NAVIGATING YOUR WAY

THRU
INFORMATION TECHNOLOGY (INT1001)

LAB MANUAL
Revised by Denvil Allen & Caroline Parkes
August 24, 2015

SCHOOL OF COMPUTING & INFORMATION TECHNOLOGY

FACULTY OF ENGINEERING & COMPUTING
 LAB MANUAL - INFORMATION TECHNOLOGY (INT1001) 2

CONTENTS

Introduction ..................................................................................................................................... 3
Objectives: ........................................................................................................................................................... 3
WORD PROCESSING USING MICROSOFT WORD (2007) ......................................................................... 5
The Microsoft Office Button ........................................................................................................................... 5
The Quick Access Toolbar .............................................................................................................................. 6
The Title Bar .................................................................................................................................................... 7
The Menu Ribbon ............................................................................................................................................ 7
The Ruler ......................................................................................................................................................... 8
The Status Bar ................................................................................................................................................. 8
Starting A New Document .............................................................................................................................. 9
Opening an Existing Document ..................................................................................................................... 10
Saving a Document ........................................................................................................................................ 11
Working on Multiple Documents .................................................................................................................. 12
Document Views ........................................................................................................................................... 14
Closing a Document ...................................................................................................................................... 15
Copying, Cutting, Pasting and Inserting Text ............................................................................................... 16
Header and Footers ........................................................................................................................................ 17
RESUME........................................................................................................................................................... 20
Practical Lesson #1: Resume Writing. .......................................................................................................... 24
MAIL MERGE .................................................................................................................................................. 25
Practical Lesson #2: Mail Merge ................................................................................................................... 25
BREAKS ........................................................................................................................................................... 46
Page Break ..................................................................................................................................................... 47
Column Break ................................................................................................................................................ 47
Text Wrapping ............................................................................................................................................... 47
Next Page Section Break ............................................................................................................................... 47
ContinuousSection Break .............................................................................................................................. 47
Even/Odd Page Breaks .................................................................................................................................. 47
Using Section Breaks with Footers ............................................................................................................... 48
STYLES ............................................................................................................................................................ 50
TABLE OF CONTENTS .................................................................................................................................. 52
Creating A Table Of Contents (Using Styles) ............................................................................................... 52
Updating Table of Contents ........................................................................................................................... 54
Deleting Table of Contents ............................................................................................................................ 55
AMERICAN PSYCHOLOGICAL ASSOCIATION (APA) FORMAT .......................................................... 56
EXERCISES...................................................................................................................................................... 56
Exercise 1.1:Writing a Report ....................................................................................................................... 56

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Introduction
The manual is intended as a practical guide to be used to complement the lectures in Information Technology
INT1001 to aid in the development of basic skills and competencies using the selected application software. It is
not a comprehensive all-encompassing document but leaves ample room for further self-discovery and self-
proficiency. To ensure a conducive learning environment please observe the rules which are in place while
using the computer labs.
As far as possible, general concepts will be used to introduce each application. Assigned tasks, however, could
be skewed to reflect some of the cultural characteristics of respective academic programmes. For example,
business students could be asked to create and manipulate a database for use in the stock market, while science
students could be asked to create one reflecting activities surrounding the purchasing of medical supplies.
This series of manuals are organized in four main Sections
Chapter1: Word Processing using Microsoft Word.
Chapter 2: Spreadsheet Applications using Microsoft Excel.
Chapter 3: A brief introduction to Presentation Applications using Microsoft PowerPoint.
Chapter 4: Database Management using Microsoft Access.

Objectives:
To acquire a practical working knowledge of a select group of application programs, specifically:
Word Processing Software.
Spreadsheet Application Software.
Presentation Software.
Database Management System Software.

*Marks may be awarded towards your final score for participation based on completing the exercises
given.

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LAB MANUAL - INFORMATION TECHNOLOGY (INT1001) 4

NAVIGATING YOUR WAY

THRU

MICROSOFT WORD 2007

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 LAB MANUAL - INFORMATION TECHNOLOGY (INT1001) 5

WORD PROCESSING USING MICROSOFT WORD (2007)

Microsoft Word is a word processing software package. You can use it to create many documents such as
letters, reports, memos etc.

