Chapter – 01

WORDPROCESSING APPLICATION

Learning Outcomes

After studying this chapter, you should be able to:

- Start new document, save a document, and open an already saved document.
- Perform basic text formatting functions to suit to different needs of a document.
- Perform basic proof-reading functions.
- Insert and format objects such as pictures, tables, smart arts and drawings.
- Review a document using word and provide feedback.
- Apply references such as table of contents, foot notes and end notes, cross referencing
- Perform mail merge with a list of recipients.
- Perform advance tools such as macros and create electronic forms.
- To work collaboratively using MS word.

1.1 Introduction
Including work of this course manual, there are thousands of letters, memos, user manuals
and the likes are developed using a type of application software called word processing
applications. These applications, such as Microsoft Office Word, LibreOffice Writer, and
OpenOffice Writer, are specifically designed to produce stylish documents in day-today
businesses as well as office environments (also refer Section 2.2 of the Chapter 02 of this
course manual). Among these word processors, Microsoft Word has been very popular for
decades and it continues to provide greater value to the users through its new releases.

This chapter walks you through the fundamental uses of the Microsoft Office package. The
Microsoft Office package is selected for its wide use in the office environments. However, it
should be noted that the other open-source word processing solutions also have some similar
functionalities that enable users of one to easily switch among the word processing
applications. For the development of this course manual, a licensed copy of Microsoft Word
2016 on Microsoft Windows 10 was used. Students should note that the Office Package is
not a free package and therefore, obtaining license is needed. However, Microsoft has many
student facilitation programs signed with respective educational institutes to provide the
students with either free license or one at a concessionary price

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When following the rest of the manual, the responsibility to use the correct license
agreement lies with the students.

1.2 Getting started

There are multiple versions of Microsoft

Office (hereafter referred to as Office
and World for Microsoft Office Word)
containing a Word application.
However, they usually come under an
application folder called Microsoft
Office with corresponding version
number and all the application software
such as Word, Excel, PowerPoint, and
Access, come under the Office Package
/ Suite can be found there. Depending Figure 1-1: Starting Word
on the installations, you will also be able
to find a Desktop icon for Word.

There are many ways to start the Word Application (see Figure 1-1);

→ Click on (Windows Start icon) and look for the Microsoft Office package. Then
click on Word icon.
→ Click on (Search icon) and type “Word.” Then click on the Word icon that appears
on the start menu.
→ If your computer has desktop icon of Word, click (Word icon).

If your system has Word installed properly it will start off showing a starting window and
brings out Word’s start page where you have to either start a new file or open an existing file.
This page has few sections in it as shown in Figure 1-2. The left pane of the windows contains
all the recently opened/ saved documents. This section will help you quickly find a file and
start working on it while the rest of middle pane contains some templates from which, you
can create a new document. These templates will save some of the work that you do to make
the document look more relevant to the context. These templates are categorized and you
will be able to explore the available templates under each category by clicking on the
corresponding tabs that appear on top of the pane. Further, if you wish, you will be able to
search for any additional templates by using the search bar. However, for this course module,
we will be working with the blank document template.

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 Search bar Sign in user

Document template

Recent document pane

Figure 1-2: Word start page

1.2.1 Start a new document

→ Click Black Document to open a new document

This will open a new blank document with default settings. You will get a window as
shown in Figure 1-3.

You can start changing the document settings such as the paper size, the font, font size, and
document margins. You will learn the ways to change these settings and make your
environment more suitable for your preferences as you go on learning them in different parts
of this course. A short description of the elements of the window is given bellow.

1. Typing area
Typing area is the main area of a Word document. This is
where everything goes in. In other words, typing of words,
inserting of objects such as pictures and tables will appear
here. You will see this as a white area resembling a paper and
the size of the region reflects the corresponding size of the
paper being used in the current document (e.g. A4). This area
will expand into multiple pages automatically as you insert
contents onto it. Unlike a desktop publishing application,
Word cannot hold objects and text outside the typing region.

2. Quick access bar

Contains most commonly used commands like ‘Save’ and ‘Print’. A drop-down menu
will allow you to select the quick commands to appear on the toolbar.

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Figure 1-3: Elements of word

3. Ribbon
Ribbon contains the different commands corresponding to a category such as the
commands related to Referencing. There are several ribbons and by clicking on
Ribbon Tabs, you will be able to browse through different commands.

The commands come in the form of buttons or list down menus and clustered into a
group. For instance, the ‘Font’ group contains all the commands related to
formatting of fonts related properties in a document (formatting fonts will be
covered later in this chapter).

4. Signed in user
With latter version of Word allows the users to login to Office Suit that enables them
use cloud services as well as better management of documents. Especially, if you
have multiple devices, this feature will provide additional benefit of saving and
accessing files from anywhere through Microsoft OneDrive. Further, through these
logins, Microsoft manages its user license as well.

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 5. Dialog box launcher
Ribbons come with the limitation of not being able to list all
the available commands in a single menu. Thus, every
command group comes with an option of calling a dialog
box to access the extended commands that the ribbon does
not provide with. For instance, you will be able to launch
‘Font’ dialog box by clicking the icon appearing at the
corner of the group.

6. Navigation pane
Once the document is properly configured with sections and headings, the navigation
pane will cascade out the different sections of the document by its headings.

7. Document information
This section will provide a quick set of information about the document being
prepared. Among the common information it provides is the number of pages, word
count, and the language being used.

8. Switch document view

There are multiple views of a document and the default is the one you will see with
the typing area typifying a blank page. This is called ‘Page Layout’ view. You will be
able to switch though the other views by selecting respective views.

9. Document zoom
Document can be either zoom in or zoom out by adjusting the slide.

1.2.2 Opening an existing document

Once a document is saved, it should be re- opened to continue working with the same
document. To do this the following options can be used.

1. Double click the Word document from the place where it is saved.
Word has .doc and .docx as associated file extensions. Thus, once you double click on
the file, you will get the file open from Word.
2. Selecting from the history of documents you have worked with

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 → Click on FILE1 Open
You will see a list of past files you have worked with. You can quickly open a file
by simply clicking on the required document.

3. By specifying the document from Word

You can also open a file by specifying its location from Word. It allows you to choose
from either OneDrive or a file location of the current system.

→ FILE Open Computer Browse

You will get a list of several recently used locations for convenience. If there is a
location that you would be frequently using, you have the option of pining it to
the pane to make it appear all the
time.

Click one of those locations or the

Browse button to open up Open File
dialog box from which you can
chose the correct document to be
opened.

Figure 1-4: Save as dialog box

1.2.3 Saving a document

Saving a document for later use is one of the most important features of any application. You
will be able to save Word document in many file formats. As mentioned before, the default
Word file extension is .docx. But you will be able to save it in many options including a down
word compatible version (Word 2003) or as a Portable Document Format (pdf).

To save a document;

→ FILE Save
Just as Open file option, this too will ask where to save and you can choose the file
saving location by pressing ‘Browse.’ This will bring a dialog box as shown in Figure
1-4. Shortcut: Ctrl + S
→ Choose the drive of the file to be saved from the left pane and the folder from the
right pane of the dialog box.

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All the captions of ribbon tabs came before Office 2016 were in capital letters. However, the same convention
is adopted here as well to distinguish a ribbon tab from other commands.

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 → Type File name. You do not have to type the file extension.
→ If you want to change the file type other than default world extension, you can choose
from ‘Save as type.’

