Prepared by: Michael E.

Mananghaya
E-mail Address: [email protected]

Central Luzon State University

Science City of Muñoz 3120
Nueva Ecija, Philippines

Instructional Module for the Course

SED 3202 – Technology for Teaching and Learning 1

Module 3
Topic 1 Microsoft Office | Word Processing

Overview

This module will focus on the different commands of

Microsoft Word, its features and importance. You are
expected to learn how to create professional-quality
documents, reports, letters, certificates, and résumés.

I. Objectives
Upon completion of this module, you are expected to:
1. identify the different quality documents using MS Word;
2. determine and identify different MS Word menus, commands
and shortcut keys
3. know how to use the electronic management features of MS
Word; and
4. determine how to create certificates automatically and save
then as PDF file format.
 SED 3202 – Technology for Teaching and Learning I

II. Learning Activities

What is Microsoft Word?

Microsoft Word is the word processing component of the Microsoft Office Suite. It
is used primarily to enter, edit, format, save, retrieve and print documents. Pay
Special Attention to Terminology While different versions have different
appearances, they all have most of the same features.

Microsoft Word Menus

File Menu

The file menu is one you will find yourself using extensively. It is used to create
new documents, open existing documents and saving your new/updated
documents. It also includes the page setup, print preview, and other important
functions relating to your document and its properties.

Save: Saves the current document,

replacing the existing file (if previously
saved).

Save As: This allows you to save the

document as a different file. This is very
useful, imagine you open your letterhead
template and write a letter that you want to
save, if you just saved it (using the option
above), it would replace your letterhead
template. When you click on Save A s you
will be able to choose the new filename and
location for your document.

Open: This opens an existing Microsoft

Word document, it will open a file explorer
window allowing you to navigate to the file
you want to open.

Close: This will close the current word

document. Microsoft Word may prompt you
to save the file, if you have made changes to the document since the last save.

New: This creates a new Microsoft Word document. The page setup of the new
document, ie, the size, margins, etc, will depend on your page settings.

Print: Opens the print dialogue box allowing you to print the current document.

*mem1s20192020 Page 2 of 16
 SED 3202 – Technology for Teaching and Learning I

Save As Web Page: This option will save the current document with the HTM(L)
extension, allowing it to be viewed by a web browser.

Exit: Clicking this will exit Microsoft Word, it may prompt you to save any
unsaved documents.

The Edit Menu

This menu is used to control not only the visual layout of your Word document but
also the printing configuration. It is also used to select which toolbars are visible in
the Word environment. Commands include web layout, print layout, outline, task
pane, toolbars, ruler, header and footer, footnotes, full screen view and zoom.

Undo (last task): This option allows you

to undo the last thing you did in your
Microsoft Word document, in our
example (fig 1.1) you can see our last
action was to type some text. This is a
handy command, especially if you delete
something by accident.

Repeat (last task): This repeats your last

action. In our example clicking on the
Repeat Typing will repeatedly insert the
same piece of text into the document.

Cut: This command will cut (delete) the

currently selected element. For example
if you highlight (select) some text and
then click on cut, it will be deleted.

Copy: The Copy command will copy the currently selected element (text, image,
etc) into the office clipboard. It can then be inserted (pasted) into a document
using the Paste command (see below), which will appear in the edit menu once
you have copied something to the office clipboard.

Office Clipboard: This command will display the current contents of the office
clipboard, allowing you to click on the stored elements to insert (paste) them
directly into the current document. Elements (text, images, etc) can be added to
the clipboard using the Copy command (see above), this clipboard will also show
any elements stored in the Windows Clipboard.

*mem1s20192020 Page 3 of 16
 SED 3202 – Technology for Teaching and Learning I

Paste: This will paste (insert) into the current document the last element to be
stored in the Office Clipboard.

Paste Special: Clicking on this command will bring up the Microsoft Word Paste
Special dialogue box, it allows you to control the format of the text that will be
inserted (pasted) from the Office/Windows clipboard.

