WORD

PROCESSING
(PART 2)

Sherraire Joy Aguinaldo, CPA

 WORD
PROCESSING
FEATURES
❑Using the Application
• Document View
oRead Mode - Use this view to read a
document like an eBook. The Ribbon and mostly
the rest of Word is hidden while in Read mode.
oWeb Layout - This view presents your
document as a web page. It’s available for users
using Word as a web page editor.
oOutline - This mode helps you organize your
thoughts.
oDraft - The Draft view presents only basic text,
not all the formatting and fancy features such as
graphics.
❑Using the Application
• Zoom
ocommand helps you enlarge or reduce your
document making it easier for users to see the
information in the application.
oAdjust the slider right or left to make the text
larger or smaller found in the lower-right corner
of the Word window on the status bar.
oTo make the text appear on screen as close to
actual size as possible, click the 100% button on
the status bar.
oZooming doesn't affect how a document prints —
only how it looks on the screen.
❑Document Creation
• Computer Keyboard
❑Document Creation
oEnter - Marked with the word Enter and
sometimes a cryptic, bent-arrow character, this
key is used to end a paragraph of text.
oSpacebar - The only key with no symbol, it
inserts a space between words and sentences.
oTab - This key inserts the tab character, which
moves the next text you type over to the next tab
stop.
oBackspace and Delete - Use these keys
to back up and erase text.
❑Document Creation
• Mouse
The mouse pointer may change its appearance as
you work in Word.
❑Document Creation
• Scroll Bar
A key feature in the
scroll bar is the
elevator button. Use
the mouse to drag
this button up or down
to scroll the document.
As you drag the
elevator button up or
down, you see a page
number displayed, as
shown in Figure 2-2.
❑Document Creation
• Insertion Pointer
Press This Key To Move the Insertion Pointer
 ↑ Up to the preceding line of text
 ↓ Down to the next line of text
 → Right to the next character
 ← Left to the preceding character

Press This Key Combo To Move the Insertion

Pointer
 Ctrl+↑ Up to the start of the previous paragraph
 Ctrl+↓ Down to the start of the next paragraph
 Ctrl+→ Right to the start (first letter) of the next
word
 Ctrl+← Left to the start (first letter) of the previous
word
❑Document Creation
• Insertion Pointer
Press This Key or Combination To Whisk the Insertion
Pointer
 End To the end of a line of text
 Home To the start of a line of text
 Ctrl+End To the end of the document
 Ctrl+HomeTo the beginning of the document

Press This Key or Combination To Whisk the Insertion

Pointer
 PgUp Up one screen
 PgDn Down one screen
 Ctrl+Alt+PgUp To the top of the current screen
 Ctrl+Alt+PgDn To the bottom of the current screen
❑Document Creation
• Go To Command
To use the Go To Command:
1. Click the Home tab.
2. In the Editing group, choose the Go To
command.
❑Document Creation
• Deleting Characters
◦ Deleting Single Character
 Backspace deletes the character to the left of the
insertion pointer.
 Delete deletes the character to the right of the
insertion pointer.
◦ Deleting a word
 Ctrl+Backspace deletes the word to the left of
the insertion pointer.
 Ctrl+Delete deletes the word to the right of the
insertion pointer.
❑Document Creation
• Deleting Characters
◦ Delete a line of text
1. Move the mouse pointer into the left margin
next to the line of text.
2. Click the mouse.
3. Press the Delete key.
◦ Delete a sentence
1. Position the mouse pointer at the offending
sentence.
2. Press and hold down the Ctrl key and click the
mouse.
3. Press the Delete key.
❑Document Creation
• Deleting Characters
◦ Delete a paragraph
1. Click the mouse button thrice.
2. Press the Delete key.
◦ Delete a page
1. Press Ctrl+G.
2. From the Go to What list, click to select Page.
3. Type the number of the page you want to
delete.
4. Click the Go To button and then click the Close
button.
5. Press the F8 key.
6. Press Ctrl+PgDn.
7. Press the Delete key.
❑Document Creation
 Soft and Hard Returns
o Hard Return
• Hard return character is produced by pressing
the Enter key.
• The paragraph ends, and then a new paragraph
starts.
o Soft Return
• also known as a manual line break
• used to split titles and headings. It’s also used
to type addresses. That way, you can keep the
text together in a single paragraph.
• Soft return character is produced by pressing
Shift + Enter.
❑Document Creation
 Soft and Hard Returns
❑Document Creation
 Undo, Redo and Repeat Command
oUndo
• Press Ctrl+Z
• Click the Undo command button on the Quick
Access toolbar.
oRedo
• Press Ctrl+Y
• Click the Redo command button on the Quick
Access toolbar.
oRepeat
• When the Redo command has nothing left to
redo, it changes functions and becomes the
Repeat command.
❑Character Formatting
❑Character Formatting
• The base attribute of text is its typeface, or
font. It sets the way your text looks and its
overall style.