Follow the Tasks below to Access Microsoft Word (2007) on the UTech, Jamaica Laboratory Computer.
1. Select “Start”
2. Select “Programs”
3. Select ”Office”
4. Select “Microsoft Office 2007”
5. Select “Microsoft Word 2007”

Upon starting Microsoft word a display similar to Figure 1.1 below is displayed. Text may be typed in the blank
area adjacent to a blinking cursor.

Figure 1.1: Microsoft Word Work Window

The Microsoft Office Button

Figure 1.2

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Selecting the Microsoft Office Button

Figure 1.3: Menu displayed on Selecting the Microsoft Office Button

In the upper-left corner of the Word 2007 window is the Microsoft Office button. Clicking this button, causes a
menu to be displayed giving options to create a New document, Open an existing document, Save, Save As,
Print, Prepare, Send (through email or fax), Publish or Close as well as accessing several other Word Options or
to Exit Microsoft word.

The Quick Access Toolbar

Figure 1.4

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar provides ready
access to commands frequently used. Other menu items may be added by Right clicking on any item in the
Microsoft Office Button Menu or the Menu Ribbon (below the quick access toolbar) and selecting “Add to
Quick Access Toolbar”.

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The Title Bar

Figure 1.5: The Title Bar

The Title Bar lies to the right of the Quick Access toolbar, as its name suggests the title bar displays the title of
the document on which you are currently working. Word names the first new document you open Document1.
As you open additional new documents, Word names them sequentially. When you save your document, you
should assign the document a new meaningful name that suggests what the document is about.

The Menu Ribbon

Figure 1.6: Microsoft Word Menu Ribbon

The Menu Ribbon is a command menu/icon panel located near the top of the screen, below the Quick Access
toolbar. At the top of the Ribbon are seven tabs; Home, Insert, Page Layout, References, Mailings, Review, and
View. Clicking a tab displays several related command groups. The groups are logical/intuitive collections of
features designed to perform functions that you will use in editing your Word document. You click buttons to
issue commands or to access menus and dialog boxes. You may also find a dialog box launcher in the bottom-
right corner of a group. Clicking the dialog box launcher gives you access to additional commands via a dialog
box.

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The Ruler

Figure 1.7: The Ruler

The ruler is found below the Menu Ribbon. The ruler is used to quickly change the format of documents, for
example to set tabs.

The Status Bar

Figure 1.8: Microsoft Word Status Bar at the lowermost part of the window

Just below the text area lies the status bar, it displays formatted page numbers, word counter and a proof reading
grammar and spell checking icon. As illustrated below, the status bar may be further customized to suit your
individual taste by using the mouse to right click on the bar and selecting from a list of options presented in the
“Customize Status Bar” window.

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Starting A New Document

Figure 1.9: Starting a new document

Click the Microsoft Office Button and Select New or Press CTRL+N (Depressing the CTRL key while pressing
the “N”) on the keyboard.

To start from a blank document, Select Blank. To start from a template, browse through the list of available
choices while previewing the selection on the right screen, as above to select the preferred choice.

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Opening an Existing Document

Figure 1.10.Opening an existing document for viewing

Press CTRL+O (Depress the CTRL key while pressing the “O”) on the keyboard Click the Microsoft Office
Button and Click Open

If you have recently used the document you can click the name of the document in the Recent Documents
section of the window that’s displayed (See Figure 10 above)

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Saving a Document

 Press CTRL+S (Depress the CTRL key while pressing the “S”) on the keyboard or
 Click the Microsoft Office Button and Choose “Save” or “Save As” to Rename the document or
 Click the “File Save” icon (floppy diskette) on the Quick Access Toolbar

Drop
Down
Selection
Arrow

Figure 1.11: Saving/converting a word document to a different document type

TIP- If you’re sending the document to someone who does not have Office 2007, you will need to save as a
different type of document by clicking the Office Button, Selecting “Save As”, and by Clicking the Drop
Down Selection Arrow, choose from the list of available document types.

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Working on Multiple Documents

Figure 1.12: Selecting two document to be displayed together beside each other

Several documents can be opened simultaneously if you are typing or editing multiple documents at once. All
open documents will be listed in the View Tab of the Ribbon menu when you click on Switch Windows. The
current document has a checkmark beside the file name. Select another open document to view it.