Paste as Hyperlink: This command allows you to link (create a hyperlink) to a

certain place in another Microsoft Word document, Excel worksheet, PowerPoint
slide, or Access database. To achieve this, first copy the element that you want
to link to into the clipboard, and then select the Paste as Hyperlink command.

Clear: This command allows you to remove any formatting from the currently
selected (highlighted) element (text/image). It also allows you to delete the
selected element.

Select All: This will select (highlight) every element in the current document.

Find: Find allows you to search the current document for a certain word or
phrase.

Replace: Replace allows you to replace a given text with a substitute of your
choice.

Goto: Go to allows you to go directly to a certain page, section, line, bookmark,

comment, footnote, endnote, field, table, graphic, equation, object, or heading.

Links: This allows you to manage any linked objects in the current document. A
linked object is information (data) that is stored in another file, for example a
Microsoft Excel spreadsheet, Microsoft Access database, or other compatible
source. We will be covering linked objects in a future Microsoft Word tutorial.

Objects: This command allows you to manage any embedded objects within the
current document.

*mem1s20192020 Page 4 of 16
 SED 3202 – Technology for Teaching and Learning I

Insert Menu

The insert menu is used to place various objects into your document, such as page
numbers, pictures, symbols, comments and other objects. Commands include
break, date and time, field, symbol, reference, web component, text box, file and
hyperlink.

Break: This command opens the Break

dialogue box, allowing you to insert page
breaks and section breaks into the current
document.

Page Numbers: Clicking on Page Numbers

will open a dialogue box, which allows you
to insert page numbers into the document
using various options.

Date and Time: This command will open

the Date and Time dialogue box. You can
choose from many different date and time
formats, you may also have different
languages to choose from.

Autotext: Choosing this option will open the Microsoft Word Autotext dialogue
box. We will cover Autotext in a future tutorial.

Field: This command allows you to enter specified fields into your document. The
available fields include Date & Time, Document Automation, Document
Information, Equations and Formulas, Index and Tables, Links and References,
Mail Merge, Numbering and User Information.

Symbol: This allows you to insert symbols and special characters into your
document. For example, if you wanted to include a copyright symbol or a
trademark symbol, then you would use this feature. Other symbols (special
characters) include currency symbols, mathematical symbols and foreign
language alphabet characters.

Comment: This command will place a comment into the document at the
location of the cursor. You will be able to type your comment into the comment
box, once done, simply click anywhere outside of the comment box.

Reference: The Reference command will allow you to insert a footnote, caption,
cross-reference, index, and tables.

*mem1s20192020 Page 5 of 16
 SED 3202 – Technology for Teaching and Learning I

Web Component: This command is used to insert any web components into
your Microsoft Word document.

Picture: Allows you to insert a picture into your document. You will be offered
various locations to locate the image, including clip art, the file system on your
computer, and a digital camera or scanner.

Diagram: The Diagram command will open the diagram gallery dialogue box.
You can choose from a selection of diagrams to insert into your document,
including an organization chart, cycle diagram, radial diagram, pyramid diagram,
Venn diagram and a target diagram. You may have less or more diagrams
available to insert, depending on your Microsoft Word installation.

Text Box: This allows you to insert text boxes, we will be covering text boxes in a
future tutorial.

File: Enables you to insert part or all of a file into the current document.

Object: This command will insert an object of your choice, including media clips,
Microsoft Excel charts and worksheets, Microsoft Powerpoint slides and
presentations.

Bookmark: This handy feature allows you to bookmark a certain element (text,
image, etc). You can name the bookmark and then return to it at any time by
using the goto command in the edit menu.

Hyperlink: The Insert Hyperlink dialogue box allows you to add a hyperlink to an
existing file, web page, certain place in the current document, a new document,
or an email address.

The Tools Menu

The tools menu will also be one you may use regularly, it includes the options
command which controls spelling and grammar, security and more. Commands
include language, word count, speech, letters and mailing, macro, customize and
more.

