enter key. Each paragraph may have its own separate formats
applied. Bearing this in mind, if you specifically want to keep a number of
lines of text as one paragraph, you should press Shift+Enter each time
you create a new line so that Word does not create a new paragraph. The
Shift and Enter keys pressed together become a special character called a
Manual Line Break, which allows text within the same paragraph to be on
different lines. However, it is generally preferable to use the Enter key on its
own to create a new line, as Microsoft Word will apply the same formatting
rules to the new line, as used in previous lines.

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HOW TO BEGIN A NEW LINE IN THE SAME PARAGRAPH

Enter a line break by pressing Shift + Enter. The additional lines after the
line break will be considered as part of the preceding paragraph.

HOW TO TYPE PUNCTUATION CHARACTERS

Some keys on the keyboard have two characters on them. The character
shown on the top of the key requires a shift-click. For example, there is a
key near the right hand side of the keyboard which shows a colon (two
dots arranged vertically) and a semi-colon (a dot above a comma). If you
press that key by itself, you are typing a semi colon.
If you shift-click the key (i.e. press the key while at the same time holding
down the shift key) you are typing a colon.

HOW TO USE CAPITAL LETTERS

If you shift-click on alphabetical letters you get capital letters. You can also
type capitals using the Caps Lock key. Press the Caps Lock key to the left
of your keyboard. The Caps Lock light to the right of the keyboard should
be lit up. All letters you type will be in capitals. To turn off capitals, just
press the Caps Lock key again.

Exercise: Enter text into a sample document

1. Open a new document (File-New).
2. Before typing anything, save the document as ICDL3Ex1
(File-Save as-Filename).
3. Type the following text exactly as it is. DO NOT CORRECT
any spelling mistakes. This is part of the exercise.
4. Remember to save the file periodically, and finally when
you are through with typing the exercise.

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World Links Zimbabwe

Box MP140
Mount Pleasant
Harare

Dear Course Tutor

I am writing this leta to expres my delight at being afforded

the chance to leanr ICDL at your Center.
The Word Processing Module is is particulary useful to me
as it seems to cover all my requirements for preparing my
teaching aids.
A grateful student

Judith Netsai Mupinda

Undo and Redo

Consider what would happen if you accidentally delete a word, a paragraph
or a whole page?
Luckily, Microsoft Word provides an "undo" feature that can reverse your
last action. If, for example you accidentally deleted a whole document, that
deletion can be undone and the document restored unharmed.
Microsoft Word has multiple levels of undo and re-do. If you made several
major changes and find you want to restore something from a previous
action, Word provides a list of the last several actions you have performed.
If you decide you want to redo actions you have undone, you can do that
too.
The undo button shows an arrow curling backwards to the left. Click on its
list box to see the list of previous actions which you performed. The actions
are in reverse order, from the most recent to the oldest. Click on the undo
button itself, and the last action will be undone.

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The re-do button shows an arrow curling forwards to the right. Click on its
list box to see the list of previous actions which you performed. The actions
are in reverse order, from the most recent to the oldest.

Exercise: Experiment with the UNDO Feature

1. Open the document ICDL3Ex1
2. Click on Edit
3. Click on Select All
4. Press the Delete key or click on the Edit menu and select
Clear
All the text for the document disappears from the screen
5. Press the Undo button
The document comes back again
6. Click anywhere or press the Esc key to deselect the text

Insert Special Characters & Symbols

Microsoft Word allows you to insert special characters, international
characters, and symbols. These symbols or characters can also be inserted
by using set keystrokes instead of accessing them from the menu.
1. Click on Insert
2. Click on Symbol
3. Select Font and Subset to get a full picture of the symbols available
with each Font
4. Click on the picture of the required symbol
5. Click on the Insert button

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Exercise: Insert the Envelope Symbol into your sample

Document
1. Open the document ICDL3Ex1
2. Move the insertion point to the beginning of the line "Box
MP 140"
3. Click on Insert
4. Select Symbol
5. Ensure that the Symbols tab is active
6. Click on the arrow of the Font drop-down list and select
the Wingdings font
7. Click on the envelope symbol
8. Click the Insert button
9. Click the Close button

Another way to type in special characters is by using short-cut keys.

To insert Press
à, è, ì, ò, ù À, È, Ì, Ò, Ù CTRL+` (ACCENT GRAVE), the letter
á, é, í, ó, ú, ýÁ, É, Í, Ó, Ú, Ý CTRL+' (APOSTROPHE), the letter
â, ê, î, ô, ûÂ, Ê, Î, Ô, Û CTRL+SHIFT+^ (CARET), the letter
ã, ñ, õÃ, Ñ, Õ CTRL+SHIFT+~ (TILDE), the letter
ä, ë, ï, ö, ü, ÿ Ä, Ë, Ï, Ö, Ü, Ÿ CTRL+SHIFT+: (COLON), the letter
å, Å CTRL+SHIFT+@, a or A
æ, Æ CTRL+SHIFT+&, a or A
œ, Œ CTRL+SHIFT+&, o or O
ç, Ç CTRL+, (COMMA), c or C
ð, Ð CTRL+' (APOSTROPHE), d or D
ø, Ø CTRL+/, o or O
¿ ALT+CTRL+SHIFT+?
¡ ALT+CTRL+SHIFT+!

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Insert Page Breaks

HOW TO START A NEW PAGE BEFORE THE PRESENT PAGE HAS

ALL BEEN USED UP

There will be times when you have not reached the last line of the current
page but you want to start typing in text on the next page. With Word this is
easily done using the Page Break command.

AUTOMATIC PAGE BREAKS (SOFT PAGE BREAKS)

An automatic page break is inserted at the end of a page. When you are in
normal view, it will be seen as a broken line. The soft page break cannot be
deleted.

WORKED EXAMPLE INSERT A HARD PAGE BREAK

1. Click on Insert
2. Select Break…
3. Click on the Page break radio button
4. The text from that sentence onwards goes to the next page.
To insert a page break without using the menus, press the Ctrl and Enter
keys at the same time. To delete the hard page break, click on the page
break and simply press delete. The dotted lines marking soft and hard
page breaks are only visible when the Show/Hide buttom is on.

INSERTING A CONDITIONAL END OF PAGE

A conditional end of page is used to keep a group of paragraphs together
on one page or to keep lines together in a document and to prevent divisions
between pages in a document. To insert a conditional end of page you
need to:
1. Select the lines or paragraphs to be grouped together
2. Click on Format
3. Click on the tab Line and Page breaks
4. You can then select "Keep with next" and "Keep lines together"

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Type Over Existing Text (Overwrite)

This is achieved by pressing the Insert key on the keyboard. To remove
overtype mode, press the Insert key again. Or more simply, just double-
click on OVR on the status bar to turn it on. Note the state of OVR on the
status bar (Figure 8) to see whether overtype mode is on or off. When
overtype mode is on OVR is shown in black and when it is off OVR is
greyed out.

Selecting Data
Before you can make any editing or formatting changes to existing text
you first need to select that text. You can use any of the following methods
to select text:
x The simplest way to select text is to simply drag over the text you want
using the mouse.
x Double-clicking on a word will select the word, if it needs correcting
you can type in the new word to replace it.
x Holding down the Control (Ctrl) key and clicking anywhere in a
sentence will select the entire sentence.
x If you triple-click any word, its paragraph will be selected.
x If you are not yet proficient at using the mouse to select text, go to the
first character of the text you want to select. Press on the Shift key
plus use the appropriate arrow keys to select the text.
x To select a line of text just move the mouse to the selection bar, that is
to the left of the left margin. When the mouse changes to a "tilted
arrow" (©) shape click on the line.
x To select ALL text within a document, click on Edit, Select All.

Knowing how to SELECT text is crucially important in Microsoft

Word. Other Word Processing package users may understand
different terminology such as "blocking" text.

