Fundamental Computer Skills:

Microsoft Word 2019 (Basics)

Department of Computing Sciences

Faculty of Science
February 2024
 Table of Contents
1. Introduction to Microsoft Word (MS Word) ........................................................................... 1
A. Exploring the MS Word Window ...................................................................................... 1
B. Creating a document in MS Word.................................................................................... 6
C. Save a document in MS Word ......................................................................................... 8
D. Open an existing document in MS Word ......................................................................... 9
2. Edit and Navigate Text .......................................................................................................... 12
A. Navigation...................................................................................................................... 12
B. Selecting Text ................................................................................................................ 13
C. Copy, Move, Delete and Undo Text ............................................................................... 17
D. Find and Find & Replace ............................................................................................... 20
E. Using a Template .......................................................................................................... 22
3. Formatting Characters and Paragraphs .............................................................................. 24
A. Font & Font Size ............................................................................................................ 24
B. Bold, Italics and Underline ............................................................................................. 24
C. Format Painter ............................................................................................................... 27
4. More Paragraph Formatting .................................................................................................. 29
A. Alignment of Paragraphs ............................................................................................... 29
B. Indents ........................................................................................................................... 31
C. Line and Paragraph Spacing ......................................................................................... 35
D. Tabs .............................................................................................................................. 38
E. Lists ............................................................................................................................... 42
F. Using Styles................................................................................................................... 46
5. Formatting Documents.......................................................................................................... 51
A. Margins .......................................................................................................................... 51
B. Page Orientation............................................................................................................ 52
C. Paper Size ..................................................................................................................... 54
D. Page Breaks .................................................................................................................. 55
E. Headers and Footers ..................................................................................................... 56
F. Document Design .......................................................................................................... 60
G. Page Borders................................................................................................................. 64
H. Page Background Colours ............................................................................................. 65
I. Watermark ..................................................................................................................... 66
6. Objects in Text ....................................................................................................................... 68
A. Tables ............................................................................................................................ 68
B. Pictures.......................................................................................................................... 78
7. Writing in Word ...................................................................................................................... 83
A. Sections of a Document................................................................................................. 83
B. Table of Contents .......................................................................................................... 84
C. Spelling, Grammar & Thesaurus ................................................................................... 86
D. Citations & Bibliography ................................................................................................ 89
E. Preview & Print a Document .......................................................................................... 96
Projects ........................................................................................................................................... 99
References .................................................................................................................................... 116
Appendix A: Troubleshooting SMark ......................................................................................... 117

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FCS Word (Basics) Lesson 1

1. Introduction to Microsoft Word (MS Word)

Microsoft (MS) Word is word processing software used to create documents such as letters, faxes,
reports and other text documents. It allows you to type a document, check the spelling and grammar,
edit and format it, before printing it on paper.
In this lesson you will learn to:
• work with the components of the MS Word window
• create a new document
• enter text
• save a document
• open an existing document
• display non-printing characters
• base a new document on an existing document or template

There are often two or more methods for performing any given task in MS Word. In these lessons,
only the most commonly used method is usually explained. However, as you develop your skills, you
will discover other methods and begin to use whichever of the various methods suits your style of
working. However, in the exercises and projects, you may be required to use a specific method in the
instructions – make sure you pay attention to the detail within each instruction.
It is important to update your version of Microsoft products regularly. The version of Office used in
these lessons is Office 2019, although Office 365 should be sufficient. These versions of Office are
the minimum requirement for use in this course.

A. Exploring the MS Word Window

When you start MS Word, it will give you the choice to start a blank document, ready for you to enter
the text, open an existing document to continue working with it or start a new document based on a
template. Once MS Word is open, you can work on multiple documents at the same time, whether
those are new documents or existing documents that you open.

For HOME use ONLY

Finding tools on the Tab Ribbons: If you have Windows 11 on your computer, some of the
tools are shown in a different place than indicated in this workbook, which is based on the
Windows 10 set-up in the Dept CS labs. You will need to look for the relevant tool, first on the
same Tab Ribbon of tools and, if it is not there, then on other Tab Ribbons to find it – all the
tools should be there somewhere.
Pinning Icons to your Task Bar: Once you have opened an app that you use often, an icon
will appear on the Task Bar. Right-click on the icon and select Pin to Task Bar in the pop-up
menu. In future, when you switch on your computer, the icon will be on the Task Bar, not
underlined, and you can just click on it to open the app.
The MS Word Environment
Depending on how and when your computer was setup when you installed Office, the usual options to
launch the Microsoft products are as follows:
1. Double-click the MS Word icon on the desktop OR
Click the Start button on the Task Bar and click on the MS Word icon in the
Windows start menu to start MS Word.

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After starting MS Word, you are given the opportunity to:

a. Open an existing document

b. Start a new Blank document

c. Start a document based on a template

Click Blank document and a new, empty document will appear.

Screen Elements
Quick Access Toolbar Title Bar Ribbon

Tabs Groups
Dialog-box Launcher

Ruler
Insertion Point

Vertical Scroll Bar

Zoom Control

Status Bar

Quick Access Toolbar Quick access to commonly used command tools

Ribbon All the command tools available to you in this version of MS Word, are
collated on various Tab Ribbons, with related tools Grouped in blocks,
with more details available on the Group’s Dialog-box.

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Ruler Indicates the measurements of a page, both across the width (top of the
document) and down the length (left-side of the document)
If you cannot see your Ruler, click the View tab and then click the
checkbox next to the Ruler tool in the Show group, to display it.

Typing Area The area where the document is shown, that includes the indication of
the insertion point
The cursor or insertion point is a blinking vertical line to indicate the
location where the next task you perform, will occur
Scroll Bars Vertical and Horizontal Scroll Bars to scroll up, down or left and right in
the document
Zoom Control Change the view of the document content – click on + or move the bar
towards + to Zoom In to make view of the content larger; click on – or
move the bar towards – to Zoom Out to make the view of the content
smaller
Status Bar Information about the current document such as page number, word
count and language (dictionary) used

The Ribbon
At the top of the program window, directly below the title bar, is the ribbon.

The ribbon can be hidden or displayed by double-clicking any of the tabs OR, click on the Collapse the
Ribbon icon (to hide the ribbon) which toggles to the Pin the Ribbon icon (to display the ribbon).
The Ribbon consists of several tabs such as File, Home, Insert, Design, Layout, References,
Mailings, Review, View and Help. Each tab contains several tools for accessing MS Word settings
and commands. Depending on the task you are doing within a document, additional context-related
tabs may appear, to help you deal with that particular task – e.g. a Format tab or even a 2nd Design
tab may appear on the right of the existing tabs. Commonly used tabs include:
File A menu of tasks and sub-tasks, to provide options for dealing with the file containing the
document – e.g. Save, Print, Close and Share
Home The default tab shown when you create a new or open an existing document, is the Home
tab that gives access to common commands such as changing fonts and colours, bold
underline and paragraph numbering, alignment & spacing
Insert Tools to help you insert different types of elements into your document – e.g. Tables,
Pictures, Shapes, Symbols and Headers & Footers
Layout Includes line, paragraph and page settings for the organisation of your document content –
e.g. Page Margins and Orientation
View To set particular ways to view your document
Help Tools to provide assistance – e.g. typing in a keyword for a task and getting help in fulfilling
that task.

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FCS Word (Basics) Lesson 1

Tips – Terms Used (terminology)

Default Refers to a pre-selected option or setting used by a computer program
Tab The word TAB in English can mean a number of different things, depending on the context of use. With
reference to the computer environment, one of the meanings of Tab is a small flap sticking out of a
Ribbon of tools, e.g. the Home tab or Layout tab,

OR a dialog-box with more than one group of settings

A different use of the word Tab, using the Tab key on the keyboard, is explained in Lesson 4.D.
Dialog-Box A pop-up window within an app, where you can select settings related to the text or object that you are
currently working on
Key When this term is used, it refers to a button on your keyboard (NOT on the screen)
Combination-Key(s): You use two or more keys to achieve a particular task. Combination keys are also called
shortcut keys because it is usually quicker to perform a task this way, rather than selecting options on
the tool ribbons, to do the same thing. When you use a combination of keys:
i. you hold down the modifier key(s) (e.g. Shift, Ctrl and/or Alt)
ii. then tap the other key, and
iii. then release the modifier key(s).
Combination keys are indicated using the + sign (you do not type the + sign) – e.g. Shift+A will type
the capital letter A; Shift+7 will type the symbol & (the special character above the number 7 key)

 Exercise 1.1: Exploring the MS Word Tool Tabs

Learn about the different tabs and dialog-boxes in MS Word 2019.
1. Start a new blank document in MS Word, if you have not done this yet
2. Maximise the window if it not maximised
3. Click on the Home tab ribbon – the tools will be displayed at the top of the MS Word
screen – note how the Ribbon is divided into groups: Clipboard, Font, Paragraph and
Styles
4. Explore the other tabs on the Tool Ribbon and review each group associated with the tab –
e.g. Click the Layout tab ribbon and you will notice that the groups of commands change
5. Click back to the Home tab ribbon
6. Click the Dialog-Box Launcher in the lower-right corner of the Font Group

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7. The Font dialog-box will appear

8. Scroll through the list of available fonts by dragging the vertical scroll bar up and down to
see the available fonts

9. Click cancel to close the Font dialog-box

10. Keep the blank document open as you will be using it again in Exercise 1.2

The Quick Access Toolbar

The Quick Access Toolbar is located above the ribbon and you can add commands that you access
most often such a Print, Open, and Save. By default, the Save, Undo and Redo commands display
on the Quick Access Toolbar when you launch MS Word 2019.

 Exercise 1.2: Exploring the Quick Access Toolbar

Learn about the Quick Access Toolbar.
11. Return to the blank document you used in Exercise 1.1
12. Click the drop-down arrow on the right side of the Quick Access Toolbar

You will notice that the Save, Undo and Redo commands have a tick next to them on the
list.
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To use any of the commands displayed on the Quick Access Toolbar, you just need to click
on the task required.
13. To add the Print Preview and Print tool to the Quick Access Toolbar:
• Click on the drop-down arrow again
• Click on the option required and you should see the Quick Access toolbar with an added
icon:

14. Keep the blank document open as you will be using it again in Exercise 1.3

Displaying Non-Printing Characters (Show/Hide)

When documents are created, MS Word inserts non-printing characters, which are symbols for
certain formatting commands, such as paragraphs, indents, tab-stops and spaces between words
e.g. a dot between words or an arrow when you press the Tab key.
Being able to see these characters in your document when typing and editing your documents can be
extremely useful, as you can clearly see exactly what was typed. For example, you can see if a tab-
stop was used at the beginning of a line, if and indent was set or even if a whole lot of spaces were
just entered to move the text across.

 Exercise 1.3: Non-Printing Characters

Learn how to display the non-printing characters.
15. Return to the blank document you used in Exercise 1.2
16. On the Home tab ribbon in the Paragraph group, click the Show/Hide tool
In most of the exercises in MS Word you will be reminded to work with the Show/Hide
switched on. This will enable you to see where the paragraph markers are in your
document and it is very important, especially when selecting and organising text and
objects in the document.
This is a toggle tool, which means that you click on the same tool to activate and deactivate
it – for example: click to switch Show the non-printing characters; click again to Hide the
non-printing characters. Make sure that you are showing these characters before moving
on.
17. Keep the blank document open as you will be using it again in Exercise 1.4

B. Creating a document in MS Word

MS Word sets default margins and line-spacing measurements for newly created documents. These
can be changed for each document separately or the default Normal template that the documents are
based on can be updated to apply the change to all new documents based.
When typing in a MS Word document, Word-Wrap automatically wraps text to the next line when it
reaches the right margin, so you should not press Enter at the end of each typing line. Enter is only
used to start a new paragraph. To separate paragraphs and create blank lines, press Enter.
Note: When working through the instructions in these Lessons, be sure to type the
supplied text EXACTLY as shown in the EXACT place you are told to type it. Typing
errors or text placed in the incorrect place in a document will cause you to lose marks.
Whenever you are working in a document, the text you type will be inserted at the insertion point. The
insertion point, indicated by the position of the cursor, is the flashing vertical line that initially appears
at the beginning of the document when it is first created or opened.

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FCS Word (Basics) Lesson 1

Tip
Whilst you are typing the letter below, pay attention to the functions of various keys on the
keyboard:
Enter Marks the end of a paragraph and moves the insertion point to the start
of the next line – adds the non-printing paragraph marker character
to indicate the end of a paragraph
Backspace Removes text to the left of the cursor
Delete Removes text to the right of the text cursor
Upper / Lower Case Press a letter-key for a lower-case character; use the combination-key
Shift + letter-key to type an upper-case (capital) character
Special Characters Indicated at the top of all the number keys – press Shift + number key

 Exercise 1.4: Creating a Document in MS Word

Learn about creating a new document in MS Word.
18. Return to the blank document you used in Exercise 1.3
19. Switch on Show/Hide if it is off
20. Ensure that you are at the top of the page on the blank document (Ctrl+Home)
21. Type today’s Day, Month and year – e.g. 20 February 2023 – then press Enter on your
keyboard twice to leave a space line between this line and next typed line
22. Type the following address with each line of the address on a new line, against the left
margin of the document (go to a new line by pressing the Enter key once):
Mrs M Roberts
52 Truffle Avenue
Seaview
6070
Press Enter twice after the last line above, to leave a blank line
Note: You can compare your document to the image of the final document posted below
23. Type Dear Mrs Roberts (leave a blank line below this text)
24. Type the text below against the left margin of the document (leave a blank line between all
the paragraphs) – note that your text wrapping of the lines within each paragraph may be
slightly different):
South Africa is a country like no other. It is the ideal destination for anyone seeking a
unique holiday. It is a place that leaves its visitors feeling inspired, enriched and
rejuvenated. South Africa gives travellers the opportunity to reconnect with real life and
nature.
Being such a beautiful country, it offers a diversity of options to suit every traveller that will
excite and revive you, that will suit your pocket, that will answer your every need.
Our country is welcoming, friendly and the people are known for their hospitality and
authenticity.
So, Mrs Roberts, visit South Africa.
Kind regards
Zandi Makonza
25. Keep the blank document open as you will be using it again in Exercise 1.5

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FCS Word (Basics) Lesson 1

Your document should resemble the image below but because the settings in MS Word may be
different, your text wrapping within each paragraph may be slightly different.

C. Save a document in MS Word

Once you have created a document, you may wish to save it for future use. If you do not save a
document, the computer will not save it once you close it.
NB: All the exercise files you complete must be saved in the location (drive and folder-structure)
specified in your module’s weekly instructions document – e.g. Weekly Guide or Learning Guide.

 Exercise 1.5: Save a Document in MS Word

Learn about saving a new document or saving an existing document in a different location and/or
with a different file name in MS Word.
26. Return to the document you created in Exercise 1.4 – i.e. the letter to Mrs Roberts
27. Click the File tab on the tools ribbon and then click Save As

This is where you start to specify where you would like to save the document
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28. Click Browse – the Save As dialog-box appears – change the location to the required
drive and folder structure specified in your weekly instructions document

29. The file name for this file is L01Roberts-studentnumber – use your student number
without the s and no space before or after the dash (-) e.g. L01Roberts-227123456,
where you replace 22712346 with YOUR student number
30. Make sure that the Save as type is MS Word Document (*.docx) as shown above – when
you save a document in MS Word, the file is automatically given an extension of .docx
Do not change this extension and do not type .docx in the File name box.
31. Click Save – the name of this document (file) will now appear on the Title Bar
32. Close the document by clicking the in the top right-hand side of your screen – this will
close the MS Word window

D. Open an existing document in MS Word

Saved documents can be opened and edited at any time after they have been saved. As you learned
in File Management, the file extension of .docx allows the Windows operating system to recognise that
the file was created in MS Word and can be opened in MS Word for editing.
When you specify the file name for your document, you can use letters, spaces, numbers and certain
special characters and can use up to 255 characters. In general, you should make your names
meaningful so that if you look at a list of files at the end of the year, you can recognise from the name
what the file is about.
However, when doing any tasks for this module, it is important to name the files EXACTLY as
specified AND save them in the location specified in the weekly Guides for the module. Pay attention
to plurals in a filename, as well as spaces and special characters, to be sure you name your files
correctly. Naming a file incorrectly can mean the file will not be marked.

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FCS Word (Basics) Lesson 1

 Exercise 1.6: Open a saved Document in MS Word

Learn about opening a saved document.
33. Launch MS Word (double-click the MS Word icon on the desktop or Task Bar, or find the
program (app) using the Start menu)
34. A list of previously used documents will display on the left-hand side of the screen

Click Open Other Documents at the bottom of the list to see a more extensive list of recently
used documents on the right-hand side of the screen.

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35. Click Browse and the Open dialog-box appears

36. Change the location to the drive specified in your Learning Guide and the folder where you
saved the L01Roberts-studentnumber.docx file and click on it
37. Click Open – the file will appear in MS Word
38. Close MS Word

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FCS Word (Basics) Lesson 2

2. Edit and Navigate Text

Once you have created a document, you may wish to edit it, fine-tune the wording or re-organise the
text. MS Word has tools that make it easy to select and replace text, copy or move text and correct
mistakes.
In this lesson you will learn to:
• move around a document
• select text using the mouse or the keyboard
• insert, replace and delete text
• copy and move text
• undo changes
• find and replace text
• use a template

A. Navigation
Navigation refers to moving the cursor (or insertion point) around the document so you can place it
where you need to make changes. You can use both the mouse and the keyboard to move through
the text in a document.

Tips: How to use SMark Effectively

• Make sure that you work through the A05 How to use the SMark system document in the
Additional Learning Material folder in Moodle BEFORE you attempt this project.
• Troubleshooting SMark tips are provided in Appendix A at the end of this document.
• Always check SAVING instructions in your Module’s weekly Guides.

