HARAMBEE UNIVERSITY

WEB DEVELOPMENT AND DATABASE

ADMINISTRATION
Level I
Unit of Competence: Operate Word-Processing Applications
Module Title: Operating word-processing applications
LG Code: EIS WDDBA1 M06 L01-5-LG-01-07
TTLM Code: EIS WDDBA1 M06 0132v1
MODULE DESCRIPTION : This Modules describes the performance outcomes, skills and knowledge required to
operate word-processing applications and perform basic operations, including creating and formatting documents,
creating tables and printing labels.

LEARNING OUTCOMES
At the end of the module the trainee will be able to:

LO1. Apply OHS practices

LO2. Create documents
LO3. Customize basic settings to meet page layout conventions
LO4. Format documents
LO5. Create tables
LO6. Add images
LO7. Print documents
 Introduction to the Module
Microsoft Word allows you to create simple word processing documents like letters and reports
effortlessly, allowing you to add color and clip art. Writing in various fonts and sizes and using
tables, borders & bullet formatting reduces tediousness and increases productivity. Decrease your
workload and become more productive today.

word processor is an application software used for the production (including editing, formatting,
and possibly printing) of any sort of printable material. Using a computer to create, edit, and print
documents. Of all computer applications, word processing is the most common among the rest
applications. To perform word processing, you need a computer, a special program called a word
processor, and a printer. A word processor enables you to create a document, store it electronically
on a disk, display it on a screen, modify it by entering commands and characters from the keyboard,
and print it on a printer. There are a number of word processing packages (software). Among these
are WordPerfect, AmiPro, Microsoft Word 2003, 2007, 2010 and 2016 versions. Some of them
run under MS-DOS and others under MS-Windows Operating System environment.
• Apply OHS practices
• Create documents
• Customize basic settings to meet page layout conventions
• Format documents
• Create tables
• Add image
• Print documents
• Follow OHS practices
• Apply Create documents
• Can Customize basic settings to meet page layout conventions
• Format documents
• Create tables
• Add images
• Print documents

Compiled by: Israel K. P a g e 2 | 32

 Unit Two: Create documents

This unit to provide you the necessary information regarding the following content
coverage and topics:
Purpose, use and function of word-process
information requirements
Open word-process application
Create and open document
Use document templates as required
Add data and use simple format tools
Save document to directory
This guide will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
Open word-processing application, create document and add data according to
information requirements
Use document templates as required
Use simple formatting tools when creating the document
Save document to director

Compiled by: Israel K. P a g e 3 | 32

 2. Use of word-processing software
Word processing means to use a computer to create, edit, format and print documents. The great
advantage of word processing over using a typewriter is that you can make changes without
retyping the entire document.

A word processor can be used for creating documents like :

• Memo
• Letters
• Examinations
• Books
• Invitations
• Invoices
• Postcard etc.
Test-I Multiple choices

Instruction: select the correct answer for the give choice. You have given 1 Minute for each
question. Each question carries 2 Point.

1. Which shortcut makes selected text Italic?

A. Ctrl + I C. Ctrl + S

B. Ctrl + A D. Ctrl + V

2. Which menu / group will we use if we want to change the typeface of selected text

A. Edit C. Format

B. View D. Tools

3. A feature of MS Office that saves the document automatically after certain interval is called

A. Save C. Auto Save

B. Save As D. Backup

4. Which feature is used to make selected sentence to All Capital Letters or All Small Letters ?

A. Change Letter C. Change Case

B. Change Sentence D. Change Word

Compiled by: Israel K. P a g e 4 | 32

5. We can apply border to

A. Cell C. Table

B. Paragraph D. All

6. To delete the selected text press

A. Ctrl C. Home

B. Alt D. Delete

Test II: short Answer writing

Instruction: write short answer for the given question. You are provided 2minutes for each
question.

1. Write the function of Micro soft office

2. List Information requirements for operate word processing

Operation title2: Create and open document
Purpose: -
• To understand and can use operate word processing
• To familiarize with Microsoft Word 2016 environment.