You can even save your document as a web page by selecting ‘Web Page option’.

Sumith Jayasinghe
CMA Sri Lanka
Visakha Private Road
Colombo 04

August 10, 2017

Mr LasithWickramarachi
Manager -Training
CMA Sri Lanka
Visakha Private Road
Colombo 04

Dear Sir,

Opportunity for Training

This letter is a formal request for you to consider allowing me to take three working daysoff fromAugust 15, 2017 to
August 18. 2017in order to attend a training seminar on Project Management. The program is being offered by the
University of Moratuwa and is open to all Business Management graduates who are just beginning their careers. The cost
of the seminar is Rs. 100,000, which I am willing to pay. The breakdown of the cost of the seminar is as follows;

Item Cost
Registration: Rs 50,000.00
(This cost includes meals and refreshments)
Workshop materials: Rs 18,000.00
Accommodation: Rs 30,000.00
Travelling: Rs 2,000.00

My supervisor, Ms. Sharmalie Karunanayaka, recommended that I consider the training seminar because she believes I am
ready to lead some of the projects on waste management. I have participated in three major waste management projects
during the two years I have worked for Lindit Company.

I have assisted my supervisor manage the projects, but feel that formal instructions will help me a lot. During my three-
day absence from work, my colleague Name of Colleague will oversee my work. Thank you for considering my request. I
would be happy to discuss the details of the seminar with you at any time. I can be reached at Phone Number or at Email
Address. The last date for registration for the seminar is August 12, 2017.

Sincerely,

Signature of Employee
Printed Name of Employee

Figure 1-5: sample letter for practicing

[Adapted from: https://www.sampleletters.info/writing-a-training -request-letter-with- sample.html]

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1.2.4 Password protecting a document

Some documents are confidential and need to be protected with

a password. This password will not only stop anyone else
opening a document, but also encrypt it to protect whatever data
it holds.

→ FILE → Info section →

This will drop-down a menu
→ Choose ‘Encrypt with Password’. You will be asked to enter and re-enter a password.

1.2.5 Work with PDF

To edit a PDF, simply open it in Word. This works best with PDFs that are mostly text.

1. Go to File > Open.

2. Find the PDF and open it (you might have to select Browse and find the PDF in a folder).
3. Word tells you that it's going to make a copy of the PDF and convert its contents into a
format that Word can display. The original PDF will not be changed at all. Select OK.

Note: The converted document might not have a perfect page-to-page correspondence
with the original. For example, lines and pages may break at different locations.

1.3 Page setup of a document

It is always a good practice to start a document by setting up the pages. This means mainly
setting the size of a page, various margins, and the page orientation. Once the page settings
are set correctly, the formatting of the rest of the document will not be affected. Otherwise,
the formatting you make may be affected once the above settings are changed. For instance,
the size of ‘Letter’ type paper and ‘A4’ type paper is different. If you adjust the contents of
a page having ‘Letter’ and later change it to ‘A4’ the line that would be in the following page
would be moved to the current page.

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 Page size. E.g. A4

Page margins

Page orientation

Whether the page

setup is applicable
for the whole
document or a
section of it

Figure 1-6: Page setup dialog boxes

LAYOUT→ Page Setup group → click on to get the Page Setup dialog box as shown in
Figure 1-6.

OR; double click on grey area of the top-ruler.

While the dialog box will allow you to change more settings of the document, you can also
change some commonly set (used?) settings from the ribbon buttons as shown below;

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1.4 Starting with text

The first thing you need to learn when using any Word Processing application is where to
enter the text. However, any application of this nature has never made it difficult to figure
out this by the users themselves. Any new document will bring you to a blank page on which
you will be able to start entering text and
inserting objects.

Spelling and Grammar Tool

It is common to make language mistakes while

constructing any document. However, Word
comes with very powerful and user-friendly
proofing tools. To make work easy, Word checks
for grammar and spelling mistakes as you go on
typing and if one detected, it will use different
underlining methods to show the type of the
error in the sentence.

To correct errors;
→ Right click on the underlined error.

→ Choose the applicable correction from the

menu.

→ OR; REVIEW→ . Spelling and

Grammar pane will appear on the right
corner with the corrections. Choose the
appropriate correction.

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 → To add the word to the default dictionary so that Office stops flagging it as
misspelled, click Add or Add to Dictionary.

→ Note: If the Add or Add to Dictionary option is not available, make sure you have a
default custom dictionary selected in the Custom Dictionaries dialog box.

o Open Custom Dictionary Dialog Box

▪ Open the proofing options
▪ In most Office programs: Go to File > Options > Proofing.
▪ In Outlook: Go to File > Options > Mail > Spelling and
Autocorrect > Proofing.
o Make sure the Suggest from main dictionary only check box is cleared.
o Select Custom Dictionaries.

All dictionaries are listed here, with the default dictionary at the top.

→ To ignore the word and move to the next flagged word, click Ignore or Ignore Once.
→ To ignore all instances of the flagged word and move on to the next one, click Ignore
All

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 Turn on or off auto correct option

1. Go to File > Options > Proofing and select AutoCorrect Options.

2. On the AutoCorrect tab, select or clear Replace text as you type.

1.5 Formatting a document

Formatting text means to make the text on a document to appear as you wish. In other
words, how to change the appearance of text on a document to suit the context. For
instance, title of a memo should be in bold letters having underlined, while starting of the
body of the letter to be indented.

To demonstrate the commands in this section, we will be using the sample letter requesting
for training shown in Figure 1-5. As a practice, open a new document and type the letter
exactly as appeared in the above. Save the document for later use.

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1.5.1 Formatting fonts

Formatting fonts is performed through ‘Font’ group of the HOME ribbon. You can either
start changing the font properties of the current curser position (where the text will be
inserted into) or select a text in the document to apply formatting on the selected text.

Font type Increase / Decrease size Change font type

You can select different fonts from the list.
Super/sub script
→ HOME→ in Font group, click on the
down arrow of the font list box → select a
font.

Face Size Colour

Highlig You can see all the fonts installed in the
system list. If you cannot find a font you are
looking for listed in the list box, you will have to get that font installed into the system
first, before using.

Changing font size

→ HOME→Font size list box → either click on a listed font size or type a size you want.

You can increase or decrease all the sizes of the fonts in a selected text area by clicking
the buttons.

Changing the face of the font

You can change font face to Bold, Italic, or Underlined. You can apply any combinations of
these, such as bold + italic, bold + underline, or bold + underline + italic.

→ To bold a text: HOME →

Or select a text and press CTR+B

→ To italic a text: HOME →

Or select a text and press CTR + I

→ To underline a text: HOME →

Or select a text and press CTR + U

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 Exercise

Make the title of the letter bold and underline. To empathize the dates of the
training program, underline all the dates appear in the body. Since the cost needs
to be communicated well to the Training Manager, make it italic. Make titles of the
cost breakdown bold and underline. Set the font of the letter to be Arial and the font
size to be 10. Align the addresses of the letter to the left and the body of the letter
to be justified.

Text alignments and line spacing

Text alignment of a document is referred to as the relative position of the text on the paper
of a document. The line spacing is referred as the relative space between the text lines on
the document. These commands are found in the Paragraph group of the ribbon.