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Viewing Two Documents at the Same Time

Figure 1.13.Viewing Documents Side by Si de

1. Open the two documents make one of them the active document.
2. Choose View, “View Side By Side”. Word displays the Compare Side By Side dialog box.
3. Click the other document you want to use and then click OK. Word arranges the two windows side by side,
as shown in Figure 13 above

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The View Side By Side feature includes synchronous scrolling, which means that as you scroll up or down
(or even side to side) in one document, Word scrolls in the same direction and by the same amount in the
other document. This may be turned off by choosing View, Window, Synchronous Scrolling.

Document Views

Figure 1.14: Available Views

Five views are available In Word 2007, they are: Print Layout, Full Screen Reading, Web Layout, Outline and
Draft.
1. Print Layout: This is a view of the document as it would appear when printed. It includes all tables,
text, graphics, and images.
2. Full Screen Reading: This is a full view length view of a document. Good for viewing two pages at a
time.
3. Web Layout: This is a view of the document as it would appear in a web browser.
4. Outline: This is an outline form of the document in the form of bullets.
5. Draft: This view does not display pictures or layouts, just text

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Shortcut for quick document views

Figure 1.15: Short cut for Document Views on the Status Bar

A Shortcut for quick document views present at the right hand side of the Status Bar may be also used without
having to Select View from the Ribbon Menu.

Closing a Document
1. Click the Office Button
2. Select Close

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Copying, Cutting, Pasting and Inserting Text

Shaded
area to be
copied

Figure 1.16: Highlighting the required text to Copy or Cut

Having typed some text into a document, it may be copied by holding down the mouse button at the beginning
of the text we wish to copy and covering the entire portion of text that needs to be copied or cut (a form of
deletion, which retains the ability to place the text in another location).
Right clicking (pressing the right mouse button) will give the menu option from which to choose either to:
 Cut
 Copy or
 Paste etc.

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Pasting Text into a document

Text
from
Shaded
area
was
pasted
here.

Figure 1.17: Showing the results of Pasting the Cut or Copied text into a new area of the document

Next position the cursor at the location where the copied text is to be put, right click and choose “Paste” from
the displayed Menu to complete the Paste/ Insert action.
These actions are also available from the “Home Tab” of the Menu Ribbon. Similarly, other objects such as
pictures may also be copied, cut and pasted to and from other documents.

Header and Footers

The header and footer area is roughly represented by the topmost and lowermost section of the document. It
remains in active/inaccessible although clearly visible when not being edited.

For example, the title of this manual “Lab MANUAL - INFORMATION TECHNOLOGY (INT1001) “and
the “Page Numbers” are in the Header of this manual. The information “Revised by Denvil Allen & Caroline
Parkes, August 24, 2015” is contained in the Footer of this manual.

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 LAB MANUAL - INFORMATION TECHNOLOGY (INT1001) 18

Accessing the page header from the Insert Tab

Figure 1.18: Accessing the Page Header

Headers and Footers may be accessed in the Header & Footer Group section via the Insert tab on the Ribbon
Menu.

The main options are:

 A choice may be made from the range of choices presented for either the header or footer.
 The Header may be accessed for editing or
 The Header may be deleted

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Editing header and Footers

Figure 1.19: The Header footer Design group options

The Header or Footer is then presented in the print layout view. Once in the Header or Footer area, Formatting,
Editing, Copying, Cutting, Pasting etc. may be performed in the same manner as in the regular document. In
addition, while in the editing mode a number of Built in Design elements such as Page Number, Date & Date
etc. are available for insertion.

Toggling between the header and footer can be had via The Go to Header and Go to Footer icons of the
Navigation section of the Header & Footer Design Group.

Select the “Close Header and Footer” To exit the edit mode.

Alternatively Headers and Footers may be accessed for editing by Double Clicking at the topmost or lowermost
section of the page and Depress the Escape “Esc” key on the keyboard to stop editing.

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 LAB MANUAL - INFORMATION TECHNOLOGY (INT1001) 20

RESUME

A resume is a brief written account of personal, educational, and professional qualifications and experience,
usually prepared by an applicant for a job.
It is about how you can meet the needs, interests and expectations of your reader and a particular position, at a
particular company. Listing information that will be of no value or benefit to the position you are targeting or
the company in question, is just a waste of time.
Identify how your efforts and contributions have benefited employers in the past rather than repeating similar
jobs with the same functions, over and over. Take credit for your participation and accomplishments. Know the
quantitative results of your efforts (numbers, figures, dollar amounts, and percentages) wherever possible.
Your resume needs to maintain a “clean” and professional appearance (remember, it is representing you!). It
should allow the reader to access the information quickly, even at a glance.
Make certain your name, address, phone number, and e-mail address are clearly visible and at the top of your
document.
Most candidates will only need a single page for their resume; however candidates with years of experience or
outstanding achievements may need more than one page.
For more information on resume writing you may use the following hyperlink "Resume Basics" or by going to
the URL http://www.lcc.edu/ces/resumes/.

