College of Arts

and Sciences (CAS) Information Technology

(IT) Program

IT 101

Module 3

This module belongs to:

Name: ____________________________________________
 Course: ___________________________________________

CONTENTS

MODULE 3. WORD PROCESSING USING MS WORD

Chapter 11 Getting Started with Word Essentials
11.1 Starting Word ................................................................................... 3
11.2 Creating a New Document............................................................... 4
11.3 Word Interface .................................................................................. 4
11.4 Inserting Text into a Document...................................................... 5
11.5 Changing Views and Magnification................................................ 6
11.6 Navigating Through the Document................................................ 6

Chapter 12 Editing and Formatting Documents

12.1 Editing Documents........................................................................... 8
12.2 Formatting Documents .................................................................. 10

Chapter 13 Working with Tables

13.1 Creating a Table............................................................................. 14
13.2 Modifying a Table Structure ......................................................... 14
13.3 Formatting Tables.......................................................................... 15
13.4 Sorting Data in a Table.................................................................. 16
13.5 Converting Text to Table and Table to Text................................ 17

Chapter 14. Working with Graphics

14.1 Inserting and Formatting Graphics.............................................. 18
14.2 Creating Your Own Graphics ........................................................ 19
IT 101 | Module 3 Word Processing using MS Word 3
full-featured word-processing application. You can use

M Word to create letters, reports, tables, memos, faxes,

blogs, and much more. The Word lessons in this
ICROSOFT WORD or simply Word is a powerful,
module will introduce you to the commonly used features that enable you to prepare documents efficiently.
You will also learn how to change the way the document looks on the screen and how to navigate through a
document.

Chapter 11. Getting Started with Word Essentials

Objectives
Upon completion of this chapter, you should be able to:

• Create a new document.

• Enter text in a document.
• Show nonprinting characters in a document.
• Change views and magnification in the document window.
• Navigate through a document.

11.1 Starting Word

There are a number of ways to start Word.

Definition
Microsoft Word
(often called Word) is
a powerful, full-featured word-processing application. You can use Word to create letters, reports,
 tables, memos, faxes, blogs, and much more.

A. Start Word from the Start menu

1. Click the Start button (the Windows logo).

2. The Start menu appears. You might find the Word program icon on the Start menu. If you see
the Word icon, click it to run the application. Otherwise, proceed to the next step.
3. Choose All Programs or Microsoft Office folder then select Word.

B. Start Word from

the Desktop
1. Locate the Word shortcut icon on the Desktop.
2. Double-click the icon to start the application.

If you do not see the Word icon on the Desktop, you can create a shortcut by following these
steps: 1. Locate the Word icon on the Start menu or All Programs menu.
2. Right-click the Word icon. A pop-up menu appears.
3. Choose Send To → Desktop (Create Shortcut) in Windows 7 and older.
For Windows 10, simply drag the Word icon to the desktop.

C. Start Word from the Taskbar

The best way to start Word is to place the Word icon on the taskbar, follow these steps:
1. Find the Word icon on the Start menu or All Programs menu.
2. Right-click the Word icon.
3. Choose Pin to Taskbar. The Word icon is pinned (permanently added to) the taskbar.
4. Click the Word icon on the taskbar to start the application.

After starting Word, the first thing you see is something called the Word Start screen. You can use the
Start screen to open a previously opened document, start a new document based on a template, or start with
a blank document.

Chapter 11 Getting Started with Word Essentials By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 4
 Figure 1.1 The Word Start screen

11.2 Creating a New Document

Definition
A document is the
file comprising one or
more pages and sections that represents the work you created using a word processor. For
example, a report, memo, sales invoice, certificate or letter.

There are several ways to create a new document.

A. Create a new document from the Start screen
1. Locate and click the Blank Document button in the right pane of the Start screen. You can also
select one of the templates.
2. A new document opens.

B. Create a new document from the File menu

1. Click the File tab.
2. Click New. The New screen appears. You can choose to work with a blank document or a
template. Tip: The keyboard shortcut is Ctrl+N.

11.3 Word Interface

The Word application window has the following elements:

1. Quick Access Toolbar. Provides users with quick access to the most commonly used commands such
as Save, Undo and Redo. The Quick Access Toolbar can be customized to add more commands. 2. Title
Bar. Displays the name of the document and the name of the application. 3. Control Buttons. Contains
three buttons for maximizing, restoring or minimizing the Microsoft Word window and closing the
program.
4. Ribbon. The top panel of the Word window. It is used to issue commands. It is composed of tabs
which; each tab is divided into groups. At the lower right corner of many groups, you will see the
dialog box launcher button (it looks like a small box with an arrow pointing down and to the right).
Click this button to expand the group into a dialog box that lists all commands in this category.
5. Ruler. Word has two rulers: the horizontal and vertical ruler. The Ruler can be turned on/off by
selecting/deselecting the Ruler checkbox in the Show/Hide group on the View tab.
6. Document window. Located just below the horizontal ruler, it is a large white area where you type
in text. In this window, you will see the insertion point (blinking vertical line) and the I-Beam
(stationary line that looks like a large capital I).

Chapter 11 Getting Started with Word Essentials By: Prescilla F. Catalan

 IT 101 | Module 3 Word Processing using MS Word 5
7. Scroll bar. Word has two scroll bars: the horizontal and vertical scroll bar. The scroll bars are used to
scroll through the document. The scroll wheel can also be used as a vertical scroll bar. 8. Status Bar.
Shows information about a document such as current page number, the number of pages, and number of
words in the document and whether Word detects spelling and grammar errors.