Text alignment
This letter is a This letter is a This letter is a This letter is a formal
formal request for formal request for formal request for request for you to
you to consider you to consider you to consider consider allowing
allowing me to take allowing me to take allowing me to take me to take three
three working days three working days three working days working days off
off from August 15, off from August 15, off from August 15, from August 15,
2017 to August 18. 2017 to August 18. 2017 to August 18. 2017 to August 18.
2017 2017 2017 2017

Left aligned Center aligned Right aligned Justified

Figure 1-7: Text alignment options

→ Select a paragraph where you want to align the text.

→ Press HOME or CTR + L for left aligning; or CTR + E for centering; or
CTR + R for right aligning; or CTR + J for justifying.

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Line spacing
There are two kinds of line spacing commonly used in a document. One is the space between
lines in a paragraph, which is flowing of a paragraph without inserting a new line by pressing
the ‘Enter’ key, and the other is between two paragraphs,
which are usually denoted by pressing of the ‘Enter’ key.

To change the line spacing of a paragraph;

→ Select the paragraph to be formatted with line
spacing
→ HOME and select the appreciate line
spacing from the menu.
You can also change line spacing to 1, 1.5, and 2 by
pressing CTR + <respective number>

Word’s default theme consists of paragraph spacing

added so that an extra spacing is added when you enter
the ‘Enter’ key to insert a new line. However, you can
change this by clicking the “Remove Space Before / After Paragraph” commands that
appear on the drop-down menu of line spacing.

You can change further settings of line / paragraph spacing by calling the Paragraph
Properties Dialog box as shown in Figure 1-9.

→ If you want to change the line spacing to a customized size, change the “Line
Spacing” to “Multiple” and set the spacing you wish to have on your paragraph
(e.g. 1.25).

First lineindent Decimal Right tab

tabindent

Leftindent Left tab Centre tab Right indent

Figure 1-8: Text placement tools on the ruler

1.5.2 Positioning text on a document

Positioning text on a document has many uses when it comes to formatting a document.
Tabs and Indentation are very useful features in this regard. When you write a document,
usually it starts from the left most corner of the document. However, this can be changed to
any place of your document. Note that this is not the same as setting the alignment.
Indentation, on the other hand, sets the typing boundaries (not the page boarders, which will
be covered later in this chapter) while tabs will let you position even a split of a sentence into
a desired place in the document.
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Indentation
You can change the indentation in two ways;
→ Method 1: Click on the paragraph that you need to change the indentation and press
HOME to increase or decrease indentation.
→ Method 2: Use the Indentation Handles ( , , ) appear on the ruler2 to adjust the
indentation. To do this, click and hold to grab the handle and then slide it across the
ruler to the desired position on the document.

Different types of indentation will allow you to change the appearance of the text. Note that
the indentation can be applied to each paragraph of a document. The Figure 1-10 shows the
differences of the appearance you can get by different indentations.

Table 1-1: Selected types of tabs and their functions

Tab Purpose E.g.

Hold the text in place from the beginning (left)

Hold the text in place from the End (right)

Hold the text in place from the centre (centre)

Hold the text in place from the decimal place of a

number so that all the decimal places can be aligned
(Decimal)

Tab stops
Tab stops3 on a document will hold a position of a
text once the tab button is applied. A commonly
made mistake by many users when they want to
move the text to a desired position is to keep
pressing ‘Space bar’ until the text is roughly
positioned on the intended place. However, when
font is changed or some other formatting is applied
even elsewhere of the document, the alignments of
text as well as the position of the text will be
disturbed, if the user adapted such an erroneous
method. Fortunately, tab-stops setting on the Figure 1-9: Paragraph properties
document will solve all the issues related to the dialog box

above-mentioned malpractice.

2
If the ruler is not visible on top of the document as well as on the right, tick the option on VIEW Show
Ruler
3
Tabs and Tab Stops are used interchangeable.

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To place tab-stops on your document;

→ Select the text or place the curser on the line you want to apply tab stops on.
→ Click on the tab selector which is placed just above the left-vertical ruler ( ). The
one that is already there is the type of tab-stop that is going to get placed when you
click on the ruler. If you want to change the tab-stop, keep clicking on the tab-stop
selector until the correct tab-stop appears.
→ Click on the top-horizontal ruler to place a tab- stop.
→ You can place multiple (from the same as well as different types) tab-stops.

To place / align a text with a tab-stop;

→ Place the curser on at the beginning of the text you want to move.
→ Press the ‘Tab’ key on the keyboard. The text will jump to the next tab stop.
→ If you have multiple tabs, keep pressing the tab key until the text stops at the
intended place.

To change the location of an already placed tab-stop;

→ Click and hold the tab and drag it to the new location.

To delete an already placed tab-stop;

→ Click and hold the tab-stop, then drag it off the ruler (e.g. pull it down).

1.5.3 Enhancements
Different kinds of enhancements can be introduced to a document such as inserting
boarders, shading a text area, or insert a “Drop-Caps.” This section will introduce you some
commonly used enhancements and once you get familiar, you can explore further features.

Shading paragraph
→ Select the paragraph.
→ HOME→ select the preferred colour.

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Applying a border to a paragraph
→ Select the paragraph.
→ HOME→

This letter is a formal request for you to consider allowing me to take

three working days off from August 15, 2017 to August 18. 2017 in order
to attend a training seminar on Project Management.

Applying page Colour

→ DESIGN→ (Page Colour)

Select the colour from the palette

Applying page borders

→ DESIGN→ (Page borders)

This will bring up the borders dialog
box. Note that you will able to make
changes to text, paragraphs, and
borders through this dialog box.
→ Select Page Border tab.
→ Select the style and the colour for the borders.

Figure 1-10: Commonly used indentation

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 → You can also apply some pre-defined art styles. Select a style from Artlist box.
→ Click on the borders to appear from the Preview area on the right side.

Drop Cap
Drop cap will emphasize on the first letter by making it
bigger and drop down to several lines. This style is
mostly found in story books and magazines. You will be
able to select different styles or Drop caps from the
options.

D
rop cap will emphasize on the first
letter by making it bigger and drop
down to several lines. This style is
mostly found mostly in story books and
magazines.

→ INSERT→ (Drop Cap).

→ Select the style or click options you get in the dialog box.
→ Change the settings to suite the requirement, such as Lines to drop and Distance
from text.

1.5.4 Working with tables

Tables allow you to organize the contents in a tabulated manner. Further, you will be able to
move the contents easily without getting disoriented.

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Insert a table

→ INSERT→ and click on the squares . Drag the squares until you get
the required number of rows and columns. E.g. 3 x 5.
→ OR, click on the down arrow →Insert Table. This will bring a dialog box from which
you can specify the number of rows and
columns to be included in the table.
→ You can also draw a table by using a Draw
Table option from the drop-down menu.

Formatting a table
→ Once the table is selected, you will see some
new tabs appear on the ribbon as DESIGN and
LAYOUT.
→ Select row or column that you want to format
and change the properties such as font,
borders, and background colours by following the commands described earlier in this
chapter.
→ If you want to choose a suitable
style from a set of styles
provided in Word;
o DESIGN→ select the
style you want from the
list.
→ Select LAYOUT tab from the
ribbon. You will see a set of commands to modify the table properties.

Insert new row / columns

→ Select a row / column where you want to insert a new one in.
→ Right click on the selected row / Column→Insert→Insert Row (or Column) Above /
Insert Row Below.
→ If you want to add a new row to the end of a table, you can either follow the above
two steps OR simply click on the last cell of the table and press the ‘Tab’ key. A new
row will be automatically added to the end of the table.