Below is an example of a Basic Resume and followed by one for a Professional Resume.

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 Jane Doe
Lot A,
Greater Portmore, St. Catherine
Telephone: 900-5000
Email: [email protected]

OBJECTIVE
To contribute to the growth of a dynamic company

SKILLS AND ABILITIES

 Working knowledge of Microsoft Office (Word, Excel and Powerpoint)

PROFESSIONAL EXPERIENCE
Administrative Assistant - GRACEKENNEDY LIMITED 2004 – Present

 Initiate and co-ordinate the secretarial and administrative functions of the Internal Audit Department.
 Compile information from audit reports for Audit Committee Meeting.
 Finalize reports with management responses and ensure final reports are circulated to the respective
management.

 Review the internal audit budget monthly and discuss variances.

 Monitor vacation and sick leave of audit staff.
 Organize and monitor department purchases.

Secretary - CARIBBEAN BRAKE PRODUCTS LIMITED (no longer operational) 1994 – 2003
 Ensured company vehicles were in proper working condition and roadworthy.
 Assisted with the importation of goods for distribution locally.
 Relief telephone operator.
 Clerical tasks such as filing, maintaining stationery, etc.

Clerk/Typist - NATIONAL HOUSING TRUST 1992 – 1993

 Typing of cheques.
 Performing administrative functions in the accounting department.

QUALIFICATION & EDUCATION

Certified Administrative Professional (CAP) - Elatho’s School of Business - 2006
 Advanced Organizational Management

Certified Professional Secrtary(CPS) - Elatho’s School of Business 2002

 Management
 Administration
 Finance & Business Law

Diploma Course (incomplete) - Durham College of Commerce 1990 – 1991

4 CXCs & 1 GCE - Porus Secondary School (now High) 1981 - 1986
 Office Procedures Principles of Accounts
 English Language
 Typewriting
 Principles of Business

REFERENCE
Available upon request.
 JANE DOE
2 Harris Way
St. Andrew
Home: 610-0846 Email: [email protected]

PROFESSIONAL EXPERIENCE

Deloitte &Touché Kingston, JA August 2004-Present

Manager
 Manage IT audit reviews for clients in the Kingston & St. Andrew area.
 Identify and evaluate business and technology risks, internal controls that mitigate risks, and related opportunities for internal
control improvement.
 Communicate with clients to ensure that they understand Deloitte’s approach as well as the firm’s observations at the end of the
audit.
 Liaise with audit managers and partners to ensure that risks are accurately classified in Sarbanes Audits.

Price Waterhouse Boston, MA February 2001-July 2004

Supervisor, Corporate Audit
 Planned, led, and executed multiple concurrent Commercial (Funds Transfer, Loan Administration, and Escrow
Management) and Capital Markets (Foreign Exchange, Credit and Interest Rate Derivatives, and Treasury) audits for one of
New England’s largest banks.
 IT Audit interface with the Systems Group to develop global Early Warning Systems for Overdraft Accounts and the
frequency of Third Party Wire Transfers.
 Reviewed and tested controls identified by the Lines of Business to comply with Sarbanes-Oxley.
 Supervised, coached, mentored and evaluated audit staff.
 Developed ongoing relationships with key executives in the bank’s IT department to promote efficiency in getting
information when needed.

Houghton Mifflin Company Boston, MA September 1998-February 2000

IT Auditor
 Lead auditor on a review of the Corporate Information Technology (CIT) Department’s Change Management system.
Identified the risks and reported on initiatives taken and planned.
 Refined and documented the use of the LPAR for Y2K mainframe testing, ensuring that it addressed interface and user-
acceptance testing.
 Conducted quarterly Y2K Board Package Review in 1999.
 Facilitated Controlled Self-Assessment/Risk Assessments of the CIT Department.
 Developed IT audit work plans and assisted in the company audits by Ernst & Young.