 Exercise 2.1: Moving Around a Document

Learn how to move around in your document with greater efficiency.
1. Download and open the project FCS Word Lesson 2.1 data file from SMark,
L02Magaya-studentnumber.docx
Save the document, using the SAME file name, in the required location
2. If your mouse has a wheel, roll forwards or backwards to move up and down in the
document
3. Use the vertical scroll bar at the right of the window to move up and down
• Click the up-scroll arrow to scroll up one line at a time
• Click the down-scroll arrow to scroll down one line at a time
• Click the scroll bar above or below the scroll box to move up or down, a screen
at a time
• Drag the scroll box to go to a specific page – as you drag the box, the page number
will be shown as a tool-tip

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FCS Word (Basics) Lesson 2

4. Use the horizontal scroll bar at the bottom of the window in the same way, to move to the
left and right of a page, if the whole page width is not visible in the window
• Click the left arrow to scroll left
• Click the right arrow to scroll right
5. Use the navigation keys on your keyboard to move the cursor (or insertion point) around in
the following ways:
•  Left arrow to move left one character
• → Right arrow to move right one character
•  Up arrow to move up a line
•  Down arrow to move down a line
• Home to go to the beginning of a line
• End to go to the end of a line
• Page Up to move up one screen
• Page Down to move down one screen
6. As you have not actually changed anything, no need to save your file at this point, but keep
it open as you will be using it again in Exercise 2.2

Tips: Shortcuts for Moving Around a Document

Ctrl+ Move left one word
Ctrl+→ Move right one word
Ctrl+ Move up one paragraph
Ctrl+ Move down one paragraph
Ctrl+Home Go to beginning of document
Ctrl+End Go to end of document

B. Selecting Text

When you are editing a document, you can select portions of the document to change the selected text
– editing or formatting the text. When you select text, MS Word highlights the text. Once the text is
highlighted you can perform an action on the selected text such as formatting or copying the selected
text.
To select text, you can use the mouse or the keyboard.
Using the mouse to select text:
• To select part of a sentence:
o Move the mouse-pointer to the beginning of the text.
o Hold down the left mouse button and drag over the text to highlight it. (Click-and-drag)
o Once you have selected the text needed, release the mouse button. Do NOT release
your mouse button until all the text is highlighted.
• To select a word, move the mouse-pointer anywhere in the word and double-click
• To select a paragraph (including the paragraph marker), move the mouse-pointer anywhere in
the paragraph and triple-click.
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Note: If you incorrectly select a section of text, click anywhere else in the document to deselect and
then try again. If you accidentally move the selected text while trying to selected, remember to use
your Undo tool on the Quick Access Toolbar to undo the move.
Using the keyboard to select text:
• Move the cursor (insertion point) to the beginning of the text to select.
• Hold down the Shift key on the keyboard and then use the navigation keys such as the arrows
keys, Home, End, Page Up and Page Down to move the cursor. When you keep the Shift key
pressed down, moving the navigation keys will select the text as you move – the Shift key is a
combination key.
• Once you have selected the text needed, release the Shift key.
Note: If you incorrectly select a section of text, click anywhere else in the document to deselect and
then try again. If you accidentally move the selected text while trying to selected, remember to use
your Undo tool on the Quick Access Toolbar to undo the move.
Using both the mouse and the keyboard to select text:
• To select a particular sentence within a paragraph, use the Ctrl combination key with a mouse
click – Ctrl + Click – anywhere with the required sentence.
• To select non-continuous pieces of text, select one piece of text, then hold down the Ctrl
key while selecting the others – Ctrl + click-and-drag.
Using the mouse to DE-select text:
Use your mouse to click somewhere else in the document to deselect it OR tap one of the arrow
keys on your keyboard.

Tips:
• Always have the Show/Hide tool activated (to Show non-printing characters) when
you work in a MS Word document as you can then easily see what you are doing. For
example, accidentally deleting a paragraph marker or page / section break can alter the
formatting of your whole document and destroy the work you have put into it.
• Pay attention to the techniques you learn in Exercise 2.2 – you will use them over and over
again, whenever you work on a MS Word document.
• Some text in the instructions is in italics to make it stand out. Do NOT format any text to
italics unless it is specified in the instructions.

 Exercise 2.2: Selecting Text

Learn how to Select Text. Never try and “fix” selecting text if you have selected the wrong
text, click somewhere else in the document to deselect, and then re-select the correct text.
7. Return to the L02Magaya-studentnumber.docx, saved in Exercise 2.1
8. Check that Show/Hide is activated – see Tip above
9. To select a Paragraph:
• Position the cursor at the beginning of the paragraph starting Being such…
• Triple-click the paragraph – note that the paragraph marker is also selected.
• Deselect the paragraph – see how in the text above this exercise

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FCS Word (Basics) Lesson 2

10. To select a Sentence within a paragraph:

• Use Ctrl+Click in the first sentence starting South Africa is a country… – note that the
spaces at the end of the sentence are also selected
• Deselect the sentence
11. To select a Word within text:
• Double-click the word welcoming in the paragraph starting Our Country is… – note
that the spaces on either side of the word are NOT selected
• Deselect the word
12. To select a Phrase or more than one word:
• Use Click-and-Drag to select the phrase friendly and the people are known in the
sentence starting Our country is… – do not select the space after the last word
• Deselect the phrase
An alternative method to select a phrase or more than one word (or even multiple
sentences or paragraphs), with your keyboard only:
• Use your keyboard navigation keys to position the cursor (insertion point) at the
beginning of the word travellers in the sentence starting South Africa is a country…
• Use Shift+→ (the right-arrow key) to select the words travellers the opportunity – do
not select the space after the last word
• Deselect the phrase
13. To select non-continuous pieces of text:
• Double-click Africa in the first paragraph, press and hold Ctrl and double-click
country, anyone and unique
• Deselect the phrase
14. As you have not actually changed anything, no need to save the file at this point, but keep
it open as you will be using it again in Exercise 2.3

Selecting, Inserting and Deleting Text

To insert text at any point in a document, you must move the cursor (or insertion point) to that point.
You can move the insertion point using the mouse or the keyboard. Once the cursor is in the place
where you want to insert text, you can type the text and it will be inserted without overtyping any existing
text. If you select text and then type new text, the new text will replace the selected text.
To delete text, you can place the cursor at the beginning or end of the text that needs to be deleted. If
the cursor is at the beginning of the text (on the left) then press the Delete key repeatedly until all the
text you want to remove has been deleted. If the cursor is at the end of the text (on the right) then you
press the Backspace key repeatedly to remove the text. If you select a section of text and then press
either the Delete or the Backspace key, the selected text will be removed with one press of a key.

 Exercise 2.3: Selecting, Inserting and Deleting Text

Learn about Selecting, Inserting and Deleting Text – you will edit the Roberts letter to send to
another one of Aunt Zandi’s clients, without having to retype the whole thing.
Reminder: Some text in the instructions are in italics to make it stand out. Do NOT format any
text to italics unless it is specified in the instructions.
15. Return to the L02Magaya-studentnumber.docx, saved at the end of Exercise 2.1 & check
that your Show/Hide tool is still activated
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16. Use the Backspace key to delete characters:

• Click at the end of the first line of the address (to the right of the word Roberts)
• Press the Backspace key on your keyboard until the only Mr remains – deleting the
text to the LEFT of the cursor
Press the spacebar to add a space after Mr and type A Magaya – ignore the red lines under
the name for now – this just means that this word does not exist in the Dictionary being used;
you will learn how to deal with this in a later lesson.
17. Use the Delete key to delete characters:
• Click at the beginning of the second line of the address (52 Truffle Ave)
• Press the Delete key on your keyboard until ALL the text in the second line is deleted,
but do NOT delete the paragraph marker – deleting the text to the RIGHT of the
cursor
18. Type 17 Mercer Street
19. Select text to replace with new text (editing):
• In the third line of the address, use your mouse (double-click) to select the word
Seaview then type Summerstrand – note that it is not necessary to delete the original
text first, you can just select the original text and then type the new text, to replace it
• In the fourth line of the address double-click 6070 and replace it with 6019
• Next to the word Dear, use click-and-drag to select Mrs Roberts and replace the
selected text with Mr Magaya
• Select the paragraph (triple-click) starting So, Mrs Roberts… and replace this
paragraph with:
It would be an awesome experience for you, Mr Magaya, to travel to South Africa.
20. Delete more than a few characters of text:
• Select the sentence starting It is a place… in the first paragraph starting South Africa…
(click somewhere in the sentence, then Ctrl+Click)
• Press the Delete key on your keyboard
Check the image below to compare with your document
21. Save the document as L02Magaya-studentnumber.docx and CLOSE the document –
remember that you can use the Save icon from the Quick Access Toolbar OR the Save
option in the File tab menu
22. Upload your solution to the SMark project FCS Word Lesson 2.1 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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FCS Word (Basics) Lesson 2

C. Copy, Move, Delete and Undo Text

You may want to use the same text, words or paragraphs, more than once within a or even a different
document. During review, you may decide to move text from one place in a document to another place.
You may
Copy or Move Text
To Copy or Move a selection, requires a 2-step process:
1. Place the selection that you want to copy or move – text, graphics or other types of objects – in a
temporary holding area used by MS Office app, called the Clipboard.
2. You paste the selection from the Clipboard to the new location.
The Clipboard commands can be found on the Home Tab ribbon, in the
Clipboard group:
• Cut: This tool is used to remove the selection from the document and place
it in the Clipboard for later use.
• Copy: This tool is used to copy the selection, leaving the selection in the
original location, and from the document and place it in the Clipboard for later
use.
• Paste: This command is used to insert the latest item placed in the clipboard at the new location,
indicated my moving the cursor to the new position. The item will be brought from the Clipboard
and inserted into the document at the new location.
Notes:
• The Paste tool has multiple options – if you click on the tool itself, the selection will automatically
be pasted using the destination document’s formatting. The other types are explained in FCS Word
(Advanced) lesson. For now, just click on the tool itself to paste.

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FCS Word (Basics) Lesson 2

• The Clipboard is a TEMPORARY holding area only. Leaving items on the clipboard without pasting
them, may mean that when you go back later to paste, the item may no longer there. It is always
best to Paste immediately after you have clicked Cut or Copy.
However, if you are looking to Paste text that you placed in the Clipboard early, click on in the
bottom-right corner of the group, to show the Clipboard content in side panel to the left of your
document – for example:

To select a particular item to Paste from the clipboard, place your cursor where you want the item
to be placed and then click on that item in the list. Then click on the X at the top right of the panel
to close the Clipboard.

 Exercise 2.4: Copy and Move

Learn about the copy-paste and cut-paste processes.
1. Download and open the project FCS Word Lesson 2.4 data file from SMark,
L02Travel-studentnumber.docx
Save the document, using the SAME file name, in the required location and activate your
Show/Hide tool
2. Copy a paragraph:
• Select the paragraph (triple-click) starting There are… – ensure that the paragraph
marker is also selected
• On the Home tab ribbon, in the Clipboard group, click the Copy tool
• Position your cursor at the left of the paragraph marker at the end of the document
• On the Home tab ribbon, in the Clipboard group, click the Paste tool
You will now have two identical paragraphs in this document.
3. Move a paragraph:
• Select the paragraph starting Our country …. Ensure that the paragraph marker is also
selected at the end of the paragraph
• Click the Cut tool
• Position your cursor at the start of the paragraph starting Table Mountain… – i.e. to
the left of the T
• On the Home tab ribbon, in the Clipboard group, click the Paste tool
The paragraph is moved from its original location.
4. Delete a paragraph:
• Select the heading at the top of the document Beautiful South Africa, with the
paragraph marker
• Click the Cut tool - the paragraph has been deleted
Check the image below to compare with your document.

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FCS Word (Basics) Lesson 2

5. Save the document as L02Travel-studentnumber.docx and keep it open as you will be

using it again in Exercise 2.5

Tip
If you are not sure what a tool on any of the Tab Ribbons will actually do, point to the tool with
your mouse pointer and a tool-tip will appear – e.g. a tool on the Home tab ribbon in the
Paragraph group:

Undo Mistakes or Redo a task

If you type incorrect text, type text in the incorrect place or perform an incorrect action, you can Undo
(Quick Access Toolbar) the action BUT only if you do it immediately. It is possible to find it on
the Undo list and click on the incorrect action there, but then everything you did AFTER that, will
ALSO be undone!
If, on the other hand, you undo something you decide you should have left, then you can Redo
the last action that you undid – keep clicking on Redo to redo a sequence of actions.

 Exercise 2.5: Undo Typing and or Actions

Learn about fixing mistakes – VERY useful tools when things do not go as planned!
6. Return to the L02Travel-studentnumber.docx, saved at the end of Exercise 2.5 with
Show/Hide active

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FCS Word (Basics) Lesson 2

7. Fixing an error:
• Select the words one of in the 1st occurrence of the paragraph starting There are
beautiful ...
• Press the Delete key
• Oops! You have now realised that you have deleted the wrong words and want to undo
the action
• Click on the Undo tool on the Quick Access Toolbar. Click on the arrow and not the
drop-down arrow to the right of the arrow
The Undo has now restored the words one of.
8. You were confused, you actually DO want to delete those words – so you want to Re-do
the delete:
• Click on the Redo tool on the Quick Access Toolbar on the left of the title bar
The Redo has now removed the words one of
9. Save the document as L02Travel-studentnumber.docx and keep it open as you will be
using it again in Exercise 2.6
Tip – Keyboard Short-cut Keys
You may find it quicker to use MS Word’s keyboard shortcuts for copy, cut, paste and Undo.
When you use shortcuts, you need not take either hand away from the keyboard.
• To copy – Ctrl+c
• To cut – Ctrl+x
• To paste – Ctrl+v
• To Undo – Ctrl+z
• To Redo – Ctrl+y
You can also right-click selected text on your document to get a pop-up menu displaying the
available commands for copy, cut or paste OR use the Clipboard tools on the Home tab ribbon.

D. Find and Find & Replace

Sometimes you will want to quickly search for a particular word or phrase in a long document. MS
Word’s Find tool can take you straight to the text that you are looking for. By default, MS Word
searches the whole document. To limit the text that MS Word searches through, first select only that
part of the document that you want to search, then when MS Word has finished searching the selected
text, it will ask whether you want to search the remainder of the document and you can decide Yes or
No.
The Find and Replace tools are on the Home tab ribbon in the Editing group (on the right).

Find is useful to find a word or phrase (or all the occurrences) that you are looking for in a long
document. Replace is useful to automatically find all the occurrences of a word or phrase and either
replace them ALL or replace them selectively as required.

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FCS Word (Basics) Lesson 2

 Exercise 2.6: Find and Find & Replace

Learn how to quickly find occurrences of a word or phrase and, if required, replace all
occurrences of a word or phrase automatically.
10. Return to the L02Travel-studentnumber.docx, saved at the end of Exercise 2.5 with
Show/Hide active
11. When you start a search, always ensure that you are at the beginning of your document
(Ctrl+Home)
12. To find a word or phrase:
• Click on the Find tool (not on the drop-down arrow) in the Font group, on the
Home tab ribbon
• A navigation panel will open on the left-hand side of your screen
• Type the word floral in the Search document text-box
• MS Word will immediately find the word and highlight it in yellow
• Close the Navigation panel (click on the x in the panel)
13. Use the Find and Replace process to find all the occurrences of the
word sea and replace them all with the word ocean
• Ensure that you are at the beginning of the document
• Click on the Replace tool in the Editing group, on the Home tab ribbon
• A Find and Replace dialog-box will appear

• In the text-box for Find what: type sea

• Click in the text-box for Replace with: (or press the Tab key to move the cursor to the
next text-box) and type ocean
• Click the Replace All button
• The message below will appear signifying that 5 replacements have been done

• Click OK and then Cancel to close the Find and Replace dialog-box
14. Save the document as L02Travel-studentnumber.docx and CLOSE the document

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FCS Word (Basics) Lesson 2

15. Upload your solution to the SMark project FCS Word Lesson 2.4 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly
Tip – Keyboard Short-cut Keys
• To find – Ctrl+f
• To find and replace – Ctrl+h

E. Using a Template

When you start MS Word, the first window asks you what file you want to work with. You can open an
existing saved document or start a new document which means that a new file with no text will be
opened.
The “New” option shows a list of new document templates. You can choose from numerous templates
from this window. These templates are pre-set documents available from the Microsoft cloud
environment and you can search templates using the search input box. The available templates will
differ depending on whether you are connected to the internet or not. You have to be connected if you
want to search for online templates.

 Exercise 2.7: Using a Template

Learn about starting a new document using a template.
1. Start MS Word and select to create a New document
2. Near the top of the screen is a search box and some suggested searches. You can type a
word or click on one of the suggested searches to help find a suitable template

Take note that below the Search for online templates there are different categories
3. Below the search box, a list of common templates is shown. Use the wheel on your mouse
(or the vertical scroll-bar on the right) to scroll up and down to view the different
commonly used templates
4. To Search the available templates using a key word:
• Click in the Search for online templates text-box
• Type Banner Calendar
• Click the magnifying glass icon to the right of the templates box
• Click on Banner calendar
• Click Create
• Click on Select New Dates Calendar

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FCS Word (Basics) Lesson 2

• Set the Month on February and the Year on 2023

• Click OK to close the Select Calendar Dates dialog-box and OK
again to close the information message that opens
The calendar will appear on your screen and a new Calendar contextual
tab will appear at the top of your screen.
5. Save the document with the name L02Templates-studentnumber.docx in the required
location (check your module’s weekly Guide)
6. Close the document

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FCS Word (Basics) Lesson 3

3. Formatting Characters and Paragraphs

Documents can be made more professional or attractive by choosing fonts or text attributes that are
appropriate to the purpose of the document.
In this lesson you will learn to:
• use character, paragraph and document formatting
• use bold, italics and underline
• change font style, font size and font colour
• use format painter

You can change the way individual characters, words or paragraphs look by changing the attributes of
the text.
Paragraph formatting is an essential part of creating effective, professional-looking documents in Word.
When selecting paragraphs, all the text in the paragraph must be selected, including the
paragraph-marker. To view these markers, activate the Show/Hide tool on the Home tab ribbon.
Paragraph formatting is paragraph based, so whatever paragraph you are in, the changes you set will
apply to that paragraph only.
The term Font refers to the typeface, design and size of each character. These tools are grouped
together in the Font group on the Home tab ribbon.

A. Font & Font Size

Each installation of MS Word has a collection of Font types to select from, depending on personal
choice, the audience, the type of document being created and publishing regulations. Font Size is
measured in points – for example, this text here is in Arial Font and 12pt Font Size.

B. Bold, Italics and Underline

You can change the appearance of text. This is called formatting. If you wish to change the format of
text that you have already typed, select the text, then choose the new format. Once you have chosen
the format, deselect the text by clicking elsewhere on the page.
Tips:
• ALWAYS remember to DE-SELECT the selected text, once you have completed the
formatting or editing the settings, BEFORE you start the next task.
• Use Shift+arrow keys on the keyboard to select text and specifically to deselect a space
after a sentence or characters at the end of the selection that you do not want to change.
• Do not select a space before or after words for character formatting, unless told to do so
in the instructions.
• Refer to Lesson 2, B Selecting Text to remember how to select different types of text (see
A03 How2 document for the quick process of looking up things you cannot remember).