• Choosing a Font
• First Section: Document Theme
• Second Section: Fonts chosen recently
• Third Section: All fonts available
❑Character Formatting
❑Character Formatting
• Other Character Formats
• Small Caps Formatting (Ctrl+Shift+K)
• All Caps (Ctrl+Shift+A)
• Text Size
• Increase Font Size (Ctrl+Shift+>)
• Decrease Font Size (Ctrl+Shift+<)
• Increase Font Size by smaller increments (Ctrl+])
• Decrease Font Size by smaller increments (Ctrl+[)
• Coloring the text
• The Font Color button shows which color it
assigns to text. To change the color, click the
menu triangle to the button’s left and choose a
color from the menu displayed.
❑Character Formatting
• Shading the background
• To set the text background color, use the Shading
command.
• Changing Text Case
• Shift +F3 - Press this key combination to cycle
between three case options: ALL CAPS,
lowercase, and Capitalize Each Word.
• Clear Character Formatting
• Ctrl+Spacebar
❑Character Formatting
• Font Dialog Box (Ctrl+D)
❑Character Formatting
• Font Dialog Box
• The Font dialog box contains all the commands for
formatting text, including quite a few that is not
shown in the Font group on the Ribbon. As with all
text formatting, the commands you choose in the
Font dialog box affect any new text you type or
any selected text in your document. When you've
finished setting up your font stuff, click the OK
button.
❑Paragraph Formatting
❑Paragraph Formatting
• Paragraph Dialog
Box (Alt+H, P, G)
 There are controls and
settings not shown in the
command buttons on the
Ribbon. You can click the
dialog box launcher
button in either of the
Paragraph groups and
the Paragraph dialog box
will be summoned as
shown in Figure 2-8.
❑Paragraph Formatting
• Justification and Alignment
❑Paragraph Formatting
• Spacing
❑Paragraph Formatting
• Spacing
• Ctrl+1 Single-space
• Ctrl+2 Double-space
• Ctrl+5 1.5 space lines
• Ctrl+0 1.15 default line spacing
• Line Spacing drop-down list in the Paragraph
Dialog Box
• At least: The line spacing is set to a minimum value.
Word can disobey that value and add more space
whenever necessary to make room for larger type,
different fonts, or graphics on the same line of text.
• Exactly: Word uses the specified line spacing and doesn’t
adjust the spacing to accommodate larger text or
graphics.
• Multiple: Use this option to enter line-spacing values
other than those specified in the Line Spacing drop-down
list
❑Paragraph Formatting
• Paragraph Indentation
• Indenting the first line of a paragraph
1. Click the Home tab.
2. In the Paragraph group, click the dialog box
launcher. The Paragraph dialog box appears.
3. Click the Special drop-down list and choose First
Line.
4. Confirm that the By box lists the value 0.5”.
5. Click OK.
• Hanging indent (Ctrl+T) - a paragraph in which
the first line breaks the left margin or, from
another perspective, in which all lines but the first
are indented.
• Indenting a whole paragraph
• Ctrl+M Indent a paragraph
• Shift+Ctrl+M Unindent a paragraph
❑Paragraph Formatting
• The Ruler
❑Page Formatting
• Page Size
• Word’s Normal template specify a page size
equivalent to a standard sheet of paper. The
standard paper size is 8 ½-by-11 inches.
• Page Orientation
• Landscape
• Portrait
❑Page Formatting
• Page Margins
❑Page Formatting
• Page Margins
• Normal means one page per sheet of paper. You
can't get more normal than that.
• Mirror Margins is used when the printer is smart
enough to print on both sides of a sheet of paper.
That way, every other page is flip-flopped so that
their margins always line up.
• 2 Pages per Sheet splits the paper right down
the center and forces Word to print two “pages”
per sheet of paper.
• Book Fold is Word's attempt to create a multiple-
page booklet by printing the proper pages on both
sides of a sheet of paper.
❑Page Formatting
• Page Numbering
1. Click the Insert tab.
2. In the Header & Footer area, click the Page
Number command button. A menu drops down,
showing various page-numbering options. The
first three are locations: Top of
Page, Bottom of Page, and Page
Margins (the sides of the page).
3. Choose where to place the page
numbers.
4. Choose a page-numbering style
from the list.
❑Page Formatting
• Page Numbering
• Starting with a different page number
1. Click the Insert tab.
2. In the Header & Footer area, choose Page
Number - Format Page Number. (The Page
Number Format dialog box materializes, as
shown in Figure 2-12.)
3. Click the Start At radio button.
4. Type the starting page number in the box.
5. Click OK.
❑Page Formatting
• Page Background
• Coloring Pages
1. Click the Design tab.
2. In the Page Background group, click the
Page color button. You see a menu full of
colors.
3. Choose a color from the palette.
❑Page Formatting
• Page Background
• Adding a Watermark
1. Click the Design tab.
2. In the Page Background group, click the
Watermark button. A menu plops down with
a host of predefined watermarks that you
can safely duck behind the text on your
document's pages.
3. Choose a watermark from the menu.
❑Headers and Footers
• Header
• a text that appears at the top of every page in a
document.
• Heading
• a text style used to break up a long document, to
introduce new concepts, and to help organize the
text.
• Footer
• a text that appears at the bottom of every page in a
document.
• Footnote
• is a tiny bit of text that appears at the bottom of a
page, usually a reference to some text on that page.
❑Headers and Footers
1. Click the Insert tab.
2. From the Header & Footer group, choose the
Header button (or Footer button).
3. Choose a template.
4. Change any [Type here] text in the header.
5. Use the commands on the Header & Footer
Tools Design tab, Insert group to add specific
items in the header.
6. When you’re done working on the header, click
the Close Header and Footer button.
❑Headers and Footers
• Odd and even headers and footers
1. Create a header or footer.
2. Click the Header & Footer Tools Design tab.
3. Click the Different Odd & Even Pages check box.
4. Create the header and footer for the odd pages.
5. In the Navigation group, click the Next button.
6. Close the header or footer when you’re done.