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 → OR move the mouse pointer over any Row / Column and a plus sign will appear. Click
on it to add a new row or a column.

Delete rows / columns

→ Select row / column by right clicking a row / column.

→ This will appear. Click on Delete down-arrow

and select Delete Rows / Columns.

Remove a table
→ Move the mouse pointer over the table that you want to delete.
→ A cross will appear on the left-top corner of the table. Click on it to select the entire
table and the tool bar shown in ‘Delete rows’ section will appear. This time, select
Delete Table.

1.5.5 Working with pictures and drawings

Including pictures and drawings into a document is very common.

E.g. adding a logo or a block diagram to show an activity flow.
Though you can insert pictures and drawings directly into a
document, it is advisable to insert them into a drawing canvas.
Drawing Canvas will act as a container for all the drawings and the
pictures that have been inserted into. Thus, it is easy to manage a
collection of objects without having any hassle. Further, the
objects inserted into a canvas will not flow out of it, hence, setting
a boundary.

Inserting a drawing canvas

→ Click INSERT→ Illustrations group→ . This will list

down a verity of shapes that can be inserted into a
document.
→ Select ‘New Drawing Canvas’ that appears at the bottom
of the menu. This will insert a drawing canvas into the
location of the curser.

Inserting shapes into a drawing canvas

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 → Click inside the canvas you want to add shapes into.
→ Click INSERT →Illustrations group→Shapes → select a shape you want to draw. OR
there is a new tab, called FORMAT, appears in the ribbon. Click on it and the same set
of shapes can be found in that ribbon too.
→ The mouse pointer will turn into a cross. Draw the shapes you want on the canvas.

Inserting pictures
Pictures can be inserted either from the local storage or from an online source (the internet).
There are multiple ways to insert a picture and we will discuss only a few here.

Inserting a picture from the local storage

→ INSERT → Illustrations group →

→ This will pop up a picture insert dialog box similar to the one used in opening a file.
Browse through the folders to locate the picture to be inserted and click ‘Insert.’

Inserting a picture from an online source

→ INSERT → Illustrations group →

→ This will pop up a dialog box as shown in Figure 1-11.

→ Type a search string in the given box to search from the web. The search engine
used to search pictures is Microsoft Bing.
→ Press ‘Enter’ or click on the magnifying glass to get the search results.
→ Select the picture you want to insert and click on ‘Insert’ button.

Figure 1-11: Insert a picture from an online source

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Cropping a picture
If the inserted picture contains an area that needed to be removed, you can do so through
Cropping. It is just like cutting off the additional areas of a real picture with a pair of scissors.
→ Click on the picture that is to be cropped.

→ FORMAT→Size group→
→ Adjust the area to be visible by clicking on the handles that
appear around the picture. You will be able to see the visible
area clearly and the cropped area in grey.
→ Click on outside the picture to apply the changes.
→ Note that cropping will not actually remove the non-visible
area, unless you compress the picture. Thus, you can always adjust the visible area by
repeating the steps above.
→ You can also select a shape of the cropping area from the drop-down options
available in the ‘Crop’ icon.

1.5.6 Smart art

A SmartArt graphic is a visual representation of your information and ideas. You can create
SmartArt graphics by choosing from among many different layouts to quickly, easily, and
effectively communicate your message. SmartArt graphics, especially combined with other
features such as themes, help you create designer-quality illustrations with only a few clicks
of your mouse.
The SmartArt button is on the Insert tab, and, depending on your screen size, may look like
any of the following:

What to consider when choosing a Layout

When you choose a layout for your SmartArt graphic, ask yourself what you want to convey
and whether you want your information to appear a certain way. As part of this process,
when you create a SmartArt graphic, you are prompted to choose a type such as Process,
Hierarchy, or Relationship. A type is similar to a category of SmartArt graphic, and each
type contains several different layouts.

Because you can quickly and easily switch layouts, try different layouts (from different types)
until you find the one that best illustrates your message.

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1.5.7 Text wrap
You can instruct Word to arrange text around an inserted object in a document. These
objects can be a picture, a drawing on a canvas, or a shape. The text wrapping options are
given in Table 1-2.

Table 1-2: Text wrapping options

Option Description
The object will be treated just like a character in the line of text that the object is
In Line with Text
placed.
Squire Texts will be wrapped around the object with margins around the object.
Tight Text will be wrapped around the object without any margin.
Text will flow through the object. For instance, if the object is a vector graphic,
Through
the text will fit in between the spaces within the graphic as well.
Text will not be placed in either side of the object, regardless of its horizontal
Top and Bottom
position.
Behind Text Text will flow over the object.
In Front of Text Text will flow behind the object.

Edit Wrap Points You will be able to manually change the wrapping boundary around an object.

To apply text wrapping on an object;

→ Click on the object.
→ FORMAT→ Arrange group →
→ Pick the suitable options from the drop-down menu.
→ OR; click on the object and one of the text wrapping icons that is already applied to
the object will appear on the top-right corner. Click on that icon and you will be able
to change the wrapping options.
24
 Figure 1-12: Layout options dialog box

To change layout options;

If you want to change layout options, such as wrapping side of the object and wrapping
margins, you can do so through ‘Layout Options’ dialog box.

→ FORMAT→ Arrange group → →More Layout Options

This will pop-up Layout Option dialog box as shown Figure 1-12.
Click on ‘Text Wrapping’ tab.

→ Change the options from the dialog box to fit your requirements.

1.5.8 Page breaks and section breaks in a document

Page breaks
Another common practice adopted by many users when they want to get a new page to a
document is to keep pressing the ‘Enter’ key until a new page appears. This means that you
manually enter some blank lines. If your document is a large one and you insert additional
text or objects from the above pages, the blank lines you include will also flow to the other
page, making your document a mess. The solution for this is to explicitly instruct Word where
to break for a new page.

25
Inserting a page break;
→ Place the curser where you want the document to have a new page.

→ INSERT→ Pages group →

OR; LAYOUT→ Page Setup group → →Page
OR; press CTR + Enter
→ A new page will be inserted. If a page break is introduced in a middle of a text, the
rest of the text will flow to a new page.

Removing a page break

→ Page break is a hidden character inserted into the document. To remove a break, you
should delete the character. However, since it is a hidden character, you have to first
make it visible.
→ HOME→ Paragraph group→ . This will make all the hidden characters, such as
page breaks, line breaks, space, and tabs, on the document visible.
→ A page break should be visible.
→ Delete the break.

Section breaks
Section of a document will allow the user to apply different formatting, such as page
orientation, separate headers and footers, and so on. This also includes presenting text in
columnar format. There are many section breaks and only the page breaks are discussed
here.

→ LAYOUT→ Page Setup group → → under section breaks, choose

NextPage.
Like the page break, this action will insert a new page after the curser location.
However, the difference between a page break and section break is that, in section
break you will be able to change formatting mentioned above differently applicable
for different sections of a document. Some of the commonly used applications are;
o Different headers and footers for different chapters of the same document.
o Change the orientation of (landscape or portrait) selected pages, while the
rest of the document is in one orientation.

1.5.9 Headers and footers

Header is the repeating top part while footer is a repeating bottom part of a document. Once
inserted, they will be repeated in each page of the document.

26
Inserting a header

→ INSERT→ Header & Footer group → and select from a template.

