lOMoARcPSD|17021128

Chapter 1 MS WORD - notes

Computer Application (Politeknik Mukah Sarawak)

Studocu is not sponsored or endorsed by any college or university

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])
 lOMoARcPSD|17021128

2.1 PRODUCE DOCUMENTS

Word processor or word processing software allows users to create and manipulate documents containing mostly text and graphics. It is used
to develop many types of documents. Examples:

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.2 Create New Document and Insert Content

Create New Document

1. Choose File Tab &

2. Click New
click New
2.

3. Choose Blank
document

4. Click Create

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Open Existing Document

1. Click File tab

2. Click Open

3. Choose the folder which

the document is located

4. Click the document

5. Click Open

ure 2-4

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.3 Apply Text Formatting Procedures

Formatting Text

Decrease font size

Increase font

To resize font

To change font face

To clear formatting from the selection

To bold the selected text

To italicize the selected Superscript To create small letters

text above the line of text

To underline the selected text

Subscript To create small letters below
To draw a line in the middle of slected text the text baseline

To apply a visual effect To change text colour

to the selected text

To make text looks like it was marked with a highlighter pen

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Alignment

 In the Home tab, in the Paragraph

Justify

Right

Center

Left

Increase indent To alphabetize the selected text / to sort the numerical data

Decrease indent To show/hide paragraph marks and other hidden

formatting symbols
To change line spacing between the
text lines To customize the borders of the selected cells or text

To colour the background behind the selected

text or paragraph

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Bullets And Numbering

 Select the items or text to add/change bullets or numbering.

To start a bullet list To start a multilevel list

To start a numbered

Find And Replace

To find and select

To replace text in document
specific text, formatting
or type of information
within the document To select text or objects in the document

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.4 Save and Print Document

Save Document

1. Click Save As

2. Click Browse

4. Choose file location/folder

3. Type the file name

5. Choose file type/format

6. Click Save

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Print Document

2. Click Print when all the settings are ready

1. Click Print

Click Page Setup to edit page setting

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.5 INSERTING PAGE FORMATTING PROCEDURES

Apply Page Setup Setting

Margins
Margins are the blank space between the edge of the paper and the information printed on the page.

1. Click Page Layout tab

2. Click Margin

3. Choose any margin format

(Commonly is Normal)
Enter the new
values for the
margin
4. or Click Custom Margin to
specify special-purpose margins

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Orientation
Orientation can switch the page layout between potrait and landscape.

1. Click Page Layout tab

2. Click Orientation

3. Choose format of orientation

Paper Size

1. Click Page Layout tab

2. Click Size

3. Choose the paper size for the document

4. or click More Paper Sizes to specify new values

10

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Setting Section Break

Section breaks in word processor is used to separate distinctly formatted parts of a document.
Inserting or deleting a section break

1. Click Page Layout

3. Click Breaks

4. Click the
6. Click OK desired section
break

2. Put the cursor at the

location where you
want the break to
appear.

11

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

i. Section Breaks : Continuous

 To separate the title and other matter that goes with it.
 To have a single column and another part to have two or more columns

1. Put the cursor at the location where you want the

break to appear.
 Click Page Layout
 Click the desired section break
 In Section Breaks group, click Continuous

2. Put the cursor at the location where you want to start

the new column.
 Click Page Layout
 Click Two

3. Put the cursor at the location where you want the break to appear.
 Click Page Layout
 Click the desired section breaks
 In Section Breaks group, click Continuous
12

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

ii. Section Breaks: Next Page

Examples:
 To change the Orientation of the following page
 To change the Paper Size of the following page

Change the Orientation to Lanscape Maintain the original /previous Orientation

Change the Paper Size (Increase/Decrease)

1. Put the cursor at the location

where you want the break to
appear (end of the selected
page).
 Click Page Layout
 Click the desired section breaks
 In Section Breaks group, click
Next Page

2. Put the cursor at the location where you want the break to appear (end of first page).
 Click Page Layout
 Click the desired section breaks
 In Section Breaks group, click Next Page

13

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Change the Orientation

1. Click Page Layout

3. Click Orientation

4. Click the desired orientation

2. The second page is changed to landscape (user can also

change the size of the layout)

Create Page Background

Page Background Group

14

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Watermark

1. Click Watermark to
add watermark on
the page background

Page Colour

1. Click Page Color to

add/change the page
background colour

15

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Page Border

4. Click Page
Color to
add/change 1. Select
the page suitable
border page
border
setting

2. Select
suitable
page border
style
3. Click OK

16

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.6 Create Headers and Footers

Header and Footer :
 are the areas in the top and bottom margins of each page and they are the distinct layers in a document.
 can contain things such as titles, page numbers, watermarks, logos and other essential information.
 usually shows up as grayish text at the top, bottom, or the side of a document
 can be edited by placing the cursor on the area and double-click the mouse.