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Copy, Move, Delete

Microsoft Products use the concept of CUT and PASTE to re-position
selected text within a document. This is analogous to the process used in
early print origination, of physically cutting out pieces of a printed document
and pasting them with glue in different positions on the page.
CUT is represented by a pair of scissors. Cut removes selected text from its
original position and places it on the clipboard. Cut can be used to eliminate
text completely, or if followed by Paste, can be used to re-position text.
COPY is represented by two pages (i.e. the original and a replica). Copy
leaves the selected text unchanged in its original position, and puts a replica
of that text on the clipboard.
PASTE is represented by a page with clipboard behind it, to show that the
contents of the clipboard will be placed in the document at the insertion
pointer
CLIPBOARD is a temporary storage area used by Windows. Anything to
be cut or copied is placed on the clipboard. The clipboard retains the contents
that were cut or copied until you cut or copy something new or you turn off
the computer.

THE DIFFERENCE BETWEEN COPY AND MOVE

Remember that when you copy text from one location to another, the text
in the original location remains there and you also have a copy of the
same text in all the locations where you have pasted this text.
When you move text from one location to another, the text is no longer in
the original location but is available in all the locations you paste it to.

HOW TO COPY TEXT WITHIN THE SAME DOCUMENT

1. Select the portion of text to be copied
2. Click on the Copy button, OR click on Edit and then Copy

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3. Move the insertion pointer to the place in the document where the text
is to be copied
4. Click on the Paste button, OR click on Edit and then Paste
You can also use control-drag-and-drop for copying text. You select the
text you want to copy, press the control key and keep holding it down, drag
the mouse pointer to a new location whilst holding the mouse button down
(control-drag), and then let go of the mouse when you get to the desired
location (drop). If you want to copy text you must hold down the Control
key as you drag the text to the desired location.

HOW TO MOVE A PORTION OF TEXT WITHIN THE SAME

DOCUMENT
1. Select the portion of text to be moved
2. Click on the CUT button, OR click on Edit-Cut
3. Move the insertion pointer to the place in the document where the text
is to be moved
4. Click on the PASTE button, OR click on Edit-Paste
If losing your text temporarily to the clipboard is unnerving, you can use
drag-and-drop for moving text. You select the text you want to move and
drag it to a new location whilst holding the mouse button down, and let go
of the mouse when you get to the desired location (drop).

Exercise: Use Cut & Paste to re-arrange text

1. Open the ICDL3Ex1 document
2. Select the paragraph beginning "I am writing" and ending
"Center"
3. Click on the Cut button
4. Move the insertion point to the line below the paragraph
ending "teaching aids"
5. Click on the Paste button. The 1st paragraph is now
positioned after the 2nd paragraph
6. Click the Undo button
7. Click the Save button

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HOW TO DELETE TEXT FROM THE DOCUMENT

1. Select the portion of text to be removed
2. Press the DELETE key on the keyboard, OR click on Edit-Clear
3. OR Select the portion of text to be removed
4. Click on the CUT button, OR click on Edit-Cut
Be careful to ensure that you do not accidentally click on the Paste
button, until such stage as you have put something else on the
clipboard.

HOW TO COPY TEXT INTO ANOTHER DOCUMENT

To copy text from one document to another, you must have both documents
open. The Window command is used for switching between the documents.
1. Use the Window command to select the source document as the
active document
2. Select the portion of text to be copied
3. Click on the COPY button, OR click on Edit-Copy
4. Use the Window command to select the target document as the active
document
5. Move the insertion pointer to the place in the document where the text
is to be copied
6. Click on the PASTE button, OR click on Edit-Paste

Exercise: Use Copy & Paste to include text from

another document
1. Open the ICDL Issues document
2. Select all the text in that document
3. Click on the Copy button
4. Open document ICDL3Ex1
5. Move the insertion point beyond the last line of text
6. Click on the Paste button
The text from the first document has been copied after the
last paragraph.
7. Click the Undo button
8. Click the Save button
9. Close both documents

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How to Move Text into Another Document

To move text from one document to another, you must have both
documents open. The Window command is used for switching between
the documents.
1. Use the Window command to select the source document as the active
document
2. Select the portion of text to be moved
3. Click on the CUT button, OR click on Edit-Cut,
4. Use the Window command to select the target document as the active
document
5. Move the insertion pointer to the place in the document where the text
is to be moved
6. Click on the PASTE button, OR click on Edit-Paste

SHORTCUT KEYS FOR CUT, COPY & PASTE

Remember that Cut will remove the text from that location permanently
whereas Copy will leave the text in place and also place a copy of the text
on the clipboard.

Required Action Shortcut Keys

To cut an item and place Press Control + X (or Shift+Delete)
on the clipboard
To copy an item to the Press Control + C (or Ctrl+Insert)
clipboard
To paste an item from the Press Control + V (or Shift+Insert)
clipboard to any location

Erase Text
No matter how proficient you might be with the keyboard, you will still
make some typographical errors. The editing features of Microsoft Word
allow you to easily correct your mistakes.

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When editing single characters, positioning the I-beam or pointer after a

character and press the Backspace key on the keyboard will erase one
character at a time (Backspace deletes to the left/backwards of the insertion
point).
Positioning the pointer before the character will require you to use the Delete
key from the keyboard to erase the unwanted character (The delete key
deletes characters to the right of the insertion point).
To delete a large portion of text, first select that text and then press the
Delete key. Microsoft Word will display a confirmation message, and if you
respond YES to that, all the selected text will disappear.
Pressing Ctrl + Backspace together will delete one word at a time to the
left of the insertion point.
Pressing Ctrl +Delete will delete one word at a time to the right of the
insertion point.

Exercise: Erase text

1. Open document ICDL3Ex1
2. Position the insertion pointer before the start of the first
(duplicated) word 'is' in the phrase beginning The Word
Processing Module
3. Press the delete button three times to remove the duplicated
word 'is' and the following space
4. Save and close the document

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SEARCH & REPLACE

When you work with long documents, there may
be instances when you need to search for
specific text. Reasons for searching may
include:
x the need to quickly move to a particular
word or phrase within the document
x the need to search for a word or phrase
so that you change it throughout the
document.
Word allows you to either Replace All or Replace
this word or phrase only in those occurrences
that you choose.

Use the Find Command

1. Open the ICDL3Ex1 file
2. Click on Edit
3. Select Find…
4. In the Find what text box type "lazy"
5. Click the Find Next button. The first occurrence of the word or phrase
in the document is selected.
If there are no occurrences of the selected word, a message box will
confirm this.

Use the Replace Command

When you click the Replace tab of the Find and Replace dialog box, two
new command buttons will appear. These are:
x Replace will replace the selected instance of the word or phrase in the
Find what text box, find its next occurrence and then stop.

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x Replace All will result in all occurrences of the word or phrase in the
Find what text box being replaced at once with the word or phrase in
the Replace text box.

WORKED EXAMPLE REPLACING A WORD OR PHRASE

1. Open a new file and type in some sample text including the phrase
"Coca Cola" four times
2. Click on Edit
3. Select Replace…
4. In the Find what text box type "Coca Cola"
5. In the Replace with text box type "Pepsi Cola"
6. Click the Find Next button so that the first occurrence of "Coca Cola"
can be highlighted
7. Click the Replace button
8. This first occurrence of "Coca Cola" is replaced with "Pepsi Cola"
9. Click the Find Next button
10. Click the Replace All button
All following occurrences of "Coca Cola" are replaced with "Pepsi
Cola"

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FORMATTING

Text Formatting

WHAT IS A FONT?
A font is a collection of character shapes. Each font includes upper and
lower case characters for the alphabetic letters A to Z, the numbers 0 to 9
and special punctuation characters. Selected text may be formatted with
any of the different fonts available to give it a different appearance. Examples
of different fonts are:

Name of Font Sample Text

Arial The quick brown fox
Artistik The quick brown fox
Century Schoolbook The quick brown fox
Copperplate Gothic Light The quick brown fox
Franklin Gothic The quick brown fox
Garamond The quick brown fox
Old English The quick brown fox
Tahoma The quick brown fox
Time New Roman The quick brown fox
Village Square The quick brown fox

THE FONT COMMAND

The font command, available on the Format menu, allows the font (shape),
point size and colour of selected text to be altered.

