Module 2 - Microsoft Word

Accounting (University of Manila)

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 DIVINE WORD COLLEGE OF LEGAZPI
SCHOOL OF BUSINESS, MANAGEMENT AND
ACCOUNTANCY ACADEMIC YEAR 2020-2021
FIRST SEMESTER

MODULE 002
ACCTG ED 17
INFORMATION TECHNOLOGY TOOLS IN BUSINESS

I. Preface/ Foreword

This course presents an overview of Information Technology Tools used in business

environments. This includes computer terminology, hardware, software, operating systems
and information & application systems. This course also explores business applications of
software including spreadsheets, databases, presentation graphics, word processing and
business- oriented utilization of the internet.

II. Content

Learning Outcomes:

At the end of the discussions, the student will be able to:

1. understand the basic, intermediate and advanced features of MS Word and have a
good working knowledge of Word.
2. Utilize word processors and other useful tools.
3. Learn basic knowledge on how to format and layout documents
4. Create letters for mass mailings using the Mail Merge Wizard
5. Make document easier to read and look more presentable.

Understanding the Basic Microsoft Word

Microsoft Word

 is a word processor from Microsoft.

 A computer program that enable us to create a document, edit, format, print and also save it for
future use
 is a word processing program you can use to write letters, resumes, reports, and more. Anything
you can create with a typewriter; you can create with Word. You can make your documents
more appealing and easier to read by applying formatting to text.

Getting Started

Double-click the Microsoft Word icon to open the program. If you have used Word 2003 or older, you
will notice differences in the layout of the screen. Microsoft has replaced the menu bar and toolbars with
the Ribbon, which is organized into different tabbed sections at the top, each with their own set of tools.
The Title Bar is centered. At the bottom right you can zoom in and out of your document view. Below is
an image of the Microsoft Word screen:

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The Home, Insert, Design, Layout, References, Mailings, Review, and View tabs will allow you to
work on your document. The File tab will take you to a backstage view where you can save, print, and
administer your document—you’ll see a different view, but your document is still available when you
click back to another tab.

FILE

Creating a New Document

 Choose the File tab above the ribbon and

select New in the left sidebar.
 Click Blank Document.
OR
 Click the New Document icon on the
Quick Access Toolbar.

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Templates
Templates are preformatted documents. When you open a template, you will see text that you can type
over. Word has templates for many kinds of documents including resumes, brochures, award certificates,
and letters. To download and open a template:

 Choose the File tab above the ribbon and select New in the left sidebar.
 Click on one of the listed templates and then click Create.
OR
 Search for a template in the search bar.

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Saving
Files are saved in folders on your computer, disk drives, CD drives, and USB drives.
To save a document:

 Click the File tab above the ribbon.

 Click Save As on the left side of the screen.
 Where do you want it? Choose the folder you want to save your file in.
 What will you call it? Type the name for the file in the File Name box. Word will
automatically use the first line of the document as the file name. You can use it or type in a
new one.
 Which format is best? If you want to use an older computer to access a document that you
created in Word 2019, be sure to select Word 97-2003 Document in the Save As Type box. You
may also want to save your file as a PDF to protect it and lock it from editing, or as Plain Text to
make it easier to copy/paste into a website.
 Click Save. After you save the first time, you can click the Save icon on the Quick
Access Toolbar.
To move a file into a folder:

 Click the file to select it.

 Hold down the left mouse button, and drag the file to the folder. The file is moved into the folder.
To open an existing document:

 Click the File tab, then click Open.

 Choose the appropriate location of your document. (You may have to click Browse)
 Use the navigation pane to select the folder or drive the file is stored in.
 Select the file by clicking it once, then click Open.
Printing
When the document is ready to print, click the File tab, then click Print. You
will see the box below.
To select the number of copies to print, use the arrows in the box next to
Copies, or type the
number in the box. All of your pages will print unless you select otherwise,
using the dropdown
arrow in the Print All Pages box or by entering the exact page numbers in
the Pages box. When
you are ready to print, click the Print icon.