*mem1s20192020 Page 6 of 16
 SED 3202 – Technology for Teaching and Learning I

Spelling and Grammar: This command

will check the spelling and grammar of the
current Microsoft Word document. It also
allows you to add words to the dictionary,
as well as changing the dictionary
language (if available).

Language: The language tool has various

options, including setting the language of
the document, translating text, open the
thesaurus and manage hyphenation.

Word Count: This will open the Word

Count Dialogue box, enabling you to
count the amount of words in the whole
document, or the currently selected text.

AutoSummarize: This can be a handy

feature of Microsoft Word, depending on
the type and format of your document. It
will summarize a document using the attributes you give it, for example, you can
choose the percentage of the document to be used for the summary, as well as
the format of the summary.

Speech: This will open the Speech Recognition feature of Microsoft Word (if
installed/available).

Track Changes: Clicking on this command will cause Microsoft Word to track
any subsequent changes to the document. These changes can then be viewed
by turning on the Markup option on the Edit menu.

Compare and Merge Documents: This feature enables you to easily compare
and/or merge 2 documents.

Protect Document: This command allows you to control the protection of the
document, including tracked changes, comments and forms.

Online Collaboration: Enables NetMeeting allowing you to communicate with

others in real time via the internet or local network.

Letters and Mailing: Gives you access to various features, including the Mail
Merge Wizard, the Letter Wizard, the Envelopes and Labels tool, and the Mail
Merge Toolbar.

Macro: This opens the Macro Dialogue box, allowing you to manage subsequent

*mem1s20192020 Page 7 of 16
 SED 3202 – Technology for Teaching and Learning I

and existing macros. We will be covering Microsoft Word macros in a future

tutorial.

Templates and Add-Ins: Opens the Templates and Add-Ins Dialogue box,
allowing you to add, remove or update styles and template.

AutoCorrect Options: Opens the AutoCorrect dialogue box, enabling you to

manage capitalisation, and also the replace text as you type settings.

Customize: Allows you to customize the Microsoft Word toolbars, commands,

and other options.

Options: This opens the main options dialogue box in Microsoft Word. It allows
you to change many aspects of the current document and Microsoft Word
environment.

The Table Menu

Tables are a great way of laying out content within your document. The table menu
provides all you need to manage your tables and cells. Includes draw table, insert,
delete, merge cells, split cells, split table, autoformat, convert, sort and more.

Draw Table: This command opens the

Tables and Borders dialogue box with
the draw table tool active. First you
draw the outline of your table, then
using the same tool, you can create
cells by vertical or horizontal
movements within the table.

Insert: Allows you to insert a whole

table or just columns, rows and cells
into the current document.

Delete: Delete complete tables,

columns, rows and selected cells.

Select: This command allows you to

select the current table, column, row or
cell.

Merge Cells: This tool will merge the currently selected cells into one.

Split Cells: This will split the selected cell/s into your chosen amount of columns
and rows, it will also offer (if more than one cell selected) to merge the selected

*mem1s20192020 Page 8 of 16
 SED 3202 – Technology for Teaching and Learning I

cells before the split.

Split Table: This command will split the current table, making the split at the
currently selected cells.

Table AutoFormat: This command will open the Microsoft Word Table
AutoFormat dialogue box, where you can choose from a number of different table
templates, including preset fonts and cell background colours (colors).

AutoFit: This tools gives you several options for resizing the selected table in
relation with the contents or window. It also allows you to automate the
distribution between columns and rows.

Heading Rows Repeat: This handy tool will repeat the currently selected row at
the top of every page for the length of the table.

Convert: This command will convert existing text into a table format. The text will
have to have a common separator to indicate the different columns, it will also
needs new paragraphs where you would like each row.

Sort: This opens the Sort Table dialogue box. You can choose which column you
would like to sort and by what order.