1. Click Insert tab 2. Click Header

3. Select Header style 4. Select Footer style

17

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.7 Inserting Page Number

1. Click Insert tab 2. Click Page Number

3. Select Page Number position and style

18

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.8 Controlling Pagination

Setting Line Spacing

2. Click Home tab 3. Click Line and Paragraph Spacing in Paragraph

group

4. Select line spacing

5. OR Select Line Spacing Options

1. Select text area

19

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Paragraph Group

3. Click the dialog launcher in the

1. Click Home tab Paragraph group

2. Paragraph Group

Two paragraphs before changing the normal format

20

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Pagination Tools

Prevent a single line from appearing at the top or bottom of the page

Keep a paragraph on the same page as the next paragraph

Prevent a paragraph from breaking across a page

Keep a paragraph on the same page as the

next paragraph

21

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

If users do not apply or tick any tools on the pagination

group, the a paragraph will be able to break/split

Before changing the

paragraph format

Pagination group is not

disturbed

When users press enter

button on the keyboard, the
paragraph will be pushed
down and the lines will break:
 Some of the text lines are
in the original page and
some will be in the next
page

22

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Prevent a single line from

appearing at the top or
bottom of the page

1. Tick “Widow/Orphan
control”

2. Click OK

When users press enter button on the keyboard, the

paragraph will be pushed down and the lines will break:
 the text lines will not appear as a single line at the
top or bottom of the original page and the next page.
 The whole paragraph will be pushed to the next page
when there is 3 text lines left on the original page

23

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Keeping A Paragraph Lines On The Same Page

To prevent page break within a paragraph

1. Tick “Widow/Orphan control”

2. Tick “Keep lines together” to keep all the

lines in this paragraph on the same page

3. Click OK

When users press enter button on the keyboard, the

paragraph will be pushed down and the lines will break:
 The whole paragraph will be pushed to the next page
when there is 3 text lines left on the original page

24

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Keeping Two Paragraph On The Same Page

This tool is to keep a paragraph on the same page as the next paragraph. It is ideal for paragraphs that use bulleted or numbered list, and
for all heading styles so that there will never be a page break immediately after heading/title. Only use this function where there is
necessary.

1. Tick “Widow/Orphan control”

2. Tick “Keep with next”

3. Click OK

When users press enter button

on the keyboard, the paragraph
will be pushed down together
with the following paragraph to
the next page

25

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Forcing A Paragraph To The Top Of A Page

This tool may be used occasionally to force a paragraph to start at the top of a page (next page).

1. Tick “Widow/Orphan control”

2. Tick “Page break before”

3. Click OK

When users press enter

button on the keyboard, the
paragraph will be pushed
down together with the
following paragraph to the
next page although the the
first paragraph is at the top of

26

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Setting Up Column

2. Select text area and Click Page

Layout tab

3. Click Columns
1. Select
text area

4. Select the column number

5. Click More Columns to change the format

6. Columns Box
will appear to
Change
Columns
normal format

27

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Inserting Column Break

2. Click Page Layout

3. Click Breaks

4. Click Column

5. The column will be

moved to the next
column

1. Put the cursor

at the location
where you
want the break
to appear.

28

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.9 Creating Tables

1. Click Insert tab

2. Click Table

3. Drag cursor to select the number of columns and rows

4. Click Insert table to modify the table

5. Insert the number of column and row

6. Choose option to adjust the table

7. Click OK

29

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.10 Creating A Repeated Header Row

Header rows can be repeated on every page if the table is extended to more than one page

1. In table tools click

Repeat Header Rows
2. Highlight
header
row

3. Header row will be repeated on the next page automatically

30

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Sorting Table Content

2. Select Layout tab in table tools

3. Click Sort

1. Select area

4. Select ascending or descending

3. In Sort box, choose the

column/data to be sorted

31

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Converting Table
a. Converting text to table