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 HOME
Typing and Inserting Text
Start typing to enter text. The text will appear where the blinking cursor is located. Move the cursor by
using the arrow buttons on the keyboard or positioning the mouse and clicking the left button. Hold the
Shift key if you want to type a capital letter. Pressing the Enter key (also called a hard return) will add a
line break to your document. Pressing the Tab key will move your cursor forward about 10-15 spaces.
You can use this to easily indent the first line of a new paragraph.
Selecting Text
To change any attribute of your document, you must highlight it first. Select the text by dragging the
mouse over the desired text while keeping the left mouse button depressed, or hold down the Shift key on
the keyboard while using the arrow icons to highlight the text. Deselect the text by clicking anywhere
outside of the selection or press an arrow key on the keyboard. A quick way to highlight is to double click
to highlight a word, or to triple click to highlight a section (such as a paragraph).
Note that when you highlight text, you will see a box appear near the text. If you place your arrow on this
box, you can use the formatting icons.
Deleting Text
Use the Backspace and Delete keys on the keyboard to delete text. Backspace will delete text to the left of
the cursor and Delete will erase text to the right. To delete a large selection of text, highlight and press
either key.
Undo
You can always undo your last action by clicking the Undo icon on the Quick Access Toolbar. You can
continue to click Undo back to the last point at which you saved your document.

Cutting, Copying and Pasting Text

Cutting and pasting on the computer works like using scissors and glue. You “cut” what you want to
move and “paste” it someplace else. Copying allows you to move text elsewhere while keeping it in its
original place.

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 To Cut:

 Highlight the text that will be moved.

 Select the Cut icon from the Home tab.
To Copy

 Highlight the text that will be copied.

 Select the Copy icon from the Home tab
To Paste:

 Move the cursor to the location you want to place the text.
 Select the Paste icon from Home tab. Click on the top part of the icon (the clipboard picture)
to simply paste. If you click the word Paste you will be presented with advanced options.
Font

The Font is the text type. Word allows text to be edited by font style, size, and color. To change the Font:

 Highlight the text you want to change.

 Click the dropdown arrow next to the Font Name box in the Home tab to select a different font
style.
 Click the dropdown arrow next to the Font Size box in the Home tab to select a different
font size.
 Click the dropdown arrow next to the Font Color icon in the Home tab to select a different
color. OR
 Click the arrow in the Font section of the Home tab for a dialog box that will allow you to make
all of the changes at the same time.
Bolding, Underlining or Italicizing Text

 Click the Bold, Italics, or Underline icons on the Home tab and begin typing. OR
 Select the text and click on the Bold, Italics, or Underline icons.

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Paragraph Attributes

Format the alignment, spacing, and indentation of a paragraph by placing the cursor within the paragraph
and clicking on the arrow in the bottom right hand corner of the paragraph section of the Home tab.
View paragraphs
Click the Show/Hide button in the Paragraph group to reveal paragraphs and other non-printing characters
in a document.

Paragraph alignment
To change alignment: Select the paragraph(s) to be aligned. Click an alignment button in the Paragraph
group.

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Indentation
To change indentation: Select the paragraph(s) to be indented. Click an indentation button (Decrease
Indent or Increase Indent) in the Paragraph group

Line spacing

To change line spacing:

 Select the paragraph(s) to apply line spacing to.

 Select line spacing using the dropdown arrow next to Line Spacing button.

Making Bulleted and Numbered Lists

Creating Lists

 Click the Bulleted List icon or Numbered List icon on the Home tab.
 Type the first entry and press Enter on your keyboard. This will create a new bullet or number on
the next line. If you want to start a new line without adding another bullet or number, hold down
the Shift key while pressing Enter.
 Continue to type entries and press the Bulleted List icon when you are finished typing to end the
list.
 Use the Increase Indent and Decrease Indent icons on the Home tab to create lists of multiple
levels.