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Font Dialog Box

CHANGE THE SIZE OF SELECTED TEXT

You might want bigger or smaller characters at some stages in your
document. To do this:
1. Select the text you want to change
2. On the Formatting toolbar, click the drop-down arrow of the Font Size
list box
3. Select the point size you want

CHANGE THE COLOUR OF SELECTED TEXT

If you have a colour printer, or are preparing a document primarily for web
display, you might also want to change the colour of certain text. This can
be achieved by:
1. Selecting the text you want to change
2. On the Formatting toolbar, click the drop-down arrow of the Font
Colour list box
3. Select the colour you want
OR
1. Click on Format
2. Select Font
3. Click on the drop-down arrow of the colour list box
4. Select the colour you want

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FONT EFFECTS
The font command also includes check boxes to allow special font effects
to be switched on or off, to add emphasis to selected text. Examples of
these different effects are shown below.

FONT COLOUR GRAY 50%

FONT COLOUR GRAY 25%
NORMAL, NO EFFECT
STRIKETHROUGH EFFECT

1. Select the text for which you want to change the effect
2. Select Format and then Font
3. On the Font tab, click the check box of the required effect
Some of these effects are exclusive, and switching on that effect
will automatically switch off all others

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TEXT ANIMATION
The Animation tab contains
interesting styles that can be
used in your documents, to
highlight points. Note that these
styles will not print and only work
when you want people to view
your information on the screen.
The figure shows how Sparkle
text looks in the Preview box.

UNDERLINE, EMBOLDEN OR ITALICISE TEXT

Text can be enhanced
in appearance or
highlighted by using
any of these features:
1. Select the text
2. If you want to
embolden your
text, click on the
Bold button on the Formatting Toolbar (or press Ctrl+B)
3. If you want to italicise your text click on the Italics button (or press
Ctrl+I)
4. If you want to underline your text click on the Underline button (or
press Ctrl+U)
To undo any of these features you simply select the text again and click on
the desired button. This is because these are toggle buttons that are "on"
at one time and "off" or de-selected when selected again. You can also
undo using the undo command described on page 30.
These commands are also available by clicking on Font and selecting
Format.

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Alternatively you can select the formats first and then type your text.
Remember that if you use this approach you will need to turn off the formats
when you no longer need to use them. Try it!
The underline style can be changed by choosing from the options available
in the Underline box on the format menu.

Exercise: Underline, Embolden and Italicise text

1. Open the document ICDL3Ex1
2. Select the text Harare
3. Click on the Underline button
The word Harare is underlined.
4. Select the text Course Tutor
5. Click on the Italics button
The two words Course and Tutor are Italicised.
6. Select the phrase Word Processing Module
7. Click on the Bold button
The phrase Word Processing Module is emboldened.
8. Select the phrase Word Processing Module
9. Click on the Bold button
The bold formatting is removed from the phrase.
10. Save and close the document

CHANGE CASE
Sometimes you type a word in small letters but then you later decide you
want it to be in capitals. To change from lower to upper case:
1. Select the text whose case you want to change
2. Press Shift+F3 repeatedly until the case option you want appears
OR
1. Click on Format
2. Select Change Case
3. Click on the button of the option you want

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Exercise: Change Case

1. Open the document ICDL3Ex1
2. Select the text Harare
3. Click on Format
4. Click on Change case
5. Click in the UPPERCASE radio button
6. Harare becomes HARARE
7. Save and close the document

ALIGN OR JUSTIFY TEXT

Within any paragraph or table cell, text may be:
x Left aligned, i.e. with the leftmost character
of each line lined up while the right side is
ragged
x Centred, i.e. positioned equidistant from
either side
x Right aligned, i.e. with the rightmost
character of each line lined up while the left
side is ragged
x Justified, i.e. aligned with both margins by
means of appropriate word spacing
x Indented, i.e. aligned with temporary margins which are slightly offset
from the normal page margins

WORKED EXAMPLE ADJUST TEXT ALIGNMENT

1. Select the text you wish to align, or if it is to be applied to the whole
document, select the whole document
2. Click on the appropriate aligning button from the formatting toolbar
OR
1. Select the text
2. Click on Format menu
3. Select Paragraph and select the alignment you want from the
Alignment combo box

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Hyphenation
Hyphenation is necessary to give documents a polished and professional
look. With hyphenation:
x gaps in text can be eliminated
x "rivers of white" in justified text can be removed
x even line lengths can be maintained in narrow columns

It is a good idea to hyphenate your document only after you

have finished working on it because adding and deleting text
may affect the way lines break.

HYPHENATE TEXT MANUALLY

Word will search the document for words to
hyphenate and then ask you whether to include
a hyphen and where to position it. Non-breaking
hyphens can be used to prevent a hyphenated
word or phrase such as MS-DOS from
breaking if it falls at the end of a line.

WORKED EXAMPLE HYPHENATING TEXT

1. Open the ICDLMV2 file
2. Click on Tools
3. Select Language and then
click on Hyphenation…
4. Click the Manual… button

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5. The first word/phrase that Word thinks

should be hyphenated appears. Click
the Yes button
6. Click the Yes button for the rest of the
words in the document that need
hyphenation until word informs you
that hyphenation is complete.
7. Close the file without saving it
8. Repeat steps 1 to 3
9. On step 4 click the Automatically hyphenate document check box.

Indent Text
Decrease Indent button Increase Indent button
Indentation is the distance of text from the margins, and when you increase
or decrease indenting, you change the distance of the text from the margins.
The formatting toolbar includes a Decrease Indent button and an Increase
Indent button. Clicking on either of these buttons will change the indentation
for the remainder of the paragraph. Indenting text is done when you want
a paragraph to stand out from the rest of the document.
A special type of indent is the hanging indent. When you create a hanging
indent you offset an element, such as a bullet, number, or word, to the left
of the first line of text. This option is found on the Special drop down list of
the Paragraph dialog box.
In Microsoft Word you can:
x Set left and right indents by using the ruler
x Set the left indent by using the TAB key
x Create a hanging indent
x Decrease the left indent by clicking on the Decrease Indent button
x Increase the left indent by clicking on the Increase Indent button

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WORKED EXAMPLE ON SETTING THE LEFT INDENT

1. Open the ICDL3IND file
2. Move the cursor to the beginning of the second paragraph which
contains the text Computer software with the…
3. Press the Tab key on the keyboard
4. Select the third paragraph which contains the text One of the most
popular…
5. Press the Tab key on the keyboard
NOTICE that this time the whole paragraph is indented.
6. Click the Increase indent button on the Standard toolbar
NOTICE that the paragraph is indented further inwards to the left.
7. Click the Decrease indent button on the Standard toolbar
The indentation decreases again.

INDENT BOTH LEFT & RIGHT USING MENUS

There can be occasions when you need to indent on both left and right
margins. This is especially true of the requirements of research projects
where the typist has to indent quoted text on both sides.
A quick way of indenting either on the left or right or both margins is to
drag the left and right indent markers available on the ruler (refer to Figure
below) the distance you want. Where precision is necessary the best method
to use is using the Paragraph command available from the Format menu.
Remember to click on the View menu and select Ruler if it is not already
visible on your Word screen.

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WORKED EXAMPLE INDENT ON BOTH SIDES

1. Open the ICDL3IND file
2. Select the third paragraph which
contains the text One of the most
popular…
3. Click on Format
4. Select Paragraph…
5. In the Left spin box click the Up
arrow until it reads 1.5cm
6. Click in the Right text box and type
in 1.5cm.
The preview box shows that you
have indented both left and right
margins.
7. Save the file as ICDL3IN3

Line Spacing
Default Line spacing is single. If you need to change it:
1. Select the text that you want to be spaced differently
2. Click on Format menu
3. Select Paragraph
4. From the Paragraph dialog box, select the line spacing you want from
the Line Spacing options available
If a line contains a large character or graphic, Microsoft Word increases
the spacing for that specific line to accommodate this large character or
image.