2. In Insert tab, select Table

1. Select area (not in table format)

3. In Insert
Table box,
select Convert
Text to Table

1. Click OK

32

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Converting table to text

2. Select Layout tab in table tools

3. Click Sort Convert to Text

1. Select
area

4. Choose separater

5. Click OK

33

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.11 Inserting Graphical Into Document

1. In Insert tab, click Picture OR Online Pictures

2. In Insert 3. OR, Type the picture you

Picture box, want to search, in the
select picture Online Picture box,
select picture

34

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Formatting Pictures

1. Picture Tools will appear

1. Click picture

35

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.12 Creating A Drop Cap

2. In Insert tab, click Drop Cap

3. Choose Dropped
1. Select a letter, eg. “A”

36

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.13 Inserting Wordart And Smartart

Insert WordArt
1. In Insert tab, click WordArt

2. Choose the WordArt style

Insert SmartArt

1. In Insert tab, Click SmartArt

3. Click OK

2. Choose a SmartArt graphic

37

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.14 Applying References

Apply a Hyperlink

a. Insert Hyperlinks
1. On the Insert tab, in the Links group, click Hyperlink

2. Select the text or

picture that you
want to display as
the hyperlink

3. Select the target

document

4. Click OK

38

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Hyperlink Steps
Create a hyperlink To 1. Click Existing File or Web Page under Link to
An Existing File Or Web 2. Type the address to link to in the Address box.
Page 3. Click the arrow in the Look in list, and then navigate to the selected file (If there is no
address for the file)

Create a hyperlink To A 1. Click Create New Document under Link to

File That You Haven't 2. Type the name of the new file in the Name of new document box
Created Yet 3. Under When to edit, click Edit the new document later or Edit the new document now.
Create a hyperlink to a 1. On the Insert tab, in the Links group, click Hyperlink.
blank e-mail message
2. Under Link to, click E-mail Address.
3. Either type the e-mail address that you want in the E-mail address box, or select an e-
mail address in the Recently used e-mail addresses list.
4. In the Subject box, type the subject of the e-mail message.
Create a hyperlink to a 1. .To link to a location in the same document or in a different document, mark the
specific location hyperlink location or destination and then add the link to it.

2. Mark the hyperlink location by inserting a bookmark.

3. To create hyperlink to a location in the same document, users may use heading style to
mark a location.

To A Specific Location 1. Select the text or object to display as the hyperlink

In The Current 2. click Hyperlink
Document 3. Under Link to, click Place in This Document
4. In the list, select the bookmark or heading or that you want to link to.

39

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

b. Remove Hyperlinks

2. In Insert tab, Click Hyperlink

1. Select thelinked
text or item

3. Click Remove Link

4. Click OK

40

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Insert Bookmarks

1. On the Insert tab, in the Links group, click Bookmark

2. Select the text or item to

which you want to assign a
bookmark
3. Click Add

4. Type or select a name

*Bookmark names must begin with a letter and can contain numbers. You can't include spaces in a bookmark name. However, you can use
the underscore character to separate words — for example, "Microprocessor_Details."

41

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

a. Go To A Specific Bookmarks

1. On the Insert tab, in the Links group,

click Bookmark

2. Click either Name

or Location to
sort the list of
bookmarks in the
3. Click Go To
document

42

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

b. Show Bookmarks

1. In Word Options box, click Advanced

1. In the File tab click Options

2. Under Show document

content. select the Show
bookmarks check box

Show Bookmark

4. Click OK

43

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

c. Remove Bookmarks

1. On the Insert tab, in

the Links group,
click Bookmark

3. Select the bookmark

2. Click Delete

44

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.15 Create Endnotes and Footnotes

Footnote and endnote reference marks

Separator line
Footnote text
Endnote text

Footnote
reference

Footnote text Endnote

3. Click OK
referenc

Endnote
text

45

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

a. Creating Endnotes and Footnotes

Numbering endnotes and footnotes in the document body
Endnotes and footnotes in MLA format are indicated in-text by superscript Arabic numbers after the punctuation of the phrase or clause to which the
note refers Note that when a long dash appears in the text, the footnote/endnote number appears before the dash:

Examples:
Some have argued that such an investigation would be fruitless. 6
Scholars have argued for years that this claim has no basis,7 so we would do well to ignore it.
For years, scholars have failed to address this point8—a fact that suggests their cowardice more than their carelessness.