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FCS Word (Basics) Lesson 3

 Exercise 3.1: Applying Text Formatting

Learn about text formatting i.e. Bold, Italics and Underline. You will find the relevant tools on
the Home tab ribbon in the Font group.
1. Download and open the project FCS Word Lesson 3.1 data file from SMark,
L03Trip-studentnumber.docx
Save the document, using the SAME file name, in the required location, and activate your
Show/Hide tool
2. To Bold text:
• Select the paragraph Beautiful South Africa – see tip above for selecting a paragraph
• In the Font group, on the Home tab ribbon, click Bold , then click anywhere else in
the document to deselect the text
3. To Italicise text:
• Select the words most famous in the paragraph starting There are beautiful… (do not
select the spaces before and after the phrase) – see tip above for selecting words
without spaces
• In the Font group, on the Home tab ribbon, click Italics , then deselect the text
4. To Underline text:
• Select the word patterns in the paragraph starting Our country … – do not select the
space before and after the word patterns
• In the Font group, on the Home tab ribbon, click underline , then deselect the text
5. To change the Font Type:
• Select the paragraph Beautiful South Africa
• In the Font group, on the Home tab ribbon, click the drop-down arrow in the Font tool,
to display a list of fonts

• Scroll through the list – roll the mouse wheel up and down or use the scroll bar on the
right
• Click on Arial to select the Font type

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FCS Word (Basics) Lesson 3

6. To change the Font Size:

• Select the text Indian Seas (do not select the full-stop after Seas) in the paragraph
starting Our Country…
• In the Font group, on the Home tab ribbon, click the Font Size down-arrow to display
a list of font sizes

• Select font size 14.

7. To increase or decrease the Font Size:
• Select the text World Heritage … in the paragraph starting There are beautiful…
• Click the Increase Font Size tool in the Font group, on the Home tab ribbon, until it
shows 16 point for the Font Size, then deselect the text
• Select the text continents in the paragraph starting Our country… (do not select the full
stop after continents)

• Click the Decrease Font Size tool in the Font group, on the Home tab ribbon, until it
shows 9 point for the Font Size, then deselect the text
8. To change Font Colour:
• Select the paragraph Beautiful South Africa
• Click the arrow next to Font Colour in the Font group, on the Home tab ribbon

Note: There are two settings of colours: Theme Colors and Standard Colors – color is
the America spelling of the English word colour. The colours under Theme Colours
are sorted in by Colour-Accent from a Lighter to Darker percentage. The colours under
Standard Colours are just plain standard colours. Point your mouse-pointer to the
various colours to see the tool-tip identifying the exact colour.
• Under Standard Colours, select Green
• Select the paragraph starting Our country…
• Under Theme Colours, Select Blue, Accent 1, Darker 50%
9. Change the word Dassie (without selecting the quotes before and after the word) and
format the word to Bold, Underline and Italics
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FCS Word (Basics) Lesson 3

10. Change Font for the text runners in the paragraph starting There are beautiful ... to Arial
Black size 24pt
11. Change the Font Colour of the text beautiful mountains in the paragraph starting There
are beautiful… to Standard colour: light blue
12. Save the L03Trip-studentnumber.docx and keep it open as you will be using it again in
Exercise 3.2
Tip – Keyboard Shortcuts
For the formatting of selected text, paragraphs or document, using the Ctrl key as a
combination-key:
• Ctrl+B for Bold
• Ctrl+I for Italics
• Ctrl+U for Underline

C. Format Painter
Format Painter is a tool that allows you to copy all formatting from one formatted
word or paragraph and apply it to another unformatted word or paragraph – a very
handy tool to repeat the application of the same format-settings to multiple places
in your document.
You will find the relevant tool in the Clipboard group on the Home tab ribbon.

 Exercise 3.2: Format Painter

Learn about transferring formatting from one area in your document to another.
13. Return to the L03Trip-studentnumber.docx, saved at the end of Exercise 3.1
14. To apply a formatting setting multiple times using the Format Painter tool:
• In the paragraph starting Cape Town… you have already formatted the word Dassie to
Bold, Underline and Italics – select this word and double-click on Format Painter in
the Clipboard group on the Home tab ribbon – your mouse pointer will
change to a paint brush
• With the paint brush pointer, in the previous sentence of the same paragraph, click on
the word biodiversity and then again to the word Fynbos – your formatting has now
been copied from one piece of text to another
• Click on the Format Painter tool again to switch it off OR press the Esc (escape) key
on your keyboard
Check the image below to compare with your document.
15. Save the document as L03Trip-studentnumber.docx and CLOSE the document
16. Upload your solution to the SMark project FCS Word Lesson 3.1 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly
Tip
If you want to copy formatting to only ONE other section of your text, you can (single) click format
painter and it will automatically switch off once you have applied it to the text.

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FCS Word (Basics) Lesson 3

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FCS Word (Basics) Lesson 4

4. More Paragraph Formatting

Documents can be made more professional or attractive by choosing appropriate spacing and
alignment of text, to make reading easier for the audience.
In this lesson you will learn to:
• change alignment of paragraphs
• set and use indents of text in paragraphs
• set and use line and paragraph spacing
• set and use tabs
• work with bullets and numbering
• apply and modify styles
A. Alignment of Paragraphs
Text can be horizontally aligned or vertically spaced using the paragraph formatting options. A
paragraph format applies to an entire paragraph, that is, all the text between two paragraph
markers – you MUST have the Show/Hide tool activated on the Home tab ribbon.
As with font formatting, paragraph formatting can be applied as you go along or by selecting text that
has already been typed. The most commonly used paragraph formatting options are available in the
Paragraph group on the Home tab ribbon.

The four alignment options (examples shown below) are Left, Centre, Right and Justify.
Align Left is the default alignment option, with all the lines in the paragraph neatly lined up against
the left margin, but not lined up on the right.
Centre will align the lines in the paragraph so that they
are equally balanced on the left and right of the central
point between left and right margins.
Align Right will line up all the lines in the paragraph on the right-hand side of the page (the right
margin) and the left side is ragged.
Justify is often used in professional printing. It spreads the text out evenly between both the margins
adding space between the words so that it is lined up neatly on both the left and right sides of the
page. The last line of the paragraph is the only line that will not reach all the way to the right.

The default for normal text is Left, which is why the Align Left tool on the Home tab ribbon is usually
active.

To select any of the other alignment options, position the insertion point where you wish to change the
alignment (or select the text if it has already been entered) and click the relevant alignment tool.
Note: Only one of the four can be active for any given paragraph.

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FCS Word (Basics) Lesson 4

 Exercise 4.1: Alignment of paragraphs

Learn about the alignment of paragraphs. You will find the relevant tools in the Paragraph
group on the Home tab ribbon. Reminder: To select paragraphs (including the paragraph
marker) triple-click the paragraphs.
1. Download and open the project FCS Word Lesson 4.1 data file from SMark,
L04Wildcoast-studentnumber.docx
Save the document, using the SAME file name, in the required location and activate your
Show/Hide tool
2. To change the Alignment of paragraphs:
Currently all the paragraphs in your document are LEFT aligned
• Select the paragraph starting It is popular…

• In the Paragraph group, on the Home tab ribbon, click on Align Right
• Select the heading The Wild Coast – remember to include the paragraph marker
• In the Paragraph group, on the Home tab ribbon, click on Centre
• Select the paragraph starting There is a diverse…
• In the Paragraph group, on the Home tab ribbon, click lick on Justify – the
alignment Justify is a popular alignment to use on documents with long paragraphs
Check the image below to compare with your document.
3. Save the L04Wildcoast-studentnumber.docx and keep it open as you will be using it
again in Exercise 4.2
Tip – Keyboard Shortcuts
• To LEFT align a paragraph – Ctrl+L
• To CENTRE align a paragraph – Ctrl+E
• To RIGHT align a paragraph – Ctrl+R

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FCS Word (Basics) Lesson 4

B. Indents
The term Indent means “in from the margin”. The MS Word indenting feature lets you push a paragraph
of text a specified distance in from the left margin, right margin, or both. The tools for this are shown
in the Paragraph group on the Home tab ribbon.

You can specify the distance it must indent to or you can use the Increase or Decrease Indent
tools in the Paragraph group.
To specify the distance for the Left, Right, First-Line and Hanging Indents, click on the Paragraph
Settings arrow in the bottom-right corner of this group to launch the Paragraph settings dialog-box,
where you can specify a number of different types of settings – this shows the default settings in the
Dept CS labs.

Left and First Line and

Right Indent Hanging Indent

A Left or Right Indent moves all the lines of the paragraph a certain
distance from the Left or Right margin of the document. This paragraph
has been indented by 1” (2.54cm) to the Left and the Right.
A First line (Special) Indent causes the first line of the paragraph to be indented from
the LEFT only, by the measurement set in the By: text-box. This paragraph has a first line indent
of 1” (2.54cm).
A Hanging Indent causes all the lines BELOW the first line, to be indented from the LEFT only, by
the measurement set in the By: text-box. This paragraph has a hanging indent of 1”
(2.54cm).

Note: For measurements, inches are specified with the abbreviation of “ (a double-quote) and
centimetres are specified with the abbreviation of cm.

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FCS Word (Basics) Lesson 4

For HOME use ONLY – Set your MS Word Ruler to Inches

If you have not followed the instructions in the A22 Configuring Regional Settings document
(in the Additional General Material block in iLearn Moodle), you can set your MS Word ruler to
show inches by following the instructions below.
The default setting of units of measure in the Dept CS labs is inches (“).
1. In MS Word, click File tab and then click Options

2. Click Advanced on the left and then scroll down to Show measurements in units of: and
set it on inches

3. Click OK

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FCS Word (Basics) Lesson 4

Tip
To select ALL the text in the document, use the combination-key Ctrl+A

 Exercise 4.2: Indents

Learn about the indenting of paragraphs. You will find the relevant settings in the Paragraph
dialog-box. Reminder: To select paragraphs and include the paragraph marker at the end,
triple-click the paragraphs.
4. Return to the L04Wildcoast-studentnumber.docx, saved at the end of Exercise 4.1 with
the Show/Hide tool activated
5. To Indent a paragraph:
• Select the paragraph starting This area is…
• In the Paragraph group, on the Home tab ribbon, click the Paragraph Settings arrow

• The Paragraph dialog-box will appear. Make sure that the Indents and Spacing tab is
the active tab

• Under Indentation, type 0.51” (1.29cm) in the Left: text-box

• Click OK
Tip
Another way of doing this is to click the up arrow or down arrow button next to the
Left: text-box until it is set on 0.51”.

 • Select the paragraph starting Another popular holiday…

• Activate the Indents and Spacing tab in the Paragraph dialog-box and indent the
paragraph from the Right by 0.59” (1.5cm)

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FCS Word (Basics) Lesson 4

6. To format a paragraph with a Hanging Indent:

• Select the paragraph starting There is a diverse…
• Activate the Indents and Spacing tab in the Paragraph dialog-box and click the down
arrow in Special list box and select Hanging
• In the By: text-box, type (or use the up / down arrows) 0.49” (1.25cm)
• Click OK – all the lines of the paragraph, excluding the first line, are now indented 0.49”
on the left
7. To format a paragraph with a First Line Indent:
• Select the paragraph starting The scenic beauty…
• Activate the Indents and Spacing tab in the Paragraph dialog-box and click the down
arrow in Special list box and select First line.
• In the By: text-box, type (or use the up / down arrows) 0.63” (1.6cm)
• Click OK – only the first line of the paragraph is now indented 0.63” on the left
Check the image below to compare with your document.
8. Save the document as L04Wildcoast-studentnumber.docx and keep it open as you will
be using it again in Exercise 4.3
Tip
Another way of activating or editing formatting settings can be found on the Layout tab ribbon
in the Paragraph group.

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FCS Word (Basics) Lesson 4

C. Line and Paragraph Spacing

Setting Line Spacing in text determines how much space there is between each line of text. By
default, the MS Word default line spacing is set to Single line spacing (1.0). Paragraph Spacing,
which affects the space above and below paragraphs, can be set using a certain number of points
(pt) or a measurement (“ or cm). The higher the measurement, the greater the space that will be set.
NOTE: The default settings of single line spacing and 0pt space before and after
paragraphs are the default settings in the Computing Sciences labs. If you are working in
any of the other labs on campus or on your home computer, your defaults may be different.
The standard defaults after installing Office are line spacing of Multiple at 1.08, 0pt
BEFORE and 8pt AFTER each paragraph.
To set line spacing on your document, ensure that you are in the correct place. As it is a paragraph
format setting, it will only change the line spacing of the paragraph that your insertion point (cursor) is
currently on.
Spacing can be set in multiple ways:
• For Indents & Paragraph Spacing: Using the quick access boxes in the Paragraph group on the
Layout tab ribbon

• For Indents, Paragraph & Line Spacing (& Alignment): Activating the Indents and Spacing tab
in the Paragraph dialog-box by clicking on the Paragraph Settings arrow in the bottom-right of
the Paragraph group on either the Home or the Layout tab ribbons

Paragraph
Spacing
Line
Spacing

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FCS Word (Basics) Lesson 4

• Paragraph & Line Spacing: Using the Line and Paragraph Spacing tool on the Home tab
ribbon

Note: There is a 1.5 and a 1.15 – ensure that you pay careful attention to detail when you follow
instructions.

 Exercise 4.3: Line and Paragraph Spacing

Learn about Line and Paragraph Spacing – the Wildcoast document is currently set at 0pt before
and 8pt after paragraphs, with Multiple 1.08 line spacing.
9. Return to the L04Wildcoast-studentnumber.docx, saved at the end of Exercise 3.4 with
the Show/Hide tool activated
10. To set Line Spacing using the Home tab ribbon tool:
• Select the heading The Wild Coast

• Click the Line and Paragraph Spacing icon on the Home tab ribbon’s Paragraph
group

• Click on 1.5 (not 1.15) to set the Line Spacing to 1.5 Lines.
11. To set Line Spacing using the Paragraph dialog-box
• Select all the text from the paragraph starting This area is an… to the end of the
document
• Activate the Indents and Spacing tab in the Paragraph dialog-box and in the Line
Spacing group set the type to At Least and the size (At:) to 20pt
• Click OK – the space between the lines of text is wider than it was

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FCS Word (Basics) Lesson 4

12. To set Paragraph Spacing using the Paragraph dialog-box

• Select the entire document (Ctrl+A)
• Activate the Indents and Spacing tab in the Paragraph dialog-box and in the Spacing
group, set the Before spacing to 12pt and the After spacing to 6pt
• Click OK – the spacing between paragraphs has changed
Check the image below to compare with your document
13. Save the document as L04Wildcoast-studentnumber.docx and CLOSE the document.
14. Upload your solution to the SMark project FCS Word Lesson 4.1 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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D. Tabs
In Lesson 1, you learned about the small flap Tab. There are two additional meanings of this word,
referring to two different aspects of the same task – to align and arrange items in a document. For
example:

Note: The Tab non-print character is shown, which indicates when the Tab key was pressed to
move the insertion-point or text to the next alignment Tab.
This task requires a 2-step process
1. Set the Tab-stop(s) on the Ruler, with specific rules – indicate the Tab-stop measurement,
alignment and leader character for each Tab-stop in the Tabs dialog-box.

The Tab-stops will show on the Ruler above the document – e.g.

Icon Type Description

Left Text aligns on left of tab stop.
Centre Text is centred at tab stop.
Right Text aligns at right of tab stop.
Decimal Decimal point of numbers aligned at tab stop.
Bar Vertical bar inserted at tab stop (before text).
2. Use the Tab key on the keyboard to either type or arrange items, using the Tabs set. When
you press the Tab key, the insertion point jumps across the line to the next Tab-stop.
MS Word has default tab-stops set at every ½“ (1.27cm) from the left margin to the right margin.
The default positions can be changed manually, to suit the requirements of the task.
Tab-stops also have a feature called Leaders. When you set a tab combined with a leader, the Leader-
character will be repeated between the previous position and new position, when you press your Tab
key to move to that tab position – see examples above: a dotted Leader (2 …..) between the Chapter
and Description and a solid line Leader (4 _____) between the Description and the Page number.
Note: It is important to position the insertion point in the paragraph in which you want to set a Tab-
stop. If text is already typed and you want to change/set tabs on that particular paragraph(s), you must
select the paragraph(s) first and then set the Tab-stops.

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 Exercise 4.4: Set Tab-stops AND use them

Learn about setting and using Tab-stops when entering new text and applying them to existing
text.
1. Download and open the project FCS Word Lesson 4.4 data file from SMark,
L04TabStops-studentnumber.docx
Save the document, using the SAME file name, in the required location and activate your
Show/Hide tool and ensure that the Ruler is showing
2. To Set a Tab-Stop Before Text is typed:
• Make sure that your Cursor (insertion point) is on the left of the 1st line’s paragraph-
marker
• Click on the Tabs… button at the bottom-left of the Paragraph dialog-box (activated by
clicking on the dialog-box launcher in the Paragraph group on the Home tab ribbon)

• Click Tabs at the bottom left. The Tabs dialog-box below will appear

1. Enter the
position for
your Tab-stop.

4. Select the
alignment.

3. Select a leader
character (if
required).

2. Click the Set

button to add
the Tab-stop to
the Ruler

• Follow steps 1-4 above, to set a Left Tab-stop at 1” with no Leader (1 None) – always
remember to click the Set button to activate the Tab-stop in the Ruler
• Set a Right Tab-stop at 4” with a dashed Leader (3 -----)
• Once all the Tab-stops you need have been Set , then click OK to close the dialog-box –
note the Tab-stops on the top Ruler

3. To Use Tab-stops to enter text:

• Press the Tab key on your keyboard (the cursor will move to the 1st Tab-stop position)
and type Eastern Cape
• Press the Tab key again (the cursor will move to the 2nd Tab-stop position) and type
South-East
• Press the Enter key to move to a new line – note that the Tab-stops are replicated for
the new line (paragraph)

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FCS Word (Basics) Lesson 4

• Note the arrows that show where you pressed the Tab key
4. Use the Tab-stops to enter the following lines:

Press Enter after you have typed North

5. To Clear Tab-Stops:
• Your cursor should be at the left of the 1st paragraph-marker below the text you have just
typed
• Activate the Tab dialog-box click on the Clear All button and then click OK

All Tab-stops should no longer show in the Ruler

6. To Set Tab-stops in Existing Text:
• Select the two lines under the heading Oceans around South Africa
Tip
Another way of activating Tab dialog-box is to click in the tiny grey area of the Rule, just below
the 1st measurement you need – e.g. the 1” marker.
•
 Set a Left Tab-stop at 1” with no Leader and a Right Tab-stop at 5.5” with a solid line
Leader
• Click OK – check that the Tab-stops show correctly on the Ruler
7. To Apply Tab-stops to Existing text:
• Move your insertion point (cursor) to the left of the A in the word Atlantic and press the
Tab key – remove any spaces or punctuation marks at the beginning or end of the items
• Move your insertion point (cursor) to the left of the W in the word Western and press the
Tab key
• Apply the same actions to the 2nd line - your document should resemble the image below

8. To Set Tab-stops using the Ruler:

Use this quick-access method when no Leaders are required OR to set the initial Tab-stops
and then double-click on one of them in the Ruler to activate the Tab dialog-box
• Place your cursor to the left of the middle blank paragraph in your document:

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FCS Word (Basics) Lesson 4

• Click on the Ruler’s settings tool to the left of the Ruler, and notice how each time you
click, the setting changes to a different type of Tab-stop or Margin tool, until you are
returned to the default Left Tab tool

Stop when you see the Left Tab tool

• Click in the white part of the Ruler at 1.5” – you will see a Left Tab-stop activated at this
measurement on the Ruler
• Click on the Ruler’s settings tool until you reach the Centre Tab tool , then click on the
Ruler at 4.5” – a Centre Tab-stop should be activated at 4.5”
• Use these Tab-stops to enter the Left Aligned and Centred as indicated below:

Check the image below to compare with your document

9. Save the document as L04TabStops-studentnumber.docx and CLOSE the document.
10. Upload your solution to the SMark project FCS Word Lesson 4.4 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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E. Lists
By creating and formatting a paragraph/s with bullets or numbering you will draw attention to major
points in your document and make it much easier to read a list of items. The general principal is that
you should use Bullets when you have an un-ordered or sub-list of items; use Numbers when you have
a prioritised or ordered list of items – as indicated by the lists of tasks provided in each Exercise in this
document.
Bulleted Lists
It is possible to use all different kinds of symbols for bulleted list – from the standard circles or squares
(filled or empty), to symbols from a variety of different types of Fonts and even customised photographs
or graphics. You can also have a tree structure of bulleted items (similar to the tree structure used in
File Explorer) with different types of bullets for each sub-list level.