Figure 1.2 The Word Main screen

9. View buttons. The view buttons enable the user to change how the document is displayed in the
window.
10. Zoom Controls. The zoom control is used to increase or decrease the size of text display in the
document. The scroll wheel can be used as the zoom control while holding down the CTRL key on the
keyboard.

11.4 Inserting Text into a Document

Once you have created a new document, you begin typing text into a document at the location of the blinking
vertical line called insertion point (or text cursor). The I-Beam is the stationary line that looks like a large
capital I. Moving the I-Beam onto text and clicking changes it to the insertion point. The I-Beam is also used
to select text.

As you type a few lines, the insertion point moves to the right, and the information on the Status bar
changesand is continually updated to reflect the page numbers and the total number of words in the
document. Word also automatically checks the spelling and grammar in a document as you enter text, and
the red or green wavy lines suggest there may be spelling or grammar errors (commonly referred to as
proofing errors). These proofing errors are also reflected on the status bar. If the proofing icon shows with
a check mark, there are no potential errors cited.

If the text you are entering extends beyond the right margin, Word will automatically wrap the text to the
next line. This feature is called word wrap. You need only to press the Enter key to start a new paragraph.
Word automatically adds extra space after each paragraph, so you do not need to press Enter a second time to
create a blank space between paragraphs. You can use the Tab key to indent the first line of a paragraph.

To make editing a document easier, you can also show some special characters. These characters are
known as nonprinting characters because, although you can show these symbols on the screen, they do
not print. The Show/Hide ¶ button from the Home tab, Paragraph group enables you to toggle the option to
show nonprinting characters.

Chapter 11 Getting Started with Word Essentials By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 6
 Common nonprinting characters:
SYMBOL INDICATES

. A space

⭢ A tab

¶ A paragraph

⮠ A line break

A page break (end the current page and begin a new one created
by pressing Ctrl+Enter)

A section break (end a section and begin another)

11.5 Changing Views and Magnification

Changing Document View

Word offers different options for viewing a document. Each view provides a different way to look at and work
with a document. When you create a new document, the document opens in Print Layout view.
VIEW DESCRIPTION

Read Mode The screen space is maximized for reading the document. Two pages are shown side by
side as though you are reading a book.

Print Layout The document is displayed on the screen as it will appear when printed. This is the
default view.

Web Layout The document is shown on the screen as it will appear in a Web browser.

Outline The document content is shown on the screen in an outline format, which makes it
easy to see the structure of the document and to quickly and easily reorganize the
content.

Draft Shows the document as a draft, to enable you to quickly edit the text. Certain elements
of the document, such as headers, footers, formatting and fancy features such as
graphics will not be visible in this view.

To change document view:

1. Click the View tab on the

Ribbon.
2. In the Views group, select the
desired view setting.

Changing the Zoom Settings

Zoom options enable you to increase and decrease the size of text and graphics on the screen. You can show
an entire page or multiple pages at the same time.

To change zoom settings:

1. Click the View tab on the

Ribbon.
2. In the Zoom group, select one of the zoom options.

Tip: Alternatively, you can change

the document
view and zoom settings using the
view buttons
and zoom controls on the status
bar.
11.6 Navigating through the Document
Using the Navigation Pane

When working with long documents, you can easily move through a document by using the Navigation
Pane. In the Navigation Pane, you can choose the option to view thumbnails for each page in the document
as well as search for specific text in the document. To show the navigation pane, click View tab > Show
group > Navigation Pane.

Chapter 11 Getting Started with Word Essentials By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 7

Figure 1.3 The

Navigation pane
Scrolling and Using the Go To command

If the part of the document you want to view is currently not visible, you can use the scroll bars to navigate to
that part of the document. As you drag the scroll box, a ScreenTip tells you what page you are viewing. When
navigating a multipage document, the Go To command can be very useful because you can go directly to a
specific page, line, or section in a document. To open the Go To command, click the down arrow on the right
side of the Search document box of the navigation pane or press Ctrl+G or F5 on your keyboard.

Using the Keyboard

Using the keyboard eliminates the need to move your hand back and forth between the keyboard and the
mouse. You can use the arrow keys or any key combinations such as the ones listed below:
TO MOVE THE INSERTION POINT PRESS

Right one character Right arrow

Left one character Left arrow

Down one line Down arrow

Up one line Up arrow

To the end of a line End

To the beginning of a line Home

To the next screen Page Down

 To the previous screen Page Up

To the next word Ctrl+Right arrow

To the previous word Ctrl+Left arrow

To the end of the document Ctrl+End

To the beginning of a document Ctrl+Home

Down one paragraph Ctrl+Down arrow

Up one paragraph Ctrl+Up arrow

Chapter 11 Getting Started with Word Essentials By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 8 Chapter 12. Editing and Formatting
Documents
Objectives
Upon completion of this chapter, you should be able to:

• Delete and insert text using the Backspace and Delete keys and Insert and Overtype modes. •
Undo, redo, and repeat actions.
• Edit text using drag-and-drop editing and the Cut, Copy, and Paste commands. •
Find and replace text.
• Use proofing tools to check and correct spelling and grammar.
• Change the character format.
• Format paragraphs with line spacing, alignments and indents, and bulleted and numbered lists. •
Format document layouts with margin settings, page orientation settings, and page breaks.