• No header or footer on the first page

1. Edit the document’s header or footer.
2. Click the Header & Footer Tools Design tab.
3. In the Options group, place a check mark by
Different First Page.
❑Tables
❑Tables
• Create a table
1. On the Insert tab, click the Table button.
2. From the Table menu, choose the Insert Table
command.
3. Enter the number of rows and columns.
4. Click the OK.
or
1. Click the Table button and choose Draw Table.
2. Drag to draw the table’s outline in your document.
3. Draw horizontal lines to create rows; draw vertical
lines to create columns.
4. Press the Esc key when you’ve finished drawing
the table.
❑Tables
• Merging Cells
1. Click the Table Tools Layout tab.
2. In the Draw group, click the Eraser tool
3. Click the line between the two cells.

• Splitting Cells
1. Click the Table Tools Layout tab.
2. In the Draw group, click the Draw Table button.
3. Draw a line in the table to split a cell.
❑Tables
• Table Caption
1. Click in the table you want to caption.
2. Click the References tab.
3. Click the Insert Caption button.
4. Type the table’s caption in the Caption text box.
5. Click the Label menu and choose Table
6. Click the Position menu and choose whether to
place the caption above or below the table.
7. If you prefer a reference other than Table 1,
click the new Label button and type the desired
format.
8. Click OK to set the caption.
❑Mail Merge
• To understand the mail merge jargon, the
following describes the terms used by Word:
• Main document. This document is just like any
other document in Word, complete with formatting,
layout, and all the other features that goes into a
document. The document also contains various fill-
in-the-blank items, which is what makes it the main
document.
• Recipient list. This list contains the information
that creates the customized documents. It is a type
of database, with rows and columns of information
used to fill in the form letters.
• Field. Each of these fill-in-the-blanks items inside
the main document is a placeholder that will be
filled in by information from the recipient list. Fields
are what make the mail merge possible.
❑Mail Merge
• Word mail merge document types:
• Letter. The traditional mail merge document is a
letter, a document in Word.
• Email messages. Word can produce customized
email messages, which are sent electronically
rather than printed.
• Envelopes. You can use mail merge to create a
batch of customized envelopes, each printed with
its own address.
• Labels. Word lets you print sheets of labels, each of
which is customized with specific information from
the mail merge.
• Directory. A directory is a list of information, such
as a catalog or an address book.
❑Mail Merge
• Mail Merge involves five steps:
1. Build the main document.
2. Create the recipient list — the data for the
mail merge.
3. Insert fields into the main document.
4. Preview the merge results.
5. Merge the information from the recipient list
into the main document.
❑Mail Merge
1. Main Document
❑Mail Merge
1. Main Document
1) Start a new, blank document.
2) Click the Mailings tab.
3) In the Start Mail Merge group, choose
Start Mail Merge| Letters.
4) Type the letter.
5) Type the fields you need in ALL CAPS.
6) Save the main document.
❑Mail Merge
2. Recipient List
1) Click the Add button.
2) Type the field name and click the OK button.
◦ Follow these rules for naming fields:
 Name the field to reflect the kind of information in it.
 No two fields can have the same name.
 Field names can contain spaces but cannot start with
a space.
 Field names can be quite long, though shorter is best.
