St. Vincent’s Catholic School of Bayambang, Inc.

Bayambang, Pangasinan 2423 Philippines

Tel. No. (075) 592-2588/636-1068

[email protected]

Information and Communication

Technology
OFFICE PRODUCTIVITY

Grade 7

First Quarter

Name: ____________________________________LRN___________________
Grade & Section: _________________________________________________

LESSON 1: GETTING STARTED WITH WORD 2016

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 Let’s See

At the end of the lesson, we should be able to:

1. Explain productivity software and its uses.

2. Identify the key features of Microsoft Office 2016.
3. Recognize the functions and parts of Word 2016.
 Let’s Ask Ourselves

What is productivity software and its uses?

What are the key features of Microsoft Office 2016?

 Let’s Discover

“Time is gold”, that is why we do things more efficient and effective in our daily lives. Our English
essays, math data and graphs, and science investigatory presentations are some of our school activities
where we create meaningful information using productivity software.

In this lesson, we will focus on Microsoft Word 2016 that is considered to be the most well-known
word processor today.

 PRODUCTIVITY SOFTWARE

Productivity Software, also called personal or office productivity software, is an application we use
to produce documents, presentations, spread sheets, charts, and graphs, among other. A collection or
bundle of productivity software is called office or software suite.

It is offered as proprietary or close source by companies in exchange for software updates and
customer support. It can also be as an free or open source where the program can be freely used while its
program codes are available to a community of developers. There are a variety of productivity software
in the market today like Microsoft Office, G Suite, and Adobe Systems are proprietary suites while Apache
Open Office and Libre Office are free suites.

These are continuously developed to be more functional and easy to use. The features are limited;
however, these can be conveniently accessed by users by logging- in their accounts using their desktop
computer or any mobile device like smartphone.

 MICROSOFT OFFICE 2016

Microsoft Office 2016 has constantly been one of the leading office productivity in the industry. In the
2016 version, it highlights the ease to perform individual projects and work with others using Windows
10.

The latest or current version is Office 2019. It is available for Windows 10 and maCOS ( macintosh
operating system by apple) on September 2018.

New commands and tools such as Tell Me, Bing-powered Smart Lookup, and Chart forecasting are
offered to help users to produce better outputs. Another development is the feature for collaborative
works. With this, users can work together at the same time on the same file. Collaborating with others is
easier. Office apps can now be installed onto all devices. Sharing files are simplified through its new Share
button found within the apps and its OneDrive cloud storage. Versions history is recorded while
coauthoring in Word, Powerpoint, and OneNote.

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  WORD 2016

Microsoft Word 2016, simply Word 2016, is a word processing application for creating documents
that has text and graphics. The common outputs are letters, reports, brochures, posters, and other types
of publication.

NEW FEATURES OF WORD 2016

Word 2016 has added features for us to produce better outputs:

A. The Tell Me search bar is a versatile tool to search functions and features that we need as we create our
work. It is located among the tabs in the ribbon.

To use it, we do these steps:

1. Type our queries in the bar.

2. Choose an option from the drop-down list containing functions to Smart Lookup.

B. The Smart Lookup feature is designed to deliver useful information about a

content in our document. To use it, we do these steps:

1. Select or highlight the text.

2. Right-click and click Smart Lookup.

3. Choose from the Quick insights results generated by Bing, which is found at the
right panel of the window.

 WORD 2016 LAUNCH AND EXIT

There are different ways to open and close the app. Let us look at them and
see which is more convenient for us.

To open Word 2016, we either do the following options:

a. Click the Start button, scroll down to W; then click Word 2016.

b. Click the Word 2016 icon on the taskbar. It will show on the taskbar if we pin it here.

c. Use the Search Windows, type Word or Word 2016; then click Word 2016.

To close Word 2016, we either do the following options:

a. Click the File tab to open the Backstage view; then click Close.

b. Click the Close button at the top right corner of the window.

 WORD 2016 INTERFACE

Knowing our way around Word 2016 keeps us working efficiently. The Word 2016 interface is
designed to have the similar layout as the other apps of Microsoft. Let us familiarize ourselves to each
part.