Overview
Editing and formatting features give you the ability to refine your documents and determine how they
will look on the screen, on the Web, or as printed pages. Word provides many features that enable you to
make changes, correct errors, and check the spelling and the grammar in your document.

12.1 Editing Documents

When you edit a document, you modify the document content and make revisions or corrections.
Editing a document involves adding, deleting, changing, or moving text.

Selecting Text
When you select text, you identify a block of text you want to edit. Once you select text, you can delete it,
replace it, change its appearance, move it, or copy it.

The quickest way to select text using the mouse is to position the I-beam pointer to the left of the first
character of the text you want to select. Hold down the left button on the mouse, drag the pointer to the end
of the text you want to select, and release the button. This is called dragging.

To deselect the text (remove the highlighting that indicates selection), click anywhere in the document
window or press an arrow key.

The table below lists several options for selecting text using the mouse and the keyboard.
TO SELECT DO THIS

Any amount of text Click and hold the left mouse button, drag the I-Beam pointer over the
text, and then release the left mouse button.

A word Double-click the word with the I-Beam pointer.

A sentence With no other text or objects selected, press and hold Ctrl key, and then
click anywhere in the sentence.

A paragraph Triple-click anywhere in the paragraph with the I-Beam pointer.

Double-click to the left of the paragraph with the right-pointing arrow
 An entire document Press Ctrl+A.
Triple-click to the left of any text with the right-pointing arrow

A line
Single click to the left of the line with the right-pointing arrow

Multiple lines of text Click and hold the left mouse button, and then drag the right-pointing
arrow in the blank space to the left of the lines of text.

One or more Press and hold Shift, and then press the right or left arrow key.
characters to the
right or left

One or more words Click the end or the beginning of a word, press and hold Ctrl+Shift, and
to the right or left then press the right or left arrow key.

Any amount of text Click where you want the selection to begin, press and hold Shift, and then
(Click-Shift-Click) click where you want the selection to end. Everything between the two clicks
is selected.
Position the insertion point where you want the selection to begin, press F8
to toggle on the select mode, and then use the arrow keys or the mouse to
indicate where you want the selection to end. (press Esc to toggle the select
mode off.)

Non-adjacent text Select the first portion of text, press and hold the Ctrl key, and then
select subsequent portions of text.

Chapter 12 Editing and Formatting Documents By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 9

Deleting and Inserting Characters

Editing often involves deleting and replacing existing text. You can quickly delete characters one at a time by
using either the Backspace or Delete key. Backspace deletes the character to the left of the insertion point.
Delete removes the character to the right of the insertion point.

By default, Word enters text using Insert mode. In Insert mode, when you enter new text in front of
existing text, the existing text shifts to the right to make room for the new text. In Overtype mode, new text
replaces the existing text.

To activate Overtype mode:

1. Right-click on the Status bar.
2. Click the Overtype Insert button from the shortcut menu. By default, Word is in Insert mode and
you will see the “Insert” button in the Status bar.
3. Click the “Insert” button in the Status bar to toggle between Insert and Overtype mode on and off.

Undoing and Redoing Actions

Sometimes you may delete or replace text unintentionally. Whenever you perform an action that you want to
reverse, you can use the Undo command. If you undo an action and then change your mind, you can reverse
the undo action by using the Redo command. You can even undo and redo multiple actions at one time.

To undo or redo
an action:
1. Click either the Undo or Redo buttons on the Quick Access Toolbar. 2. Click the List
arrow between the buttons to list the previous actions.
3. Select the action to undo or redo.
Tip: To quickly undo and redo recent actions, press Ctrl+Z to undo and Ctrl+Y to redo.

Copying and Moving Text

Selected text can be copied or moved within a document and between documents. For example, you can copy
text from an e-mail message to a Word document. Moving or copying text involves the Clipboard, which
temporarily holds text you place on it.
 There are several ways to copy and move text:
• Drag and drop. Using the mouse to drag selected text from the existing location and then drop the
selected text in a new location.
• Cut, Copy and Paste commands. You can use these commands from the Clipboard group of the
Home tab or by right-clicking on selected text and selecting the commands from the shortcut menu. •
Keyboard shortcuts. The cut, copy and paste commands has equivalent shortcuts that you can use:
Ctrl+C (copy), Ctrl+X (cut) and Ctrl+V (paste).

To copy, cut and paste text:

1. Select the text to copy or cut.
2. Click the or command buttons from the Clipboard group of the Home tab or use the
equivalent keyboard shortcuts: Ctrl+C (copy) or Ctrl+X (cut).
3. Place the insertion point to where you want the text to be placed.

4. Click the button in the Clipboard group of the Home tab or press Ctrl+V.

Finding Text
Scrolling through a long document to locate a specific section of text is time consuming. The Find command
makes locating text or formats easier and more efficient. You can search to find occurrences of searched
words, matches for whole words only, or you can search for all occurrences of a specific format in the
document, such as all text formatted bold and italic.

To start the Find command:

1. Click the Find button in the Editing group of the Home tab or press Ctrl+F on your
keyboard.
2. In the Navigation Pane, type the word or string of words you want to find in the Search document box
and press Enter.
3. The word or string will be highlighted. To move through the results, click on the thumbnails of the
matching text.