Format Painter
This feature is used when you wish to copy formats you have applied to
certain text to other areas.
1. Select the text that has the formatting you want to copy.

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2. Click the Format Painter button and then go to the text where you
want to apply the formatting (as you move the mouse the Format
painter will become part of the mouse). This has to be done carefully
to avoid accidental "format painting" of other text en route, but with
practice becomes a very easy and convenient way of formatting.
3. Drag the mouse pointer over the text where you want to apply the
formatting.
To copy the selected formatting to several locations, double-click Format
Painter. Click the button again when you're finished.

DISPLAY FORMAT DETAILS

Pressing Shift+F1 and then clicking any text displays all the formats you
have applied to that text(Refer to the diagram). Press Shift+F1 to close the
box.

General Formatting

TAB STOPS
As you work with your documents there might be times when you wish to
move the insertion point some distance before typing in the next text. Word
allows you to do this easily using tab stops. Tab stops move the insertion
point a certain distance using the alignment option of your choice.
The default tab stop is 1.27cm, meaning that each time you press the Tab
key on the keyboard the insertion point moves 1.27 cm inwards. To move
backwards press Shift+Tab.

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WORKED EXAMPLE SET TABS USING THE RULER

1. If you have already typed the text, select the paragraphs in which you
want to set tab stops.
2. Click once on the Left tab at the far left of the horizontal ruler so
that it displays the Centre tab
3. Click on the ruler at position 7.5cm.
Notice that the Centre tab symbol is placed at this position.
4. Click on the Centre tab at the far left of the horizontal ruler so that
it displays the Right tab
5. Click on the ruler at position 15cm
6. Type in the following:

Type First Name and then press the Tab key once
Type Second Name and then press the Tab key once
Type Surname and then press the tab key once

7. Press the Enter key to move to the next line

8. Continue typing the following text:

Baldwin Vimbai Muzondo

Stanslous Majongwe
Dennis Laxman Goredema
Judith Netsai Mupinda
Ellen Chieza

Often, using a table with a pre-defined number of columns is

more effective than complicated tab settings.

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TAB TYPES
Button Tab Type Description
Left Extends text to the right from the tab stop set
Centre Centres text at the tab stop set
Right Extends text to the left from the tab stop set
Decimal Numbers with a decimal are aligned at this
tab stop. Text or numbers without a decimal
point extend to the left from the decimal point.
Bar Inserts a vertical line at the tab stop. This tab is
only available from the Format-Tabs dialog
box.

WORKED EXAMPLE REMOVE & MOVE TABS USING THE RULER

1. Select all the text for the names you entered above
2. Drag the centre tab on the ruler to about 6cm
3. Remove the right tab at position tab by dragging it off the ruler
The tab at this position is removed
4. Press Ctrl+Z or the Undo button to undo this action
Remember the Undo feature

If you want to set precisely measured tabs you need to use the tab dialog
box. In addition it also allows you to set tabs with dot leaders.

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WORKED EXAMPLE SET TABS WITH DOT LEADERS

1. Click on Format
2. Select Tabs
3. Type 15 for 15cm
4. Click on the Right radio button
If you wanted to set more than one tab, you would then click on the
Set button and repeat steps 2 through 5 to enter tab positions and
tab types. Click on set
5. Click on OK
6. Press the Tab key
7. Type Page No
8. Press the Enter key

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WORKED EXAMPLE REMOVE TABS & LEADERS USING THE TAB

DIALOG BOX
1. Select the text

2. From the Tab dialog box click on the 15cm tab

3. Click on the Clear button. The tab stop to be cleared is shown below
the dialog box.
Notice that nothing is left in the dialog box because in this paragraph
there was only one tab set.
4. If we wanted to remove all the tabs we would have selected the Clear
All button
5. Type 12 in the Tab Stop Position text box
6. Click on the Set
button
7. Click on OK
If you select paragraphs
with different tab positions
set in them, the Tab Stop
Position will contain no
values as Microsoft Word
will not know which of the
selected paragraphs tab
stops it should consider.

Page Borders
There might be times when you want to add page borders to your
document. Microsoft Word has a variety of artistic borders from which you
can choose.

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WORKED EXAMPLE INCLUDE PAGE BORDERS

1. Click on Format
2. Select Borders and
Shading
3. Click on the Page Border
tab
4. Click on the Art drop-down
list
5. Select the art style you want
6. Click on OK

Bullets & Numbering

Microsoft Word has a facility for automatically adding numbers or bullets
to a list. When you manually number the items in a list, Word converts the
typed numbers to automatic numbering. If you begin a paragraph with a
hyphen, Word automatically converts the paragraph to a bulleted item when
you press ENTER to end the paragraph.

HOW TO TYPE IN A NEW BULLETED LIST

1. Click on the Bullets button before you start typing the list
2. Type in the list
3. Click again on the Bullets button to de-select it when you have finished
typing the list

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HOW TO CHANGE AN EXISTING LIST TO A BULLETED LIST

1. Select the text which contains a list to be bulleted
2. Click on the Bullets button
3. Click on Format
4. Select Bullets and Numbering
5. Select a bullet style of your liking.
6. Click on the OK button

HOW TO TYPE A NEW NUMBERED LIST

1. Click on the Numbering button before you start typing the list
2. Type in the list
3. Click again on the Numbering button to de-select it when you have
finished typing the list

HOW TO CHANGE AN EXISTING LIST TO A NUMBERED LIST

1. Select the text which contains a list to be numbered
2. Click on the Numbering button
3. Click on Format
4. Select Bullets and Numbering
5. Select a numbering style of your liking.
6. Click on the OK button

Templates
A template is a blueprint for the layout and formatting of a document. The
advantages of using a template are that:
x You can avoid the repetitive task of creating the same common types
of documents you use most often if you base them on templates.
x Word comes with templates for common tasks such as professional
letters, faxes and memos.

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WORKED EXAMPLE : SELECT A DOCUMENT TEMPLATE

1. Click on File
2. Select New…
NOTE that
pressing Ctrl+N
will not result in
you accessing the
New dialog box
3. Click on the Memo
tab
4. Select Professional
Memo
5. Under Create New
select the Template
button
We want to create a personalised memo for an organisation.
6. In the Company Name Here text box type in:
BSP(Z) Mash West
Box 328
CHINHOYI
7. In the From area type in:
MR E NYAJEKA (BSPZ REGIONAL CO-ORDINATOR)
8. Move to the To:, CC: Re: and How to use this template areas and
delete the information there
9. Click on File
10. Select Save As…
11. In the File name box, type in BSPZ memo
12. Double-click the memo folder
This will result in this template being
stored under the Memo tab. If the Save
button had been clicked after Step 11,
the template would have been saved
under the General tab
13. Click the Save button

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WORKED EXAMPLE : USE A TEMPLATE FOR A SPECIFIED TASK

We are going to use the professional fax to send a fax from the Zimbabwe
World National Co-ordinator to the ICT Resource trainers.
1. Click on File
2. Select New…
3. Click on the Memos tab
4. Select the Elegant memo document
5. Click the OK button
6. Fill in the memo so that it appears like the one below

INTEROFFICE MEMORANDUM

to: ICT RESOURCE TRAINERS

from: MR E GUDZA
subject: ICT IN EDUCATION
date: 2004/05/13
cc: MR E SELLS
There will be a workshop on the Use of ICTs in Education to
be held at the WorLD National Technology Training Centre
from 19 May 2001 to 23 May 2001.

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FINISHING A DOCUMENT

Styles and Pagination

Styles allow you to create and quickly apply unique combinations of
formatting commands. This means that if you always use a particular
format for your headings, you can create it once, save it as a style and
apply it to any text you want. Word itself comes with some in-built styles
available from the Formatting toolbar. Some of them are shown on the
diagram below (the Style drop-down list).