OR; scroll up until you see the top of the page you are working and double click on
the top most area of the page (not the body of the page).
→ Type the text you want to be repeated in every page of the document as the header.
→ You may also include any image as a logo.

[sample header]

Inserting a footer

→ INSERT→ Header & Footer group → and select from a template.

OR; scroll down until you see the bottom of the page you are working and double
click on the bottom most area of the page (not the body of the page).
→ Type the text you want to be repeated in every page of the document as the footer.
→ You may also include any image just like in the header.
→ Add page numbers, contact details, etc. that will be repeated in the footer.

Inserting page numbers

→ INSERT→ Header & Footer group → and select from the drop-down menu for
the page numbers to appear in the header or in the footer.
→ Once inserted, you will be able to apply different formatting, such as font, for the
page numbers.
[Sample Footer]

27
Inserting unique Headers / Footers for different parts of a document
Suppose that you are writing a report that has table of contents, a preface, and different
chapters. These different sections of your document need to be formatted with different
headers and footers. For instance, table of contents and preface section will have roman
numbers while the rest of the document contains Arabic numbers. Similarly, different
chapters would also have headers unique to those chapters containing the chapter number
and the name. To do this;

→ Insert a new page as a section break at the end of each section / chapter.
→ Go to the second section (e.g. suppose the first section is the table of contents and
the preface; then the first chapter is the second section).
→ Double click on header area of the document and there will be a new header, called
Header Footer Tools Design, appear.

→ HEADER & FOOTER TOOLS DESIGN→ This button should be in

selected mode from the second section on words. Click on it to unselect it.
→ Repeat the above step in each section of the document that you want to have
different headers and footers. Also note that you must unselect ‘Link to Previous’
from both header as well as footer in each section.
→ Now, change the header and footer by going to each section. Now you can see that
the headers and footers inserted into a section will only be applicable for that section.

1.5.10 Add bookmarks in a document

A bookmark identifies a specific word, section, or place in your document so you can easily
find it again without scrolling through the document. For example, you might create a
bookmark to identify text that you want to revise later.

To add a bookmark, you first mark the location in your document you want to go to. After
that, you can jump to the location or add links to it within your document.

Bookmark the location

I. Select text, a picture, or a place in your document where you want to insert a
bookmark.
II. Click Insert > Bookmark.

III. Under Bookmark name, type or select a name and click Add.

28
 Note: Bookmark names must begin with a letter, can be up to 40 characters long,
and cannot contain any spaces. Bookmarks may contain letters, numbers, or
underscores (_).

Go to the bookmark
After creating your bookmarks, you can jump to them at any time or add links to them within
your document.

Jump to a bookmark
Type Ctrl+G to open the Go to tab in the Find and Replace box. Under Go to what, click
Bookmark, select the bookmark name, and then click Go to.

Link to a bookmark
Add hyperlinks that will take you to a bookmarked location in the same document.
I. Select the text or object you want to use as a hyperlink.
II. Right-click, and then click Hyperlink.
III. Under Link to, click Place in This Document.
IV. In the list, select the heading or bookmark that you want to link to.
Note: To customize the Screen Tip that appears when you rest the pointer over the
hyperlink, click ScreenTip, and then type the text that you want.
V. Click OK.

1.5.11 Include type written text with your reusable signature

If you want information like your job title, phone number, or email address to be part of your
signature, save it along with the picture as AutoText.

I. Type the text you want under the inserted

picture.
II. Select the picture and the typed text.
III. Click Insert > Quick Parts.
IV. Click Save Selection to Quick Part Gallery. The Create New Building Block box opens.

29
 V. In the Name box, type a name for your signature block.
VI. In the Gallery box, select AutoText.
VII. Click OK.
VIII. When you want to use this signature, place the insertion point where you want to
insert the signature block.
IX. Click Insert > Quick Parts > AutoText, and then click the name of your signature block.

1.6 References
1.6.1 Create Table of Content
A table of contents, usually headed simply "Contents" and abbreviated informally as TOC,
is a list, usually found on a page before the start of a written work, of its chapter or section
titles or brief descriptions with their commencing page numbers.

Create a table of contents

To create a table of contents that’s easy to keep up-to-date, apply heading styles to the text
you want to include in the table of contents. After that, Word will build it automatically, from
those headings.

Apply heading styles

Select the text you want to include in the table of contents, and then on the Home tab, click
a heading style, such as Heading 1.

Do this for all of the text you want to show up in the table of contents.

Word uses the headings in your document to build an automatic table of contents that can
be updated when you change the heading text, sequence, or level.

I. Click where you want to insert the table of contents – usually near the beginning of a
document.
II. Click References > Table of Contents, and then choose an Automatic Table of
Contents style from the list.

Note: If you use a Manual Table of Contents style, Word won't use your headings to create
a table of contents and won't be able to update it automatically. Instead, Word will use
placeholder text to create a dummy table of contents, and you'll need to manually type each
entry into it.
30
If you want to format or customize a table of contents, you can. For example, you can change
the font, the number of heading levels, and whether to show dotted lines between entries
and page numbers.

Format or customize a table of contents

After you create a table of contents, you can customize the way it looks. For example, you
can select how many heading levels to include and whether to show dotted lines between
entries and page numbers. You can also change the format of the text, and Word will keep
that format no matter how many times you update a table of contents.

I. Click References > Table of Contents > Custom Table of Contents.

II. In the Table of Contents dialog box, make your changes. You’ll see a preview of the
changes in the box on the right.

31
 • To add dashed or dotted lines between entries and page numbers, in the Tab leader
list, choose a line style. To remove the lines, click (none).
• To change the overall appearance of your table of contents, in the Formats list, click
the format you want to apply.
• To change the number of levels displayed in your table of contents, click the up or
down arrows next to Show levels.

III. Click OK.

Format the text in a table of contents

You can change the way the text looks in each level of a table of contents.

I. Click References > Table of Contents > Custom Table of Contents.

II. In the Table of Contents dialog box, in Formats, click from template.
III. At the bottom of the dialog box, click Modify.
IV. In the Style dialog box, in the Styles list, click the level you want to change and then
click Modify.
V. In the Modify Style dialog box, make the formatting changes that you want, and then
click OK.
VI. Repeat steps 4 and 5 for all the levels you want to display in your table of contents.

Change or add levels in a table of contents

The most common way to change the number of levels shown in your table of contents is to
just replace the existing table with one that contains the levels you want. A shorter, but more
technical way to do it is to edit the field code information.

If you want to change the level of an individual table of contents entry, change the heading
level of that text in the body of your document.

32
Replace the table of contents

I. Click References > Table of Contents > Custom Table of Contents.

II. In the Table of Contents dialog box, in the Show levels list, choose the number of
levels that you want, and then click OK.

For example, if you click 2, then all text with the Heading 1 style or the Heading 2 style applied
is displayed in the table of contents.

III. When you are asked whether you want to replace the existing table of contents, click
Yes.

Change the level of a table of contents entry

To change the level of an entry in your table of contents, just change the heading level of that
text in the body of your document.

I. Click the heading that you want to change.

II. On the Home tab, in the Styles group, click the heading level you want.
III. On the References tab, Click Update Table.

IV. Click Update entire table, and then click OK.

Word automatically includes the top three levels in a table of contents.

Update a table of contents

To update a table of contents that was created automatically from heading styles, click
References > Update Table.

33
You can choose to Update page numbers only or Update entire table if you want to update
the page numbers and the text.