• To know how to create and open word processing

Instruction: The given necessary equipment, tools and materials you are follow the necessary
steps and operate each task. You have given 1hour for the task and you are expected to write the
answer task.
Task1: Use the given figure below (2.14), follow the necessary step and procedure create and open
word processing and to prepare two paragraph using the following font formatting font type=Times
New romans, Font size=12,The title is(font size=16,
underline by double line), add word cap on “W” alphabet, justify all written sentences,
add page border, save on Local disk “D” the named “ FIRST YEAR ICT TRAINEE’S. For this
operation you have given 1 hour and you are expected to provide the answer on the given
Tools and requirement: - ICT room, computer, Printer, A4 paper, Mouse and keyboard, Monitor,
Basic Software, Documents and pen/pencil.
Precautions: have a clean workspace with all necessary ICT equipment

Compiled by: Israel K. P a g e 5 | 32

 Procedures:-in doing the task
Step-1: Click on start → All Application→Click Microsoft office word → click blank
document

Fig 2.6 Microsoft Office Button

Step2.Select New, then click Blank document.

Fig2.7 Open Existing Microsoft Office

Step2.Select New, then click Blank document.

Step3. Add some Text On the space. Step4.

Selecting Text.

Step5. Select an option to change the font, font size, font color, or make the text bold, italic,

or underline.

Fig 2.8 Format style

Compiled by: Israel K. P a g e 6 | 32

After creating document to save file
Step1. Click Save As. Step2.
Select a location.

Fig 2.9 Save location

1. Name the file and click the Save As Type list arrow.

Compiled by: Israel K. P a g e 7 | 32

 Fig 2.10 Save as type Step3.
Select Word from the list.
Step4. Click Save.
To open an existing document

Step1. Navigate to Backstage view, then click Open.

Fig 2.11 Open existing Microsoft Office

Step2. Select This PC, then click Browse. Alternatively, you can choose OneDrive
to open files stored on your OneDrive.
Compiled by: Israel K. P a g e 8 | 32
 Fig 2.12 Browse Microsoft Office
Step3. The Open dialog box will appear. Locate and select your document, then click Open.

Fig 2.13 Save location

Compiled by: Israel K. P a g e 9 | 32

 Fig 2.14 Microsoft Office word interface

Activity
Task 1: prepared below document in MS office word 2016 then to operate the following each
activity.

MS-WORD Micro soft

Word is a word processor developed by Microsoft. It was firster leased in 1983 under the name
Multi-Tool Word for Xenix systems. MSWord is a popular word-processing program used
primarily for creating documents such as letters, brochures, learning activities, tests, quizzes and
students' homework assignments. There are many simple but useful features available in Microsoft
Word to make it easier for study and work. That's why so many people would prefer to convert the
read-only PDF to editable Word and edit PDF in Word.
1. Type the paragraph above as it is using “Calibri font” , font size 12.
2. Change the font type to “Lucida Calligraphy” and size to 14
3. Alignment to your paragraph to right margin.
4. Save this file as ms-word.doc in “my documents” folder using save as option.
5. Edit some part of your document and save again using save option and close the file.
6. Open this file again using open option from office button.
7. View the file you have created using print preview option.
8. Take a print out of this document through print option.
9. Create a new file using new option.
10. Select some part of your document and copy it to new file created in
11. bullet 1. Use shortcut keys for copy and paste.
12. Highlight “Microsoft Word is a word processor developed by Microsoft.”
13. Search for word “document” using find option.
14. Replace the word “Microsoft” with “MS”.

Compiled by: Israel K. P a g e 10 | 32

 Unit Three: Customize page layout

This unit to provide you the necessary information regarding the following content coverage and
topics:
• Adjust page layout

• Change alignment and line spacing

• Modify margins
This guide will also assist you to attain the learning outcomes stated in the cover page.