Chapter 12 Editing and Formatting Documents By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 10

Replacing Text
When you need to replace or reformat multiple occurrences of the same text, you can use the Replace
command. The replacements can be made individually, or all occurrences can be replaced at once.

To start the Replace command:

1. Click the Replace button in the Editing group of the Home tab or press Ctrl+H on your
keyboard.
2. In the “Find what” box, type the word you want to replace.
3. In the “Replace with” box, type in the replacement word or string.
4. Click the Replace to replace the currently highlighted text, or Replace All button to replace all
occurrences of the word.
5. Click the Close button.

Using Proofing Tools

An accurate document makes a good impression. Word provides several proofing tools that can help you
prepare an error-free document. As you enter text, Word checks the spelling of each word against its standard
dictionary. If Word cannot find the word in its dictionary, it will underline the word with a wavy red line.
Possible grammar errors are identified with wavy green line below a word, phrase, or sentence. You can
right-click the flagged words to access a shortcut menu to view suggestions for changes.

The AutoCorrect feature automatically corrects errors as you enter text, which saves editing time. The
AutoComplete feature suggests the spelling for frequently used words and phrases. For example, as you
begin to enter the day of the week or the month, AutoComplete provides an option for completing the word
for you.

To check Spelling of your document:

1. Click Review
tab.

2. In the Proofing group, click the button.

3. The Spelling pane will appear on the right side of the window. The misspelled word will be highlighted
 on the document window and gives you three options and suggestions:
a. Ignore – this will ignore the error in that instance of the word.
b. Ignore All – this will ignore all instances of the word.
c. Add – this will add the word to the dictionary.
Tip: Alternatively, you can right-click on a word and select one of the suggestions from the shortcut menu.
To quickly check grammar and spelling, press F7 on the keyboard.

12.2 Formatting Documents

When you format a document, you change the appearance of the text or of the whole document. Word
offers a number of formats, including character formats, paragraph formats, and document formats:

• Font styles, text color, and underline are examples of character formats. You can apply more than
one-character format at a time. For example, you can apply both color and underline formats to
characters.
• A paragraph format is applied to an entire paragraph and cannot be applied to only a portion of a
paragraph. For example, you cannot single space part of a paragraph and double space the rest. Word
defines a paragraph as any amount of text that ends with a paragraph marker. A paragraph
marker is inserted by pressing Enter, which creates a manual line break. When you create a manual
line break, the new paragraph will include the same paragraph formats as the previous paragraph.
• Document formats apply to an entire document. For example, paper size and margins, the blank
spaces around the edges of the page, are document formats. You can position the insertion point
anywhere in a document to change the entire document format.

Applying Character Formats

Changing the character format can actually make a document easier to read. A font is the design of the
typeface in your document. Fonts are
available in a variety of styles and sizes, and
you can use multiple fonts in one document.
The size of the font is measured in points.

To apply character formats:

1. Select the text to be formatted.
2. Click the appropriate command buttons in the Font
group on the Home tab

Chapter 12 Editing and Formatting Documents By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 11
Tip: Alternatively, you can use the Mini toolbar which appears every time text is selected. You can also
access the Font dialog box by pressing Ctrl+D or clicking the dialog box launcher from the Font group. In
addition, equivalent keyboard shortcuts can also be used.

Common keyboard shortcuts for character formatting:

TO APPLY KEYBOARD SHORTCUT

Bold Ctrl+B

Italic Ctrl+I

Underline Ctrl+U

Increase font size Ctrl + ]

Decrease font size Ctrl + [

Clear formatting (removes all applied character formats) Ctrl+Space bar

To change text case (toggles between lower case, uppercase, sentence case) Shift + F3

Note: To remove character formatting, click the Clear All Formatting button from the Font group of the
Home tab.

Applying Paragraph Formats

Changing the paragraph formats can also make the
document more attractive and easier to read. Paragraph
formats include adjusting the blank space between lines of
 text and
paragraphs, aligning text, setting indents, and adding bullets and
numbering.

Most of the paragraph formats can be applied using the command

buttons in the Paragraph group on the Home tab.

Line and Paragraph Spacing

As you design your document and make formatting decisions, you will need to consider line and paragraph
spacing. You can increase spacing to improve readability or reduce it to fit more text on the page.

Line spacing is the space between each line in a paragraph. Word allows you to customize the line
spacing to be single spaced (one line high), double spaced (two lines high) or any other amount you want.

To format line spacing:

1. Place the insertion point anywhere in the paragraph you want to format.
2. Click the Home tab.
3. In the Paragraph group, click the Line and
Paragraph Spacing button and choose one from the drop-down menu.
Tip: To change line spacing using the keyboard, press Ctrl+1 for single, Ctrl+5 for 1.5 lines and Ctrl+2
for double line spacing.

Word creates space after every paragraph by default. In most documents, this is very useful for a
consistent and professional look. However, there are cases where it is not appropriate. Spacing before and
after paragraphs are used to separate paragraphs.

To add or remove spacing before and after paragraphs:

1. Place the insertion point anywhere in the
paragraph.
2. Click the Page Layout tab.
3. In the Paragraph group, in the Spacing section, click on the arrows in the Before and After fields
to adjust the spacing before and after paragraphs.
Tip: You can also open the Paragraph dialog box either from Home tab or Page Layout tab.