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 You can also type the text first, highlight the section, and press the Bulleted List or Numbered List
icons.
Formatting Lists
Use the dropdown arrows next to the Bulleted List and Numbered List icons to change the format of the
bullets or numbers.

 Highlight the entire list to change all the bullets or numbers, or place the cursor on one line within
the list to change a single bullet.
 Click the dropdown arrow next to the Bulleted List or Numbered List icon to see different
style options.
 Click the style you would like to apply.

INSERT
Headers and Footers

A header is text, such as a document title or page number, that is added to the top margin of every page; a
footer is text added to the bottom margin.
To add page numbers to a document:

 Select the Page Number icon from the Insert tab.

 Use the dropdown menu to select the location of the page number.
 If you do not want the page number to show on the first page, check the
Different First Page box in the Header and Footer Tools Design tab.
 If you would like to include a header or footer with your page
number, type your text next to it. You can use the Tab key on your
keyboard to easily move between left, center, and right alignment in
your header/footer area.
 Click Close Header and Footer when finished.

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To add a Header or Footer without a page number:

Header Screen Footer Screen

 Select the Header or Footer icon from the Insert tab.

 Select the header or footer style.
 Type your text or choose one of the options in the Header and Footer Tools Design box. You may
format text as you would in the body of the document.
 Click Close Header and Footer when finished.
To get back into your header/footer to edit it, simply double click in the top or bottom margin. To remove
the header or footer just delete the text and it will no longer show up on your document.

Tables

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To insert a table:

 Place the cursor where you want the table to appear.

 Select the Table icon from the Insert ribbon.
 Drag the mouse along the grid, highlighting the number of rows and
columns for the table. OR
 Select Insert Table in the dropdown menu to open a dialog box that
allows you to choose the number of rows and columns.
 Click OK.
To Insert Rows and Columns:

 Place the cursor in the row or column you want to be adjacent to. Doing so selects the table, and
the Table Tools tab appears.
 Select the Layout tab.
 Choose Insert Above or Insert Below, or Insert Left or Insert Right depending on where you
want the new row or column.

Moving and Resizing a Table

A Moving Handle (four-sided arrow in a box) and Resizing Handle (box) will appear on the corners of the
table if the mouse is placed over the table. The Moving Handle on the upper left and the Resizing Handle
on the bottom right.

 To move, click and drag the moving handle and release the mouse icon when the table is
positioned where you want it.

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  To resize, click and drag the resize handle. Change the column widths and row heights by
clicking the cell dividers and dragging them with the mouse.

Formatting Tables
You can format a table (borders, styles, shading) when it is selected. You will need to highlight the cells
you want to format. Clicking on the Design tab will allow you to choose table styles. You can also apply
borders and shading to your entire table or specific cells by clicking on the Shading icon or the Borders
icon. These dropdown menus will give you options to apply to the highlighted areas of your table.
Table Properties
Use the Table Properties dialog box to modify the alignment of the table with the body text and the text
within the table. Click the Layout tab in the Table Tools tab when the table is selected and click the
Properties icon.
In the Table tab of Table Properties:

 Size—Check the preferred width box and enter a value if the table should be an exact width.
 Alignment—Highlight the illustration that represents the alignment of the table to the
relationship of the text within the document.
 Text wrapping—Highlight “None” if the table should appear on a separate line from the text or
choose “Around” if the text should wrap around the table.
 Borders and Shading—Select from a number of border styles, colors, and widths. Click
the Shading tab to change the background color and pattern.
 Vertical Alignment— On the Cell tab, choose whether you want the text to appear at the
top, center or bottom of cells.

DESIGN

Changing the document theme

Every document you create is based on a template, and the look of the template is controlled by a theme.
The theme is a combination of coordinated colors, fonts, and effects that visually convey a certain tone.
To change the look of a document, you can apply a different theme from the Themes gallery

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Each theme has a built-in font set and color set, and an associated effect style.