 The following characters are forbidden in a field
name: . ! ` [ ].
3) Repeat Steps 1 and 2 for each new field you
need in the main document.
4) Click OK.
❑Mail Merge
2. Recipient List
After customizing the fields, you must need to fill in the
recipient list. You need to input records, one for each
document you plan to create:
1) Type the first record’s data.
Type the information that’s appropriate to each field shown in the
New Address List dialog box: name, title, nickname, country of
origin, etc.
2) Press Tab to enter the next field.
3) To add a new record, press the Tab key
after typing in the last field.
4) Review your work when you're done.
5) Click OK.
6) Type a name for the address list.
7) Click the Save button.
❑Mail Merge
2. Recipient List
❑Mail Merge
3. Fold in the Fields
To add fields, replace the ALL CAPS text with the
proper fields. Here is how:
1) Position the mouse pointer where you want
the field to appear in the main document.
2) On the Mailings tab, click the Insert Merge
Field button.
3) Choose the field to add to the main
document.
4) Repeat Steps 1 through 3 to add fields to the
document.
5) Save the main document.
❑Mail Merge
4. Preview the Merged Documents
To preview, click the Mailings tab, and in the
Preview Results group, click the Preview Results
command button. Use the left and right triangles
in the Preview Results group to page through each
document.

To fix any errors, Click the Preview Results button

again. Edit the main document to correct any
mistakes. Then repeat the preview process.
❑Mail Merge
5. Mail Merge
When you want to save merged documents,
follow these steps:
1) Choose Finish & Merge| Edit Individual
Documents.
2) Ensure that the All option is selected.
3) Click OK.
Word creates a new document that contains all
merged documents, one after the other.
4) Save the document.
❑Prepare Outputs
• Save
After starting Word and wants to save the
document for the first time, you should:
1) Click the File tab.
2) Choose the Save As
command.
3) Choose a location for
the document.
4) Type a name for your
document in the File
Name box.
5) Click the Save button.
❑Prepare Outputs
• Save
Saving a document involves working with
both Word and the Windows operating system.
This process might result of something going
wrong, so an error message may occur. One
such error message is
The file “filename” already exists
You have three choices:
• Replace Existing File
• Save Changes with a Different Name
• Merge Changes into Existing File
❑Prepare Outputs
• Save
Another common problem occurs when a
message that’s displayed reads:
The file name is not valid
This is an error telling you that you have used
an invalid character when choosing for a file
name not allowed by the Word program. To be
safe, use letters, numbers, and spaces when
naming a file.
❑Prepare Outputs
• Save
When you don’t save your document after you
made changes, a warning dialog box will appear
that features three options:
• Save. Click this button to save the document and
close. If you haven't yet saved the document,
the Save As screen appears.
• Don’t Save. When you click this button, the
document is closed without saving. It might still
be available for later recovery.
• Cancel. Click this button to forget about saving
and return to the document for more editing and
stuff.
❑Prepare Outputs
• Print
❑Prepare Outputs
• Print
To preview your document:
1. Save your document.
2. Click the File tab.
3. Chose the Print item from the left side of the File
screen.
4. Use the buttons at the bottom of the screen to
page through your document.