Alignment

Alignment refers to how text is positioned between the left and right margins. Text can be aligned in four
different ways: left, center, right, or justified.
1. Left – the default setting, starts every line at the left margin.
2. Center – centers text and leaves room at both margins; often used for titles, headings, and
invitations. 3. Right – squeezes all the text towards the right margin; often used in tables for dollar
amounts and dates.
4. Justify – text is aligned at both the left and right margins and extra space is added between words
as needed.

To change alignment:
1. Place the insertion point anywhere in the paragraph.
2. In the Paragraph group of the Home tab, click the desired alignment
button.
Chapter 12 Editing and Formatting Documents By: Prescilla F. Catalan
IT 101 | Module 3 Word Processing using MS Word 12
Tip: To change paragraph alignment using the keyboard, press Ctrl + L (left), Ctrl + E (center), Ctrl + R
(right) and Ctrl + J (justify).

Indentation

An indent is a space inserted between the margins and where the line of text appears. You can indent text
from the left margin, from the right margin, or from both the left and right margins. There are four different
indent options:

1. Left Indent: selected text is moved an equal amount from the left margin.
2. First Line Indent: the first line of each paragraph is indented, making it easy for the reader to tell
where a new paragraph begins particularly when there is no extra space between paragraphs. 3.
Hanging Indent: every line but the first line of a paragraph is moved from the left margin; frequently
used for glossaries and bibliographies.
4. Right Indent: selected text is moved an equal amount from the right margin.

To adjust the left and right indent:

1. Place the insertion point anywhere in the
paragraph.
 2. Click the Page Layout tab.
3. In the Paragraph group, Indent section, click on the arrows to adjust the Left and Right
indentation.
Tip: You can also adjust left indent by selecting the Home tab and Paragraph group, and clicking on the

Decrease or Increase Indent buttons.

To set first line and hanging indent:

1. Place the insertion point anywhere in the
paragraph.
2. Open the Paragraph dialog box either from
the Home tab
or Page Layout tab.
3. In the Indentation section under Special
box, select
hanging or first line and in the “By” box
enter the amount
of indent in inches.

To set indent from the ruler:

1. Place the insertion point anywhere in the
paragraph.
2. On the ruler, click and drag the appropriate
indent marker
to the desired position.

Bullets and Numbers

Bullets are used to list items when order does not matter—an unordered list. Numbered lists are used to
identify steps that should be completed in a specific order, which are often referred to as an ordered list.
Bulleted and numbered lists are automatically formatted with a hanging indent. Word automatically
calculates the best distance for the hanging indent. You can change the bullet symbol, the number style, or
the distance for the hanging indent in the Bullets and Numbering dialog box.

To create an unordered list:

1. Type an asterisk (*) followed by a space. Word converts the asterisk to a bullet symbol.
2. Type the first item in your list and press Enter to continue the list.
3. To end the list, press Enter twice.

To create an ordered list:

1. Type number 1 followed by a period and a space. Word converts the list to a numbered list.
2. Type the first item in your list and press Enter to continue the list.
3. To end the list, press Enter twice.
Tip: After typing the list, you can modify the bullet symbol or number style by clicking on the down

arrow of the Bullets or Numbering buttons on the Paragraph group of the Home tab.
Note: Bulleted and numbered lists can also be created after the text has been typed by selecting the
text and clicking the Bullets or Numbering command buttons on the Paragraph group of the Home tab.

Chapter 12 Editing and Formatting Documents By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 13
Using the Format Painter

When you apply multiple character or paragraph formats to text, and you need to repeat those formats
throughout the document, you want the formats to be consistent. You can use the Format Painter to quickly
copy the formatting to other text and objects. Format Painter copies and applies font and paragraph
formatting as well as some basic graphic formatting, such as borders, fills, and shading.

To use the format painter:

1. Select the text that contains the format you want to copy.
2. Click Home tab.
3. In the Clipboard group, click the
Format Painter button. The mouse pointer becomes an I-Beam with a paint brush.
 4. Select the text where you want to apply the formatting. The formats will be applied to the selected
text.
Tip: To apply formatting to multiple places in the document, double-click the Format Painter button.

Applying Document Formats

Document formats are applied to an entire document. These formats include layout settings such as margins,
page orientation, paper size, and page breaks. Most of the document formats can be accessed in the Page
Setup group on the Page Layout tab.

Margin and Page Orientation

The margin and page orientation formats you choose should be based on the purpose and content of the
document and also on the paper size.

Margins are the space between the edges of the paper and where the text actually begins to appear.
Word allows you to set margins for any of the four sides (top, bottom, left and right) of the document. The
default margin settings are one inch for all sides, but you can easily change those settings.

To set page margins:

1. Click Page Layout tab > Page Setup
group > Margins and select from the choices. 2. You can also click Custom Margins, which opens the
Page Setup dialog box where you can set your own choices.
Tip: To quickly open the Page Setup dialog box, double-click on the edge of the color (dark gray) bar of the
ruler.

Portrait orientation formats the content of the document with the short edge of the page at the top.
This is the default setting. You can change to landscape orientation, which formats the content of the
document with the long edge of the page at the top.

To change the page orientation:

• Click Page Layout tab > Page Setup group > Orientation and click Portrait or
Landscape.

Paper Size

Word assumes you want your document printed on standard paper 8.5 inches wide by 11 inches long (letter
size), which is the default paper size, but you may want some or all of your document printed on a different
paper size.