Formula: This tool allows you to apply a formula to the selected cell. For
example, if you wanted to add up the contents of several rows in a specific
column, you could use the SUM formula in the Formula dialogue box.

Hide Gridlines: This simply hides the gridlines of the selected table.

Table Properties: This will display the various properties of the selected table

Shortcut Commands

There are many general program shortcuts in Microsoft Word that make it easier
for you to do everything from save your document to undo a mistake.

 Ctrl+N: Create a new document

 Ctrl+O: Open an existing document
 Ctrl+S: Save a document
 F12: Open the Save As dialog box
 Ctrl+W: Close a document
 Ctrl+Z: Undo an action
 Ctrl+Y: Redo an action

*mem1s20192020 Page 9 of 16
 SED 3202 – Technology for Teaching and Learning I

 Alt+Ctrl+S: Split a window or remove the split view

 Ctrl+Alt+V: Print Layout View
 Ctrl+Alt+O: Outline View
 Ctrl+Alt+N: Draft View
 Ctrl+F2: Print Preview View
 F1: Open the Help pane
 Alt+Q: Go to the “Tell me what you want to do” box
 F9: Refresh the field codes in the current selection
 Ctrl+F: Search a document
 F7: Run a spelling and grammar check
 Shift+F7: Open the thesaurus. If you have a word selected, Shift+F7 looks up
that word in the thesaurus.

Moving Around in a Document

You can use keyboard shortcuts to easily navigate throughout your document. This
can save time if you have a long document and don’t want to scroll through the
entire thing, or simply want to easily move between words or sentences.

 Left/Right Arrow: Move the insertion point (cursor) one character to the left or
right
 Ctrl+Left/Right Arrow: Move one word to the left or right
 Up/Down Arrow: Move up or down one line
 Ctrl+Up/Down Arrow: Move up or down one paragraph
 End: Move to the end of the current line
 Ctrl+End: Move to the end of the document
 Home: Move to the beginning of the current line
 Ctrl+Home: Move to the beginning of the document
 Page Up/Page Down: Move up or down one screen
 Ctrl+Page Up/Page Down: Move to the previous or next browse object (after
performing a search)
 Alt+Ctrl+Page Up/Page Down: Move to the top or bottom of the current
window
 F5: Open the Find dialog box with the “Go To” tab selected, so you can quickly
move to a specific page, section, bookmark, and so on.

*mem1s20192020 Page 10 of 16
 SED 3202 – Technology for Teaching and Learning I

 Shift+F5: Cycle through the last three locations where the insertion point was
placed. If you just opened a document, Shift+F5 moves you to the last point you
were editing before closing the document.

Selecting Text

You may have noticed from the previous section that the arrow keys are used for
moving your insertion point around, and the Ctrl key is used to modify that
movement. Using the Shift key to modify a lot of those key combos lets you select
text in different ways.

 Shift+Left/Right Arrow: Extend your current selection by one character to the

left or right
 Ctrl+Shift+Left/Right Arrow: Extend your current selection by one word to the
left or right
 Shift+Up/Down Arrow: Extend selection up or down one line
 Ctrl+Shift+Up/Down Arrow: Extend selection to the beginning or end of the
paragraph
 Shift+End: Extend selection to the end of the line
 Shift+Home: Extend selection to the beginning of the line
 Ctrl+Shift+Home/End: Extend selection to the beginning or end of the
document
 Shift+Page Down/Page Up: Extend selection down or up one screen
 Ctrl+A: Select the entire document
 F8: Enter selection mode. While in this mode, you can use the arrow keys to
extend your selection. You can also press F8 up to five times to extend the
selection outward. The first press enters selection mode, the second press
selects the word next to the insertion point, the third selects the whole sentence,
the fourth all the characters in the paragraph, and the fifth the whole document.
Pressing Shift+F8 works that same cycle, but backwards. And you can press
Esc any time to leave selection mode. It takes a little playing with to get the
hang of it, but it’s pretty fun!
 Ctrl+Shift+F8: Selects a column. Once the column is selected, you can use the
left and right arrow keys to extend the selection to other columns.