Caribbean Cement Company, Ltd Kingston, JA February 1994-February 1998

Internal Audit Manager
 Conducted financial operational audits and reviews of Caribbean Cement Company subsidiaries: Jamaica Gypsum &
Quarries and Rockfort Mineral Bath.
 M.I.S. Project Team Member – represented the Audit Department on the project to implement software from Marcam
Corporation.
 Implemented the Marcam Customer Order Management System.
 Reviewed and conducted feasibility studies on I.S. proposals/solutions.
 Managed projects, initiatives and operations as needed, e.g. Sales Delivery Operations.
 JANE DOE
2 Harris Way
St. Andrew
Home: 610-0846 Email: [email protected]

Amtrak Washington, D.C June 1990-February 1994

Senior Resource Management Analyst (6/92 to 2/94)

 Integrated the programs in the Budget System with the recently implemented Walker system from Price Waterhouse.
 Analyzed budget spreadsheets and reconciled reports among the various financial systems and maintained the integrity of the
system by running periodic checks on the programs.

Systems Administrator/Programmer (6/90 to 2/92)

 System Administrator for an AT&T 3B2 Unix-based system.
 Wrote, modified, documented and tested applications, procedures and programs.
 Developed the EDI process resulting in annual savings of $400K.

Information Systems Ltd Kingston, Jamaica June 1986-February 1988

Marketing Rep/Systems Analyst
 Marketed software and hardware to a number of clients.
 Provided the full range of support to clients including implementation, program changes and training.

Working Knowledge of the Following Applications/Systems/Languages:

J.D. Edwards (Financial/Payroll systems), Intranet (Funds Transfer), Lotus Notes, Windows, Marcam Software (Sales and
Purchasing), Kronos Timekeeping System, Access, UNIX, Summit (Derivatives), Peachtree, ACL, Informix, Opics (Foreign
Exchange), Realworld Accounting Systems, Visio, COBOL

EDUCATION

University of the West Indies Kingston, Jamaica June 1986

Bachelor of Science Major: Computer Studies, Minor: Accounting

University of Maryland College Park, Maryland May 1990

Masters of Business Administration, Finance and Information Systems

CERTIFICATION: CPA, CISA

REFERENCES FURNISHED ON REQUEST

 LAB MANUAL - INFORMATION TECHNOLOGY (INT1001)

Practical Lesson #1: Resume Writing.

You are Required to do this IN CLASS

Write a winning resume tailored for a job in your particular field.

a) Put your contact information in the page Header of the Resume page.

You may make the following Assumptions:

1. You are fully qualified for the position i.e. you have completed your degree for your particular field
2. You have very little (less than three months) or no experience in the area
 LAB MANUAL - INFORMATION TECHNOLOGY (INT1001) 25

MAIL MERGE
Mail Merge is a feature designed for creating documents/letters for mass mailing and emails, as well as
envelopes and labels with different information on each one. It does this by importing the information from a
previously created list.

This allows the creation of one standard document that can be automatically copied producing a new
personalized copy for each member of the list.

Practical Lesson #2: Mail Merge

As a class exercise create job application letters addressed to at least five organizations that is suitable for a job
in your field of study. (For this example you may assume that you have completed the first degree).

NB. You are required to do and complete each and every Task IN CLASS culminating in the final letters
and simply follow the step by step instructions that appear below.

For the most of these instructions diagram will appear first and instructions follow below the diagrams..
To begin first Select “Mailings” from the Menu to access the Mail Merge icons on the Menu Ribbon.

Task 1

Figure 1.20 starting the mail merge process

Start the mail merge process by selecting “Start Mail Merge” from the “Mailings” tab of the Ribbon Menu and
choose the document type; in this case it is a letter.

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Task 2

Figure 1.21: Creating the recipients’ Database

Click on the “Select Recipients” tab of the “Mailing Menu”

To create the Database of Recipients choosing to “Type New List” using the built in Word Function (See
Figure 1.21 above).

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Task 3

Figure 1.22: Inserting New Address information

1. Click “Customize Columns” to customize the list of recipients, that is, to Add/Delete or reposition the
Fiel names UP/Down as necessary (see figures 1.22 (above), 1.23 & 1.24 below).

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Task 3.1

Figure 1.23: Adding and Deleting Field Headings for list of recipients

1. Delete all fields that are not needed, you should only have those field that are necessary, all others
should be deleted (see figure 1.24 below)

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Task 3.2

Figure 1.24 adding a new field name to the list of recipients

1. Select the “Add” button to add new field names that are not listed if necessary, for example, the
recipient’s “Position” in the example shown in figure 1.24 above.