1.6.2 Footnotes and endnotes

You can use footnotes and endnotes in documents to explain, comment on, or provide
references to something mentioned in a document. Usually, footnotes appear at the bottom
of the page and endnotes come at the end of the document or section.

Add a footnote
Word inserts a reference mark in the text and adds the footnote at the bottom of the page.

I. Click where you want to add the footnote.

II. Click References > Insert Footnote.

III. Type the footnote text.

Note: To return to your place in your document, double-click the footnote mark.

Add an endnote
Word inserts a reference mark in the text and adds the endnote at the end of the document.
I. Click where you want to add the endnote.
II. Click References > Insert Endnote.

Note: You also can press CTRL+ALT+D to insert an endnote.

III. Type the endnote text.

34
Delete a footnote or an endnote
You don't delete the footnote with a separator line at the bottom of your page or an endnote
at the end of your document. It’s the reference number or mark in the body of the text you
delete. And if you delete a reference number for a footnote or endnote itself, Word
renumbers the existing notes.
I. Open your document.
II. On the References tab, in the Footnotes group, choose Next Footnote (default
setting) or choose the drop-down arrow and choose Next Endnote.
III. Select the footnote or endnote and then press Delete.

1.6.3 Create a cross-reference

A cross-reference allows you to link to other parts of the same document. For example, you
might use a cross-reference to link to a chart or graphic that appears elsewhere in the
document. The cross-reference appears as a link that takes the reader to the referenced
item.
If you want to link to a separate document, you can create a hyperlink.
You can't cross-reference something that doesn't exist, so be sure to create the chart,
heading, page number, etc., before you try to link to it. When you insert the cross-reference,
you'll see a dialog box that lists everything that's available to link to.

Insert the cross-reference

I. In the document, type the text that begins the cross-reference. For example, "See
Figure 2 for an explanation of the upward trend.".
II. On the Insert tab, click Cross-reference.

III. In the Reference type box, click the drop-down list to pick what you want to link to.
The list of what's available depends on the type of item (heading, page number, etc.)
you're linking to.

IV. In the Insert reference to box, click the information you want inserted in the
document. Choices depend on what you chose in step 3.

35
 V. In the for which box, click the specific item you want to refer to, such as "Insert the
cross-reference."
VI. To allow users to jump to the referenced item, select the Insert as hyperlink check
box.

VII. If the Include above/below check box is available, check it to include specify the
relative position of the referenced item.
VIII. Click Insert.

1.6.4 Index
An index lists the terms and topics that are discussed in a document, along with the pages
that they appear on. To create an index, you mark the index entries by providing the name
of the main entry and the cross-reference in your document, and then you build the index.

Mark the entries

These steps show you how to mark words or phrases for your index.
I. Select the text you’d like to use as an index entry or just click where you want to insert
the entry.
II. Click References > Mark Entry.

III. You can edit the text in the Mark Index Entry dialog box.

36
 IV. You can add a second-level in the Subentry box. If you need a third level, follow the
subentry text with a colon.
V. To create a cross-reference to another entry, click Cross-reference under Options,
and then type the text for the other entry in the box.
VI. To format the page numbers that will appear in the index, select the Bold check box
or Italic check box below Page number format.
VII. Click Mark to mark the index entry. To mark this text everywhere it shows up in the
document, click Mark All.
VIII. To mark additional index entries, select the text, click in the Mark Index Entry dialog
box, and then repeat steps 3 through 7.

Create the index

After you mark the entries, you’re ready to insert the index into your document.
I. Click where you want to add the index.
II. Click References > Insert Index.

III. In the Index dialog box, you can choose the format for text entries, page numbers,
tabs, and leader characters.

37
1.7 Mail merge
In organizational settings, it is common to send letters, memos and the likes to more than
one recipient. Sending them to multiple recipients is not challenging if the letter is written
generally and do not contain any individualized contents in it. However, in reality you will
have to send the same letter to individuals with customized details such as names, titles,
addresses, and some conditional contents (such as whether a student is pass or fail in an
examination). This section will allow you to generate letters or emails customized to
individuals through Mail Merge.

There are few easy steps to follow to do mail merging.

1. Select the type of the main document. E.g. Letter, email, etc.
2. Define a set of recipients either by entering them into the word document itself or by
selecting from an external source. E.g. Excel file.
3. Construct the main document and insert the fields.
4. Generate the final output by merging the document with the source.

Word is equipped with a variety of mail merge options such as Letters, Emails, Envelopes,
and Labels. However, they all follow the same principle and thus, we will only discuss the
‘Letter’ option in this manual. You should explore the other options by yourself to be more
competent.

There is a dedicated ribbon in Word called MAILINGS as shown in the above image.

1.7.1 Step 1 - Selecting the type of Mail Merge

→ MAILINGS→Start Mail Merge group →

→ From the drop-down menu. Select the appropriate document; in this case .
→ If you want to disengage the current document from mail merging, select

38
 Table 1-3: Sample Database of Students
Reg No Name Sex Address City Subject Exam Date Result
C100 K. M. Lasantha M No 25 Dehiwala Financial Accounting 22-01-2018 Pass
C105 C. K. Withana M No. 40 Kottawa Business English 25-01-2018 Fail
C205 L. P. Pieris F No. 25/1 Piliyandala Quantitative Methods for 28-01-2018 Pass
Business
C518 K. T. Silva F No. 83/2 Moratuwa Management Accounting 31-01-2018 Fail
Fundamentals
C313 C. P. A. Mendis M No. 205A Nugegoda Fundamentals of 02-02-2018 Pass
Management

<date>

<Name of the student>,

<address 1>,
<City>,

Dear <title><Name of the student>,

Notification of Results

Herewith, we are sending you the results of the examination held on <date> on <subject>.
Name of the Candidate : <name of the candidate>
Registration Number : <Registration number of the candidate>
Subject : <Subject>
Results : <Results>

This letter is not an official transcript, which can be obtained from the Examination Division of the
CMA Sri Lanka through a personal request.

Yours sincerely,

Director Examinations
CMA – Sri Lanka

Figure 1-13: Sample letter of result notification

Consider the sample letter and a student database4 shown in Figure 1-13 and Table 1-3
respectively for demonstrations in this section.

4
The letter and the database stated here are invented for this purpose and do not represent the letters or data
formats of CMA Sri Lanka.

39
1.7.2 Step 2 – Selecting recipients
A list of recipients to be specified either by creating a new list or by choosing one that already
exists. We consider creating a new list in this step.

→ MAILINGS→ Start Mail Merge group →

→ From the drop-down menu, choose
→ This will pop-up the New Entry dialog box.
The entries listed in this form are pre-set to a typical address list. However, you can
always edit the field according to your requirement (see Figure 1-14).
→ Click ‘Customize Columns’ button to get the list of fields.
→ Click on the field and press ‘Rename’ to edit the name.
→ You can also Delete as well as Add any entries from / to the list.
→ Click Ok to all the dialog boxes and final one will ask you to save the source. Give a
meaningful name and save it.You can use the list even in other mail merge docs.

Figure 1-14: Edit new field entry

Editing the source

You can edit the data source at any time. Once a data source is successfully bound, ‘Edit
Recipient List’ command is enabled.

→ Click
→ This will bring the dialog box shown in Figure 1-1.
→ To add new entries or to edit fields, select the ‘Data Source’ and click on ‘Edit’
button.