APPLY EXISTING STYLES TO A DOCUMENT

1. Open the ICDL3Ex document
2. Select the text Dear Course Tutor
3. Click on the Style drop
down list
4. Select Heading 1
5. Select the text The Word
Processing Module
6. Click on Format
7. Select Style…
8. Click on Heading 1 from
the Styles list box
9. Click the Apply button

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Page Numbering
Page Numbers may be inserted in document headers or footers, so that
they automatically appear on every page. This means that the user does not
have to be concerned about page breaks. Microsoft Word will automatically
format the document to include page breaks as each page is filled.

HOW TO INSERT PAGE NUMBERS

Click the Format-Page Numbers button on the Header or Footer toolbar
OR
1. Click on Insert
2. Select Page Numbers
Enter the relevant option required from the Page Numbers dialog box shown
below

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Headers & Footers

Headers will normally be repeated at the top of every page in the document,
and Footers on the bottom of every page in the document. However the
File-Page Setup Layout tab allows optional selection of:
x Different headers and footers for odd and even numbered pages. This
might be used for documents which are printed on both sides of the
paper.
x Different headers and footers for the first page. This is useful for
suppression of headers and footers when the first page is a letterhead
or a cover.
Headers and footers are useful when you want to place certain titles, chapter
headings or page numbers on the same position on some or all of the
pages of a document.

WORKED EXAMPLE INSERT HEADERS & FOOTERS

1. Click on View
2. Select Header and Footer
3. Enter the text or graphics you want in the header area
4. To create a footer click the "Switch between header and footer" button
to move to the footer area
5. Click on the Close button from the header and footer toolbar to exit
from the header or footer area

INCLUDE DOCUMENT INFORMATION WITHIN HEADERS & FOOTERS

To enter Click on
The page number
The current date
The current time

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The file name, running

total page numbers (Page
X of Y), author's name, etc

APPLY BASIC TEXT FORMAT OPTIONS IN HEADERS & FOOTERS

The Page-Setup allows you to opt for headers and footers that are different
on the first page, and/or different on odd and even pages. Your choices will
apply throughout the document. If you want to change the content of the
headers and footers within the document then you will need insert section
breaks, as each section can have a different header and footer.
1. Click on View
2. Click on Header and Footer
3. Click on the button to switch between header and footer, or to show
next or previous header or footer until you have selected the header or
footer which you wish to format
4. Select the text to be formatted
5. Click on Format-Font to change the formats with the selected text
6. Click on View-Normal to go back to the body of the document

Spelling & Grammar

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You should not allow misspelled words or poor sentence structure to dull
your document's professional finish. With Microsoft Word's built-in spelling
and grammar checkers, you can minimise typographical errors.

HOW TO USE THE SPELL CHECK/GRAMMAR CHECK TOOL

1. Press F7 to access the Spelling dialog box OR click the Spelling and
Grammar button OR click on Tools and select Spelling and Grammar.
2. If you also want to correct grammar whilst checking the spelling, click
on the Check Grammar check box of the Spelling and Grammar dialog
box.
3. If the red wavy underlining of incorrectly spelt words or the green wavy
underlining of incorrect grammar unnerves you, click the Options…
button of the Spelling and Grammar dialog box. Ensure that "Check
spelling as you type" and "Check grammar as you type" are selected.
4. If you are sure that the word selected is correctly spelt, then click on
Ignore to skip any change.
5. If the correct wording is not in the dictionary then click anywhere in
the document to temporarily exit from the spell checking and then
correct the word appropriately.
6. To resume the spell-checking click on the Resume or Start button in
the Spell-checking dialog box.

Exercise: Use the Spell Checker Tool

1. Open document ICDL3Ex1
2. Use the spell checker tool to correct the spelling errors
3. Save that document

The spell checker will only highlight words that are not found in
its dictionary. Legitimate words which are incorrectly used (e.g.
"a maize of difficulties" or "the bear necessities") will not be picked
up, so important documents should still be manually proof-read.

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Thesaurus
If a significant word is repeated too often in the same paragraph, this
indicates a limited knowledge of English vocabulary. Hence it is useful to
have a tool to help find other words with the same meaning. The thesaurus
is used to find synonyms, antonyms and related words.
1. On the Tools menu, select Language
2. Click Thesaurus OR press Shift+F7
3. Select the options you want
For example if you type the word huge and use the Thesaurus, Microsoft
Word will give you a dialog box displaying synonyms.

Document Formatting
You can at any stage change the way that your document is laid out on
paper.
x Margins can be adjusted to allow more (or less) between the edges of
the text and the edges of the paper.
x Paper size can be altered.
x The orientation of the paper (this is either portrait or landscape) can
be changed. It is possible to divide one document contained in a single
file into several sections, and switch orientation between sections. This
is useful when the bulk of the document is normal text which looks
better presented in portrait layout, but there may be portions containing
wide tabulations which need to be printed in landscape mode.
Document setup is altered via the File-Page Setup command.

Page Margins
A bigger space at the top or bottom of the page may be needed for a
document. Some documents may look better with narrower or wider margin.
Gutter margins are used when you need to bind a document. They add
extra space to the inside margin to accommodate the binding.
Mirror margins are used when you want back-to-back printing. When you
select the Mirror margins check box, the left and right margins are replaced
by the inside and outside margins. Enter a value for these so that the

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inside and outside margins of your document will have the width you would
have entered.

WORKED EXAMPLE : CHANGE MARGIN SETTINGS

1. Click on File
2. Select Page Setup
3. Type in the top, bottom, left or right margin size you want in the
appropriate box or use the up and down arrows beside the desired
margin's box to achieve this
Refer to the figure below.

Double clicking on the margin boundaries of the ruler will open

the Page Setup dialog box.

CHANGE MARGINS USING THE RULER

1. Make sure you are in page layout view or print preview and that the
horizontal and vertical rulers are visible on your window.
2. To change the left or right page margin, point to the margin boundary
on the horizontal ruler. When the pointer changes to a double-headed
arrow, drag the margin boundary.

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3. To change the top or bottom page margin, point to the margin

boundary on the vertical ruler and when the pointer changes to a
double-headed arrow, drag the margin boundary.

CHANGE THE PAGE ORIENTATION

When this is done Microsoft Word switches the left and right margins with
the top and bottom margins.
1. Click on File
2. Select Page Setup
3. Click the Paper Size tab
4. Under the Orientation area select either Portrait or Landscape

If your document is not divided into sections and you need to

change the page orientation of certain pages, select the pages
and then change the orientation using the steps given above. In
the Apply to: list box, click Selected Text

CHANGE THE PAPER SIZE

1. Click on File
2. Select Page Setup
3. Click the Paper Size tab
4. Select a paper size from the Paper Size list box.

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If the listed Paper Sizes are not to your liking, select the Custom
Size option and then type in the width and height of the paper
size you want in the Width and Height combo boxes

Tables
Tables are a mechanism for presenting information formatted in rows and
columns. They are particularly useful for presentation of financial or numeric
information where certain columns need to be justified to the right and
others to the left. They are also useful for presentation of text that needs to
be edged with borders, or have background shading different from the rest
of the document.

HOW TO CREATE A TABLE

1. Click on Table
2. Select Insert Table
3. From the Insert Table dialog box, type in the number of rows and
columns you want in the table.

OR click the Insert Table button and then drag to select the number of
rows and columns you want.
To select a predefined table click on the AutoFormat… button and then
select the Format you want.

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Text can also be aligned using the

alignment tools from the
formatting toolbar OR buttons
from the Table toolbar. These refer
to the alignment of text within a cell.

HOW TO INSERT A SINGLE ROW IN A TABLE

1. Make sure the mouse is in any cell in the row below where you want to
insert the new row.
2. Click on the Insert Rows button
OR
1. Click on Table
2. Select Insert Rows and your new row is inserted.
If you are at the end of a table and you use the Insert Rows commands
you are taken to the Insert Rows dialog box which allows you to add more
than one row at a time.
Do not worry if you need to insert more than one row while you are not at
the end of the table.