 Each font set includes two fonts—the first is used for headings and the second for body text. In
some font sets, the heading and body fonts are the same.
 Each color in a color set has a specific role in the formatting of styled elements. For example, the
first color in each set is applied to the Title and Intense Reference styles, and different shades of
the third color are applied to the Subtitle, Heading 1, and Heading 2 styles.
If you like the background elements of a theme but not the colors or fonts, you can mix and match theme
elements.

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If you create a combination of theme elements that you would like to be able to use with other documents,
you can save the combination as a new theme. By saving the theme in the default Document Themes
folder, you make the theme available in the Themes gallery. However, you don’t have to store custom
themes in the Document Themes folder; you can store them anywhere on your hard disk, on removable
media, or in a network location.
By default, Word applies the Office theme to all new, blank documents. In Word 2016, the Office
theme uses a primarily blue palette, the Calibri font for body text, and Calibri Light for headings. If you
plan to frequently use a theme other than the Office theme, you can make that the default theme.
To apply a built-in theme to a document
1. On the Design tab, in the Document Formatting group, click the Themes button, and then
click the theme you want to apply.
To change theme elements in a document 1. On the Design tab, in the Document Formatting group, do
any of the following:

 Click the Colors button (the ScreenTip says Theme Colors), and then click the color set you
want to apply.
 Click the Fonts button (the ScreenTip says Theme Fonts), and then click the font set you want to
apply.
 Click the Effects button (the ScreenTip says Theme Effects), and then click the effect style you
want to apply

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To save a custom theme

 Apply a base theme, and then modify the theme colors, fonts, and effects as you want them.
 On the Design tab, in the Document Formatting group, click the Themes button.
 At the bottom of the Themes menu, click Save Current Theme to display the contents of the
Document Themes folder in the Save Current Theme dialog box.
 In the File name box, replace the suggested name, and then click Save
To apply a custom theme

 Display the Themes menu. If you have created a custom theme, the Themes menu now includes
a Custom area that contains your theme.
 Click the theme to apply it to the document
To change the default theme

 In the document, apply the theme you want to use as the default theme.
 On the Design tab, in the Document Formatting group, click Set as
Default. To apply a theme from a nonstandard location

 On the Design tab, in the Document Formatting group, click the Themes button.
 At the bottom of the Themes menu, click Browse for Themes.
 In the Choose Theme or Themed Document dialog box, browse to the theme you want to apply,
and then click Open.
To find the location of your Document Themes folder

 On the Design tab, in the Document Formatting group, click the Themes button.
 At the bottom of the Themes menu, click Save Current Theme.
 In the Save Current Theme dialog box, click the icon at the left end of the address bar to display
the full path to the Document Themes folder.
To delete a custom theme 1. Do either of the following:

 Open File Explorer, browse to the Document Themes folder, and delete the theme file.
 In Word, display the Themes menu, right-click the custom theme, and then click Delete.
Note that the second method removes the theme choice from the gallery but does not remove the theme
file from your Themes folder

LAYOUT

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Page Margins

 Select the Margins icon from the Layout tab.

 Click the margin style you want to apply. OR
 Click the arrow in the Page Setup portion of the ribbon.
 Type the number of choice or use the arrows to select to the size you want.
 Click OK.

Page Orientation

 Select the Orientation icon from the Layout tab.

 Choose Portrait for a vertical page or Landscape for a horizontal page.

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 REVIEW

Spelling and Grammar Check

Word will automatically check for spelling and grammar errors as you type unless you turn this feature
off. Spelling errors are noted in the document with a red underline. Words that are spelled correctly but do
not fit in the context of the sentence are underlined in blue. Grammar errors are indicated by a green
underline.
To check the spelling and grammar:

 Select Spelling & Grammar from the Review tab.