Specifically, upon completion of this learning guide, you will be able to:
• Adjust page layout to meet information requirements
• Open and view different toolbars
• Change font format to suit the purpose of the document
• Change alignment and line spacing according to document information
requirements
• Modify margins to suit the purpose of the document
• Open and switch between several documents

Compiled by: Israel K. P a g e 11 | 32

 3.1 Adjust page layout
Word offers a variety of page layout and formatting options that affect how content appears on
the page. You can customize the page orientation, paper size, and page margins depending on
how you want your document to appear

3.1.1 Page orientation

Word offers two-page orientation options: landscape and portrait. Compare our example below
to see how orientation can affect the appearance and spacing of text and images.
A. Landscape means the page is oriented horizontally.

Fig 3.2 Portrait orientation

To change the page size:
Word has a variety of predefined page sizes to choose from. Select the
Layout tab, then click the Size common

3.3 Page layout setup

2. A drop-down menu will appear. The current page size is highlighted. Click the desired
predefined page size.
3.2 Change alignment and line space

To change paragraph alignment using alignment button

Click in the paragraph that you want to align →Click on home tab from paragraph group click on
align left or align right or align center or also align justify button.

Compiled by: Israel K. P a g e 12 | 32

 3.3 Modify margin

Right Justify
Center Right
Left

Fig 3.5 paragraph Alignment

• To change paragraph alignment using paragraph dialog box

✓ Click in the paragraph that you want to align →Click on home tab→ from paragraph

group click on Show paragraph button→ select alignment form alignment box

A margin is the space between the text and the edge of your document. By default, a new document's
margins are set to Normal, which means it has a one-inch space between the text and each edge.
Depending on your needs, Word allows you to change your document's margin size.

To format page margins:

Word has a variety of predefined margin sizes to choose from. Select the
Layout tab, then click the Margins comman

Selfcheck-3
Test-I Multiple choices
Instruction: select the correct answer for the give choice. You have given 1 Minute for each
question. Each question carries 1 Point.
1. The options Portrait and Landscape comes under
A. Paper Size B. Page Orientation C. Page Layout D. Page Rotation
2. Portrait and Landscape are
A. Page Layout B. Paper Size C. Page Orientation D. All of above
3. Superscript, subscript, strikethrough are known as ?
A. Font Face B. Font Style C. Font Effects D. Font Format

Compiled by: Israel K. P a g e 13 | 32

4. We can start MS Word by typing in the Run Dialog box.

Compiled by: Israel K. P a g e 14 | 32

 A. winword.exe B. word.exe C. msword.exe D. docx.exe
5. You cannot close MS Office application by
A. Exit from File menu B. Pressing Alt+F4 Clicking [X] Button
D. Close from File Menu
Test II: short Answer writing
Instruction: write short answer for the given question. You are provided 2minutes for each question
and each point has 3 Points.
1. List the basic two Page orientation in MS word
2. To margin the paper layout, we can select.

Compiled by: Israel K. P a g e 15 | 32

 Unit Four:-Format documents

This learning unit is developed to provide the trainees the necessary information
regarding
the following content coverage and topics:
▪ Format styles
▪ Copy Text
▪ Insert headers and footers
This unit will also assist you to attain the learning outcomes stated in the cover
page.
Specifically, upon completion of this learning guide, you will be able to:
Use formatting features and styles as required
Highlight and copy text from another area in the document or from another
active document
Insert headers and footers to incorporate necessary data
Save document in another file format
Save and close document to a storage device

Test-I Multiple choices

Instruction: select the correct answer for the give choice. You have given 1 Minute for each
question. Each question carries 1 Point.
1. To save a document for the first time, option is used.
A. Save As C. Save on
B. Save first D. Copy
2. Which of the following key is used to delete characters to the left of the cursor?
A. Backspace C. Shift
B. Delete D. Alt+Delete
3. Which of these software applications was not part of the first version of Microsoft Office?
A. Paint B. Outlook C. PowerPoint D. MS Word
4. To go to a specific location in a document we use :
A. Table of Contents C. Bookmark
B. Hyper Text D. Macro
5. Which file are contents readymade styles that can be used for a word document?