To change or select from a list of common paper sizes, do the following:

1. Choose Layout tab > Page Setup group > Size and select your paper size from the list. 2. You can
also click More Paper Sizes to display the Page Setup dialog box where you can select one of the sizes
in the list or specify the width and height for a custom size.

Inserting Page Breaks

When you fill a page with text or graphics, Word automatically begins a new page by inserting a soft page
break. You can also break pages manually by inserting a manual page break, which forces a page break at
a specific location, regardless of how much text or how many graphics are on the page. The location of a soft
page break will change when you add or delete text so that each page remains completely filled with text. A
manual page break will remain where you insert it until it is deleted.

To insert a manual page break:

1. Place the insertion point where you would like to put a page break.
2. Click Page Layout tab > Page Setup group > Break > Page.
Tip: To quickly insert a page break, press Ctrl+Enter.
Chapter 12 Editing and Formatting Documents By: Prescilla F. Catalan
IT 101 | Module 3 Word Processing using MS Word 14 Chapter 13. Working with Tables

Objectives
Upon completion of this chapter, you should be able to:

• Create a table and insert text.

• Insert and delete rows and columns.
• Adjust column width and row height.
• Format text alignment and direction within a table cell.
• Format borders and shading and apply table styles.
• Sort data in a table.
 • Convert text to a table and vice versa.

Overview
Word processing is a linear task. Characters flow into words, which flow into sentences, which form
paragraphs. You start reading here and end up there. It’s basic stuff. That is, until the information you’re
trying to organize is best presented in a grid. That’s when you need to summon a table in your document.

13.1 Creating a Table

Tables are useful for various tasks such as presenting text information and numerical data. A table is a grid
of cells arranged in rows and columns. A cell represents one intersection of a row and a column in a table.

To create a table:
1. Place your insertion point where you want the table to appear.

2. Go to the Ribbon and select the Insert tab.

3. Click the Table command button. The table menu containing a grid of
squares will appear.

4. Hover the mouse over the grid to select the number of columns and rows in the table.
5. Click the mouse and the table will appear in the document.
6. You can now place the insertion point anywhere in the table to add text.
Tip: To move the insertion point to the next cell, press the Tab key. If the insertion point is in the last
cell, pressing the Tab key will automatically create a new row.

13.2 Modifying a Table Structure

After you create a table, you may decide to change it. For example, you may need to add more rows or delete
a column. Word has many features that make these changes easy.

Inserting Rows and Columns

• Hover the mouse near the location where you want to add a row or column, then click the plus sign
that appears.

•
Alternatively, you can right-click on a column or row, then hover the mouse over Insert to see
various row and column options.

Chapter 13 Working with Tables By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 15
• You can also go to the Ribbon and click Table
Tools > Layout tab > Rows & Columns
group and select Insert Above, Insert
Below, Insert Left or Insert Right
command buttons.

Deleting Rows and Columns

1. Place the insertion point in the row or column you want to delete.
 2. Right-click the mouse, then select Delete Cells... from the shortcut menu that appears. 3. A
dialog box will appear. Select Delete entire row or Delete entire column, then click OK.

4. The column or row will be deleted.

Tip: Alternatively, you can go to the Ribbon and click Table Tools > Layout tab > Rows & Columns

group and select the Delete command button.

Adjusting Column Width

• Position the mouse pointer over the right border of a column you want to adjust. The pointer changes to
a double-headed arrow. With the mouse pointer displayed as a double-headed arrow, drag the
column divider, left or right.
• To automatically adjust the column width to the longest line of text in the column, double-click on the
column divider.

Adjusting Row Height

• Position the mouse pointer over the bottom border of a row you want to adjust. The pointer changes to
a double-headed arrow. With the mouse pointer
displayed as a double-headed arrow, drag the row
divider, up or down.
Tip: As an alternative, you can also choose Table
Tools > Layout tab > Cell
Size group > AutoFit > AutoFit Contents.

Merging and Splitting Table Cells

When you remove the boundary between two cells, it is called merging cells. You can merge cells
horizontally or vertically. You can merge cells when you want to create a heading to span across two or more
columns. When you convert a cell into multiple cells, it is called splitting cells. You can split a cell into two
or more rows and/or two or more columns. You can also split a table into two separate tables.

To merge cells:
1. Select the cells you want to merge.
2. Choose Table Tools > Layout tab > Merge
group > Merge Cells

To split cells:
3. Place the insertion point in the cell you want to
split.
4. Choose Table Tools > Layout tab > Merge group > Split Cells or Split Table button

Chapter 13 Working with Tables By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 16 13.3 Formatting Tables
You can make a table easier to read by enhancing its appearance. For example, aligning numbers within a
cell can make the data easier to read. Changing the border colors and adding shading to some of the cells can
help the reader quickly identify different types of data.

Aligning Data within Table Cells

The Alignment group in the Table Tools Layout tab provides
several commands you can use to align text within the cells. You can
align text at the top, center, or bottom of a cell, as well as to the left
or right. You can also change the direction of text in a table cell. The
direction of the text toggles between three text positions: top to
bottom, bottom to top, and horizontal (the default position).

By default, cell data is aligned to the left of the cell, to change the cell alignment:
1. Place the insertion point on the cell you want to align.
2. Choose Table Tools > Layout tab > Alignment group and choose an alignment.
3. To change text direction on a cell, select Text Direction.