*mem1s20192020 Page 11 of 16
 SED 3202 – Technology for Teaching and Learning I

Editing Text

Word also provides a number of keyboard shortcuts for editing text.

 Backspace: Delete one character to the left

 Ctrl+Backspace: Delete one word to the left
 Delete: Delete one character to the right
 Ctrl+Delete: Delete one word to the right
 Ctrl+C: Copy or graphics to the Clipboard text
 Ctrl+X: Cut selected text or graphics to the Clipboard
 Ctrl+V: Paste the Clipboard contents
 Ctrl+F3: Cut selected text to the Spike. The Spike is an interesting variant on
the regular clipboard. You can keep cutting text to the Spike and Word
remembers it all. When you paste the Spikes contents, Word pastes everything
you cut, but places each item on its own line.
 Ctrl+Shift+F3: Paste the Spike contents
 Alt+Shift+R: Copy the header or footer used in the previous section of the
document

Applying Character Formatting

Word also has loads of keyboard combos for applying character formatting (and
paragraph formatting, but that’s covered in the next section. You can use the
shortcuts to apply formatting to selected text or to whatever you type next if no text
is selected.

 Ctrl+B: Apple bold formatting

 Ctrl+I: Apply italic formatting
 Ctrl+U: Apply underline formatting
 Ctrl+Shift+W: Apply underline formatting to words, but not the spaces between
words
 Ctrl+Shift+D: Apply double underline formatting
 Ctrl+D: Open the Font dialog box
 Ctrl+Shift+< or >: Decrease or increase font size one preset size at a time
 Ctrl+[ or ]: Decrease or increase font size one point at a time
 Ctrl+=: Apply subscript formatting

*mem1s20192020 Page 12 of 16
 SED 3202 – Technology for Teaching and Learning I

 Ctrl+Shift+Plus key: Apply superscript formatting

 Shift+F3: Cycle through case formats for your text. Available formats are
sentence case (capital first letter, everything else lower case), lowercase,
uppercase, title case (first letter in each word capitalized), and toggle case
(which reverses whatever’s there).
 Ctrl+Shift+A: Formats all letters as uppercase
 Ctrl+Shift+K: Formats all letters as lowercase
 Ctrl+Shift+C: Copies the character formatting of a selection
 Ctrl+Shift+V: Pastes formatting onto selected text
 Ctrl+Space: Removes all manual character formatting from a selection

Applying Paragraph Formatting

And just like with character formatting, Word has a bunch of shortcuts particular to
formatting paragraphs.

 Ctrl+M: Increases a paragraph’s indent one level each time you press it
 Ctrl+Shift+M: Reduces a paragraph’s indent one level each time you press it
 Ctrl+T: Increases a hanging indent each time you press it
 Ctrl+Shift+T: Reduces a hanging indent each time you press it
 Ctrl+E: Center a paragraph
 Ctrl+L: Left-align a paragraph
 Ctrl+R: Right-align a paragraph
 Ctrl+J: Justify a paragraph
 Ctrl+1: Set single-spacing
 Ctrl+2: Set double-spacing
 Ctrl+5: Set 1.5 line Spacing
 Ctrl+0: Remove one line spacing preceding a paragraph
 Ctrl+Shift+S: Open a popup window for applying styles
 Ctrl+Shift+N: Apply the normal paragraph style
 Alt+Ctrl+1: Apply the Heading 1 style
 Alt+Ctrl+2: Apply the Heading 2 style
 Alt+Ctrl+3: Apply the Heading 3 style
 Ctrl+Shift+L: Apply the List style

*mem1s20192020 Page 13 of 16
 SED 3202 – Technology for Teaching and Learning I

 Ctrl+Q: Remove all paragraph formatting

Inserting Things

Whether you’re looking to insert a section break in your document, or you just don’t
feel like digging for a common symbol, Word’s keyboard combos have you
covered.