How to Insert Multiple Rows in a Table

For example, if you wish to add four new rows:
Select the four existing rows or any cells within the four rows.
1. Click on Table
2. Select Insert Cells
3. Click inside the Insert entire row button.
Your table will then have four new rows

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HOW TO INSERT COLUMNS IN A TABLE

The same procedures apply for inserting columns. The only difference is
that you need to select the commands that go along with columns! Rows
are inserted above the current row, that is the row in which the cell selector
is. Columns are inserted to the left of the current column.
At times when you wish to insert a column and you just select a cell, you
will notice that the Table menu will NOT contain the Insert Column
command. You will need to either click the Select Column command and
then select Insert Column OR before you use the Table menu, select the
column to the right of where you want to insert new columns.

HOW TO DELETE ROWS, COLUMNS, CELL CONTENTS OR AN

ENTIRE TABLE
1. Select the cells, rows, or columns that
you want to delete.
2. Click on Table
3. Select Delete Cells…
4. Pick the appropriate option from the
dialog box

HOW TO DELETE A TABLE TOGETHER WITH ITS CONTENTS

Select the table by clicking any cell within it and then pressing ALT+5 on
the numeric keypad. Make sure that Num Lock is off. Now click the Cut
button or from the Edit menu select Cut. Note that pressing the Delete key
will only remove the cell contents.
OR
1. Click on Table
2. Click on Select Table
3. Press the Delete key

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HOW TO CLEAR THE CELL CONTENTS OF A TABLE

1. Select the cells you want to clear
2. Press the Delete key

HOW TO MERGE CELLS IN A TABLE

This facility allows you to combine two or more cells in the same row or
column into a single cell.
1. Select the cells you wish to merge
2. Click the Merge cells button
OR
1. Click on Table
2. Select Merge Cells
OR using the Tables and Borders toolbar
1. Click the Tables and Borders button on the Standard toolbar if
the Tables and Borders toolbar is not visible on your window
2. Click the Eraser button on the Tables and Borders toolbar and then
click and drag over the cell dividers you want removed

HOW TO SPLIT TABLE CELLS

1. Select the cell/s you wish to split
If it is a single cell, you can just place
the insertion point inside that cell.
2. Click the Split Cells button
3. From the Split Cells dialog box, select
the number of Rows and Columns you
want to split to
OR
1. Click on Table
2. Select Split Cells… and continue as
for Step 3 above

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HOW TO FORMAT TABLE CELLS

Word allows you to change the attributes of any selected cell(s) in exactly
the same way that attributes of normal text are changed. You can vary the
alignment of cell contents by using the align-left, centre, align-right and
justify buttons. You can use the bold, italics and underline buttons to highlight
cell contents. You can vary the font, point size and colour of cell contents
using the format-font command. The format-borders & shading command
allows you to change the style of borders and background colour/shading
of selected cells.

HOW TO ADD BORDERS TO A TABLE

Word allows you to enhance the appearance of your tables by allowing
you to select from a variety of border styles and shadings.

SINGLE DOUBLE BARBER- SHADED

LINE LINE POLE CELL
BORDER BORDER LINE
BORDER

WORKED EXAMPLE ADD BORDERS TO A TABLE

1. Select the cells that you want to edge with borders
2. Click on Format
3. Select Borders and Shading…
4. Now we will concentrate on the Borders tab
5. Select the appropriate top border by scrolling up
and down the style box until you see the style
you want
6. Note that all the four edges have this style applied to them. Do not
worry about this for now. For this to really work without you leaving
the dialog box, select the top border as if you want to remove it and
then select it again so that Step 3 can be carried out properly. Find
out what happens if you do not do this.

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7. Select the appropriate bottom border from the Style box

8. Select the bottom border by clicking twice on the border style we want
9. Do not worry about changing the left and right borders as we want
to maintain this border style for them
10. Click on OK

WORKED EXAMPLE ADDING BORDERS TO A TABLE USING TABLE

& BORDERS TOOLBAR
1. Open the ICDLTBL
document
2. Select the first row OR
make sure that the cursor
is in any cell in the first
row
3. Click the Line Style drop-
down arrow from the
Tables and Borders
toolbar
4. Select the double line
border style
5. Click on the Borders drop-
down arrow
6. Select the top border button
7. Click the Line Style drop-down arrow
8. Select the line with the thick line on top
9. Click on the Borders drop-down arrow
10. Select the bottom border button

HOW TO CREATE VERTICALLY ORIENTED TABLES

There may be occasions when you need table headings to be vertically
oriented.

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1. Create a simple table, such as the one below

Name ICDL Module 3 Mark

Farai Zuze 84%
Mary Goredema 96%

Select the first row. Either click on the

Shading Color button and select the colour
for shading OR from the Format menu,
select Borders and Shading…Click on the
Shading tab. From the Fill section, select
the shading colour that you want.
If you at times use this option without first
selecting the text to be shaded, you will
have to ensure that you look at the option
currently selected in the Apply To: section
in the Shading tab, otherwise the wrong
table or other text may be shaded!
2. Select the cells within the table that you want to be vertically oriented
(e.g. row 1)
3. Click on Format
4. Select Text Direction…
This command only applies when you are working with tables.
5. Select the required vertical text Direction from the Orientation box of
the dialog box as selected in the diagram
Look at the Preview box to see how the text will look in your table.
6. Check that table after applying the text direction
Module 3
Name

ICDL

Mark

Farai Zuze 84%

Mary Goredema 96%

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HOW TO USE THE TABLE AUTOFORMAT

Often, as data is entered into tables, it becomes apparent that column
widths require adjusting. Microsoft Word has an extremely useful feature
called Table AutoFormat, which will automatically change column widths
to the optimum size for the selected table. It also allows for automatic
borders and outlines to be applied to the table, and comes with a set of
pre-formatted table styles from which you can select. There are two ways
of accessing this feature:

METHOD 1 (BEFORE DATA IS ENTERED IN THE TABLE)

1. Click on Table
2. Select Insert Table…
3. From the Insert table dialog box, click the AutoFormat button
4. Look for the AutoFormat table style that you want

METHOD 2 (AFTER DATA HAS BEEN ENTERED IN THE TABLE)

1. Select an existent table
2. Click on Table
3. Select Table AutoFormat
4. Click on the AutoFormat style that you want

WORKED EXAMPLE USING TABLE AUTOFORMAT

1. Open the ICDL3TBL document
2. Click on Table
3. Click on Select
Table
4. Click on Table
5. Select Table
AutoFormat
6. Under the Formats
list box scroll down
until you get to Grid
8

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7. Under Formats to apply, remove the AutoFit check box

8. Click the question mark button and then point on AutoFit to get an
explanation of what this check box does
9. Click the OK button
10. Save the file as ICDL3TB2

Pictures, Images and Charts

Microsoft Word comes with its own set of pictures. It has a Clip Art Gallery
that contains a wide range of pictures in many categories which you can
include in your documents. Pictures and scanned photographs from other
programs or locations can also be added to documents by the copy and
paste method. Pictures are of two basic types:
x Bitmaps which cannot be ungrouped, AND
x Metafiles that can be converted to drawing objects such that they can
then be edited using the Drawing toolbar. Most clip art is in metafile
format.

WORKED EXAMPLE ADDING GRAPHIC FILES TO A DOCUMENT

1. Open a new document and
type in a paragraph of sample
text
2. Click on Insert
3. Select Picture
4. Select Clip Art…
5. Click on the Academic button
category
6. Click on the picture shown to
the right
7. From the buttons that appear,
click on the Insert clip button
8. Save the file as ICDL3GPF

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WRAPPING GRAPHICS
Graphics that have been included in documents are affected by the wrapping
option which was selected. This will dictate relative positioning of the picture
and text. The wrapping button ( ) is found on the Picture toolbar.
These wrapping options can also be
accessed when you:
x Right click on a graphic and
select Format Picture…
x OR select a graphic, click on
Format and select Format
Picture…
In both cases click the Wrapping tab
of the Format picture dialog box to
view the wrapping options available.