 Exercise 4.5: Add/Change Bullets to paragraphs

Learn about adding bullets to existing paragraphs.
1. Download and open the project FCS Word Lesson 4.5 data file from SMark,
L04Nature-studentnumber.docx
Save the document, using the SAME file name, in the required location and activate your
Show/Hide tool as you need to be able to see non-printing characters to complete this task
2. To Change Text to a Bulleted List:
Change the numbered items in the paragraph starting The country is renowned … into
three appropriately separated, bulleted points – the first bullet item will be topography
• Move the cursor to the left of a) topography and to the right of the space after varied
and press Enter to move the text after the cursor into a new paragraph

• Repeat the above task for the b) and c) points

• Select all three lines and click on the Bullets tool in the Paragraph group, on the
Home tab ribbon – note how the default filled-circle bullet is inserted to the left of the
line and the text a) has automatically been removed
• Tidy up the lines by removing all spaces, punctuation marks and conjunction words like
and, or and not

Note that there are number of sequences of enters and deletes that will result in the same
formatting, once you click on the Bullet tool.

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3. To Specify the Bullet Style:

• Select the top item in the list topography and click on the
arrow next to the Bullets tool to activate the Bullets dialog-
box
• The selection of types may have a different selection to the
example shown here – to select one of the bullets in your
Bullet Library, select the required items and then click on your
selection in the library – select the filled square
• Select the remaining two bulleted points and click on Define
New Bullet... tool

• Click on the Symbol button

• Click on the Heart symbol and click on OK

• Click on OK again to accept the insertion

4. Turn items in the last paragraph starting: As we have so many cultures … in the sentence
starting Some of the well-known … into a bulleted list (remove any original numbers,
brackets and any spaces / punctuation at the beginning and/or end of each point) using the
empty circle bullet-type – the first item is bunny chow and the last item is many many more.
Note: This is a typical task instruction – how can you approach this task efficiently?
• Click to the left of the inverted commas “ to the left of the words bunny chow and
press Enter to move all the items to their own paragraph

• Use Find and Replace (see Lesson 2, section 2.D Find and Find & Replace) to find all
the instances of “ and replace with nothing (do not put a space in the Replace with text
box – leave it completely empty) – click on the Replace All button; then click on the No
button as you only want to do this for the selected text and NOT the whole document
• Separate each item – make sure there is no space in front of any item
• Use Find and Replace again to find all the occurrences of (comma space) and
replace with nothing; then remove the extra characters at the end of the last 2 items

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FCS Word (Basics) Lesson 4

• Select all the items in this list and select the empty circle from the Bullets Library

5. Save the document as L04Nature-studentnumber.docx and keep it open as you will be

using it again in Exercise 4.6

Numbered Lists
You would use numbered lists either to indicate a priority – i.e. most important to least important, or a
sequence – i.e. first, then second, then third, etc.

 Exercise 4.6: Add/Change Numbers to paragraphs

Learn about adding numbers to existing paragraphs.
6. Return to the L04Nature-studentnumber.docx, saved at the end of Exercise 4.5 and
activate your Show/Hide tool
7. To convert text to a Numbered List:
Turn the listed items in the paragraph starting Around 10% of South Africa’s … into three
appropriately separated, numbered points using the default number – the first numbered
item is vast rangelands
• Separate the potential list items into their own paragraphs

• Select the three list items and click on the Numbering tool, on the Home tab
ribbon’s Paragraph group, and remove any extra spaces or punctuation at the end of
the items and previous paragraph

The numbering style in the text was a), b) & c), so MS Word kept to that style when
converting the text to a numbered list
8. To Change the Number-Style:
• Select the three numbered list items again and click on the down-arrow next
to the Numbering tool to open the Numbering Library
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FCS Word (Basics) Lesson 4

• Select the Numbering Style 1. 2. 3.

9. Turn the numbered items in the paragraph starting These natural assets… into three,
appropriately separated, Numbered points (remove the original numbers, brackets and
any spaces / punctuation at the beginning and/or end of each point) – the numbering style
used should be lower-case letters, followed by a closing bracket, a) b) c); the 1st numbered
item is Type an equal sign

10. Save the document as L04Nature-studentnumber.docx and CLOSE the document

11. Upload your solution to the SMark project FCS Word Lesson 4.5 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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FCS Word (Basics) Lesson 4

F. Using Styles
MS Word has pre-set Styles. A Style is a combination of formatting characteristics that you can apply
to text to quickly change its appearance. It also provides consistency to long documents, ensuring that
the same formatting is always applied to the same type of text such as headings, subheadings and
lists. The styles are available on the Home tab ribbon in the Styles group.

There are 5 types of Styles in MS Word. These are:

• Character:
Formatting applied to one single letter in a document. It
contains font formatting settings only such as font size, bold or
font colour.
• Paragraph:
This type of style affects the entire paragraph and while it can
include font formatting settings, it can also include paragraph
formatting settings such as alignment and spacing. When
applying this type of style in your document, it will always be
applied to the entire paragraph and cannot be applied to only a
single word or character inside a paragraph.
• Linked:
This type of style includes both font and paragraph formatting
settings. When applying the style, if you select only some of
the text inside a paragraph and apply, the font formatting
settings are applied only to the selected text. But if you have an entire paragraph selected,
OR no text selected at all and simply have the cursor sitting in a paragraph, then when you
apply the style, it will work like a paragraph style, applying the font and paragraph formatting
settings to the entire paragraph.
• List Styles:
These are for lists only, such a bulleted or numbered lists and control settings for indents and
line spacing. These styles are applied each time you use the Bullets or Numbering tools on
the Home tab ribbon.
• Table Styles:
These are Styles that control the formatting within a table. These styles are only available on
the Design tab ribbon under the Table Tools Contextual tab when you are working in a table.

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FCS Word (Basics) Lesson 4

Applying Existing Styles

All styles have a default setting when you open a new document and all of these are based on the
Normal style.

 Exercise 4.7: Using Styles

Learning about using existing Styles.
1. Download and open the project FCS Word Lesson 4.7 data file from SMark,
L04Birds-studentnumber.docx
Save the document, using the SAME file name, in the required location and activate your
Show/Hide tool
2. To Use an Existing Style:
• Select the heading Birds of South Africa and check which Style is highlighted in
the Styles group on the Home tab ribbon – it should be the Normal style
• Click on Heading 1 in the Styles group on the Home tab ribbon – the text will
change to a Blue, larger font
• Select the paragraph containing only the word Ostrich and click on Heading 2 in the
Styles group on the Home tab ribbon – the text will change to Blue, with a
slightly smaller font
3. To Use an Existing Style NOT on the Home tab ribbon:
• Change the heading Ostrich Food to Heading 4
• Open the Styles dialog-box using the Dialog-Box Launcher

• Only the Recommended Styles are showing in the dialog-box – to see all the styles:
➢ Click on the Options… button

➢ In the Styles Pane Options, click on the down-arrow in the Select styles to
show: text-box and click on the All styles option, then click OK

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FCS Word (Basics) Lesson 4

➢ All Styles are now showing in the Styles dialog-box

• Click on Heading 4 in the Styles dialog-box– the text will change to Blue, with an even
smaller font, formatted to Italics

4. Apply Heading 2 to the Bird Name headings of Weaver, Hadada Ibis, Loerie (Turaco),
Cape Robin-chat, Guineafowl and Kingfishers
5. Apply Heading 4 to headings related to Food (6 headings)
6. Save the document as L04Birds-studentnumber.docx and keep it open as you will be
using it again in Exercise 4.8

Customising Existing Styles

You do not need to live with the default Styles – you can change them to suit the needs for each
particular document.

Tip
When you Modify a Style, always ONLY select it by right-clicking on the required Style in the
Home tab ribbon – but to be safe, always select text that you either have already formatted
using the Style to be changed or that needs to be formatted using that Style to be changed.

 Exercise 4.8: Modify Existing Styles

Learn about changing existing Styles to customise them for the needs of a particular document.
7. Return to the L04Birds-studentnumber.docx, saved at the end of Exercise 4.7 and
activate your Show/Hide tool
8. To Modify the Colour of a Style
• Select the heading Ostrich

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FCS Word (Basics) Lesson 4

• Right-click on Heading 2 in the Styles group on the Home tab ribbon

• Click on the Modify… option on the drop-down menu

The Modify Style dialog-box contains a broad variety of formatting options that can be
changed to suit your purposes
• Change the colour of the font to Standard Colours: Red
• Click OK.
Scroll down the document and notice that all the headings that have Heading 2 style
applied to it, changed to red.
9. To Modify the Font of a Style:
• Click anywhere in the Ostrich Food heading, right-click on Heading 4 in the Styles
group on the Home tab ribbon and select Modify…
• Change the Font type to Ariel and the Font Size to 12pt
• Click OK
Scroll down the document and notice that all the headings that have Heading 4 style
applied to it, changed to the Arial Font, 12pt.
Check the image below to compare with part of your document
12. Save the document as L04Birds-studentnumber.docx and CLOSE the document.
13. Upload your solution to the SMark project FCS Word Lesson 4.7 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly
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FCS Word (Basics) Lesson 4

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FCS Word (Basics) Lesson 5

5. Formatting Documents
Documents can be made more professional or attractive by choosing appropriate spacing and
alignment of text, to make reading easier for the audience.
Document formatting refers to the way a document is laid out on a page. MS Word offers a variety of
page layout and formatting options that affect how the content appears. You can customize many
settings e.g. the margins, page orientation, paper size, headers, footers and page numbers. When you
use document formatting it is applied to all the pages in a MS Word document, unless you have divided
the document into sections.
Most of these document formatting settings are on the Layout, Design and Insert tab ribbons.
In this lesson you will learn to:
• set margins
• change page orientation
• change paper size
• insert and delete page breaks
• work with headers and footers
• view the document in different ways
• work with themes, theme colours and theme fonts
• apply page borders
• change page colours
• insert watermarks
A. Margins
Margins are the blank spaces that edge the top, bottom, and left and right sides of a document. The
margin settings are on the Layout tab ribbon in the Page Setup group.

 Exercise 5.1: Page Margins

Learn about using pre-set & customising Margins.
1. Download and open the project FCS Word Lesson 5.1 data file from
SMark,
L05Avian-studentnumber.docx
Save the document, using the SAME file name, in the required
location and activate your Show/Hide tool
2. To change the Margins within a document:
• Click the Margins option on the Layout tab ribbon in the Page
Setup group – a drop-down menu will appear
• At the bottom of the dropdown menu, click Custom Margins… –
the Page Setup dialog-box will appear

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FCS Word (Basics) Lesson 5

Note: The margin settings for this document, Top, Bottom, Left and Right, are all set on
1” (2.54cm)
• Change the Top margin to 1.5” (3.81cm) by clicking the up-
arrow until it is on 1.5” or typing the measurement in the
text-box
• Click OK
3. Set the other margins as follows: Bottom 1.8” (4.57cm), Left 1.6” (4.06cm) and Right
1.9” (4.83cm)

The margins are now set on the new measurements.

Warning: If you are checking this AFTER changing the Page Orientation, the settings will
look different – please check Exercise 5.2 Task 7 to help you check.
4. Save the document using the same filename L05Avian-studentnumber.docx and keep it
open as you will be using it again in Exercise 5.2

B. Page Orientation
Page Orientation refers to the direction in which a document is printed on the paper. It has two types;
Portrait (vertical) and Landscape (horizontal).

The settings for Orientation are on the Layout tab ribbon in the Page Setup group.

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FCS Word (Basics) Lesson 5

 Exercise 5.2: Page Orientation

Learn about changing the page orientation of a document and viewing multiple pages on screen.
5. Return to the L05Avian-studentnumber.docx, saved at the end of Exercise 5.1 and
ensure that Show/Hide is still active
6. To view multiple pages on screen:
The default view is usually set at One Page at 100% Zoom
• Click on the View tab ribbon and set the view to Multiple Pages in the Zoom group

You should see the two pages side by side in your window.
7. To change the Orientation of pages in a document:
• Click on the Orientation tool, on the Layout tab ribbon in the Page Setup group, and
set the Orientation to Landscape

The view of the 2 pages should have changed to show one above the other in your
window
VERY NB: Because you have changed the page orientation, the margins you set
earlier have moved around to Top 1.6” (4.06cm), Bottom 1.9” (4.83cm), Left 1.8”
(4.57cm) & Right 1.5” (3.81cm) – DO NOT CHANGE THEM!
8. Set the document to show One Page view or Page Width view, to ensure that your
document maximises the use of width-space in the window
9. Save the document using the same filename L05Avian-studentnumber.docx and keep it
open as you will be using it again in Exercise 5.3

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FCS Word (Basics) Lesson 5

C. Paper Size
The standard paper size in South Africa is A4, which measures 8.27”x11.69”. This is the default paper
size in MS Word, which provides options for creating documents in a variety of paper sizes of standard
paper sizes or even custom sizes.

To see more sizes, click on More Paper Sizes at the bottom of the dropdown menu.

 Exercise 5.3: Paper Size

Learn about changing the paper size, depending on the type of document you
are working with.
10. Return to the L05Avian-studentnumber.docx, saved at the end of
Exercise 5.2 and ensure that Show/Hide is still active
11. Check what paper Size this document was set to – Legal – by clicking on
the Size down-arrow in the Page Setup group on the Layout tab ribbon
12. To change the Paper Size:
• Click on the Size down-arrow in the Page Setup group on the Layout tab ribbon
• Click on the usually used size of A4
You should see the page size change slightly in your window.
13. Save the document using the same filename L05Avian-studentnumber.docx and keep it
open as you will be using it again in Exercise 5.4

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D. Page Breaks
When text fills a page, MS Word automatically creates a new page. Often these page breaks are in
awkward positions. You can insert a page break manually at any point in a document by pressing
Ctrl+Enter or alternatively, go to the Insert tab ribbon and click on Page Break. Manual page breaks
can also be inserted using the Breaks tool on the Layout tab ribbon. This option allows for inserting
of a number of different types of breaks, the first of which is a Page Break.

A manual page break can be inserted or deleted whenever needed. With your Show/Hide enabled, a
manual page break displays as a single dotted line with the words Page Break in the centre.

NB: Always ensure that you are at the correct position in your document (above or below a
paragraph) before you insert a page break.

 Exercise 5.4: Insert and Delete Manual Page Breaks

Learn about inserting and deleting manual page breaks in a document.
14. Return to the L05Avian-studentnumber.docx, saved at the end of Exercise 5.3 and
ensure that Show/Hide is still active
15. Ensure that your View is still on Page Width so that you can see the full width of the pages
– you should be able to see that you have at least 2 pages in your document
16. To Insert a Page Break using a Tool:
You want to move all the text below the Ostrich Food information, to the next page:

• Position your cursor before the W of Weaver

• On the Layout tab ribbon, in the Page Setup group, click the dropdown arrow next to
Breaks , to display the Breaks menu
• Select Page Break from the menu
A manual page break is inserted and the text is forced to the next page – Scroll up and
down to see the page break and where text has moved to

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FCS Word (Basics) Lesson 5

17. To Insert a Page Break using a Short-Cut:

• Position your cursor before the L of Loerie (Turaco)
• Press Ctrl + Enter
A manual page break is inserted and the text is forced to the next page – Scroll up and
down to see the page break and where text has moved to – you could also View
Multiple Pages to check where your page breaks are and then return to Page Width.
18. To Delete a Page Break:
• Select the paragraph (marker) containing the Page Break marker (double-click), below
the paragraph starting Ostriches eat plants… – the marker should now be highlighted

• Press Delete on your keyboard

The page break will be deleted and the Weaver text that was on the next page, will
move back to the original page
19. Save the document using the same filename L05Avian-studentnumber.docx and keep it
open as you will be using it again in Exercise 5.5

E. Headers and Footers

A Header appears in the top Margin of a document page and a Footer appears in the bottom margin
of a page. Headers and Footers are text that prints on every page in a document (or section of a
document). Headers and footers often contain titles, page numbers, dates or other reference
information. Headers and footers make your documents look more professional, as well as making it
easier to find your place in long documents. If you look at any text book, they generally have headers
and footers showing things like page numbers and chapter headings.
The Header and Footer group is found on the Insert tab ribbon.

Text -Based Header / Footer

When you enter text in a Header / Footer, you can use the formatting tools on the Home tab ribbon to
format and / or align the text.
During this course, NEVER use Tabs to align your Header / Footer items – for the purposes of marking
accurately in SMark.