40
1.7.3 Step 03 – Construct the main document

→ Type the letter.

→ Insert the relevant fields where the letter needs the individualized
contents, such as name and address to appear. To do this, click on

and select the relevant field from the drop-down list.

Note that the fields you have defined in the data source are listed
here.
→ You can insert a greeting line by matching the pre-defined fields with the ones you
have defined. OR; you can do it manually.

Inserting Conditional Text

In the example taken here in this section, only the sex of the student is in the records. Thus,
you must construct the title (either Mr. or Ms.) by looking at the gender. However, you
cannot insert the gender as the title as it only contains ‘M’ and ‘F’. In this situation, a
condition must be set such that when the recipient is a male, ‘Mr.’ will be inserted, otherwise
“Ms.” .

→ MAILINGS→ Write & Insert Fields group →

→ Select the ‘Field name’ from the list box. E.g. Sex.
→ Choose the appropriate ‘Comparison’ method suitable for the condition. E.g. Equals
to.
→ Type the value in ‘Compareto’. Make sure that you type the value that would take in
the specified field.
→ Type the text to be inserted when the condition specified is met in the ‘Insert this
text’ box.
→ Type the text to be inserted when the condition specified is not met in the ‘Otherwise
insert this text’

41
 Figure 1-15: Mail merge recipient dialog box

Figure 1-156: Conditional text dialog box

Preview Results

Once the document is completed and the relevant fields are inserted in place, you can check
with the Preview option.

→ MAILINGS→ Preview Results group →

→ Click on buttons to browse through each record.

42
1.7.4 Step 04 – Generating the final output

Finally, you will be able to generate an output containing letters individualized to each
recipient. This document can either be generated as a separate document, in which case you
will be able to edit each or directly be sent to a printer.

→ MAILINGS→ Finish group →

→ Choose the option you want. If you select ‘Edit
Individual Documents…’ option, the output will be
generated into a separate document after merging all the fields in the document with
the respective recipient

Figure 1-17: Mail merge sample letter

43
1.8 Reviewing a document
There will be situations where you are required to review a document, such as a project
proposal, and provide feedback. If this is to be done on a printed document, you have the
liberty to write on the document itself. However, if this is to be done on a document that you
receive through an email, then you will have to make all your comments and changes on the
softcopy of the document. The REVIEW ribbon in Word provides tools for you to perform all
the activities of this nature.

In this course manual, we introduce you with two of such tools, Commenting and Track
Changes.

1.8.1 Commenting a document

You can make any comments about different parts of the document. These comments will
not make any changes to the contents of the document but rather will appear by the side.
Hence, they can easily be spotted by the author.

→ Select the text / area of the document that need to be commented.

→ REVIEW→ Comments group→.

This will bring a text box on the right side of the document (see Figure 1-16). Type the
comment in it.

Figure 1-16: A commented document

→ You can make the comments to be visible or hidden by pressing .

→ Hidden comments are denoted by .

44
1.8.2 Track changes a document
When changes to a document are made, it is very difficult for another person to detect the
changes by comparing the original document. However, Track Changes tool in Word allows
anyone to detect the changes made to a document easily and to accept or reject such
changes.

Document before the

changes had been made.

Changes were tracked and

highlighted by underlining. If
change to a formatting is made,
it will be displayed with a leading
line to the change.

Figure 1-17: Track changes of a document

1.9 Enabling track changes

You need to enable Track Changes option before start editing the document that you need
the changes to be tracked.

45
 → REVIEW→ Tacking group→ . This will turn the option on and the changes
made to the document will be tracked (see Figure 1-17) until you turn it off by pressing
the same button again.

1.9.1 Accepting or rejecting changes

→ REVIEW→ Tacking group →

→ This will highlight the changes to be accepted. You can keep pressing the accept /
reject button to keep accepting and move to next changes. You can also accept /
reject all changes through the drop-down menu of each button.

1.9.2 Compare documents

I. Click the “Review” tab, then click the “Compare” button.

II. Then in the new window, select your two documents: the “Original” (or earlier)
document, and the “Revised” (or later) document. If you don’t see either in the
dropdown menu, click the folder icon on the right to browse to the document using
your file browser.

46
III. Under “Label changes with,” you can set a note to help you keep track of which
difference belongs to which document.
IV. Click the “More” button to see advanced option.

V. Click “OK.” Word will open up a complicated-looking selection of panes in a single

document. From left to right, you have an itemized list of changes, a full view of the
“Revised” document with red marks on the left margin indicating changes, and a
double pane showing the original and revised documents stacked.

Note: The Revisions pane is the most useful here. It shows each change, what was
removed, and what was added, in order from the top of the document to the bottom.

VI. Once you’ve used the Revisions tab to find the specific revision, you can right-click on
the relevant text in the center pane. Click “Accept” or “Reject”.

47
VII. You can save this compared document as a separate file that won’t affect either of
the documents you’re currently viewing. Just click File>Save as, and save it like any
other Word document.
Note: Compare feature isn’t available if either document has password protection or
its changes are protected in Word. You can change this setting in the individual
documents by clicking Review>Track Changes.

1.9.3 How to create a master document?

Once you have created an outline in your Word document, you can work with it to create a
master document and subdocuments.

1. In Outline view, select Show Document from the Master Document group of
the Outlining tab.

2. Insert subdocuments into the master document from the Outlining tab. In
the Master Document group, select Insert and then locate and select documents
to link.

1.10 Work together with real-time co-authoring

When you and your colleagues want to collaborate on a document, use real-time co-
authoring to see everyone’s changes as they happen.

First you save the document to OneDrive or SharePoint Online, so others can work in it.
Next, you invite people to edit it with you. When they open and work in the document in
Word 2016 or Word Online, you'll see each other’s changes as soon as they're made. While
people are in the document you can chat with them instantly by using Skype for Business.

48
1.10.1 Save a document and collaborate
I. Choose Share > Save to cloud.

II. Choose the OneDrive or SharePoint Online location and folder you want, and then
choose Save.

Notes:
• If you’ve never saved a document online, choose Add a Place, and then add your
OneDrive or SharePoint service by signing in.
• You only have to Save to OneDrive or SharePoint once for each document. The
next time you open the document, it’ll save back to the same location
automatically.

III. In the Share pane, do one of the following:

• To have Word send people a link to your document, type their email addresses
in the Invite people box. Set their permissions to Can edit, and add a message
if you want. Make sure the Automatically share changes is set to either Ask
me or Always, and then choose Share.

• To invite people yourself, choose Get a sharing link at the bottom of the
Share pane, and paste that link into email or an instant message. (Get a
sharing link won’t be available if you’re using SharePoint Online and your site
administrator has disabled the option.)

49
1.10.2 Start working together in a document
I. Open and edit the document in Word 2016 or Word Online.
II. If you’re using Word 2016 and haven’t already agreed to let others see your changes,
choose Yes to allow automatic sharing.

III. When people follow the link you sent, your doc will open in their version of Word, or
on Word Online. If they’re also using Word Online or Word 2016 and have agreed to
automatically share changes, you’ll see their work as it happens.

IV. Colored flags will show you exactly where in the document each person is working.

V. Word will alert you when people enter or leave.

VI. You can instantly chat with the people who are working in the document by using
Skype for Business. It opens a chat window for instant conversation. Choose the
Skype for Business button to start a group chat with everyone working in the
document.