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 The Start screen will show upon opening Word 2016. We are presented with different types of
document as well as a tour of the app. We can explore other types of document later, but for now let us
choose Blank document.

1. Quick Access Toolbar. It is used to access commonly used commands, such as Save, Undo, and Redo.
We can customize it by clicking the drop-arrow and selecting the commands that we want to add in the
toolbar.

2. File name. It displays the file name of the current document that we are editing.

The default name is Document and a number (e.g., Document1).

3. Microsoft account. It provides us more convenience to access or upload our files online.

4. Ribbon display options and Window buttons. These buttons are used to manage our ribbon and
window. The Ribbon Display Options include Auto-hide ribbon, Show tabs, and Show tabs and
commands.

5. Ribbon. It houses all commands when using Word. It has tabs containing the different commands that
are arranged according to their functions.

6. Rulers. These are our guides when positioning the content of our document.

7. Insertion point or cursor. It directs the location where we type our text or insert pictures.

8. Document. It is where we enter and edit our text and graphics.

9. Vertical scroll bar. It is used to scroll up or down of our document.

10. Status bar. It contains information about the current document such as the page number and
word count.

It also has three (3) different document views: Read Mode, Print Layout, and Web Layout. The
slider is useful to Zoom in or zoom out the Current document.

 CREATE A NEW DOCUMENT

We can create a new document once we open Word. On our screen, we are presented with different
choices ranging from a blank document to different templates.

Other ways of creating a new blank document is by any of the following options:

- Click the New Blank Document on the Quick Access Toolbar.

- Click the File tab to open the Backstage view; then click New.

 OPEN A DOCUMENT

There will be times that we open an existing document to view or edit it. To open a file in Word, we do
any of the following options:

- Click the Open button on the Quick Access Toolbar.

- Click the File tab to open the Backstage view; then click Open.

 SAVE A DOCUMENT

When we are saving our file for the first time, we will be asked to enter the file name and choose the
location where we want to place our file. We can save our work in our computer’s drive or on the cloud.
For now, we choose the first option.

We click Save to quickly save our work, while Save As is an option when we want to change the file
name or the file location.

To save our work, we do any of the following options:

- Click the Save button on the Quick Access Toolbar.

- Open the Backstage view and choose Save or save As.

 Let’s try this

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ACTIVITY 1: Check the Basic Tasks

Perform the Word 2016 basic tasks below. Check (/) the tasks that you have done.

____1. Open Word 2016 using the Start button and Search Windows.

_____2. Aside from Blank document, choose another template.

_____3. Save the document using the file name format and folder location given by your teacher.

_____4. Close the file using the Backstage view and the Close button.

_____5. Open the file using the Open command on the Quick Access Toolbar.

 Let’s Do This

Activity 2 : Know Your Way Around

Identify the part of Word 2016 that you will access to perform the tasks stated in each number. Write
your answers on the lines.

1. Open a file. _____________________

2. Type the file name. _____________________

3. Change the font style to bold. _____________________

4. See total number of pages. _____________________

5. Autohide the ribbon. _____________________

 Let’s Remember

Productivity software suits our needs to generate information. We are accountable for the
information that we produce. In other words, the content and presentation should be both reliable and
significant to our audience. Word 2016 gives us simple and common concepts. By familiarizing these, we
increase our efficiency as we create our documents; thus sparing us more time to upgrade new tools and
learn techniques.

 Let’s Browse Back

Getting Started with Word 2016

Productivity software is a tool necessary to produce information. It can be a proprietary or an

open source.

Microsoft Office is one of the leading productivity or office productivity software. The 2016
version features collaboration and ease of use through its latest Commands and tools such as Tell Me,
Smart Lookup, and Chart forecasting.

Word 2016 is a word processing program from Office 2016. Its interface includes the Quick Access
Toolbar, Microsoft account, ribbon, status bar, and many more.

 Let’s Test Ourselves

Underline the Answer: Read each item carefully and underline the correct answer.