 The Spelling and Grammar dialog box will notify you of the first mistake in the document, and
misspelled words will be highlighted in red.
 If the word is spelled correctly, click Ignore Once or click Ignore All if the word appears
more than once in the document.
 If the word is spelled incorrectly, choose one of the suggested spellings in the Suggestions box or
click on the arrow and choose Change All to change all instances in the document.
 If the word is spelled correctly and will appear in many documents you type (such as your
name), click Add to Dictionary to add the word to the dictionary so it will no longer appear as a
misspelled word.
 If the word is spelled correctly but does not fit in the context of the sentence, choose one of
the suggestions and click Change.
Thesaurus

 Highlight the word you want to replace.

 Select Thesaurus from the Review tab. A list of meanings and synonyms are given in the task
pane on the right side of the screen.
 Hover your arrow over the word you want to select until you see a dropdown arrow.
 From the drop-down menu, click Insert. OR

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  Right-click the word and select Synonyms from the shortcut menu.
 From the list of suggested words, click the word you would like or click Thesaurus... for
more options.
Closing a Document
Close the current document by clicking the File tab, then click Close. You can also close a file by clicking
the X in the top righthand corner of the screen. If you have changed your document recently without
saving it, a helpful popup box will appear asking you if you want to save the most recent changes.
Word Tips and Tricks

 Many features in Word can be accessed through the right click menu. Simply hover your cursor
over a word or object and click your right mouse button to bring up shortcuts for things like
cut/copy/paste, font and paragraph boxes, inserting a bullet or number list, quick synonyms,
etc.
 If you’re not sure if a formatting option is turned on, take a look at the ribbon. If a feature is
turned on, it will usually look gray. For example, try clicking on the Bold icon and see its
appearance change, and then click it again to see it turn off.
 When it comes to applying formatting to your document, you have the option to set your
formatting as you go (for example, turning Italics on and off each time you want to use it) or you
can get your document typed and then go through and change each part you want. To change text
that is already on the page be sure to highlight it first, OR go to your Home tab and then click
Select and then choose Select All from the dropdown menu to apply changes to the entire
document.
Keyboard Shortcuts:
Create a new document CTRL+N
Save a document CTRL+S
Open an existing document CTRL+O
Print a document CTRL+P
Close a document CTRL+W
Select an entire document CTRL+A
Highlight a Word Double-click within the word
Highlight a Paragraph Triple-click within the paragraph
Highlight a Sentence CTRL+ click anywhere within the sentence
Copy text CTRL+C
Cut text CTRL+X
Paste text CTRL+V
Undo CTRL+Z
Redo CTRL+Y
Bold CTRL+B
Italics CTRL+I
Underline CTRL+U
Align Left CTRL+L
Center CTRL+E
Align Right CTRL+R
Justify CTRL+J

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Intermediate and Advanced Microsoft Word
Working with sections and columns
Sections

 Create different sections in a document using various types of breaks.

 Place your cursor where you wish to insert the section break.
 Go to the Page Layout ribbon/Page Setup group and click the Breaks button.
 Select the type of break you wish to insert.

Section Break Type New section will begin

Next Page On the following page
Continuous On the same page
Even Page On the next odd numbered page
Odd Page On the next even numbered page

Columns
Format text into multiple columns
Select the text to be formatted in columns.
Go to Page Layout/Page Setup group and click the Columns button. Use the More Columns... option to
create more than three columns, change column width or spacing.

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Enter text in columns

 Click within one of the columns where you wish to enter text and begin typing.
 Text will ‘overflow’ into the following column
Formatting Tables
Aligning text

 Select the table text to be aligned.

 Go to Table Tools Layout/Alignment group and select the alignment option you wish to use

Merging cells

 Select the cells to be merged (joined) together. Go to Table Tools Layout/Merge group and
click Merge cells.
 The selected cells are now joined together into one cell.

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Shading

 Select the cells you wish to apply shading to.

 Go to Table Tools Design/Table Styles group and click Shading.