WORKED EXAMPLE WRAPPING GRAPHICS

1. Open the ICDL3GPF document
2. Move the mouse over the graphic until it changes into the move button
( )
3. Drag the graphic to below the table
Notice that the graphic will 'move'
itself further down due to the fact that
the top and bottom wrapping option
is the one selected. If you try to move
it into the table it will go either above
or below the table.
4. Click on the wrapping button from
the Picture toolbar
5. Select the None wrapping option
6. Move the graphic into the table
7. Save the file as ICDL3GPF2

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Re-size Graphics in a Document

The graphic that was added in the previous exercise is too big and has not
been positioned where we want in the document. Once selected, a graphic
can be moved, copied, cut, deleted or resized. The easiest way to select a
graphic is to move the cursor anyway inside the graphic. When the mouse
changes to the ( ) move button click on the graphic and then manipulate
it any way you like.
Before a graphic can be resized, you need to click on the graphic to select
it. The graphic will then have resizing points to which you can move the
mouse and then drag the graphic in the appropriate direction.

WORKED EXAMPLE RE-SIZE GRAPHICS

1. Open the ICDL3GPF2 document
2. Move the mouse into the graphic and then click on it
3. As a starting point move the mouse to the bottom middle resizing
point
4. When the mouse changes to the vertical resize ( ) button, drag it so
that it is vertically resized up to the edge of the table
5. Continue resizing and if necessary moving the graphic until you have
mastered the concept
6. Save the file as ICDL3GPF3

COPYING PICTURES, IMAGES AND CHARTS

This works in the same way as for text once the graphic is selected. As an
exercise, select the graphic in ICDL3GPF3 and copy it within this document.
Also copy it to ICDL3GPF2 and position it in an appropriate position. Do
not save the changes of this exercise.

IMPORTING GRAPHICS
The previous examples looked at inserting images from the Clip Art Gallery.
This time we want to look inserting pictures from files.(from the Insert
menu, select Picture and then From File…). With this method the graphic
will appear as an inline (that is it is inserted directly in the text at the insertion
point). This is how pictures appear in versions of Word earlier than Word
2000.

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Another interesting advantage is that you can reduce the size of the file by
linking the graphic to the file instead of inserting it (refer to the Insert Picture
dialog box). Though you cannot edit the graphic, it will be printed with your
document. Make sure to clear the check mark for the Save with document
box as checking this will increase the size of the document to what it would
be if you inserted the graphic normally.

EXAMPLE: ADDING A GRAPHIC IMPORTED FROM A FILE

1. Create a new document and type in a paragraph of sample text
2. Click on Insert
3. Select Picture
4. Select From File…
5. Double-click on
Popular
6. Select the Agree
file.
If you had wanted
the picture to
appear in a
drawing layer (as
happens to those
from the 3Clip Art
gallery) you would
have selected the
Float over text
check box.
7. Click the Insert
button
8. Save the file and use Windows Explorer to see the file's size. Delete the
graphic file and insert it but this time as a link file (to achieve this
Repeat steps 1 to 6 and then select the Link to file check box and clear
the Save with document check box)
Use Windows Explorer to check to size of the file. Notice how much
space is saved by using the link to file option!
When you move the document file you need to move the graphic as well
(e.g. to a floppy disk).

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A UTOSHAPES
Word comes with a wide range of shapes which can be include in
your documents. These AutoShapes are selected by clicking on the
drop-down arrow of the AutoShapes button on the
drawing toolbar.
The categories of the AutoShapes are shown on this diagram.

ADD AUTOSHAPES TO A DOCUMENT

1. Click the AutoShapes button
2. Move to the Flowchart category
3. Click on the Manual Input shape
4. Move the cursor to the beginning of the
document
5. Drag out a reasonable size of the shape
6. Save the file as ICDL3SHP

CHANGE LINE COLOURS OF AUTOSHAPES

The colour of drawing objects can be easily changed. There are two main
ways of doing this:
x Click on the arrow of the line colour button , then click on the
line colour button. Note that if you actually click on the line colour
button itself, then your AutoShape will take the colour currently shown
on the button.
x OR you can right click on the object, select Format AutoShape and
then select the colour you want from the colour drop-down list box.

WORKED EXAMPLE CHANGING LINE COLOUR

1. From the drawing toolbar, click on AutoShapes, select Basic Shapes.
Click the Cube autoshape
2. Position the cursor (which is now in the shape of an arrow) near the
top of the page

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3. Drag it moving to the right and then downwards until you have a
reasonably sized shap
4. Click on Format
5. Select AutoShape
6. Click on the Colours and Lines tab if it is not already selected
7. Click on the Colour drop-down arrow
8. Select the Dark Blue colour
9. Click the OK button
10. Save the file as ICDL3SH2

CHANGE AUTOFILL COLOURS

You can use the Fill Colour button on the Drawing toolbar to fill
drawing objects with a solid colour, a gradient, a pattern, a texture, or a
picture as shown below. Clicking on the button itself will result in the current
colour filling the object.
The diagram below shows the different types of fills that can be chosen.

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REMOVE AUTOFILL COLOURS & PATTERNS

1. Click the arrow next to the Fill Colour tool
2. Click on No Fill (refer to the diagram above)
This method can also be used to create a transparent drawing object.

WORKED EXAMPLE USING AUTOFILL COLOURS

1. Open the ICDL3SH2 document
2. Click the object
3. Click the drop-down arrow of the Fill Color
button
4. Select Fill Effects…
5. Click the Pattern tab
6. Click on the Solid diamond pattern
7. From the Foreground list box, select the Dark
Yellow colour
8. Click the OK button
9. Save the file as ICDL3SH3

IMPORTING OBJECTS
One of the strengths of the Microsoft Office suite of programs is that data
can easily be copied between the various applications. For example, the
data can be collected using the spreadsheet application Ms-Excel, and
then printed via Ms-Word to take advantage of the superior formatting
features in the word processing application, or incorporated in a slide show
using MS-PowerPoint.

INSERT A SPREADSHEET OR A CHART INTO A WORD DOCUMENT

Word provides two main ways of doing this. You can copy the worksheet or
chart you want from Excel, switch to Microsoft Word and then paste the
information, OR you can insert the worksheet or chart as a linked object or
embedded object.

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DIFFERENCE BETWEEN A LINKED AND AN EMBEDDED OBJECT

The difference comes from where the data will be stored and how it will be
updated after you place it in the document.
A linked worksheet or chart's information is stored in the original Microsoft
Excel workbook. Whenever you edit the data in Microsoft Excel, Word will
automatically update the worksheet or chart in your document. Because
the linked data is stored in another location, linking can also help minimize
the file size of your Word document. The disadvantage with this approach
is that if the linked file is ever moved to a different location, Microsoft Word
will be unable to fetch the information to include in the document.
An embedded worksheet or chart's information is stored directly in the
Word document. This implies that to edit the embedded object, you just
need to double-click it to start Microsoft Excel, make your changes, and
then return to Word. Because the information is totally contained in one
Word document, embedding is useful when you want to distribute an online
version of your document to people who won't have access to independently
maintained worksheets or charts.