1. (Office productivity, Word) is a general term to the tools used to produce information such as reports
and presentations.

2. (Tell Me, Smart Lookup) is a new feature that displays search result directly in Word 2016.

3. Type “word 2016” in the (Search Windows, Start button) to open Word 2016.

4. When changing the file name of a document, choose (Save, Save As) option.

5. Use the (Backstage view, Home tab) to open, save, or close a document file.

LESSON 2: WORKING WITH TEXT

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  Let’s See

At the end of the lesson, we should be able to:

1. Apply text and formatting tools to documents.

2. Discuss the importance of citations and bibliography in documents.

 Let’s Ask Ourselves

How do we use text and formatting tools to documents?

Why do we insert citations and bibliography?

 Let’s Discover

 WORD PROCESSING

The long history of word processing came from the experiences of its users. To respond to the
users’ needs to accelerate and improve the process of writing, editing, and printing, we have experienced
a gradual shift from mechanical to electronic means.

With word processors, we can use text and formatting tools to enrich our documents before
printing them.

Let us now look at how we can utilize different commands to enhance our documents.

 LISTS

A list is a series of related items displayed consecutively per line. This can be numbered or bulleted. A
numbered list shows hierarchy and is often used when writing a topic outline. On the other hand, a
bulleted list is a list with no particular order.

 Sports
1. Introduction
 Pop Art Painting
2. Body
 Outdoor Camping
3. 3. Conclusion
To add a list, we do the following steps:

1. Choose a button from the different commands in the Paragraph group. These buttons are Bullets,
Numbering, and Multilevel list.

2. Select any from the library of formats or choose Define New option to customize our bullets.

Our chosen bullets will be displayed on the document as we type in the items on our list.

 FONTS

Fonts can influence the mood and reading time of readers as they go through the content of a
document. They also give visual clues on how the document should be read and emphasize important
words in a document.

The groups of fonts are serif, sans-serif, and decorative fonts. Let us distinguish the following
examples.

Serif Sans-Serif Decorative

1. Serif fonts have short lines at the ends of the letters. Examples are Times New Roman, Century, and
Garamond.

2. Sans-serif fonts do not have short lines. The word “sans” is a French word for without. Examples are
Arial, Century Gothic, and Calibri. These fonts are better for headings and titles, and are more preferred in
soft copy since they are easier to read.

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3. Decorative fonts, which are also called script, ornamental, or novelty have character and stronger
personality. However, they are used sparingly. Examples are Broadway, Castellar, and Lucida Calligraphy.

Generally, we pair fonts from distinct types and avoid using too many font types on a page. For
instance, we use one serif font with one sans-serif font. It is also better to use popular fonts when using
soft copies of documents. This way, we will be sure that our documents are displayed correctly when
viewed on another computer.

To format our text, we do the following steps:

1. Select the text, and go to the Font group on the Home ribbon.

2. Choose any of the commands such as font, font size, and font color.

 FORMAT PAINTER

We typically add multiple formats on the text or graphics. For instance, we change the size, color, font,
and style. To have consistency in our document, we use the same format. Good thing, there is an effortless
way to apply them- the Format Painter.

To use it, we do these steps:

1. Highlight the text we want to copy its format.

2. Choose Format Painter in the Clipboard group.

3. Select the other text we want to format.

Let us look at the example. The word “open” is selected; the Format Painter command is clicked;
then “play” is highlighted. They now have the same style.

Let’s open the door and play at the backyard.

Let’s open the door and play at the backyard.

Let’s open the door and play at the backyard.

 PARAGRAPHS

Arranging our paragraphs can improve the reading experience of our readers. By adjusting the
alignment, indentions, and spaces between the lines, we add white spaces. Thus, the document will be
less crowded and easier for the reader to quickly find the paragraphs they want to read. We access the
buttons from the Paragraph group on the Home ribbon.

A. To adjust alignment, we click any of the buttons: left, center, right, and justify.

B. To adjust indention, we press the Tab key. We can also click the Increase indent and Decrease Indent
buttons.

C. To adjust line spacing, we click Line and Paragraph Spacing button; then choose the value of line
spacing. We can also specify the number of spaces before or after the paragraphs from the Line Spacing
Options.