By default, a table is aligned to the left of a page,

to change the alignment of a table: 1. Place the
insertion point anywhere inside a table.
2. Choose Table Tools > Layout tab > Table
group > Properties
3. In the Table Properties dialog box, choose
an alignment.

Formatting Borders and Shading

By default, Word formats a ½-point single-line border around all cells in a table. Generally, the default
border is appropriate for the tables you create. However, there may be occasions when you want to customize
the border and add shading or color to some of the table cells. You may even want to remove the border
completely.

To add borders to a table:

1. Select the cells you want to add a
border to.
2. From the Design tab, Borders
group, select the
desired Line Style, Line
Weight, and Pen Color.
3. Click the Borders drop-down arrow.
4. Select the desired border type from the menu that
appears.
5. The border will appear around the selected cells.

To add shading to table cells:

1. Select the cells you want to add a shading
to.
2. From the Design tab, Table Styles
group, select Shading button and the desired color. 3. The shading will be applied to the selected
cells.

Formatting borders and shading can take time. That is why Word provides several table designs that enable
you to apply multiple table formats with a single click. These styles are referred to as built-in styles, and
the styles include formats for fonts, shading, and borders.

To apply table styles:

1. Click anywhere in the table.
2. From the Design tab, Table Styles group, click the down arrow to see all table styles and select the
desired style to be applied to the table.

Chapter 13 Working with Tables By: Prescilla F. Catalan

 IT 101 | Module 3 Word Processing using MS Word 17

13.4 Sorting Data in a Table

You can sort the information in a table to organize the contents to change the emphasis of the data. Sorting
data in ascending order rearranges it into alphabetical order from A to Z, or numerical order from lowest
number to highest number. Sorting data in descending order rearranges the data in alphabetical order from
Z to A, or numerical order from highest number to lowest number. When using default settings, header rows
are not included when the data is sorted.

To sort data in a table:

1. Position the insertion point anywhere in the table, and click the Table Tools > Layout tab.

2. In the Data group, click the Sort button. The Sort dialog box opens.
3. In the Sort by drop-down box, select the column for which you want to sort the data and select the
desired sort order, Ascending or Descending.
4. At the bottom of the dialog box, under My list has, the Header row option is enabled. When this
option is enabled, column headings are not included in the sort.
5. Click OK. The entries in the selected column of the table are now displayed sorted in the selected
order.

13.5 Converting Text to a Table and a Table to Text

Assume that you have already created a multicolumn list using tabs. You decide that you want to organize
the data in a table because it will be easier to format. In Word, it is not necessary to enter all the data again.
Word can quickly convert text separated by paragraph marks, commas, tabs, or other characters into a table
with cells.

When converting text to a table, Word determines the number of columns needed based on paragraph
markers, tabs, or commas, or other characters in the text. Word also provides a command to convert a table to
text. When converting a table to text, Word inserts paragraph marks, tabs, commas, or other characters to
indicate the column breaks, and you can choose which symbols or characters to use to indicate the column
breaks.

To convert existing text to a table:

1. Select the text you want to convert.
2. From the Insert tab, Tables group, click the Table command button.

3. Select Convert Text to Table button from the drop-down menu. 4. A dialog box
will appear. Choose one of the options (paragraphs, commas, tabs or other) in the Separate text at:
section. This is how Word knows what text to put in each column. 5. Click OK. The text appears in a
table.

To convert existing table to text:

1. Select the table you want to convert to text.
2. Under Table Tools, on the Layout tab, click
Convert to Text button. 3. In the Convert to Text dialog box, under Separate text with, click the
separator character you want to use in place of the column boundaries. Rows will be separated by
paragraph marks. 4. Click OK.

Chapter 13 Working with Tables By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 18
Chapter 14. Working with Graphics
Objectives
Upon completion of this chapter, you should be able to:

• Insert a graphic or an image into a document.

• Resize, crop, and position graphics.
• Modify graphic colors and apply styles and effects to graphics.
• Use drawing tools to create your own graphics.
• Use built-in, predesigned, and formatted layouts to create your own graphics.

Overview
Graphics are visual representations of data which can add interest and impact to your Word documents.
Graphics can be many different types such as pictures, shapes, or diagrams. This chapter is about working
with graphics from getting them into your document to manipulating their size, color, or arrangement.

14.1 Inserting and Formatting Graphics

To illustrate an idea presented in a document, or to make a document more functional, you can include
graphics, which are non-text items such as digital photos, scanned images, and pictures. You can insert
graphics from a variety of places, including those stored on your computer or from the Web.

To insert a picture file into your document, follow these steps:

1. Place the insertion point close to where you want the picture to appear.
2. Click the Insert tab on the Ribbon.
3. In the Illustrations group, click the
Pictures button.
4. Locate a picture file on your computer.
5. Select the picture you want to place in your
document and
click the Insert button.

Resizing and Cropping a Graphic

Once you have inserted a graphic in a document, there are many ways to manipulate the picture. To work
with a graphic, you must select it. You will know it is selected when you see sizing handles, eight small
circles and squares on the border of the graphic. When a graphic is selected, you can resize, cut, copy, paste,
delete, and move it just as you would text.