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Task 3.3

Figure 1.25: Showing the final list of fields

To reposition field first Highlight the field and use the “Move Up” or “Move Down” buttons to place fields in
the required order

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Task 4

Figure 1.26 Adding information to the recipient list one line at a time.

1. Type in all the required information for each company line by line, a new line is started by selecting
“New Entry”

2. Select “Delete Entry” to delete an existing recipient, if necessary.

3. Select “New Entry” to add information for a new recipient.

4. Click “OK” ONLY when finished entering ALL the recipient information.

5. After Selecting “OK” you will be asked to give the list a meaningful name and “Save”.

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Task 5

Figure 1.27 selecting the newly created recipients’ list for use in the mail merge

 To continue, select the database (your newly created list) by clicking on the “Use Existing List”
which is actually stored as a Microsoft Access Database file.
 Browse to where the list is saved and choose from among the list of files displayed.

NB. No noticable change will occur as a result of this action, this is merely pointing out which list is to
be used for the mail merge insertion.

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Task 7

ONLY done if there are recipients to be excluded i.e. those that should not get a job application letter
Otherwise go straight to “Task 8”.

Figure 1.28: Selecting Recipient list to exclude some recipients

1. If not all the companies are needed, Choose “Existing List” from the “Select Recipients” tab of the
“Mailing Menu” to edit the list

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Task 7.1

Figure 1.29: Omitting some recipients from the merge process by deselecting the check box

2. Deselect the check box, as necessary, to exclude recipients from the merge function

3. If necessary
a. Select “Find Duplicates” to clean up the list
b. Select “Find a Specific Recipient” to search for a specific recipient
c. Click on the name of the list, then select “Edit to make changes or add new information.

4. Select “OK” when done.

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Task 8

Figure 1.30: Sample letter for Mail Merge

At this point please create the Letter (Document) similar to above, with your own mailing credentials, however,
the recipient information, eg. Name, Position, Address and Greeting Line) should left empty as shown (See
example in Figure1.30 above). It is this information that the Mail Merge process will insert for you.

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Task 9

Figure 1.31: Choosing the address format

1. To insert the address information, position the cursor at the exact point in the letter where the recipient
information should begin

2. Select the “Address Block” Option of the Mailings Menu Item. Select the prefered address format.

3. Select “Preview Results” to iIf the preview does not look correct ie.,items are missing,out of order or in
the wrong line, as in the example above, Select the “Match Fields” to realign the fields.

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Task 10

Figure 1.32: Matching Database fields to those of the merge fields

1. Match the predefined merge fields (on the left) with those in the database of recepients (on the righ)
that was created (See figure 1.32 above)
2. Select “not matched” for field that are not present in the recipient database.
3. Click “OK” when done to insert the address of the recipients into the letter

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Task 11

Figure 1.33: Selecting format of greeting line

1. To insert the greeting line information, position the cursor at the exact point in the letter where the
greeting should begin.

2. Select the prefered greeting format by clicking on the Greeting Line Option of the Mailings Menu
Item.

3. If the preview does not look correct, for example, if there are items are missing,out of order or in the
wrong line, then, Select the “Match Fields”n to realign the fields.

4. Select “OK” to exit and insert the greeting line place holder.

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Task 12

Figure 1.34 Matching fields for the greeting line

1. Match the predefined merge fields (on the left) with those in the database of recepients (on the righ)
that was created (See figure1.34 above)
2. Select “fields” that are to be used for the Greeting line (top, Required for Greeting line section, See
figure 1.34 above).
3. Click “OK” when done

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Task 13

Figure 1.35: Placing merge fields into the

document/letter

Inserting a Merge Field in any Section

1. First put your cursor at a location in which you’d like to address field to be inserted.

2. Select “Address Block” a window showing the format of the address will appear. Select OK. A place
holder for the address information “Address Block” will be inserted.

3. Move the cursor to the position for the greeting line. Select “Greeting Line” from the ribbon bar. A window
showing the format of the greeting will appear. Select OK. A place holder for the greeting line “Greeting
Line” will be inserted.