 HEADERS AND FOOTERS

Adding headers and footers keep long documents organized and easy to follow because of the
information these contain. Headers are placed on top of a document, while footers are found at the
bottom. Normally, the contents are the author’s name, page numbers, dates, and footnotes.

To add headers and footers, we do these steps:

1. Go to the Header & Footer group on the Insert ribbon, and choose any of the buttons.

2. Choose from the options. For instance, we click the Footer button, followed by Retrospect, to add the
author’s name and page number as a footer.

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3. Type in the author’s name in the [AUTHOR] field. The page number on the right side will automatically
change in the succeeding pages.

4. Click the Close Header and Footer button or outside the footer on the document once done.

To edit the header or footer, we double-click it to activate the Header & Footer Tools Design
Contextual ribbon. Here, we choose our desired options such as Date & Time, etc.

 CITATIONS AND BIBLIOGRAPHY

When writing a research paper, we gather our sources and cite them in our paper. This practice adds
credibility on our paper, thus making it worthwhile to read. Creating bibliography and inserting citations
are easy in Word 2016.

All we need to do is to access the Citations & Bibliography group on the References ribbon. Then, we do
the next steps:

1. Select the style to use.

In this example, the user clicked APA (American Psychological Association) style. There are many choices
of style that we can choose from. We can view them by clicking the drop-down arrow.

2. Click Insert Citation and choose Add New Source to add our sources and create our list.

3. The Create Source window opens. Select the choices from the Type of Source and enter the source
information that includes the author, name of the web page, etc.

4. Type in or give the necessary information. Be sure that the data we supply are correct.

5. Once done, click OK.

To insert the citation in our paragraph, we click Insert Citation button, and choose the citation from the
list. Below is an example.

Once that we have our complete list, we can now add it our document. To do so, we click Bibliography.

 Let’s Try This

Edit a Letter . Letter writing in Word is one of the skills that you must learn. Edit the letter based from
the given output using the different tools.

1. Get a copy of the file and save it following the file name format given by your teacher.

2. Change the font of the text to Century Gothic and size to 11.

3. Insert a header containing the school name.

A. Format the school name in bold.

B. Discover how to insert an icon and format it by changing its graphics fill and graphic outline.

4. Set the body of the letter to justified.

5. Use bullets for the in-kind gifts. Use another type of bullet.

6. Save your work.

7. Wait for additional instructions to be given by your teacher.

8. Refer below for the parts of the letter.

 Let’s Do This

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Write an Essay . Write an essay about the benefits of outdoor play for teenagers like you.

1. Gather at least one resource for your essay.

2. Write a two paragraph essay about the topic.

3. Follow the instructions shown below.

4. Save your work using the file name and file location given by your teacher.

 Let’s Remember

Various text and formatting tools are integrated in word processors such as in Word 2016. Our
challenge now is to find way to use them to construct meaningful outputs and to be resourceful.

To create credible or well-supported documents. We learned to research studies and to include

them as our citations and bibliographies. It is also important that we explore typography trends and
apply them in our documents. Doing all these, we connect with the audience beyond the content.

 Let’s Browse Back

Working with Text

A list is a series of related items written per line that can be numbered and bulleted.

Fonts influence the readers as they go through a document. The font types are serif, sans-serif, and
decorative.

Format painter allows to copy formats of text and apply them to other text.
Paragraph alignment, indentions, and spaces of the text in a document also affect the reading
experience of the readers.

Headers and footers organize the document due to the information they contain.
Citations and bibliographies add credibility in a document.

Reference:

PHOENIX ICT TOOLS TODAY High School Series

Elmeryn Joy L. Cobre

Elsa S. Frago

Nelvin T. Olalia

Kyle S. Tingzon

Prepared by:

REYGINA MAE S. PALAGANAS

Subject Teacher

Checked by:

MRS. MA. IMELDA GABRIEL

Coordinator

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