1. Click where you want to insert

the note reference mark
2. In References tab, select Insert Endnotes
or Insert Footnotes

Double-click the footnote or

endnote reference mark to
return to the reference mark
in the document
4. A Separator line and footnote number appear automatically
5. Type the note text

46

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

b. Creating Endnotes and Footnotes

 To change the location or format of footnotes or endnotes

To convert footnotes to
1. On the References tab, click the endnotes or endnotes to
Footnote & Endnote Dialog Box footnotes, under Location
Launcher. choose either Footnotes or
Endnotes and then click
Convert. In the Convert
Notes dialog box, click OK.
2. Click Footnotes or Endnotes

3. In the Number format box, click the

option that you want

In the Convert
Notes dialog box,
click OK.

1. 4. Click Apply.

47

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.16 Insert Caption

A caption is a numbered label, such as Figure 1, that can be added to a figure, a table, an equation, or another object.The caption label and
number format can be varied for different types of items — for example, Table II and Equation 1-A. Descriptive text can also be added to
the label

Label that you select/type

Number that Microsoft Word inserts for you

3. Select the object

(table, equation,
figure, or another
object) to add a
caption to
4. On the References tab, in the Captions
group, click Insert Caption

1. In the Label list, select the label that best

describes the object, such as a picture or
equation. If the list doesn't provide the
correct label, click New Label, type the new
label in the Label box

2. Click OK

48

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Insert table of figure

 Includes a list of all figures, tables or equations in the document

2. On the References tab, in

the Captions group, click
Insert Table of Figures
1. Place the cursor
to insert the table
of figures

3. In the Caption
label list, select the
label type for the
items to include in
the table of figures

4. Choose any other

options, and then click OK

Update the table of figures (change, move, or delete captions):

1. Click the
figures 2. Click Update entire table
table or Update page numbers
only, and then click OK

49

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.17 Insert And Modifying Comments In A Document

2. On the Review tab, in the Comments group, click To quickly delete all comments in a
New Comment On the Review tab, in the document, click a comment in the document.
Comments group, click New Comment On the Review tab, in the Comments group,
click the arrow below Delete, and then click
Delete All Comments in Document

1. Select the text or item that to comment on,

or click at the end of the text

50

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Viewing Comment
a. Viewing comments Inline as Balloon

1. On the Review tab, in the Comments group, click New Comment On the 3. Click 4. Click Show
Review tab, in the Comments group, click New Comment Balloons Revision in
Balloons

2. Select the text or item

that to comment on, or
click at the end of the text

5. Type the comment text in the comment

balloon or in the Reviewing Pane

6. To respond to a comment, click its

balloon

51

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Delete Comments/All Comments

1. On the Review tab, in the Tracking group, click the arrow next to Show Markup

2. To clear the check boxes for

all reviewers, point to
Reviewers, and then click All
Reviewers

Delete Comment From A Specific Reviewer

1. On the Review tab, in the

Comments group, click
Delete

2. Select the comment

52

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Change A Comment

1. Click inside the balloon 3. On the Review tab, in the Tracking group,
for the comment and click the arrow next to Show Markup
edit/make changes. If
comments are not visible
on the screen, click Show
Markup in the Tracking
group on the Review tab.

Hiding And Showing Reviewer Comments

To change the display to show comments inline and all deletions with strikethroughs instead of inside balloons.

1. On the Review tab, in the

Tracking group, click Show
2. Point to Balloons, and Markup.
then click Show All
Revisions Inline to
show deletions with
strikethroughs and
comments inline.

53

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Hide Tracked Changes And Comments When Printing

Hiding changes does not remove changes from the document. Use Accept and Reject commands in the Changes group to remove
markup from your document.

1. In File tab Click

Print

3. Click Print
Markup to clear the
check mark when 2. Under Settings,
printing click the arrow next
to Print All Pages

54

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Displaying Reviewing Pane

a. Reviewing Pane Vertical

1. On the Review tab, under Reviewing Pane,

select vertical

b. Reviewing Pane Horizontal

5. 1. On the Review tab,

under Reviewing
Pane, select horizontal

55

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.18 Performing Mail Merge Operation

 Mail merge is to create and print a set of documents (the same kind of information) such as :
 A catalog or directory : Click Directory to create this type of document.

 A set of envelopes : Click Create and print Envelopes for a mass mailing.