Compiled by: Israel K. P a g e 16 | 32

 A. Presentation C. Magic wands
B. Letters D. Template
6. Which of the following to justification align the text on both the sides-left and right of
A. Balanced C. Justify
B. Right D. Balanced
7. “Ctrl + =” is used for
A. Change Alignment B. Subscript
C. Super script D. Change font to Bold
8. Which is the default alignment in MS Word?
A. Right B. Centre C. Left D. Justify E. None of the Above Part II
Give short answer
1. Write the basic commands in Formatting in words?
2. Which formatting features can be added to the MS Word document?

Operation 4 Unit4 (Format documents)

Operation title : format style, copy text and header and footer
Purpose: -
•To understand and can use format style, copy text and header and footer Instruction: The
Given necessary equipment, tools and materials you are follow the necessary steps and operate
each task. You have given 1hour for the task and you are expected to write the answer the task.
Task1.Based on the below figure (4.2) Open MS office word 2016 then Create a new blank
document prepare new document or copy the document from another drive location. and save it
as name “format_ document” on your desktop and Use the following information font type=”
Arial”, font size=”10”, font margin (top,

Compiled by: Israel K. P a g e 17 | 32

 5.1 Insert table on document
bottom, lift and right) for each=”2cm”, header=” Trainee page”, footer=”First year”, page
number=”Top and align, water mark=”WDDA” and use under line, bold, italic, operate copy text,
formatting style, formatting feature and header and footer. For this operation you have given 1
hour and you are expected to provide the answer on the given.
Tools and requirement: - ICT room, computer, Printer, A4 paper, Mouse and keyboard, Monitor,
Basic Software, Documents and pen/pencil.
Precautions: all ready the document is copy or write.
Procedures:-in doing the task
Step-1: Click on start → All Application→Click Microsoft office word → click blank document
Step-2: copy document from other save location then past
Step-3: select insert data then the given above information font type, font size, bold, line space,
page number, under line and water mark.
Step-4: give header and foote

Compiled by: Israel K. P a g e 18 | 32

 Unit Five:-Create table

This learning unit is developed to provide the trainees the necessary information regarding the
following content coverage and topics:
• Insert table on document
• Insert and delete columns and rows
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
• Insert standard table into document
• Insert and delete columns and rows

Table
Table is a grid of cells arranged in rows and columns. Tables can be used to organize any type of
content, whether you're working with text or numerical data. In Word, you can quickly insert a
blank table or convert existing text to a table. You can also customize your table using different
styles and layouts

You can insert a table in Microsoft Word in several ways, but three ways are worth mentioning in
particular. You can add a table by inserting it automatically with a set size, or you can draw a table
manually using your mouse or track pad.

Alternatively, you can also copy and paste a grouping of cells from Microsoft Excel. Once pasted,
Word will convert these cells into the format of a table. The instructions below should work for
all recent versions of Word. There may be slight differences in older versions of Office, however.

To add a table in Word, you’ll need first to open a blank or existing Word document and press
the Insert tab on the ribbon bar. From here, click the Table button.

Fig 5.1 create table

Compiled by: Israel K. P a g e 19 | 32

 This will display a drop-down menu with various options. To insert a table automatically, select
the size you want from the grid.

Once pressed, the table will be inserted onto the page using the number of rows and columns
you select.

Fig 5.2 insert rows and columns

Alternatively, press the Insert Table option, selecting the number of rows and columns you
need from the Insert Table pop-up box that appears afterward.

Fig 5.3 insert number of rows and columns

You can also draw a table instead. From the Table drop-down menu, click the

Compiled by: Israel K. P a g e 20 | 32

 Draw Table option.