 Exercise 5.5: Insert and Delete Headers/Footers

Learn about inserting and deleting text in the headers & footers of a document.
20. Return to the L05Avian-studentnumber.docx, saved at the end of Exercise 5.4 and
ensure that Show/Hide is still active
Ensure that you are at the top of your document (Ctrl+Home) so that you can see the
top of the page.

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FCS Word (Basics) Lesson 5

21. To insert Text in a Header:

• Right-Click anywhere in the top margin of the document

Then click on the Edit Header pop-up

Notes:
i. The insertion point for the Header is always left-aligned as the default, lined up
with the left margin of the document.
ii. There are two Tab-stops set on the top ruler – one centred and one right-
aligned, but these are not necessarily set up correctly – ignore them for now.
iii. The text in the main part of the document are greyed-out and only the Header /
Footer shows in black. Once you leave the Header / Footer edit, these will be
greyed-out and your main document will be black (or whatever colour you have
chosen to use).
• Type your module code and then use the Paragraph group tool on the Home tab
ribbon to right-align the paragraph
• Double-click anywhere in the text part of your page to de-
select the Header or click on the Close Header and Footer
tool on the right of the Header & Footer contextual (2nd)
Design tab ribbon
22. To insert Text in a Footer:
• Right-Click anywhere in the bottom margin of the document, then click on the Edit
Footer pop-up
• Again, the default alignment is left – type your Surname and then centre the
Paragraph
• Double-click anywhere in the text part of your page to de-select the Footer
Scroll up and down and you will see that the Headers and Footers appear on each page of
the document.
Check the image below to compare with your document
23. Save the document as L05Avian-studentnumber.docx and CLOSE the document –
remember that you can use the Save icon from the Quick Access toolbar OR the Save
option in the File tab menu
24. Upload your solution to the SMark project FCS Word Project 5.1 and CHECK the
feedback report, to ensure that you completed this set of exercises 100% correctly – if
not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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FCS Word (Basics) Lesson 5

Tip
As soon as you active Edit Header or Edit Footer, a 2nd Design tab ribbon is activated with
tools specific to this task:

Warning! While there are many ways of adding info to your Header / Footer, our automated
marking system SMark, does not handle all of them. Therefore, ONLY use the methods we
teach you in the FCS documents and avoid using tools like Quick Parts or Different First Page,
Different Odd & Even Pages, etc.

Inserting Page Numbers in a Header / Footer

NB: Never type a page number yourself – always insert the numbers using the appropriate
tools to ensure that your numbering is maintained when you add or remove text in a
document.

 Exercise 5.6: Page Numbering

Learn about inserting page numbers in the headers & footers of a
document. bird
1. Download and open the project FCS Word Lesson 5.6 data file
from SMark, L05Feathers-studentnumber.docx
Save the document, using the SAME file name, in the required
location and activate your Show/Hide tool and ensure that you are
at the top of the document
2. To insert an automatic Page Number in the Header:
• Select to Edit Header– Right-Click anywhere in the top margin
of the document
• Click the Page Number tool in the Header & Footer group, via either the Insert tab
ribbon OR the Header & Footer contextual Design tab ribbon – a dropdown menu will
appear

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• In the dropdown menu, point to Top of Page (or click on the right-arrowhead) to
display a gallery of numbering styles, grouped under types in grey – e.g. Simple

The 3 choices in the Simple group, show the same simple page number, but 1 is left-
aligned, 2 is centred and 3 is right-aligned – not all choices show these options
• Move your mouse pointer onto the extended drop-down menu and click on Plain
Number 3
• Double-click anywhere in the text part of your page or click on the Close Header
and Footer tool

Scroll up and down and view the automatic numbering on the right-hand side of the
margins, on all the pages
3. To change the Page Number Format:
• Select to Edit Header – note that the page number is automatically selected

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FCS Word (Basics) Lesson 5

• Click the Page Number tool in the Header & Footer group, via either the Insert tab
ribbon OR the Header & Footer contextual Design tab ribbon – a dropdown menu will
appear; select Format Page Numbers…

• Select to Start at: page number 6

• Select to change the Number Format to lower-case Roman numerals (i, ii, iii) – note
that your starting page number has changed to vi – and click on OK

Scroll up and down and view the automatic numbering on the right-hand side of the
margins, on all the pages – vi and vii (6 & 7)
Note: A similar process is used to add page numbers to a Footer
4. Save the document using the same filename L05Feathers-studentnumber.docx and
keep it open as you will be using it again in Exercise 5.7

F. Document Design
The Design tab ribbon in MS Word is used for different document formats, themes, layouts and
different font and / or colour schemes.

 Exercise 5.7: Document Design

Learn about themes for document formatting, as well as colours and fonts related to the design.
5. Return to the L05Feathers-studentnumber.docx, saved at the end of Exercise 5.6
6. To select a Design Theme for a document:
Take note of the fact that the Font Type of this document is Calibri – you can see this on the
Home tab ribbon in the Font group. As you change the design formatting of a document, the
first change you will notice is the font style and colours.
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FCS Word (Basics) Lesson 5

• On the Ribbon, click the Design tab ribbon

• Click the down arrow on the Themes tool

A gallery of different Themes will appear.

Move your mouse over the different themes without clicking on any of them. You will
notice that your text changes as you move over the icons. This is called Live Preview,
where Word shows how items will changed before you actually apply any changes. The
default theme for Word is the Office theme.
• Select Facet
7. To select a Design Style for a document:
• Using the Design tab ribbon, click the down-arrow at the right of the list of pre-set styles
for Document Formatting

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FCS Word (Basics) Lesson 5

• As you point at different items, a tool tip will appear giving the name of the style – select
the Shaded document format

Your document will change to the Shaded Style for the Facet Theme and should resemble
the image below

8. To change the Colours of a Theme

• On the Design tab ribbon, click the down-arrow below the Colours tool – a gallery of
colour designs will appear

• Select Red Violet

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FCS Word (Basics) Lesson 5

Your document’s colours will now change from Green to Red Violet
9. To change the Font Type used in a document design:
• Click on the Fonts tool down-arrow on the Design tab ribbon

• Select the Arial group of fonts

Click on the Home tab ribbon and note that the font has changed to Arial as shown in the
Font group.
10. Save the document using the same filename L05Feathers-studentnumber.docx and keep
it open as you will be using it again in Exercise 5.8

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FCS Word (Basics) Lesson 5

G. Page Borders
To make your document more attractive you can use page borders. Borders are a set of lines that
surround an entire page or group of pages in your document. It is like a frame around a page and is
placed in the margin area, between the edge of the paper and the text area. When setting up page
borders, you can customize the style, colour and thickness of the border/s and control the spacing
between the border and the margins or text.
If you are working with different sections in your document, by changing the Apply to: setting in the
dialog-box, you can control whether the border is set for the Whole document or for This section only.

 Exercise 5.8: Add Page Borders

Learn about setting up different types of page borders.
11. Return to the L05Feathers-studentnumber.docx, saved at the end of Exercise 5.7
12. To add a Page Border:
• On the Design tab ribbon, in the Page Background group, click
on Page Borders

Every time you change a setting you will see a Preview on the righthand pane of the
dialog-box
• Change the type of border required in the Settings pane – select the Box type
• Change the line Style: – select a Double Line using the scroll bar on the side
• Change the line Colour: - click on the down-arrow on the right and select Red
• Change the Width: f – click on the down-arrow on the right and select 1½ pt

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FCS Word (Basics) Lesson 5

• Click OK to apply the changes to the whole document

Note: To remove a Page Border, set the Setting on None. Do not remove the above
settings.
13. Save the document using the same filename L05Feathers-studentnumber.docx and
keep it open as you will be using it again in Exercise 5.9

H. Page Background Colours

By default, MS Word uses a white background colour because we usually print on white paper. You
can change the page colour to any other colour. It is important to note that changing the page colour
does not print this colour on the background of your document when you print. This feature is used
only if you are creating a document that will be used digitally or printed on coloured paper and you want
to make sure that the colours you use will be clearly visible when you print on the coloured paper.
Generally, if you have a dark background, the font colour should be a light colour and if you have a
light background, your font colour should be a dark colour.
Changing the Page Colour will change all pages in the document, even if you are working with multiple
sections.

 Exercise 5.9: Page Background Colours

Learn about changing the background colour of your document
14. Return to the L05Feathers-studentnumber.docx, saved at the end of Exercise 5.8
15. To change the background Page Colour:
• On the Design tab ribbon, in the Page Background group, click on
the down-arrow for Page Colour

The colours shown will depend on the Design Colours active in the document.
• Select Theme Colour: Blue, Accent 5, Darker 50%
Your page colour will change to a dark blue, with all the automatically changing to
lighter colours in order to be legible.
Note: To remove a Page Colour, select No Colour below Standard Colours. Do not
remove the page colour of this document.
16. Save the document using the same filename L05Feathers-studentnumber.docx and
keep it open as you will be using it again in Exercise 5.9

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FCS Word (Basics) Lesson 5

I. Watermark
A watermark is an image or text that appears behind the main text of the document. It could be used
to protect confidential information and/or to indicate the validity of an original document. There are two
settings for the transparency of the watermark. By default, the semitransparent option is selected
. Unchecking the semitransparent box will make the watermark more visible.
Semitransparent is used more often by MS Word users. The watermark’s layout can also be set to be
diagonal or horizontal across a page .
If you set a Watermark in your document, it will be applied to all pages in the document, even if you
are working with multiple sections.

 Exercise 5.10: Watermarks

Learn about setting a Watermark in your document.
17. Return to the L05Feathers-studentnumber.docx, saved at the end of Exercise 5.9
18. To insert a Watermark:
• On the Design tab ribbon, in the Page Background group, click on
the down-arrow for Watermark

• Click on Custom Watermark

• The Printed Watermark dialog-box will appear and the default setting is on No
watermark – click on Text watermark

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FCS Word (Basics) Lesson 5

• To select the Text: click on the down-arrow on the right and then scroll down and
select TOP SECRET
• To change the Font: click on the down-arrow on the right and select Comic Sans MS
• To select an appropriate Colour: click on the down-arrow on the right and select Blue,
Accent 3, Lighter 60%
• Ensure that the default setting of Semitransparent is on (checked)
• Set the Layout to Diagonal (radio-button filled)

• Click on the Apply button and your watermark will appear on your document
• Click Close
Check the image below to compare with your document
19. Save the document as L05Feathers-studentnumber.docx and CLOSE the document –
remember that you can use the Save icon from the Quick Access toolbar OR the Save
option in the File tab menu
20. Upload your solution to the SMark project FCS Word Project 5.6 and CHECK the
feedback report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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FCS Word (Basics) Lesson 6

6. Objects in Text
In reports (assignments), it is easier for the reader if repetitive text is organised in a table, rather than
describing each element of the topic in a paragraph. There is a saying that a picture paints a thousand
words – it can help your reader to see pictures of what you are reporting on, to put the text into a
focussed context.
In this Lesson you will learn to:
• Create a table to organize information into rows and
columns.
• Convert text into a table or a table into text.
• Edit and format text in a table so that it is well-presented and
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Creating a Table
A table, such as the one shown below, is an arrangement of data made up of horizontal rows and
vertical columns. Cells are the rectangles that are formed when rows and columns intersect. Tables
are ideal for organizing information in an orderly manner. You would insert a table into a document if
you had data that needed to be arranged in rows and columns, or to create a page layout that allowed
different text and graphic elements to be arranged alongside each other. Calendars, invoices, and
contact lists are all examples of how tables are used every day. Word provides several options for
creating tables, including the dragging method, the Insert Table dialog-box, table drawing tools, and
the Quick Table method.
Note: When you insert more than one table in a document, you should never insert one table directly
underneath another. You should separate them with a blank line to avoid joining the tables.

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FCS Word (Basics) Lesson 6

Navigation in a table
When you insert a table, your cursor is automatically placed in the first cell in the table – in the first row
and the first column. When you type, your typing will be added to the cell that your cursor is in.
To navigate (move) to other cells in the table, take note of the following:
• You can click in a cell to place the cursor in the cell.
• You can use the arrow keys on the keyboard to move one cell up, down, left or right accordingly.
• You can press the Tab key on your keyboard to move the cursor to the right to the next cell in
the row. If you are in the last column in a row, Tab will move you to the first column in the next
row.
Notes:
• If you are in the last cell in the last row of the table, pressing the Tab key will add a new row to
the bottom of the table.
• Pressing Enter will NOT move you down a row – instead, pressing Enter will insert a paragraph
mark into the cell and add another line in your row. To move to another row, click in the row or
press the Tab key.

 Exercise 6.1: Create Tables

Learn about different methods to create Tables.
1. Download and open the project FCS Word Lesson 6.1 data file from SMark,
L06Big5-studentnumber.docx
Save the document, using the SAME file name, in the required location and activate your
Show/Hide tool
2. Set the whole document’s Paragraph Spacing to 0pt before and 6pt after, using Single
Line Spacing
3. To insert a Table using the Insert Table tool:
Insert a table of 3 columns and 4 rows below the Leopards heading
• Position the insertion point to the left of the paragraph starting The
leopard is a beautiful…

• Click the Table tool on the Insert tab ribbon

• Click Insert Table on the dropdown menu – the Insert Table
dialog-box will appear

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FCS Word (Basics) Lesson 6

• Below Table size set the Number of columns to 3 and the Number of rows to 4 – you
can use the arrow buttons on the right of each text box or click in the box and type the
required number
• Leave the other settings as they are and click OK

A table of 3 columns and 4 rows will appear, with the columns are spread evenly from
the left to the right margins of the page.
4. To insert a Table using the Table Grid
Insert a table of 5 columns and 3 rows below the Elephants heading
• Position the insertion point to the left of the paragraph starting The elephants are the
world’s…

• Click the Table tool on the Insert tab ribbon

• Select 5 columns and 3 rows on the grid – to select the
appropriate number of columns and rows using your mouse
button, you use the drag-and-drop movement of your
mouse pointer, starting in the top-left block on the grid and
then moving the mouse pointer while holding down the left
mouse button, until you have reached the bottom-right
block, highlighting the number of columns and rows you
want, then let go of the mouse button

When you let go of the mouse, the 5x3 table will appear in your document.

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5. To enter text in a Table:

• Click in the top-left cell of the table below the heading Leopards and type Leopard Facts
• Use the down-arrow key (on the keyboard) to move the insertion point to the 2nd row of
the table, in the left-most cell, and type Colour
• Press the Tab key to move the insertion point one cell to the right and type Size
• Use the Tab and arrow keys to move around your table and type the text as shown
above
6. Save the document using the same filename L06Big5-studentnumber.docx and keep it
open as you will be using it again in Exercise 6.2
Table Tools – Design & Layout Tabs
Whenever your insertion point is positioned inside a table, the Table Tools contextual tabs – Design
and Layout, are added, as shown below. It is important to become familiar with the table-related tools
available on these additional tabs. The Layout tab includes commands for changing the formatting of
a table as well as commands for changing the appearance of individual table elements, such as cells,
columns, rows, and formulas. It also gives options for sorting the data, changing the direction of text
within a cell and adding and deleting cells, rows and columns.

NB: You will only see the Table Tool tabs when you are IN a table. Also note that these are not the
same thing as the standard Design & Layout tab ribbons that are always visible (4th & 5th from the left-
hand side).
Inserting & Deleting Table Columns and Rows
Once you have created a table, you can insert or delete columns and rows in the table. The commands
for inserting and deleting columns and rows are found on the Layout tab ribbon under the Table Tools
contextual tab.
Take note that on the Layout tab ribbon there are the following icons in the
Rows & Columns group: The two tools on the left, clearly show that rows are
inserted above or below where your insertion point is positioned. The two tools
on the right, clearly show that it will be columns that will be inserted to the left
or right where your insertion point is positioned.
The tool on the left of this group, allows you to delete parts or the whole of your table,
by selecting an option from the drop-down list.

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FCS Word (Basics) Lesson 6

 Exercise 6.2: Inserting and Deleting Table Columns and Rows

Learn about inserting and deleting columns and rows in a table.
7. Return to the L06Big5-studentnumber.docx, saved at the end of Exercise 6.1
8. To Insert a column in a table:
Add a column to the right-hand side of your table under the Leopards heading
• Click anywhere in the 2nd column of the table to activate the Table Tools tabs
• Click on the Insert Right tool in the Table Tools, Layout tab ribbon
A column will be inserted to the right of the table – now 4 columns and 4 rows
9. To Insert a row in a table:
Add a row between the 2nd & 3rd rows in your Leopard Fact table
• Click anywhere in the 2nd row of the table to activate the Table Tools tabs
• Click on the Insert Below tool in the Table Tools, Layout tab ribbon
A row will be inserted below the 2nd row of the table –now 4 columns and 5

10. To delete a column from a table:

Delete the 3rd column of your Leopards Facts table
• Click anywhere in 3rd column of your table to activate the Table
Tools tabs
• Click on the Delete tool, on the Table Tools Layout tab ribbon – a
drop-down menu (or list) will appear
• Click on Delete Columns – the 3rd column will be deleted
11. To delete a row from a table:
Delete the 5th row of your Leopards Facts table
• Click anywhere in the 5th row of your table to activate the Table Tools tabs
• On the Layout tab ribbon, click on the Delete icon – a dropdown menu will appear
• Click on Delete Rows – the 5th row will be deleted

12. Save the document using the same filename L06Big5-studentnumber.docx and keep it
open as you will be using it again in Exercise 6.3

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FCS Word (Basics) Lesson 6

Table Cell Height and Width

Once a table has been created, you can change the Height and Width of the cells.
These settings are on the Layout tab ribbon next to the Table Design tab under
Table Tools.
Even though MS Word indicates that these are Cell-based tools, they actually
indicate the Height or Width of rows or columns

 Exercise 6.3: Table Cell Height and Width

Learn about changing the height and width of columns or rows in a table.
13. Return to the L06Big5-studentnumber.docx, saved at the end of Exercise 6.2 and
activate your Show/Hide tool
14. To use the Height or Width Spinners to change height/width of columns or rows of a
table:
NOTE: This is useful when you do NOT need the rows or columns to be at specific
measurement.
• Click anywhere in the top row of the table below the Elephants heading

Note that the Rulers display the different columns & rows of your table – called Height
or Width Spinners.
• Drag-and-drop any of the column and row spinners on both rulers to change the look
of your table – as long as you do not change the number of rows and number of
columns, you can change the height and / or width of any row or column
Note that when you select a spinner to drag, MS
Word gives you an indication of where you are using
a temporary dotted line, that disappears as soon as
you let go of your mouse button.
15. To use the Height tool to change height of rows of a table:
NOTE: Use this method when you need your columns or rows to be a specific height
or width.
• Click anywhere in the top row of the Leopard Facts table
• Click the up-arrow next to Height tool on the Table Tools Layout tab ribbon, until it is
set on 0.4” (1.02 cm) – the top row will expand in height
Note that the Height and Width tools’ measurement are in text boxes, so alternatively,
you could just type the measurement, with the “ or cm in the text boxes.
16. To use the Width tool to change width of columns of a table:
You will notice that in the 2nd column of the Leopard Facts table, in
the 2nd row, the column is too narrow to display the text Smallest of
the large cats.
• Click anywhere in the 2nd column of the Leopard Facts table and click the up arrow
next to Width until it is set on 1.9” (4.83cm) – the table’s cell and column width will
change to this new width and the text will fit in the cell.
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FCS Word (Basics) Lesson 6

17. Save the document using the same filename L06Big5-studentnumber.docx and keep it
open as you will be using it again in Exercise 6.4
Select Table Aspects and Merge / Split Cells
A quick method of selecting a cell, row, column or the whole table for formatting
purposes, is to click in the cell or anywhere in the row or column and use the Select tool
on the Table Tools Layout tab ribbon. A dropdown menu will appear from which you
select the option you require.
An alternative method to select a column with a mouse, is to move
the mouse cursor to just above the column you want to select. It
will turn into a downward pointing arrow. Click the left mouse
button and your table will be selected.