WORKED EXAMPLE IMPORT AN EMBEDDED SPREADSHEET

1. Create a new document in Microsoft Word. Press the minimise button
to shrink this to a button on the taskbar
2. Start up Microsoft Excel
3. Open an existing workbook on your computer. If you have not yet
done any work on spreadsheets you may need to ask a colleague for
help on this step
4. Drag over some of the
cells with text, for
example the range A1
to D19
5. Click the Copy button
6. Switch to Word by
clicking its button on
the taskbar
7. Click on Edit
8. Select Paste Special

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9. In the As list box, click Microsoft Excel Worksheet Object

10. To prevent the embedded worksheet or chart from being displayed as
a drawing object that you can position in front of or behind text and
other objects, clear the Float over text check box
11. Click the OK button

Mail Merge
This facility is used to create personalised letters. With mail merge the
same basic (standard or skeleton) letter can be sent to many different
recipients, each incorporating some information specific to the individual
recipient.
A mail merge is done in three steps:

Microsoft Word comes with an in-built Mail Merge Helper which you can
use each time you set up a mail merge document. Careful planning of
what you want to merge before you start, will save time in the long run and
preparation of the data source before the main document will simplify this
whole process.

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DATA SOURCE
The data source may be another Microsoft Word document or an Excel
spreadsheet. If the data source is a Word document then it must contain a
table with a row for each recipient. The first row of the table or the Excel
spreadsheet should contain short column labels that are used as references
to the merge fields in the main document. These labels should exclude
spaces and be as short as possible whilst still being meaningful.

MAIN DOCUMENT
The main document contains "merge fields" which indicate which column
of the data source table or spreadsheet is to be used to fetch the information
within each letter.

WORKED EXAMPLE MAIL MERGE

1. Create a new document ICDL3MDS (MDS standing for Merge Data
Source) containing the following details in a table of 4 rows by 5
columns
Name Add1 Add2 Add3 Donation
Mr J Bloggs PO Box 1234 Gweru $250
Mrs M Sithole Garden Court 32 Jason Chinhoyi $1 000
Moyo St
Mr B Black PO Box 1753 Harare $5 000

2. Create the following letter and save as ICDL3MMD (MMD standing

for Merge Main Document) with dotted lines as placeholders showing
where you will insert further details

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Save the Children Fund

PO Box 905
Chinhoyi
.......................
.......................
.......................
.......................
.......................
Dear ............................
Thank you for your kind donation of ........... This will be used to
provide clothing for the pre-school group, so you have
contributed directly to keeping a young child warm and happy.
Yours sincerely

B. Tarira
for Management Committee

3. Open ICDL3MMD
4. Click on Tools
5. Select Mail Merge…
6. In section 1, click on Create Main document
7. Select Form Letter from the drop-down list
that appears
8. Click on the Use Active window option as
we already have opened ICDL3MMD as the
document we want to use as our standard
letter
9. Click on Get Data in the section 2 Data
Source
Notice that the cursor had already moved
to this button.
10. From the drop-down list select the Open Data source

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11. Open document ICDL3MDS

A message will display telling you that "Word found no merge fields
in your main document. Choose the Edit Main Document button to
insert merge fields in your main document".
12. Click on the Edit Main Document button
You will be taken back to your main document, and the merge
toolbar will be displayed under the formatting toolbar.
13. Go to the top left section of your letter in which you want to print the
recipients name and address, remove the four dotted line placeholders
and click on Insert Merge Field
This will give you a drop-down list of all the fields found in your
data source. You will notice that these are the column headings
which were used.
14. Click on Name and press enter to take you to the next line
15. Click on Add1 and press enter to take you to the next line
16. Click on Add2 and press enter to take you to the next line
17. Click on Add3 and press enter to take you to the next line
In two of the three letters there is no third address line. When you
do the merge operation you will be able to select whether or not
Word should insert a blank line here.
18. Go to the point just after "Dear" where you want to include the recipients
name again, remove the dotted line placeholders and click on Insert
Merge Field and click on Name again.
Notice that you can use the same field more than once in the merge
process.
19. Go to the point just after "donation of" where you want to include the
donation amount received, remove the dotted line placeholders and
click on Insert Merge Field and click on Donation
Please note that you can format merge fields in the same way you
do for formatting text.
20. Click on Tools
21. Select Mail Merge…

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22. On stage 3, that is the Merge the data with the document category,
click on the Merge button
The following diagram containing the merging options appears.
Notice in the diagram above on the section on When merging
records, the option we have chosen. Choosing print blank lines will
result in those letters without Merge field Add3 having a blank line
being inserted for the line representing Add3.

23. Click the Merge button

24. A new document called Form Letter1 becomes the active document
This is the document that contains the individualised letters to each
of the recipients. It can be printed directly or saved under a new
name to be printed later.
Do not print these letters, but check carefully on the screen to confirm that
there are now three separate thank you letters.
Had we had a data source with 100 name details, then the merged
documents would also have contained 100 separate thank you letters.

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PREPARING OUTPUTS

Print Preview (Proofing a document)

This is a WYSIWYG feature (What You See Is What You Get). This view
displays each page as it will look when printed. Previewing a print enables
the user to check for layout problems within the printed document without
wasting paper.
Layout problems that may spoil the appearance of the document include:
x Pages with insufficient margin
x Too much white space or white "rivers"
x Blank pages in the middle of a document (page break problems)
x Heading at the bottom of page and appropriate text on the next page
x Widows, i.e. Last line of a paragraph printed by itself on the top of a
page
x Orphans, i.e. First line of a paragraph printed by itself on the bottom
of a page

SELECT PRINT PREVIEW

1. Click on File
2. Select Print Preview
OR
Click on the Print Preview button
Notice that the current page of your document (i.e. where the insertion
point is at the time the print preview is requested) will be displayed.

PREVIEW MORE THAN ONE PAGE AT A TIME

Click the Multiple Pages button and drag it to view, for example 6 pages at
a time. Notice that the more numbers you choose to see at a time, the
smaller each page will be.

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ENLARGING THE VIEW OF THE MULTIPLE PAGES

Click the Magnifier button to select it (if it is not already selected). As
you drag it into the document, you will notice that the magnifier button has
a plus (+) sign on it. Click on any page of the document. The area selected
is magnified to 100%. This time the magnifier has a minus sign (-). Click
on the page again and the page is de-magnified.

EDITING TEXT WHILE IN THE PRINT PREVIEW WINDOW

Click the Magnifier button to deselect it. Now click on a page in the
document. Notice that now the insertion point appears. If the page view is
so small that you cannot see text, click on the Zoom button drop-down list
and select a large view such as 75%.
If you have any corrections you wish to make, correct them as you would
do normally. You can still use the menus while you are in Print preview. You
can even add toolbars if you want.

PRINT FROM THE PRINT PREVIEW WINDOW

Click on the Print button .

CLOSE THE PRINT PREVIEW WINDOW

Click the Close button on the Print Preview toolbar.

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Choosing Print Output Options

At times you may want to produce a hard copy of your document (printing
it on paper). Select File-Print to get the print dialogue box shown below,
which allows various different printing options.

The printing facility in Microsoft Word allows you to:

1. Select the printer you will be using to print from a list of installed printers.
By default, if you do not select a different printer from the list, Word will
'send your print job' to the default printer being used by the Office
programs. If this printer is not ready, an error message will result. Refer
to Module 2 to refresh your memory on this!
2. Select what you want to print, which may be
x The whole document
x A block of selected text only
x Selected pages only, e.g. pages 1;3;4; and then 6 to 9, odd
pages only, etc.
3. Select how many copies you require, and whether multiple copies
should be collated
The options button on the Print dialogue box brings up the printing options
(which will normally be pre-set but can be altered) as shown here. It may
be a network printer
These options can be altered as required.

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Print a Document
Make sure that the printer is connected and is on before you send print
jobs.
There are several methods of printing within MS-Word.

METHOD 1 PRINT USING MENU COMMANDS FILE-PRINT

To print the current document go to the File menu and click on the Print
command

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METHOD 2 PRINT FROM THE PRINT PREVIEW WINDOW

1. Click on the Print Preview button
2. Click on the Print button .

METHOD 3 PRINT USING THE PRINT BUTTON ON THE TOOLBAR

Click on the Print button

TO PRINT MORE THAN ONE COPY AT A TIME

1 From the File menu click Print
2 In the Number of Copies box, enter the number of copies you want to
print.

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