Resizing stretches or shrinks the dimensions of a graphic. To

change the size of a graphic without distorting the image, you
must scale the graphic proportionally by dragging one of the circle
corner sizing handles; these change both dimensions of the graphic
(height and width) to maintain the proportions of the graphic.

When you crop a graphic, you cut off portions of the graphic
that you do not want to show.

Positioning a Graphic

By default, when you insert a graphic, Word

positions the
graphic in the line of text. This means that
the graphic is
positioned directly in the text at the insertion
point.
However, you can format the text in the
document to
surround around the graphic, this is called text wrap.
A text-wrapping format must be applied to the graphic
before you can reposition the graphic in your document. You
can then drag and drop the graphic anywhere within the
printable area of the page.
 Chapter 14 Working with Graphics By: Prescilla F. Catalan
IT 101 | Module 3 Word Processing using MS Word 19
There are seven text wrapping options in Word: inline with
text, square, tight,
through, top and bottom, behind text and in front of text. To set
text wrapping, do the following:

1. Select the object you want to format.

2. Click Format tab > Arrange group > Wrap Text and
select the text wrap
you want to use.

Adjusting Colors and Applying Styles and Effects

You can customize graphics by changing its colors. You can match the colors in the current design theme, or
you can create your own custom color scheme. Adjusting colors is especially useful if you want to recolor
images to match other colors in the document. You can recolor both photos and illustrations. For photos,
there are also options for changing the color saturation and the color tone.
To further enhance the appearance of the image, you can apply border styles and other special formats,
such as shadows, soft edges, and 3-D effects. You can also add artistic effects to pictures to make the picture
look like a sketch or a painting. To adjust colors, effects and styles:
1. Select the graphic you want to edit.
2. Go to Picture Tools > Format tab > Adjust and Picture Styles groups and select the preferred
formats.

14.2 Creating Your Own Graphics

Sometimes you may need to create your own graphics. For example, you may want to create a fancy title for a
document, a map, or an organizational chart. Word offers several tools to simplify these tasks.

Creating WordArt Objects

WordArt is a feature that transforms text into a graphic. The WordArt graphic is created in a text box, a
drawing object that displays text. Within the text box, you can change the font style, color, and size. You can
create your own styles, or you can choose from several predefined styles in the WordArt Gallery. Just like
other objects, you can resize and reposition the WordArt object in the document.

To add decorative text, do the following:

1. Click the Insert tab

on the Ribbon.
2. In the Text group, click the WordArt button.

This would display the built-in WordArt styles.

3. Select the one you want to use by clicking on it.
4. Type your text for the WordArt.
Note: You can format the WordArt using the Drawing Tools > Format tab on the Ribbon.
Inserting Lines, Shapes, and Text Boxes

You can use drawing objects, which are shapes, curves, and lines, to create your own graphic. A shape is a
predesigned drawing object, such as a star, an arrow, or a rectangle. You can resize and reposition drawing

Chapter 14 Working with Graphics By: Prescilla F. Catalan

IT 101 | Module 3 Word Processing using MS Word 20
objects the same way you change the size and position of pictures and clip art, and the drawing objects can be
changed and enhanced with color, patterns, and borders.

You can copy and paste lines, shapes, objects, and text boxes just like you copy and paste text and
graphics. You can even change the direction of the text in the text boxes so the text is displayed vertically.
When you are creating a drawing that requires multiple horizontal lines, begin by creating and formatting
the first line. Then copy and paste multiple copies of the line in the document window and start building.
Not only will you save time, but the objects will be more consistent. If you do not want all the objects to be
exactly the same size, you can resize them after you paste them in the document.

Follow these steps to draw a shape:

1. Click the Insert tab on the Ribbon.
2. In the Illustrations group, click the Shapes button to display the list of available shapes.

3. Click on the shape you want to draw. You mouse pointer becomes a cross.
4. Click where you want the shape to begin then drag the mouse while holding down the left button in
the direction you want the shape to go, then release the left mouse button.
5. The shape will appear in your document.
Note: After drawing a shape, you can modify it by using Drawing Tools > Format tab on the Ribbon.

Creating SmartArt Graphics

SmartArt graphics are built-in, predesigned, and formatted layouts that you can use to illustrate concepts
and ideas. The graphics are organized in a gallery under eight different categories, and each category
includes several layouts. You can see the Live Preview of the layouts to help you choose the graphic that best
suits your needs. Once you choose a design, you can focus on the content and quickly produce a professional
illustration.

A SmartArt graphic is inserted in the document in a drawing canvas that provides a frame-like boundary
between the graphic and the rest of the document. Using the drawing canvas is especially helpful if the
graphic contains several shapes, because it keeps the shapes together as one object. You can easily add or
remove objects, and you can reposition the graphic by dragging and dropping the object.

To add a diagram, follow these steps:

1. Click the Insert tab on the Ribbon.
2. In the Illustrations group, click the SmartArt button.

3. Choose a SmartArt graphic and style you want to insert then click OK.
4. Use the “Type Your Text Here” dialog box to type the bullet list items to use for the diagram. To open
this dialog, click the small tab with arrows on the side of the SmartArt.
 5. To add another bullet to the list, put the insertion point at the end of one of the existing bullets and
press Enter, a new, blank bullet appears below and Word automatically updates the diagram. Note: You
can modify a SmartArt diagram using the SmartArt Tools > Design or Format tab on the Ribbon.

Chapter 14 Working with Graphics By: Prescilla F. Catalan