VII. Choose Comments on the ribbon to make or view comments. Also, you can reply to
or resolve comments and then mark them as complete.

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Note: If someone who didn’t opt into real-time co-authoring is working in the document
when you are, you’ll see that they’re in the document, but you won’t see their changes until
they save the document.

1.10.3 Document activity

The Activity pane lets you see the complete list of changes made so far, and gives you access
to the earlier versions. Choose Activity to see the Activity pane.

1.10.4 Options for sharing changes

Here’s what the options in the Automatically share changes list mean.

• Always: If you choose this option, others who have agreed to share their changes will
always be able to see yours.
• Ask me: If you’ve never used real-time co-authoring before, you’ll be asked whether you
want to automatically share your changes as they happen. Choose Yes to always allow
automatic sharing when you're working with others. Clear the Don’t ask me again check
box if you do want to be asked the next time you open a document in which someone
else is sharing their changes.
• Never: By selecting Never you opt out of real-time co-authoring for this and all other
documents. Only you will be able to see your changes until you save your document back
to its online location. Nor will you see theirs as they happen. You will, however, be able
to see who else has a document open.
Note: Each setting affects Word, not just the document you're working in. To change
settings, go to File > Options > General > Real-time collaboration options.

1.11 Macros
In Word, you can automate frequently used tasks by creating and running macros. A macro
is a series of commands and instructions that you group together as a single command to
accomplish a task automatically.

Enable Developer Tab. Open Microsoft Word, then go to the File Tab > Options > Customize
Ribbon > check the Developer Tab in the right column > Click OK.

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1.11.1 Record a macro with a button

1. Click View > Macros > Record Macro.

2. Type a name for the macro.

3. To use this macro in any new documents you make, be sure the Store macro in box
says All Documents (Normal.dotm).

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4. To run your macro when you click a button, click Button.

5. Click the new macro (it’s named something like Normal.NewMacros.<your macro
name>), and click Add.

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6. Click Modify.

7. Choose a button image, type the name you want, and click OK twice.

8. Now it’s time to record the steps. Click the commands or press the keys for each step in
the task. Word records your clicks and keystrokes.

Note: Use the keyboard to select text while you’re recording your macro. Macros don’t
record selections made with a mouse.

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9. To stop recording, click View > Macros > Stop Recording.

The button for your macro appears on the Quick Access Toolbar.

To run the macro, click the button.

1.11.2 Record a macro with a keyboard shortcut

1. Click View > Macros > Record Macro.
2. Type a name for the macro.
3. To use this macro in any new documents you make, be sure the Store macro in box
says All Documents (Normal.dotm).

1. To run your macro when you press a keyboard shortcut, click Keyboard.

2. Type a combination of keys in the Press new shortcut key box.

3. Check to see whether that combination’s already assigned to something else. If it's
already assigned, try a different combination.

4. To use this keyboard shortcut in any new documents you make, be sure the Save
changes in box says Normal.dotm.

5. Click Assign.

6. Now it’s time to record the steps. Click the commands or press the keys for each step in
the task. Word records your clicks and keystrokes.

Note: Use the keyboard to select text while you’re recording your macro. Macros don’t
record selections made with a mouse.

7. To stop recording, click View > Macros > Stop Recording.

8. To run the macro, press the keyboard shortcut keys.

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1.11.3 Run a macro

To run a macro, click the button on the Quick Access Toolbar, press the keyboard shortcut,
or you can run the macro from the Macros list.

1. Click View > Macros > View Macros.

2. In the list under Macro name, click the macro you want to run.

3. Click Run.

1.12 Create fillable forms in Microsoft Word

When you hear about fillable forms, you probably think of Adobe and PDF documents.
However, if you have Microsoft Office, you can achieve a similar result using MS Word.

1. Enable Developer Tab. Open Microsoft Word, then go to the File Tab > Options >
Customize Ribbon > check the Developer Tab in the right column > Click OK.
2. The Controls section has about eight different options that can be added to
your Word document: Rich Text, Plain-Text, Picture, Building Block Gallery,
Checkbox, Combo Box, Drop-Down List, and Date Picker.

3. Insert a Control. Click on the control and it will appear wherever your cursor was
located.

In the example below are two plain-text boxes inserted into a simple table for first name
and last name.

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Note: By default, each control has its own filler text. For a plain text control, it is ‘Click or
tap here to enter text.’

4. Edit Filler Text. Customize the filler text for any control by clicking
on Design Mode.

You’ll see blue placeholders appear around your place holder. Select the text and change it
to whatever you like. Click on the

Design Mode button again to exit the mode.

5. Customize Content Controls. Highlight your new form field and then click
on Properties, directly below the Design Mode button.

Here you can give the control a title, change the color, style the text and specify whether or
not the control can be edited or deleted. At the very bottom are the control specific
options, so if you have a plain text control set up, you can control how many lines you want
to allow. That last option is useful if you need someone to type in a paragraph of text.

6. Add a drop-down list - If you need a drop-down field added to your form go ahead
and insert the drop down control.

You can add values for the drop-down list by using the properties option.

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 7. Date picker

The date picker control works just like any date picker you have probably used before.
When you click on it, a calendar appears and you can simply click on the date to select it.

8. Picture Control allows the user to upload or insert an image file easily.

1.13 Printing a document

After producing a document, you may want to take a printout of it on to a sheet.

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 → FILE→Print
This will bring the print menu as well as a print preview of the current document (see
Figure 1-).
→ Select the printer from the ‘Printer’ section. Click “Printer Properties’ to call printer-
specific dialog box. This dialog box is unique to a printer which comes from the printer
software (not a part of Word). Set the appropriate settings from this dialog box. If
you want to print this to a .pdf file, choose Microsoft Print to PDF option.
→ You can change a set of settings related to printing that appears under ‘Settings.’
→ Most commonly used settings are the print page selection and the page size.
Remember, the changes you make in this section will not be saved with the
document.

Specifying which pages to be printed

Number of copies
Print preview

Printer selection

Print page selection

Page orientation

Selecting page size

Page selector for preview

Figure 1-20: Print section

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 → Under the settings of the printing section, click the
down arrow to get the drop-down menu.
→ Select ‘Print All Pages’ if you want to get a print of all
the pages in the document. If you want to print only the
current page, choose ‘Print Current Page.’ Choose
‘Print Selection’ if you want to print only a selected text
on the document. But for this option to be selected, you
should select a text on the document, before coming to
print section.
→ You can also specify multiple pages to be printed. For
this use the textbox
appear under the print page selection command. Type
the page numbers you want to print.
o If individual pages are selected, separate them by a comma. E.g. 1, 5, 8, 11.
o If a range to be selected, use a hyphen to specify a range. E.g. 1-5.
o You can specify ranges as well as a set of individual pages to be printed. E.g.
1-5, 8, 11, 20-25, 30

Printing

→ After specifying the settings appropriately, click

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1.14 Chapter summary

In this chapter, you have practiced the use of Microsoft Word, a word processing application
that is widely used in an office environment. This chapter covered a wide range of most
commonly used features of the application which includes creating a document, setting up a
document, formatting text in a document, inserting drawings and smart arts, inserting
tables, mail merge, reviewing a document, document references, how to work
collaboratively, advance word processing tools such as macros and electronic forms and
finally printing a document. You are expected to carry the activities mentioned in this
chapter many times over to get used to them. Note that not every feature has been covered
in this chapter and thus, you are required to experiment with different features available to
expand your skills.

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