You can also use the same process to delete specific rows or columns. Instead of just clicking inside
the table, highlight the columns or rows you want to delete and click on “Delete Rows” or “Delete
Columns” from the “Delete” option.

Selfcheck-5
Test-I Multiple choices
Instruction: select the correct answer for the give choice. You have given 1 Minute for each
question. Each question carries 1 Point.
1. used to present a given data in the form of rows and column
A. charts C. report
B. table D. All
2. The horizontal series of cells in a table
A. Row B . Column C. Cell D. None
3. The Vertical series of cells
A. row B. column C. cell
4. The Intersection of row and column, a rectangular box
A. row B. column C. cell
5. Which tab to click to insert table on your document
A. Home B. Insert C. Page Layout

Compiled by: Israel K. P a g e 21 | 32

 Operation sheet # 5 Unit5 (Create Table)
Operation title : Insert table in the document
Purpose: -

• To know how to Insert table in the document

Instruction: The Given necessary equipment, tools and materials you are follow the necessary
steps and operate each task. You have given 1hour for the task and you are expected to write the
answer.
Task1. Based on the below figure (5.10) create the table. For this operation you have given 1 hour
and you are expected to provide the answer.
Tools and requirement: - ICT room, computer, Printer, A4 paper, Mouse and keyboard, Monitor,
Basic Software, Documents and pen/pencil.
Precautions: all ready the table require information fulfilled
Quality Criteria: based on the given information create table properly
Procedures:-in doing the task
Step-1: Click on start → All Application→Click Microsoft office word → click blank document
Step2.Place the insertion point where you want the table to appear.
Step3.Navigate to the Insert tab, then click the Table command.

Fig 5.6 create table

Step4.This will open a drop-down menu that contains a grid. Hover over the grid to select the
number of columns and rows you want.

Compiled by: Israel K. P a g e 22 | 32

 Fig 5.7 insert row and column
Step5.Click the grid to confirm your selection, and a table will appear.
Step6.To enter text, place the insertion point in any cell, then begin typing.

To navigate between cells, use the Tab key or arrow keys on your keyboard. If the insertion point
is in the last cell, pressing the Tab key will automatically create a new row.
Modifying tables
You can easily change the appearance of your table once you've added one to your document.
There are several options for customization, including adding rows or columns and changing the
table style.
To add a row or column:
Step1.Hover outside the table where you want to add a row or column. Click the plus sign
that appears.

Compiled by: Israel K. P a g e 23 | 32

 Step2.A new row or column will be added to the table.

You can also right-click the table, then hover over Insert to see various row and column
options.

Fig 5.8 add row or column

Step 4. The row or column will be add.

Compiled by: Israel K. P a g e 24 | 32

 LAP Test 5 Practical Demonstration
To delete a row or column:
Step1.Place the insertion point in the row or column you want to delete.
Step2.Right-click, then select Delete Cells from the menu.

Fig 5.9 delete row or column

Step3.A dialog box will appear. Choose Delete entire row or
Delete entire column, then click OK.

Step4.The row or column will be deleted.

Step1. Inserting a Table use three ways the insert a table using tab,
inserting a table using the Dialog Box and insert
a table using draw

Compiled by: Israel K. P a g e 25 | 32

 Day Period
Period I Period II Period III Period IV Period V
Sunday Mathes English English Science Computer
Man day English Maths Maths computer Science
Thus day Maths English English Science Mathes
Wend day Science Computer Computer English English
Fir day Computer Science Science Mathes Computer

Fig 5.10 delete row or column

Instruction: The Given necessary equipment, tools and materials you are follow the necessary
steps and operate each task. You have given 1hour for the task and you are expected to write the
answer
Task1.Based on below information you are Open MS office word 2016 then Create a new blank
document and save it as name “table” on your desktop. To create table. For this operation you have
given 1 hour and you are expected to provide the answer on the given task
Task:
1. Create a table on which you can enter the following information under the headings Employ_
name, social _security _number, Telephone, Section and Email.
2. The title of the table is STAFF CONTACT DETAILS.
3. In your table, enter the necessary information

Compiled by: Israel K. P a g e 26 | 32

 6.2 Format images
4. Insert an extra column between the name and the telephone number and enter the heading,
Address.
5. Sort the list alphabetically by Employ_name.
6. Select the names in the Employ_name column and grey shade the column.
7. Bold the names in the Employ_name column.
8. Delete the email column.