 A set of mailing labels : Click Create and print labels for a mass mailing.

 A set of e-mail messages The basic content is the same in all the messages, but each message goes to the individual recipient and
each message contains information that is specific to that recipient.

 If you need to stop working on a mail merge, you can save the main document and resume the merge later. Microsoft Office Word
retains the data source and field information.

 The mail merge process entails the following overall steps:

 Set up the main document. Example: address in a form letter.

 Connect the document to a data source. A data source is a file that contains the information to be merged into a document. For
example, the names and addresses of the recipients of a letter.
 Refine the list of recipients or items (choose which items or records to include).
 Add placeholders (mail merge fields) to the document. When you perform the mail merge, the mail merge fields are filled with
information from the data source file.
 Preview and complete the merge.
 You use commands on the Mailings tab to perform a mail merge.

Open a document. and On the Mailings tab, in the Start

Mail Merge group, click Start Mail Merge

56

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Setup Mail Merge

a. Using the Mail Merge wizard

1. On the Mailings tab,

in the Start Mail Merge
group, click Step by
Step Mail Merge
Wizard...

1. Select 3. Select
the type of starting
document document

2. Click
Next 4. Click
Next

57

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

10. 5. Select
recipients

6. Click
Browse

8. Select a file
(data source)
7. Click
Next

9. Click Open

10. Select a file

(data source)

11. Click OK

58

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

12. Select 14. Click a

recipients location in a
document

15. Click
More
items...

13. Click
OK

16. Click
Next

17. Insert Merge Field

box will appear.
Select the fields

18. Click INSERT and then

close after selecting the
fields

59

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

21. Click the double arrow to

19. Arrange the preview the 2nd recipient
locations of
the fields

20. Preview the

letters/selected
fields

22. Click Next

1. Click Print to
print the
document with
different
recipients

2. Or edit individual
letters...

60

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

b._Checking For Error

1. To Check Error, On the

Mailings tab, Click Auto
Check for Errors

2. Select report type

and click OK

3. Click Finish &

Merge

4. Click Print to print the

document with different
recipients

61

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Execute Mail Merge

a. Completing and Previewing the results of a Mail Merge Operation

1. On the Mailings
tab, Click Select
Recipients.

2. Click the double

arrow to preview
the 2nd recipient

62

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

2.19 Adding Document Protection

Apply protection to a document
a. Mark document as final

When a document is Marked as Final, the document will be read-only:

All typing, editing commands, and proofing marks are disabled or turned off and the document becomes read-only.
The Mark as Final command helps authors to inform readers that they are sharing a completed version of a document.
It also helps prevent reviewers or readers from making inadvertent changes to the document

11. 1. On the File tab, under

Info, click Mark as Final

63

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

b._Restricting formatting and editing changes

 Encrypt with Password/Set a password for the document

 Important: Microsoft cannot retrieve lost or forgot

12. 1. On the File tab, under

Info, click Encrypt with
Password

13. 2. The Encrypt

Document dialog box
will appear. In the
Password box, type a
password.

64

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

c._Restrict Editing
Control what types of changes can be made to the document.

15. 2. The Restrict

14. 1. On the File tab, Formatting and Editing
under Info, click dialog box will appear.
Restrict Editing Select suitable
application

16. 3. Click Yes, Start Enforcing

Protection and a box will appear to
enter theprotection password

65

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

Restrict Formatting and Editing

1. Formatting This reduces formatting options, preserving a look and feel. Click Settings to select which style are allowed
restrictions
2. Editing restrictions To control how the file can be edited or you can disable editing. Click Exceptions or More users to control those
who can edit.

3. Start enforcement Click Yes, Start Enforcing Protection to select password protection or user authentication. Users can also click
Restrict permission to add or remove editors who’ll have restricted permissions

d. Restricting document access

Restrict Permission by People Use a Windows Live ID to restrict permissions.

17. 2. Service sign

up box will
appear. Select
suitable
application

18. 1. On the File

tab, under
Info, click
Restrict
Permission by

66

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])

 lOMoARcPSD|17021128

e._Edit the setting of a protected document

On the Review tab, in

19. 1.tab,
20. 1. On the Review
in the Protect Group,Protect group, click
the
Restrict Editing
Click Restrict Editing

2. In Restrict Editing box, edit

the setting of a protected
document

67

Downloaded by FARIDAH BINTI MOHAMA (PHT) ([email protected])