An alternative method to select a row with a mouse, click in the first cell of the row, click and drag
across the rest of the cells in the row until the entire row is selected.

 Exercise 6.4: Table Merge & Split Cells

Learn about merging and splitting cells in a table.
18. Return to the L06Big5-studentnumber.docx, saved at the end of Exercise 6.3 and
activate your Show/Hide tool
19. To Merge cells in a Table:
Merge means joining cells together in a column, row or block. The 1 st row of the Leopards
Facts table is a title row for the table, so let us make it look like a title row.
• Click anywhere in the top row of the Leopards Facts table
• Select the entire Row of the table using the Select tool from the Table Tools Layout
tab
• Click on Merge Cells in the Merge group on the Table Tools Layout tab
ribbon
The first row’s cells are now merged into one row.

20. With the title (1st) row still selected format the row as follows:
• Centre (Ctrl+E or use the Centre align tool on the Home tab ribbon) and bold (Ctrl+B
or use the Bold format tool on the Home tab ribbon)
• Set the Height of the row to 0.2” (0.51cm)

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FCS Word (Basics) Lesson 6

Your table should resemble the table in the image below.

21. To Split a cell:

Cells can be spit into a number of rows and / or a number of columns.
• Click anywhere in the empty cell below Size (3rd row, 2nd column) of the Leopards
Facts table
• Click on the Split Cells tool in the Merge group, on the Table Tools
Layout tab ribbon
• In the Split Cells dialog-box, use the arrows or type to split this single cell into 2
columns and 2 rows

The cell is now split into 4 cells.

22. Save the document using the same filename L06Big5-studentnumber.docx and keep it
open as you will be using it again in Exercise 6.5

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FCS Word (Basics) Lesson 6

Table Styles
In the Table Tools Design tab ribbon, MS Word as pre-set table formatting designs to improve the
look of a table, in the Table Styles group.

Notice the More button on the right of the styles shown in the ribbon – if you click on this, the full
menu of styles is shown.
The styles are grouped in Plain tables, Grid Tables and
List Tables.
Slowly move your mouse pointer over all the different
styles and carefully look at the names of these styles
that appears in the tool-tip. Each style has a name and
sometimes a colour such as Dark/Light/Colourful and
sometimes an Accent – e.g. Grid Table 5 Dark –
Accent 6

 Exercise 6.5: Table Styles

Learn about using the using pre-set Table Styles to improve the look of your table.
23. Return to the L06Big5-studentnumber.docx, saved at the end of Exercise 6.4 and make
sure that your Show/Hide tool is activated
24. To apply a Table Style:
• Click anywhere in the Leopards Facts table.
• Click the more button of the Table Styles group on the Table Tools Design tab ribbon
• Select the style Grid Table 5 Dark – Accent 6
The style will be applied to the table.

25. Apply the Table Style Grid Table 4 – Accent 2 to the Elephants table
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FCS Word (Basics) Lesson 6

You changed column and row heights and widths previously, so your table will look
different to the illustration below, but the colours should be the same.

26. Save the document as L06Big5-studentnumber.docx and CLOSE the document –

remember that you can use the Save icon from the Quick Access Toolbar OR the Save
option in the File tab menu
27. Upload your solution to the SMark project FCS Word Project 6.1 and CHECK the
feedback report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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FCS Word (Basics) Lesson 6

B. Pictures
MS Word allows you to insert pictures (images) into your document. It is important to keep in mind
that when you insert an image, it should correspond with the theme of the document – e.g. if it is a
professional document, rather do not use comic pictures. Also make sure that you do not infringe the
copyright of any images created by others – do not commit the terrible act of plagiarism! Even
pictures freely available on the Internet need to be acknowledged as such. In this course, you only
lean about inserting images into their own paragraphs rather than aligning images within text-based
paragraphs.
Insert Images (Pictures
To insert an image into an existing document, ensure that you are in the correct
position, then click on the Pictures tool on the Insert tab ribbon. An Insert Picture
dialog-box will appear to allow you to choose the drive or folder where the picture is
saved – similar to finding a file in File Explorer.

Without sizing handles

When you insert a picture in a MS Word document, the picture will appear with sizing handles.
This means the picture is selected and the necessary editing of the picture can be done. If you click
away from the picture, the sizing handles will disappear. The image above is without sizing handles,
and the image below is with sizing handles.

With sizing handles

To change the size of a image you can drag-and-drop any of the sizing handles, BUT make sure that
when you do this, that you keep the proportion of the picture correct.
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FCS Word (Basics) Lesson 6

 Exercise 6.6: Insert, Re-Size & Align Images

Learn about inserting an image in a MS Word document and then formatting the image to suit
your purpose. Follow the instructions carefully and pay close attention to the positions where
you have to insert the pictures.
1. Download and open the project FCS Word Lesson 6.6 data file from SMark,
L06Mountain-studentnumber.docx
Save the document, using the SAME file name, in the required location and activate your
Show/Hide tool
2. Apply the following to the whole document:
• Paragraph Spacing: 0pt before and 6pt after
• Line Spacing: Single
3. Apply Heading 1 Style to the main heading of the document and the Heading 2 Style to
all 5 sub-headings
4. To Insert an Image into an empty paragraph:
• Click on the left of the paragraph marker of the empty
paragraph (blank line), below the heading Table Mountain
• Click on the Insert tab ribbon and click on the Pictures tool – the Insert Picture dialog-
box will appear
Follow the instructions in your Weekly Guide to determine the location of the image
Table Mountain.jpg – select the Drive, open the Folder(s), click on Table Mountain.jpg
• Click the Insert button at the bottom of the dialog-box
The image of Table Mountain will appear below the heading, sized to the width of the
page (left to right margin) and showing the size-handles that indicate that
the image is selected.
Note that the Picture Tools contextual Format tab will appear at the end of
your list of tabs
5. To set the Size of an image:
• If the image is note selected, click on the image of Table Mountain – you know it is
selected when the size handles are showing
• On the Format tab ribbon, change the settings for Height and Width in the Size group
to 2” (5.08 cm) in Height

From to
Note that as you reduce the Height by clicking on the down-arrow or typing the
measurement, the Width will automatically decrease to 2.67” (6.77cm) to keep the
image in proportion.
6. To Align an image:
• Select the Table Mountain image or click anywhere within the paragraph containing the
image – i.e. inside the paragraph marker
• Using the Alignment tools in the Paragraph group on the Home tab ribbon, align the
image to the Centre of the page

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In this course, you only align an image by setting the alignment of the image-paragraph.
7. To Insert an image into its own paragraph:
If no empty paragraph (blank line) exists in your document, you will need to create an
empty paragraph BEFORE you insert your image.
• To create an empty paragraph below the
text about the Drakensberg, place your
insertion point (cursor) between the full-
stop after the word weather and the
paragraph marker and press Enter –
you now have an empty paragraph
between the Drakensberg text-
paragraph and the heading Magaliesberg
• Click on the Pictures tool on the Insert tab ribbon and find the Drakensberg.jpg –
location indicated in your weekly Guide and click the Insert button (or double-click on
the file)
8. Format the Drakensberg image as follows:
• Re-size the image to a Width of 1.75” (4.45cm)
• Right-align the image using a paragraph alignment tool (or keyboard short-cut)
9. To Insert an image in the middle of a paragraph:
Your image still needs to be inserted into its own empty paragraph, so you will need to split
your paragraph into two AND create an empty paragraph between the two parts, BEFORE
you insert you image.
• Place your insertion point at the start of the sentence starting This mountain range… in
the text below the heading Magaliesberg

• Press the Backspace key twice to delete the 2 spaces at the end of the previous
sentence and then press Enter twice

What you have done is tidy up the end of the first paragraph and created an empty
paragraph so that you can insert your image in this empty paragraph.
• Insert the image Magaliesberg.jpg – location indicated in your weekly Guide
10. Re-size the image to a Height of 1” (2.54cm) and make sure that the image is aligned left
11. Insert the image Blyde.jpg into its own paragraph, between the heading Blyde River
Canyon and the paragraph starting This Canyon is a 26km…, resize the image to a height
of 3” (7.62cm), right aligned
Check the image below to compare with your document

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12. Save the document using the same filename L06Mountains-studentnumber.docx and
keep it open as you will be using it again in Exercise 6.7

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Picture Borders
Photographs may stand out more and look more finished, if they are framed by a border.

 Exercise 6.7: Picture Borders

Learn about adding a Border around an image in a MS Word document.
13. Return to the L06Mountains-studentnumber.docx, saved at the end of Exercise 6.6 and
make sure that your Show/Hide tool is still activated
14. To insert a Border around an image:
• Select the Table Mountain image, to display the Picture
Tools Format tab ribbon
• In the Picture Styles group, click on the Picture Border
tool
• The dropdown menu of colours will appear – the same
menu you used to change Font colours in above
• Select Standard Colours: Yellow, and set the Weight
to 3 pt
15. Set border colours for the remaining pictures as follows:
• Drakensberg: Theme Colours, Green, Accent 6,
Darker 25%, Weight 6 pt
• Magaliesberg: Theme Colours, Blue, Accent 1,
Darker 25%, Weight 3 pt
• Blyde River Canyon: Theme Colours, Gold, Accent 4,
Darker 25%, Weight 4½ pt
Check the image below to compare with your document
28. Save the document as L06Mountains-studentnumber.docx and CLOSE the document
29. Upload your solution to the SMark project FCS Word Project 6.6 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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FCS Word (Basics) Lesson 7

7. Writing in Word
All of the above skills will not help you much, if you do not learn to use MS Word as a writing tool, to
accomplish all the different types of documents you will need to create for assignments at university –
maybe even up to your PhD Thesis – in your future job and just generally as part of life.
In this Lesson you will learn to:
• use sections in a document
• styles with a table of contents
• captions
• thesaurus
• spelling and grammar
• source referencing citations & bibliography
• table of contents
• preview and print a document

MS Word’s language tools are especially useful for those whose 1st language is not English and no-
one is perfect at spelling – that tool is especially useful no matter what your 1st language is.

A. Sections of a Document

Sections in a MS Word document are used to divide and format documents in different sections. For
example, you can break down sections into title page, foreword pages, chapters & appendices and add
different formatting for each section e.g. headers and footers or different page numbering. A perfect
example is if you do not want page numbers on a title page, you want the pages from page 2-4
numbered using roman numeral (i, ii, iii) and then you want the pages from page 5 onwards to be
numbered starting with a 1.
It is important to remember that the cursor must be placed in the correct place in your document
before you insert a section break.
The Section Breaks tool is in the Page Setup group on the Layout tab ribbon

There are two types of breaks on the drop-down menu – Page Breaks and
Section Breaks – we are only dealing with the latter for now. The different
kinds of section breaks include next page (starts the new section on the
following page), continuous (starts the new section on the same page – e.g.
you want part of your text to be in columns), even page (starts the new
section on the next even-numbered page), and odd page section breaks
(starts the new section on the next odd-numbered page – these are used
when you publish a document in book format).

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FCS Word (Basics) Lesson 7

 Exercise 7.1: Section Breaks

Learn about Inserting Section Breaks in a MS Word document. The objective of this exercise
and the follow up exercises are to insert a section break at the top of the document and then
insert a Table of Contents in that section.
1. Download and open the project FCS Word Lesson 7.1 data file from SMark,
L07Assignment-studentnumber.docx
Save the document, using the SAME file name, in the required location and activate your
Show/Hide tool
2. To Insert a Section Break at the TOP of your document:
When you insert a section break at the top of page 1, you will get a blank page which will be
your new page 1.
• Press Ctrl+Home to move your insertion point to the top of page 1
• On the Layout tab ribbon, in the Page Setup group, click the Breaks tool and click on
Next Page in the Section Breaks list
• Press Ctrl+Home to go to the top of the document
You will be on a blank page and the Section Break (next Page) will be visible at the top
of the page

3. Move the heading Birds of South Africa from the top of the 2nd page, to the top of the first
page, as the title for your assignment (cut and paste) – make sure that when you paste, that
your insertion point is to the left of the Section Break marker – then press Enter to move the
Section Break mark to the next line
4. Save the document using the same filename L07Assignment-studentnumber.docx and
keep it open as you will be using it again in Exercise 7.2

B. Table of Contents

Longer documents, with multiple sections (like this one) need to

have a Table of Contents to make it easier for the reader to
find information and show the organisation of the document.
You should NEVER create this yourself, but allow MS Word to
build it automatically, with you only needing to use the update
tool as you build your document. However, this will only work if
you use Heading Styles (Lesson 4.F) for all your headings. MS
Word uses this information to build your Table of Contents
(TOC).
The Table of Contents settings are on the References tab
ribbon, providing a drop-down menu for you to select options –
you could use a pre-set Built-In option or set up your own using
Custom Table of Contents…

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FCS Word (Basics) Lesson 7

 Exercise 7.2: Table of Contents (TOC) using Styles

5. Return to the L07Assignment-studentnumber.docx, saved at the end of Exercise 7.1 and
ensure that your Show/Hide tool is still activated
6. To Insert a TOC:
You will need to create a New Page Section Break between the Title page of your document
(1st page) and your main content (starting on the 2nd page), on which you will insert your
TOC.
• Place your insertion point to the left of the heading Ostrich on the 2nd page and insert a
Next Page Section Break and place your insertion point to the left of the Section Break
marker on the 2nd page – the new page you created
• On the Table of Contents drop-down menu, on the References tab ribbon, select the
Built-In option Automatic Table 1
A Table of Contents will appear on the 2nd page of your document. Take note that all the
headings with styles applied to them are inserted in the Table of Contents. The different
levels in the TOC are based on the style-levels that were applied to the headings.
7. Edit the heading Contents as follows – Do not select the entire Table of Contents ONLY the
heading:
• With the word selected, type Table of Contents
• Click on the Home tab ribbon and do the following formatting on the words Table of
Contents
• Format your new heading to Automatic black font colour, bold and centre-aligned
Check the image below to compare with your document
8. Save the document using the same filename L07Assignment-studentnumber.docx and
keep it open as you will be using it again in Exercise 7.3

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FCS Word (Basics) Lesson 7

C. Spelling, Grammar & Thesaurus

MS Word’s Spelling & Grammar tool, part of the Proofing

group in the Review tab ribbon, is automatically activated by
default.
MS Word will underlinne misspelt words with a wavy red line and underlines grammar errors with an
double blue line as can be seen in this sentence. Not all words are in the dictionary, but you can add
words that you commonly use to the dictionary e.g. names, surnames, places, etc.
You should ALWAYS make sure that you set the Spelling & Grammar tool to check your document
using South African English. The computers in the Dept CS labs should be set on the South African
English by default, but you should ALWAYS check the setting when you create a new document for
an assignment, etc.
The Thesaurus tool is very helpful to select words of a similar (synonyms) or opposite
(antonyms) meaning. For example: If you find that you are using the same adjective
over and over again to describe something, you can look that word up in the Thesaurus
and replace the multiple times you have used it, with some of the alternative synonyms.
A possible sentence:
The beautiful mountains in the beautiful Eastern Cape provide beautiful experiences
for all your beautiful tourists.
To use the Thesaurus, select the 2nd occurrence of the word and click on the Thesaurus
tool in the Review tab ribbon and in the side panel that pops up, right-click on the
synonym that seems to you to be the most appropriate and select Insert from the drop-down
menu. Repeat this for the 3rd and 4th occurrences of the word, close the side panel and you could
end up with:
The beautiful mountains in the picturesque Eastern Cape provide delightful experiences for
all your gorgeous tourists.

For HOME use ONLY – Set your MS Word Dictionary to English South
Africa
If you have not followed the instructions in the A22 Configuring Regional Settings document
(in the Additional General Material block in iLearn Moodle), you can set your MS Word ruler to
show inches by following the instructions below.
The default setting of units of measure in the Dept CS labs is inches (“).
4. In MS Word, click File tab and then click Options.

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FCS Word (Basics) Lesson 7

5. Click on Language in the menu on the left and in the Language dialog-box, select English
(South Africa) and click on the Set as Default button on the right-hand side of the dialog-
box.

6. Click OK.
Using the Thesaurus in Word, you can look up synonyms (different words with the same meaning)
and (words with the opposite meaning).
You can also use right-click on an wurd to activate the Spelling & Grammar tool or on a correctly
spelt word to find Synonyms or antonyms in the Thesaurus.
You should NEVER send a document out into the world without running it through the Spelling &
Grammar Checker. It is always good practice to proof a document properly before you do your final
Save.