 Shift+Enter: Insert a line break

 Ctrl+Enter: Insert a page break
 Ctrl+Shift+Enter: Insert a column break
 Ctrl+hyphen (-): Insert an optional hyphen or en dash. An optional hyphen tells
Word not to use a hyphen, unless the word breaks at the end of a line. If it does,
Word will use a hyphen where you placed it.
 Alt+Ctrl+hyphen (-): Insert an em dash
 Ctrl+Shift+hyphen (-): Insert a non-breaking hyphen. This tells Word not to
break a word at the end of a line, even if there’s a hyphen there. This would be
useful, for example, if you included something like a telephone number and
wanted to make sure it all appeared on one line.
 Ctrl+Shift+Spacebar: Insert a non-breaking space
 Alt+Ctrl+C: Insert a copyright symbol
 Alt+Ctrl+R: Insert a registered trademark symbol
 Alt+Ctrl+T: Insert a trademark symbol

Working with Outlines

Hopefully, you outline before cracking into a long document. If you’re among those
organized, outlining souls, here are a few shortcuts to help you out.

 Alt+Shift+Left/Right Arrow: Promote (move to the left) or demote (move to

the right) a line
 Ctrl+Shift+N: Demote an outline level to regular body text
 Alt+Shift+Up/Down Arrow: Move the line with the insertion point up or down
in the outline
 Alt+Shift+Plus or Minus keys: Expand or collapse text under a heading
 Alt+Shift+A: Expand or collapse all text or headings in an outline
 Alt+Shift+L: Show the first line of body text or all body text
 Alt+Shift+1: Show all headings that have the Heading 1 style applied

*mem1s20192020 Page 14 of 16
 SED 3202 – Technology for Teaching and Learning I

 Alt+Shift+any other number key: Show all headings up to that level

Working with Tables

Moving around in tables doesn’t work quite like moving around in regular text.
Instead of clicking where you want to go, check out these combos:

 Tab: Move to the next cell in a row and select its contents, if there are any
 Shift+Tab: Move to the previous cell in a row and select its contents, if there
are any
 Alt+Home/End: Move to the first or last cell in a row
 Alt+Page Up/Page Down: Move to the first or last cell in a column
 Up/Down Arrow: Move to the previous or next row
 Shift+Up/Down Arrow: Select the cell in the row above or below the insertion
point or selection. Keep pressing this combo to keep selecting more cells. If you
have multiple cells in a row selected, this combo selects those same cells in the
row above or below.
 Alt+5 on keypad (with NumLock off): Select an entire table

III. Assessment

Please see assessment in our Google classroom class.

Assessment I. Electronic Management Features of Microsoft Word

Assessment II. Mailmerge Certificate using MS Word.

*mem1s20192020 Page 15 of 16
 SED 3202 – Technology for Teaching and Learning I

References

Discovering Computers 2008 by Gary B. Shelly, Thomas J. Cashman and

Misty E. Vermaat, February 21, 2007

O'Leary. (2011). Computing essentials 2011 introductory edition. McGraw

Hill.

Parsons, June Jamrich and Oja, Dan, (2012), New Perspectives on

Computer Concepts 2012 :Comprehensive (14th ed.)

Parsons, June Jamrich and Oja, Dan. (2008). New perspectives on

computer concepts (10th ed.). Boston, Mass: Thomson/Course
Technology.

Shelly, G., & Vermaat, M. (2010). Discover Computers 011 : Living in a

Digital World (1st ed). Massachusetts, USA: Course Technology

Shelly, Freund, and Vermaat. (2011). Introduction to computers (8th ed).

Boston, Mass., Course Technology.

Online References

www.quora.com

https://smallbusiness.chron.com/parts-computer-uses-54052.html

https://www.computerhope.com/jargon/k/keyboard.htm

https://edu.gcfglobal.org/en/computerbasics/what-is-a-computer/1/

*mem1s20192020 Page 16 of 16