To print the whole document:

1. Make sure that the printer is on and ready to print.
2. Save your document.
3. Click the File tab.
4. Choose the Print command from the File tab’s
window.
5. Click the Print button. The keyboard shortcut to
display the Print Screen is Ctrl + P.
❑Prepare Outputs
• Print
If your printer is capable of duplex
printing, you can direct Word to print
your document on both sides of a
sheet of paper. To do that:
1. Press Ctrl + P when you’re ready to
print the document.
2. Click the Duplex Printing button on
the Print screen. Refer to Figure 2-18 for
the button’s location.
3. Choose Print on Both Sides, Flip
Pages on Long Sides.
4. Make other settings as necessary
on the Print screen.
5. Click the big Print button to print
your document.
❑Other Features
• Search and Replace
❑Other Features
• Search and Replace
Finding text is one of the most basic tools
available in a word processor. To find text in
your document, press Ctrl + F. The Navigation
pane slides from the left of the screen, as shown
in Figure 2-19.

When you want a more specific tool for finding,

you can use the Find and Replace dialog box
shown in Figure 2-20.
❑Other Features
• Search and Replace
❑Other Features
• Search and Replace
Follow these steps to use the Find and Replace
dialog box:
1. Click the Home tab.
2. In the Editing group, choose Find - Advanced
Find.
3. Click the More button.
4. Type the search text in the Find What: text
box
5. Use the dialog box’s controls to make further
adjustments.
6. Click the Find Next button to locate the text.
❑Other Features
• Bullets and Numbers
• To apply bullets to your text, highlight the
paragraphs you want to shoot and click the Bullets
button.
• For a list of numbered items, just write the text.
Select the paragraphs as a block and click the
Numbering command button.
• To format a multilevel list, click the Multilevel List
button, shown in the margin. Start typing the list.
Press the Tab key to indent and create a sublevel.
Press Shift+Tab to unindent and promote an item
to a higher level.
• To number every line on a page, in the Page Setup
Group, click the Line Numbers command button
then choose a format.
❑Other Features
• Footnotes and Endnotes
1. Click the mouse so that the insertion pointer
is to the immediate right of a word or text
that you want the footnote or endnote to
reference.
2. Click the References tab.
3. From the Footnotes group, choose either the
Insert Footnote or Insert Endnote command
button.
4. Type the footnote or endnote.
5. To return to where you were in the document,
press Shift+F5.
Shortcut: Footnote (Alt+Ctrl+F) | Endnote (Alt+Ctrl+D)
❑Other Features
• Drop Cap
1. Select the first character of the first word at
the start of your text.
2. Click the Insert tab.
3. In the Text group, click the Drop Cap button.
4. Choose a drop cap style.
❑Other Features
• Lock your document
1. Click the File tab.
2. Choose Info.
3. Click the Protect Document button.
 Mark as Final
 Encrypt with Password
 Restrict Editing
4. Choose an option and answer the questions
in the dialog boxes that appear.
5. Click OK.
❑Other Features
• Customize the Ribbon
1. Click the File tab.
2. Choose Options.
3. In the Word Options window, choose
Customize Ribbon.
a. To add a new group to an existing tab, click the
tab on the right side of the window, and then
click the New Group button
b. To add commands to a custom group, click to
select the group you created. Locate the
command on the left side of the window, and
then click the Add button.
❑Other Features
• Customize the Ribbon
c. Add your own tab to the Ribbon by clicking the
New Tab button.
d. To restore the Ribbon to normal, click the Reset
button found in the lower-right corner of the
Customize window. Choose the command Reset
All Customizations.