Fig 6.2 Insert

selected picture
When you crop a picture, you trim its horizontal and vertical sides. Cropping is useful when you
only want to include a portion of a picture, or when you need to adjust its proportions.
1. Select the picture.

2. Click the Format tab in the Picture Tools ribbon group.

3. Click the Crop button.

Crop handles appear on the sides and corners of the image.

4. Click and drag the crop handles where you want to crop.

Compiled by: Israel K. P a g e 27 | 32

 To crop all four sides of a picture or graphic at once while maintaining the graphic’s
proportions, press and hold down Ctrl as you drag the handles.
Click the Crop button again when you’re finished setting the crop area.

Compiled by: Israel K. P a g e 28 | 32

 Operation sheet 6 Unit6 (Add Image)
Operation title : Insert image in the document and format image
Purpose: -

• To know how to Insert image in the document and format image Instruction: The Given
necessary equipment, tools and materials you are follow the necessary steps and operate each task.
You have given 30minte for the task and you are expected to write the answer.
Task1. Based on the below figure (6.5) to insert image in the document and the use appropriate
format tools to format the image. For this operation you have given 1 hour and you are expected
to provide the answer.
Tools and requirement: - ICT room, computer, Printer, A4 paper, Mouse and keyboard, Monitor,
Basic Software, Documents and pen/pencil.
Precautions: all ready the insert image known
Quality Criteria: based on the given information can add and format image
Procedures: -in doing the task
Step-1: Click on start → All Application→Click Microsoft office word → click blank document
Step2. Click in your document where you want to insert your picture.
Step3. Click the Insert tab.
Step4. Click Pictures button.

Compiled by: Israel K. P a g e 29 | 32

 Unit Seven:- Print documents

This learning unit is developed to provide the trainees the necessary information regarding
the following content coverage and topics:
• Previewing document
• Printing document
This unit will also assist you to attain the learning outcomes stated in the cover page.
Specifically, upon completion of this learning guide, you will be able to:
• Preview document in print preview mode
• Print document

Compiled by: Israel K. P a g e 30 | 32

 7.1 Preview document
7.1.1.Printing
Printing is a process for reproducing text and images, typically with ink on paper using a press. It is
often carried out as a large-scale industrial process, and is an essential part printing of publishing and
transaction printing.
To print is a computer transferring data to a computer printer and generating a hard copy of the
electronic data being printed.
Once you've created your document, you may want to print it to view and share your work offline. It's
Print pane
easy to preview and print a document in Word using
To Preview your document
1. Select File → Print.
To preview each page, select the forward and backward arrows at the bottom of the page.

Fig 7.1 print preview

7.2 Print document
1. Navigate to the Print pane, then select the desired printer.

Fig 7.2 select printer to print

2. Enter the number of copies you want to print.

Compiled by: Israel K. P a g e 31 | 32

 Fig 7.3 adjust number of copies
3. Select any additional settings if needed.
4. Then Click Print
Selfcheck-7
Test-I Multiple choices
Instruction: select the correct answer for the give choice. You have given 1 Minute for each
question. Each question carries 1 Point.
1. Starting with Microsoft Office , Photo Editor was renamed to :
A. Photo Manager
B. Picture Manager
C. Picture Editor
D. Paint Editor
2. To print a document, press
A. Ctrl+ P
B. Alt + p
C. Tab+ P
D. None of these
To see the document before the printout is taken, use
A. Print Preview
B. Format pointer
C. Cut
D. Past

Compiled by: Israel K. P a g e 32 | 32