Borders

 Select the cells you wish to apply border to; or remove borders from.
 Go to Table Tools Design/Table Borders group and click Borders.

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Using formulas in a table

 Click in the cell where you wish to create a total (or other calculation).
 Go to Table Tools Layout/Data group and click the Formula button.
 Check the Formula box, select a number format if required and click OK.

Note:
SUM refers to the SUM function, which is used to add numbers together. (ABOVE) or (LEFT) refers
to the location of the cells containing the numbers to be added, in relation to the cell where you are
creating the formula. The Paste Function dropdown box can be used to select a different function, e.g
AVERAGE to create an average instead of a total.
Working with Graphics
Inserting pictures

 Go to Insert/Illustrations group and click Picture.

 Navigate to and select the picture to be inserted.
 Click Insert.
Inserting SmartArt

 Go to Insert/Illustrations group and click SmartArt.

 Select the SmartArt diagram you wish to use from the gallery and click OK.
 Enter text either directly into a shape in the diagram, or into the text panel to the left.

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 Note :
To add a shape to the diagram, use the text panel. Click at the end of the text entered into the shape
before/above the new shape you wish to create and press Enter.
To delete a shape, use the text panel. Select the text inside the shape to be deleted and press the
Delete key.
Inserting WordArt

 Go to Insert/Text group and click the WordArt button.

 Select a WordArt style from the WordArt gallery.
 Enter the text to appear in the WordArt style you have chosen.

Inserting symbols

 Go to Insert/Symbol group and click the Symbol button.

 Select a symbol from the items displayed immediately below the button, or select the
 More Symbols option to view further symbol shapes.
 Select a symbol, click Insert then Close to exit the Symbol dialogue box.

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 Creating a watermark

 Go to the Design ribbon / Page Background group and click the Watermark button.
 Select a preset watermark option or select Custom Watermark to create your own.

 If creating your own watermark, select Custom Water /

Text watermark, enter your text and click OK.

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 Creating shapes

 Go to Insert/Illustrations group and click Shapes.

 Select the shape you wish to create.
 Move your mouse onto the page, click and drag
diagonally to create the shape.

Starting the Mail Merge Wizard

Create your letter ready for mailing, and save

Using Mail Merge to create letters

1. Follow through the six steps in the Mail Merge Wizard to create a letter for a mass mailing.
2. Select the type of document you are creating from the options provided, and click Next at the
bottom of the task pane.
3. Select the appropriate option for the starting document. If you have the letter document open, select
the ‘Use the current document’ option. Click Next at the bottom of the task pane.
4. Select the data source containing the names and addresses of the letter recipients. Typically, this
will be from an Excel file, database or Outlook contacts. Select the appropriate option, click
Browse to select the data source. You will be shown a preview of the data source. Click OK,
then click Next to continue to step 4.
5. Insert the fields to be used for addressing and salutation purposes by clicking the More Items link.
This allows you to insert the relevant fields from your data source into the letter. Select a field
and click Insert to enter the field into the document. Click Next to continue.
6. Preview the letters to your recipients. You have the opportunity to exclude unintended recipients at
this step. Click Next to continue. The letters are ready to be printed, edited or saved using the
‘Print’ or ‘Edit Individual Letters’ options respectively.

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Mail Merge Wizard step-by-step

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Footnotes and Endnotes
Inserting a footnote or endnote

 Place the cursor where the footnote or endnote number is to appear in the document text,
and go to References/Footnotes group.
 To insert a footnote, click the Insert Footnote button; to insert an endnote, click the
Insert Endnote button.
 Enter the text for the footnote or endnote; then click away from where you have typed.

Review footnotes or endnotes in a document

 Go to References/Footnotes group.
 Click the dropdown arrow to the right of the Next Footnote button.
 Select from the options provided to proceed directly to the next or previous footnote or
endnote in the document.
Delete footnotes or endnotes

 Select the footnote or endnote number from within the document text.
 Press Delete.

-end-

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