 Exercise 7.3: Spelling, Grammar & Thesaurus

Learn how to use the automatic Spelling and Grammar check in a Word
document.
9. Return to the L07Assignment-studentnumber.docx, saved at the
end of Exercise 7.2 and ensure that your Show/Hide tool is still
activated
10. To check that your Dictionary is set to South African English:
• Select Set Proofing Language… from the Language tool
drop-down menu, in the Language group on the Review tab
ribbon
• Make sure that English (South Africa) is selected and that
the Do not check spelling or grammar is NOT checked
• Click OK

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FCS Word (Basics) Lesson 7

11. To Proof your document using the Spelling & Grammar Checker
• Ensure that you are at the top of the document (Ctrl+Home)
• Click the Review tab ribbon and then, in the
Proofing group, click the Spelling & Grammar tool
to activate the Proofing panel on the side of your
document
• The first problem word appearing in the Spelling
section is fastist with a list of Suggestions below
• Click the down-arrow in the
fastest option and select
Change All or double-click
on the option
• BEFORE moving on, READ
the next two points:
➢ Change the next words identified as spelling
errors insecs (change to insects) and breader
(change to breeder) BUT the words like Hadada
and Loerie are names that are spelt correctly and
should NOT be changed – select Ignore All at the bottom of the dialog-box to
continue the check without changing anything
➢ The grammar error of These birds is very adaptable… needs to be changed to are
• Once the whole document has been checked, click OK in
the pop-up telling you that the Spelling and grammar
check is complete
12. To use the quick access to find a Synonym:
• Select the word talented in the paragraph starting The
weavers are very… under the heading Weaver
• Right-click the word and then select Synonyms from the
drop-down menu and then artistic from the extended list
The word talented is now replaced with artistic in your
document
13. To use the Thesaurus to find a Synonym
To find a larger range of suggested words, use the Thesaurus
tool on the Review tab ribbon.
• Select the word noisy in the paragraph that starts with This is a very
noisy bird… under the heading Hadada Ibis
• Click on the Thesaurus tool on the Review tab ribbon and select to
replace the word noisy with raucous from the side panel, by clicking
on the down-arrow next the chosen word and clicking on the Insert
option in the drop-down menu
If you do not find the word you are looking for on the first list shown, click
on the option that seems to be the closest in the synonym list – this
activates a list of all the synonyms of THAT word in the side panel, which
may get you closer to the word you want to use.

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FCS Word (Basics) Lesson 7

• Select the word beautiful in the paragraph starting This is a beautiful bird… under the
heading Loerie (Turaco) and click on the Thesaurus tool on the Review tab ribbon
• Check an alternative list of synonyms by clicking on the word stunning in the list of
synonyms of the word beautiful
• Click the down-arrow next to the spectacular option and click Insert
• Close the Thesaurus panel by clicking on the X top right (eXit)
The words talented and beautiful have been replaced by the words artistic and
spectacular
14. Save the document using the same filename L07Assignment-studentnumber.docx and
keep it open as you will be using it again in Exercise 7.4

D. Citations & Bibliography

Citations, also called in text references, are references to source material that you have used in a MS
Word document – either “quoting” words directly from the source OR using information from a source,
written in your own words. The purpose of a citation is to give proper credit and acknowledgement for
the work of others. This is used to avoid plagiarism and maintain academic integrity.
A Bibliography, also called a References list, is a list of all the sources used in citations in a document.
Please note that both these items contain different information and NEITHER of them can be merely
an URL (web site address).
Insert Citations, using the Reference tab ribbon tool, while you
are writing your document and then at the end, use
Bibliography tool to automatically create a bibliography using
the citations in your document. Using this method, you will
never leave out a reference from your Bibliography and you will
never have a bibliographical reference for which you have no
citation – a huge faux pas in academic writing!

 Exercise 7.4: Citations & Bibliography

Learn how to create a Reference List in your MS Word document, that you then use to insert
Citations and create your Bibliography.
15. Return to the L07Assignment-studentnumber.docx, saved at the end of Exercise 7.3
and ensure that your Show/Hide tool is still activated
16. To create or edit a Reference List of Sources:
You will first create your reference list of sources using Source Manager and then use
these to insert citations and a bibliography into your document
• Click on the Manage Sources tool in the Citations & Bibliography group on the
References tab ribbon - the Source Manager dialog-box will appear

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FCS Word (Basics) Lesson 7

• Click on the New… button in the centre of the dialog-box to activate the Create Source
dialog-box

• Click the down-arrow next to the Type of Source text-box and select Web site from the
list of options and check the boxes for Corporate Author and Show All Bibliography
Fields

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FCS Word (Basics) Lesson 7

• Fill in the information as follows, using the scroll bar on the right:
➢ Corporate Author: South Africa Online
➢ Title (Name of Web Page): Birds of South Africa
➢ Year: 2023 – refers to year of publication found at the bottom of the home page
➢ Year Accessed: 2023
➢ Month Accessed: January
➢ Day Accessed: 17
➢ URL: https://southafrica.co.za/birds.html
Note: You ALWAYS need to include the date of access in your bibliographical reference
as web sites come and go on the Internet and in the future, your reader may think that
you made up the reference if the site is no longer there!
• Click OK

Note the preview of what the citation and bibliographic entries will look like in your
document, once they are inserted. This example uses the APA (American Psychological
Association) style of referencing – you can easily change this, depending on the
requirements for your assignment. Different knowledge domains use different
referencing styles as standard within their domain. Select from the drop-down menu in
the Style tool in the Citations & Bibliography group on the Review tab ribbon – BUT
leave it on APA for this exercise.
• Click Close
Warning: One of the problems with using this referencing tool is that you need to manually
manage which references in the Master list that you actually use in citations in your
document – i.e. remove unused references from the Current List, so that they do not
appear in your Bibliography. So check carefully when you use this referencing tool.
17. Add the following source to your reference list:
➢ Type of Source: Book
➢ Author: Roberts, A.
➢ Title: Birds of Southern Africa
➢ Edition: 1st
➢ Year: 1940
➢ Published by: H. F. & G. Witherby LTD

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FCS Word (Basics) Lesson 7

➢ Where published: London (City), UK (Country)

Note that if your document is going to be used / published in South Africa, it is not
necessary to add the Country to sources that are also published in South Africa.
18. To Insert a Citation or In-text Reference
Add a citation at the end of a 1st sentence, in a paragraph using information from a
particular source, before the full-stop. But if you are quoting a number of sentences from a
source, add the citation at the end of the quotation. Remember to put direct quotations
within quotation characters “..”.
• Click at the end of the sentence starting Kingfishers are normally found… before the full
stop
• Click the drop-down arrow next to the Insert Citation, in the Citations &
Bibliography group on the References tab ribbon, to show your list of sources

If you need to add a new source while you are writing your text, click on Add New
Source… here to speed up the process – NEVER wait until the end to add your citations
– always cite while you write to save you heaps of time at the end trying to find them.
• Click on the South Africa Online option – the citation will appear in your document

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FCS Word (Basics) Lesson 7

19. Insert the citation for A. Roberts book at the end of the paragraph (after the full-stop)
starting Not all kingfishers eat… under the heading Kingfisher Food

20. To Insert a Bibliography:

You would generally do this once you have finished writing your document and checked
that all your citation references are in the Current List in the Source Manager – no more,
no less!
• Press Ctrl+End to go to the end of the document

• Press the right-arrow key to take you out of the citation box

• Press Enter to create a new empty paragraph

• Click on the Bibliography tool in the Citations & Bibliography group on the
References tab ribbon

Tool-tip

The Bibliography dropdown menu will appear showing different formats

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FCS Word (Basics) Lesson 7

• Select the Bibliography format – note that if you just point at each option, a tool-tip will
appear
The Bibliography, listing all your citations, will appear at the end your document.

21. You have added a new heading to the document, but it uses Heading Style 1 – change this
to Heading Style 2 so that it matches the same level as your other headings in your
document
22. Add page numbers to the Footer of your document as follows:
• Click on the Link to Previous tool on the Header & Footer contextual Design tab
ribbon, to de-couple sections from each other BEFORE you add the page numbers – in
the Footers of Sections 2 & 3.
• In Section 2 (where you have the Table of Contents), insert a centred page number
(Simple, Plain Number 2 style), formatted to lower-case Roman numerals, starting at i
(one)
• In Section 3 (where you have the main content), insert a centred page number (Simple,
Plain Number 2 style), formatted to start at 1 (one)
23. To Update your TOC:
• Right-click anywhere in the TOC and select Update Field from the pop-up menu

• Because you have added a new heading (Bibliography), you need to select Update
entire table and click on OK – if you had only added text and no new headings, then
you would click on Update page numbers only
Check the image below to compare with your document
24. Save the document using the same filename L07Assignment-studentnumber.docx and
keep it open as you will be using it again in Exercise 7.5

Tip: EndNote or Mendeley Online Referencing Tools

The MS Word refencing tool are fine to use when you only have a few references, but it needs
a lot more manual intervention to ensure that incorrect references are not omitted or added to
your document. It is FAR better to use a specialist referencing tool, in conjunction with MS
Word, to manage your references. You can find sources online or in the library and
automatically add them to you list of sources and even include the full text of the reference to
make it easier to look up the content later. You add the referencing tool to your References tab
ribbon in MS Word and then manage your document citations and bibliography using the
specialist software which is far more accurate. See Theory Segment 02-04-02.

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FCS Word (Basics) Lesson 7

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FCS Word (Basics) Lesson 7

E. Preview & Print a Document

There are many printing options that you can set before you print a document, but only some of these
will be covered here, to help you save your printing quota – DO NOT actually print anything in THIS
LESSON, only learn how to set it up so that you know what to do when you have to print something.
ALWAYS preview your document before you print it, to check that the page layouts look ok – you
do not want to waste trees or your printing quota printing ghastly looking documents.

The Print command is located on the File tab

Back File name
Button

Page Selector Print Preview

Back Button: To return to your document without doing anything on the File tab
Page Selector: Click on the left or right arrows to preview the different pages of your document
Print Preview: You document is shown as it would look if it was going to be printed

 Exercise 7.5: Preview and Print

Learn how to use Print Preview and Print of a Ms Word document. DO NOT actually click on
the Print button – do not waste paper!
25. Return to the L07Assignment-studentnumber.docx, saved at the end of Exercise 7.4
26. Ensure that you are on Page 1 of the document (Ctrl+Home)

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FCS Word (Basics) Lesson 7

27. Click on the File tab and then select Print in the menu on the left – note that in the Dept CS
labs, the Printer will automatically be set to the available printer in that particular lab where
you are working
28. The Print Preview is shown on the right of the screen – you can page through the
document using the paging arrows on the screen, to check if your document looks OK or
needs to be edited before you actually print it
29. To understand what the different Print Settings are for:
Each setting has a drop-down menu of options – click on the down-arrow in each box and
review the options
• Print All Pages:
➢ You could select to print All Pages, the Current Page
or indicate specific pages to print, using the text box
below this item – Custom Print
➢ If you type specific pages in the text box, Custom
Print will show automatically – type 2,4 in the box and
try it; to return to All Pages, just delete the pages
numbers in the Pages text box – tool-tip shown below

• You will save a lot of paper when you print on both sides of the paper. Click the arrow
next to Print One Sided – note that you can select to flip the pages on the long edge (for
portrait stapling) or in the short edge (for landscape stapling)
The result of printing 2 pages per sheet will resemble the image below

• Collated or Uncollated is used depending how you want multiple copies of a multi-page
document to print – do you want all the pages of each set to be printed sequentially,
before starting the next set (Collated) or do you want each page to be printed for the

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FCS Word (Basics) Lesson 7

multiple copies, before printing the next page the required number of times (Uncollated)
sequentially; this depends on what you are going to do with the multiple copies
• Do you want to Orient the pages Portrait or Landscape – the default is that the printer
will use however you have set up the pages within your document
• What size paper do you want the printer to use – the default is the size you have set
within your document
• Do you want to change the margins of the document – the default is how you have set
the margins in your document
• Another way to save paper is to print more than one sheet on a page – e.g. you could
print the pdf of your lecture slides 2 document pages per printed page and back to back
(Print on Both Side, flipped on short edge if stapling, long edge if filing)
30. You do not need to print this document. If this is a document that you want to print, set the
number of copies you want to print and click the Print button.

31. Save the document as L07Assignment-studentnumber.docx and CLOSE the document

32. Upload your solution to the SMark project FCS Word Project 7.1 and CHECK the feedback
report, to ensure that you completed this set of exercises 100% correctly – if not:
i. Return to the relevant concept explanations to improve your understanding
ii. Check that you have followed the relevant Exercise instruction exactly

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FCS Word (Basics) Projects

Projects
Check your module’s weekly Guides to find out which Projects you are required to do AND the file
specifications of documents for saving or opening.
Project 1. Letter
Lessons 1 - 2
1. Select to attempt FCS Word Project 01 Letter in SMark and, if provided, enter the password
provided in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P01Letter-studentnumber.docx
3. Open the file you saved in 2 above, in MS Word from the location specified in the weekly Guide.
4. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters. Any action performed on a paragraph, INCLUDES the paragraph marker, so
make sure that you put the Show/Hide tool ON!
5. Type the date as 23 February in its own paragraph, right-aligned, above the phrase Dear
Friend.
6. Find and delete the phrase and that your health is back to normal, in the paragraph, starting
Hope that you… using the delete key.
7. Select the sentence How are you doing? from the beginning of the paragraph and move it to
the beginning of the paragraph starting I really miss… – make sure there are 2 spaces at the
end of the sentence you moved and no spaces at the start of the 1st paragraph.
8. Copy the 1st sentence of the paragraph starting I hope that you and your family … from the
1st paragraph and paste it in the beginning of the paragraph starting I will see you…
9. Change the word hope to trust in the paragraph you copied the text to, in 9 above.
10. Delete the paragraph starting I hope that you…
11. Use the undo tool on the Quick Access toolbar to restore the deleted paragraph.
12. Select the phrase eat healthy in the paragraph starting Hope that you…, right-click the
selected text and select Link to create a hyperlink to a website. In the Insert Hyperlink dialog
box:
• Make sure that the Link selected is Existing File or Web Page
• The Text to display box should contain eat healthy
• Enter www.eatingwell.com in the address bar – note that http:// is automatically added
to the start of the URL – web page address
• Click OK
If you hover over the words eat healthy, with your mouse pointer, a tool-tip, showing the URL
will pop up.
13. Test the hyperlink you created in the above bullet by holding the CTRL key and clicking the
link. Once you have connected to the site, close the page in your browser.
14. Type your name below the phrase Warm Regards using a soft paragraph break:
• Use the Show/Hide tool to see the paragraph-marker at the end of Regards – use soft-
paragraph break (SHIFT+ENTER) to move your cursor to the next line (without the
extra paragraph-spacing in-between)
• Type your name.
15. Check your solution against the image provided below.

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16. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
17. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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Project 2. Garden
Lessons 1 – 3 (+ Para Alignment)
1. Select to attempt FCS Word Project 02 Garden in SMark and, if provided, enter the password
provided in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P02Garden-studentnumber.docx
3. Open the file you saved in 2 above, in MS Word from the location specified in the weekly Guide.
4. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters. Any action performed on a paragraph, INCLUDES the paragraph marker, so
make sure that you put the Show/Hide tool ON!
Tip:
Review the various ways to quickly select a word and paragraph in Lesson 2.B
5. Format the paragraph starting Knysna is a… to bold, underline and italics.
6. Change the font type of the paragraph starting The small town… to Arial.
7. Select the heading The Garden Route:
• Change the font size to 14pt
• Change the font colour to Standard Colour: Green
8. Change the font colour of the paragraph starting Finally there is… to Theme Colour: Orange,
Accent 2, Lighter 60%.
TIP:
Take careful note that there is a difference between font colour and text highlight colour
. Highlight colour is also NOT the same thing as the Shading paragraph formatting
tool.
9. Change the highlight colour of the words Garden Route in the paragraph starting When you
drive… to Teal – remember if you point at tools, without clicking, a tool-tip will appear.
10. Change the shading of the paragraph starting Finally there is… to Theme Colour: Blue-Gray,
Text 2, Darker 50%
TIPS – Alignment:

Use the Align tools in the Home tab ribbon’s Paragraph group to align paragraphs to the left,
centre, right or both the left & right (justify).
11. Align the paragraph starting The small town of… to the right.
12. Centre-align the heading The Garden Route.
13. Align the paragraph starting There are many great… to the left.
14. Justify the paragraph starting Finally there is….
15. Find and replace all occurrences of the word area with the word region.
16. Copy the paragraph starting An amazing variety… as a separate paragraph to the end of the
document, – make sure that you do not have extra paragraph marks at the end of the
document.
17. Check your solution against the image provided below.

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18. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
19. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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FCS Word (Basics) Projects

Project 3. Prodigy
Lessons 1-4
1. Select to attempt FCS Word Project 03 Prodigy in SMark and, if provided, enter the password
provided in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P03Prodigy-studentnumber.docx
3. Open the file you saved in 2 above, in MS Word from the location specified in the weekly Guide.
4. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters. Any action performed on a paragraph, INCLUDES the paragraph marker, so
make sure that you put the Show/Hide tool ON!
5. Centre the main heading Jeremy Bentham Child Prodigy and change the font to Arial ,14
point, bold.
6. Change the text colour of the main heading to Theme Colour: Blue, Accent 1.
7. Change the words Child Prodigy in the heading to italics.
8. Change the font of the paragraph, starting He proved to be… to Comic Sans MS.
9. Indent the paragraph starting The philosopher… from the left by 1” (2.54cm) 1.
10. Justify the paragraph starting He proved to be…
11. Create a First Line Indent of 0.79” (2cm) in the starting Bentham however …
12. Turn items in the paragraph starting The death of his father… into a bulleted list of 5 items
(remove any original numbers, brackets and any spaces / punctuation at the beginning and/or
end of each point) using the check ✓ bullet-type – the first item is The pursuit of truth and the
last item is The principles of punishment.
13. Format the 5 bulleted points as follows:
• Change the font to Arial, 10 point
• Change the Line Spacing to Single
14. Change the spacing after paragraphs to 6 points for the entire document.
15. Right-align the paragraph starting Even when he was… with a 2” (5.08cm) right-indent.
16. Underline the word eighties in the paragraph starting Even when he was… using a double line
(Example) – make sure you do not underline the full-stop at the end of the sentence; only the
word.
17. Add Aunt Zandi’s name Zandi Makonza as a new line at the top of the document (separate
paragraph), change the Font Style of the paragraph to Normal and right-align.
18. Move the paragraph starting During his youthful… as a separate paragraph to the end of the
document– make sure that you do not have extra paragraph marks at the end of the
document.
19. Delete the sentence starting Hopeful to the last… from the paragraph starting During his
youthful… - make sure that you maintain consistent spacing within the paragraph.
20. Check your solution against the image provided below.
21. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.

1All length measurements are given in inches – e.g.1” – and centimetres – e.g. 2.54cm. Whichever you use, type in the
number and “ (for inches) or cm (for centimetres) – depending on how your ruler is set up, the software will automatically
do the conversion if necessary.
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22. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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FCS Word (Basics) Projects

Project 4. JobLetter
Lessons 1-4
1. Select to attempt FCS Word Project 04 Job Letter in SMark and, if provided, enter the
password provided in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P04JobLetter-studentnumber.docx
3. Open the file you saved in 2 above, in MS Word from the location specified in the weekly Guide.
4. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters. Any action performed on a paragraph, INCLUDES the paragraph marker, so
make sure that you put the Show/Hide tool ON!
5. Change the Line Spacing of the entire document to Exactly 22 point.
6. Apply the bold text attribute to the main heading Letter of Motivation.
7. Change the font of the main heading to Book Antiqua, size 20.
8. Apply the italic text attribute to the phrase Sports management and economics which can be
found in the paragraph starting I would like to apply…
9. Indent (Left) the paragraph starting I would like to apply… by 1.58” (4cm).
10. Select the phrase South Africa in the paragraph starting I wish to visit… and change the font to
all capital letters using the All Caps option in the Font dialog-box.
11. Justify the paragraph starting Through my previous…
12. For justified paragraphs, hyphenation can reduce some of the extra spacing between words.
On the Layout Tab ribbon, select the options of the Hyphenation tool in the Page Setup group
and make the following changes:
• Check the Automatically hyphenate box.
• Uncheck the Hyphenate words in CAPS box.
• Enter the number 1 in the Limit consecutive hyphens to box
• Click OK
13. Check your solution against the image provided below.
14. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
15. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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FCS Word (Basics) Projects

Project 5. Bentham
Lessons 1-5
1. Select to attempt FCS Word Project 05 Bentham in SMark and, if provided, enter the
password provided in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P05Bentham-studentnumber.docx
3. Open the file you saved in 2 above, in MS Word from the location specified in the weekly Guide.
4. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters. Any action performed on a paragraph, INCLUDES the paragraph marker, so
make sure that you put the Show/Hide tool ON!
5. Change the design of the document as follow:
• Theme: Dividend
• Colour: Violet II
• Font: Constantia -Franklin Gothic Book
6. Change the margins of the document to top 1” (2.54cm), bottom 1.5” (3.81cm), left 2” (5.08cm)
and right to 0.5” (1.27cm).
7. Apply the Heading Style Title to the main heading of the document Jeremy Bentham Child
Prodigy.
8. Insert a page break before the paragraph starting However Bentham soon…
9. Move the paragraph starting The philosopher and jurist… to between the paragraphs starting
He proved to be… and At twelve…, maintaining all three as separate paragraphs, with the
same paragraph spacing as before.
10. Change the font of the paragraph starting At twelve… to the Comic Sans MS font, 22 point size.
11. Change the page colour of your document to Theme Colour: Blue, Accent 5, Lighter 60%.
12. Put a page border using the box style around the pages of your document, a triple line of 3pt
width and change the border colour to Theme Colour: Plum, Accent 1, Darker 25%.
13. In the last line of the document starting Willow…, set & use tab stops at 2.25” (5.71cm) – Left
with no leader - and 5” (12.7cm) – Right with a solid line leader, to have this line resemble the
following:

There are no spaces before or after the solid line.

14. Insert a page number in the footer of your document, using the Plain Number 3 option.
15. Insert your module code as a centred header. Do not use tabs to align the text – use paragraph
alignment options.
16. Add a diagonal text watermark to the document. The text should read DO NOT COPY with the
text changed to Standard Colour: Purple, Semi-transparent and the font type should be Calibri.
17. Check your solution against the image provided below.
18. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
19. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!
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FCS Word (Basics) Projects

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FCS Word (Basics) Projects

Project 6. Jam
Lessons 1-7
1. Select to attempt FCS Word Project 06 Jam and, if provided, enter the password provided in
your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P06Jam-studentnumber.docx
3. Open the file you saved in 2 above, in MS Word from the location specified in the weekly Guide.
4. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters. Any action performed on a paragraph, INCLUDES the paragraph marker, so
make sure that you put the Show/Hide tool ON!
5. Use a tool to find all occurrences of the word preserves and replace them with conserves –
notes plurals ONLY.
6. Turn the numbered items in the paragraph starting Fun Jam Facts… into a bulleted list of 3
items (remove the original numbers, brackets, any spaces / punctuation at the beginning
and/or end of each point and conjunction words like and, or, etc.) using the check
arrowhead bullet-type – the first item starts The earliest cookbook…
7. Use the tool to add a citation for the article by Frasier at the end of line Fun Jam Facts
TIP: Selecting multiple files
Click on the first file you want to select, hold the CTRL key down, while you click on the
remaining files you want to select.
8. Insert a blank line above the paragraph starting In its simplest form…
Then insert the 3 images Jam Fig01.jpeg, Jam Fig02.jpeg & Jam Fig03.jpeg in this new blank
line – use the Show/Hide tool to check this. The images can be found in the FCS data files
folder indicated in your weekly Guide.
9. Format the images as follows:
• Change the width of EACH image to 2.4” (6.1cm) – all three images should now appear
in the same line.
• Add borders around the images as follows:
➢ Left image (whole figs): Standard Colour: Red with a weight of 2¼ pt.
➢ Middle image (chopped figs): Standard Colour: Orange with a weight of 3pt.
➢ Right image (bottle of jam): Standard Colour: Green with a weight of 4½ pt.
10. Change the line spacing of the entire document to 1.15.
11. Change the font of the heading History of Jam to be in the Bradley Hand ITC font, 36 point size
AND format the heading to bold and centre-aligned.
12. In the line starting Elna Frasier…, set a centre aligned tab at 3.75”” (9.52 cm), and a right
aligned (dotted line) tab at 7.4” (18.79 cm. Apply these tab stops to have this line resemble the
following:

There are no spaces before or after the dotted line.

13. Change the font colour of the paragraph starting Although historians… to Theme Colour: Green
Accent 6, Darker 25%.
14. In the paragraph starting The French astrologer…, change the format of the words astrologer
and physician to italics
15. Apply Heading Style 1 to the sub-heading starting Health benefits of jam….

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16. Format the table provided to the List Table 7 Colourful – Accent 6 Style. Do NOT make any
other changes to the table.
17. Indent the first line of the paragraph starting In its early… with 1.5” (3.81 cm).
18. Indent the paragraph starting The first marmalade… from the left AND right with 1” (2.54 cm).
19. Move the paragraph starting Sugar and in turn… to between the paragraphs starting Jam-
making methods… and Although historians…, maintaining the integrity of all paragraphs,
with the same paragraph spacing as before.
20. Put a line box border around the pages of your document, with a width of 1½
pt.
21. Change the page background colour of your document to Theme Colour: Gold, Accent 4,
Lighter 80%.
22. Add a horizontal text watermark to the document. The text should read PERSONAL using the
Arial font, Standard Colour: Purple and Semi-transparent.
23. Add a page break before the heading starting Health benefits of jam…
24. Check that the proofing language for the document is set to English (South Africa). Check the
document for spelling mistakes using the appropriate tool and correct when necessary – use
Ignore for any suggested grammar corrections and spelling corrections of names and
places.
25. With Show/Hide on, check your document to ensure that you have consistent spacing
between paragraphs and no page breaks, spaces or tab characters where they should not
be.
26. Check your solution against the image provided below.
27. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
28. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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FCS Word (Basics) Projects

Project 7. Friendly Letter

Lessons 1-7
1. Select to attempt FCS Word Project 07 Friendly Letter and, if provided, enter the password
provided in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P07FriendlyLetter-studentnumber.docx
3. Open the file you saved in 2 above, in MS Word from the location specified in the weekly Guide.
4. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters. Any action performed on a paragraph, INCLUDES the paragraph marker, so
make sure that you put the Show/Hide tool ON!
5. Set the left & right margins of the document to 0.49” (1.25cm).
6. Use Styles to change the main heading (Friendly Letter Writing) to Heading 1 style and the
TWO (2) sub-headings (starting Purpose of… & Writing a…) to Heading 2 style.
7. Select the main heading text (Friendly Letter Writing) and change formatting to the Wave
Underline.
8. Use the Thesaurus to select a more appropriate word to replace the word main (as in main
topic) in the 2nd paragraph starting The friendly letter… - Tip: there are many alternative that
would work, but for the purposes of this exercises, choose core from the list and select to insert
it. Use Find-and-Replace to find all other occurrences of the word main and replace these with
core.
9. Type your name and student number in the Header of the document and right-align the text.
10. Add page numbers to the centre of the Footer of the document using the Bold Numbers 2
format.
11. Change the font effects of the paragraph, starting The last paragraph…, to all capital letters (do
NOT use the Change Case tool with UPPERCASE) and the paragraph starting Since friendly
letters… to all small capital letters.
12. Indent the paragraph, starting Since friendly letters…, from the left by 0.78” (2cm) and the right
by 1.58” (4cm).
13. Position the insertion point before the full-stop at the end of the paragraph, starting The next
paragraf… Use the Insert Citations tool (References ribbon) to Add new source, that is a
Website:
• Friendly letters by Mark Anderson 2017, www.letters.com
• Add the date accessed as 2019-02-25.
Tip: When referencing a person, only use the surname, initial(s). – e.g. you would enter Joe
Soap as Soap, J. so think about how you will type the author’s name in your Source Manager.
14. Position the insertion point at the end of the document and press the enter key to move to a
new line and press the backspace key to move to the left margin. Change the Bibliographic
Style to APA and then automatically insert a Bibliography using the Works Cited option.
15. Change the background colour of the page to Orange, Accent 2, Lighter 80%
16. At the start of the of the paragraph starting Since friendly letters …, insert a page break.
17. Below the bibliography, create a table with the following characteristics:
• 4 columns & 3 rows
• Merge the 4 cells in the 1st row
• Select table design Grid Table 4 - Accent 5

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18. Format the image at the top of the first page as follows:
• Change the height of the image to 1” (2.54 cm).
• Add a Standard: Purple border with a width of 4½ pt.
• Right-align the image – tip: use alignment to right-align the image, NOT tabs
19. At the beginning of the 1st page, find the line starting Project 2019…, then set a left-aligned (no
leader) tab at 0.45” (1.14 cm), and a right-aligned tab (broken line leader) tab at 6” (15.24 cm).
Apply these tab stops to have this line resemble the following:

There are no spaces before or after the broken line.

20. Check that the proofing language for the document is set to English (South Africa). Check the
document for spelling mistakes using the appropriate tool and correct when necessary – use
Ignore for any suggested grammar corrections and spelling corrections of names and
places.
If you do this task BEFORE any of the above tasks, you need to do it again before your
final save, as other actions may reset the ignored words as not checked.
21. There is an incorrect word used in the 1st sentence, starting A friendly letter … that the checker
did not find!! Read the sentence carefully and correct the misused word – Tip: you only need
to change one letter in a word for the sentence to make sense.
22. Check your solution against the image provided below.
23. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
24. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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Project 8. NOT USED in this Module

Project 9. Bursary

Lessons 1-6
1. Select to attempt FCS Word Project 09 Bursary in SMark and, if provided, enter the password
provided in your weekly Guide.
2. Download the data file from the system and save it in the location specified in the weekly
Guide
P09Bursary-studentnumber.docx
3. Open the file you saved in 2 above, in MS Word from the location specified in the weekly Guide.
4. Set the Show/Hide tool ON so that you can see what you are doing – to see the non-printing
characters. Any action performed on a paragraph, INCLUDES the paragraph marker, so
make sure that you put the Show/Hide tool ON!
5. Change the page orientation to portrait.
6. Change the left and right margins to 1” (2.54cm).- make sure that you change the page
orientation BEFORE you do this task.
7. Insert the hyperlink www.nmu.ac.za/cs next to the word Web in the letterhead information at
the top of the document with the displayed text Dept CS.
8. Change the spacing of the document as follows:
• Line spacing to Single
• Paragraph spacing to 0pt before and 6 pt after
9. Change the top 4 lines of the letter into a letterhead, as follows:
• Centre all four lines
• Change the font of the line starting Department of… to Arial Rounded MT Bold with a
size of 16 pts
• Change the paragraph spacing of the 1st 3 lines to 0pt before and after
• Change the paragraph spacing of the 4th line (with the web address) to 0pt before and
12pt after
10. Change the heading line FINANCIAL ASSISTANCE as follows:
• Format to bold
• Change the left indent of the line to 0.5” (1.27cm)
• Change the paragraph spacing to 12pt before.
11. Use the Format Painter tool to copy the formatting of the heading FINANCIAL ASSISTANCE to
the other TWO (2) headings that are in upper-case letters.
12. Insert the image Bursary.jpg in its own line after the paragraph starting Congratulations on…,
from the location specified in your weekly Guide.
13. Format the image as follows:
• Change the height of the image to 3.5” (8.89cm)
• Add a Theme Colour: Blue, Accent 1, Darker 25% border with the weight of 3pts
• Centre the line containing the image
14. Change the format of the words will cover the following expenses to italics and underlined.
15. Turn the THREE (3) lines starting Accommodation into bullet points, using the ✓ symbol as
your bullet style.

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16. Change the formula starting Stipend… to Courier New font and change the n after the word
Year to a subscript.
17. Format the words Year n in the line starting where… (below the formula) to the same formatting
as above (font and subscript).
st rd
18. For the 1 TWO (2) sentences under the 3 heading, starting Enrolment and Participation…:
• Turn into numbered points using the lower-case letters and a full stop a. b. c. number
style – both points start The Student shall... & remove the check for Don’t add space
between paragraphs of the same style
• Change the left indent of the 2 numbered points to 0pts
19. For the next THREE (3) points, starting Reasonably…, Complete… and Undergo… into:
• Turn into bulleted points using the arrow-head bullet style (remove the original
numbers, brackets, any spaces / punctuation at the beginning and/or end of each
point and conjunction words like and, or, etc.)
• Indent from the left 0.5” (1.27cm) and Hanging stays at 0.25” (0.63cm) & remove the
check for Don’t add space between paragraphs of the same style
20. Highlight the following text under the 3rd heading, in Bright Green:
• shall comply
• Reasonably attend and participate
• Complete
• Undergo all tests and examinations
21. Insert a page break above the line starting For further information…
22. Convert the three lines of text starting Name Office, Number and Telephone Number to a table
of THREE (3) columns and THREE (3) rows, with text separated at Tabs.
23. Change the design style to Grid Table 4
24. Insert the word Signature in a blank line between Regards and Prof Greyling, using the font
Bradley Hand ITC, size 30 pts and in Theme Colour: Light Grey, Background2, Darker 25%.
25. Add page numbers to the centre of the Footer of the document using the Bold Numbers 2
format.
26. Add a page border using the style, Standard Colour: Purple of 3pts.
27. Change the page background colour to Theme Colour: Green, Accent 6, Lighter 80%.
28. Add a diagonal text watermark of DRAFT, using Calibri font, Standard Colour: Dark Blue, Semi-
Transparent.
29. Check your solution against the image provided below.
30. Save the final version of your file (in the location specified in the weekly Guide) and check the
date & time in File Explorer to make sure that you save your latest version.
31. Close the file and return to the SMARK system to upload the file from the location specified
in your weekly Guide, for online checking (remove any version number in the filename) and
view the Feedback Report.
Do NOT waste attempts by submitting the same solution (no changes) and expect a different
result!

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FCS Word (Basics) References

References
Microsoft (2021) Microsoft Office 2019 Online Help, Accessed Date 2023-01-04.
Dept CS (2020) Tablet Training Course: Microsoft Word, Department of Computing Sciences, Nelson
Mandela University : Port Elizabeth, RSA.
Dept CS (2018) Microsoft Word Short-Course Manual, Department of Computing Sciences, Nelson
Mandela University : Port Elizabeth, RSA.
Dept CS (2022) Fundamental Computing Skills: Advanced Word Processing, 3rd Ed, Department of
Computing Sciences, NMU : Port Elizabeth, RSA.
Parsons, J. & Oja, D. (2015) NMMU Computing Fundamentals, 2nd Ed, Cengage Learning EMEA :
Andover, UK.
Zacker, C. (2016) Microsoft Official Academic Course: Microsoft Word 2016, Wiley : USA.

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FCS Word (Basics) Appendices

Appendix A: Troubleshooting SMark

Note: Refer to A05 How to use Smark in the Additional Learning Materials folder for more information.
1. Signing IN
➢ Open a browser (Chrome or Edge recommended) and locate the SMARK system
(https://smark.converttocode.com.
➢ Login to the system using your mandela.ac.za email address and the password indicated in the A05
Additional Learning Material document – DO NOT change the password.
2. Download the Starter file
➢ Always download your starter file directly to the location you need to save it and then work on from
that location. If you do not do this in the TEST, you could run out of time to i) upload it to SMark and
ii) move it to your TEST folder – this will result in getting ZERO for that question.
➢ You should only need to download the starter file once – you should keep editing the same
document to resubmit to SMark after consulting the Feedback Report.
➢ If you do need to download the starter file more than once, SMark adds a number at the end of the
file name – e.g. P01Formulas-220123456 (1).docx – make sure that you remove this addition to the
file name, before you upload it for checking.
3. Upload your Solution file
➢ ALWAYS check that you have saved the latest version of your file and CLOSE it, before you upload.
➢ Once you have uploaded your solution file, it will go into a queue to be marked – this could be very
quick, OR, if ±2000 students have submitted their files at the same time as you (usually just before
a deadline), your will get a pending note while SMark works through the queue. BE PATIENT and
DO NOT KEEP SUBMITTING THE SAME FILE as this just makes the queue WORSE!
➢ If your upload is not accepted (indicated by a red X) do the following quickly, without wasting too
much time:
i. Is your filename correct and are you sure you edited the exact file you originally downloaded
from SMark?
ii. If so, then refresh your browser (press F5 key or click ) and try again.
iii. If still not working, log right out of SMark, close your browser, activate another browser if you
have one or, if not, restart your browser and try again.
1. If none of the above solved the problem, you may have to download a new starter file and redo the
tasks.
4. Check Feedback Report
➢ Your mark is shown correctly in SMark’s Grade Book but the out of total marks may be shown
incorrectly due to the negative marks included in the marking-solution.
➢ The out of mark shown in the Feedback report is the correct total mark – therefore you ALWAYS
check your feedback report.
➢ Do NOT assume that you are right and SMark is wrong – try and figure out WHY you lost marks
by checking the following points:
i. The feedback item is numbered the same as the task item in the instructions above, so that you
can check back to the instruction to see what you should have done, if you get less than full
marks per task.
ii. Note that you want 0 for any tasks out of -1! Sometimes there is a -1 for tasks done incorrectly
– e.g. wrong file name.
iii. Check the instruction for that task and look at what you did, to make sure you ACTUALLY did
what was asked – fix it.
iv. If you cannot see why, go and review how to do that task in relevant FCS Word Lesson
workbook and redo each task that needs fixing.
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