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Task 13.1

Figure 1.36: Documents with place holders in place for the Address block and greeting line

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Task 14

Figure 1.37: Using the preview to toggle between the place holder and the actual information

Final check, view the inserted fields by toggling the “Preview Results” tab (See figure 1.37 above)

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Task 14.1

Figure 1.38: Using “Preview Results” to look at the final output

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Task 15

Figure 1.39: Generating all the letters by selecting Finish & Merge

Generate all the letters by selecting the “Finish & Merge” tab, choose either:

Task 15.1

Figure 1.40: Generating all the letters by selecting Finish & Merge

 printing all the letters

 editing all the letter
 send all the letters to be Emailed

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For your Information

Mail Merge Wizard

Figure 1.41: Selecting the Mail Merge Wizard

Alternatively, now that you have a basic understanding of the mail merge process, you may try to complete the
same process IN YOUR OWN TIME using the Mail Merge Wizard (See Figure 1.41 above). There all the
Tasks are presented one after the other in an intuitive order.

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BREAKS

Figure 1.42: Starting a new document 1

MS Word 2007 uses 7 different types of Breaks get your documents formatted better. They all can be accessed
from the “Page Layout” menu option.

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Page Break
Page Break can be added from the Insert tab or the Page Layout tab. It is used to immediately start typing on a
new page without changing any formatting from the original page.
Column Break
Works just like the page break but operates on columns instead forcing new text into a new column.
Text Wrapping
Specifically for web pages and blog entries, a text wrapping break separates text around objects, such as caption
text from body text. Keeps caption text around a picture by keeping this text together with consistent
formatting, and will flow the rest of the document around this section.

Section Breaks

Next Page Section Break

A next page section break firstly marks a section break in the document, and then starts a new page, just like a
Page Break. Unlike the standard Page Break, this option moves you to the next page and gives you entirely
separate formatting in the new section. .

ContinuousSection Break
Alternately, the Continuous break does the same thing as Next Page, without progressing to a new page.

It facilitates several unique formatting saved in the same document, for example, switching from 2 column text
to single column, or applying a new font scheme to only the cover page.

Even/Odd Page Breaks

The Even and Odd Section Page breaks allows the insertion of a section break and go to the next even or odd
page, respectively, this allows formatting of documents for left and right pages in a book

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Using Section Breaks with Footers
Document footers and headers will have the same content even on pages with section breaks. Applying section
breaks to headers and footers will allow them to have different information.

Figure 1.43: Choosing to Link with previous header (copying the header from the previous page) or no linking (do not copy the header from
the previous page)

To allow headers and footers to have different information apply section breaks as follows:
Apply the “Continuous Breaks” by clicking on the page preceding (before) the page to display the different
heading
On the required page for the new heading, Double-click a header or footer in the new section of your document,
and click (deselect) the Link to Previous(toggle) in the Navigation Section of the Header & Footer Design of
the Menu Ribbon.
Write the new Heading as required
Repeat for the page following to resume the prior heading on the previous pages.

Note the example of the sample resumes in this document where both resumes have distinct Headers as
opposed to the main heading of this document.

Another common application of this is to change orientation or page size for one or more pages within a single
document.

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Different Header on First Page

Figure 1.44: Choosing the first page to have a different header

You may also choose to just keep your first page or your odd and even pages with different footers and
headers. To do this, check the appropriate box on Options in the Footer and Header Design tab.

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STYLES
Some formatting in Microsoft Word is controlled by styles. A style is a predefined combination of font style,
color, and size of text that can be applied to selected text. Word applies these formatting instructions when you
apply a style. Microsoft Word comes with dozens of built-in styles.

A style may be modified by right clicking on the style in the menu ribbon and selecting the modify option to
suit your particular formatting needs, and apply the style to your text.

Styles generally describe the purpose or function of text. For example, there are built-in styles called Heading,
Title, Subtitle and Body Text.

Applying a Heading Style

1. Type the text that is needed for a heading, and then highlight it by clicking and holding down the left mouse
button.
2. On the Home tab of the Ribbon Menu, in the Styles group, select the choice of heading style. If the needed
style does not appear, then click the More button to expand the Quick Styles gallery.
NOTE A preview of the selected style may be obtained by placing the cursor over the style that you want to
preview.

NOTE If the needed style does not appear in the Quick Styles gallery, press

CTRL+SHIFT+S to open the Apply Styles task pane. Under Style Name, type the name of the needed style.
The displayed list will show only those styles that are already used in the document, but any style may be
applied by typing its name.

Customizing (Modifying) a Style

The font and other formatting of a heading (or any other) style may be customized as required.

1. First Select the Home tab of the Ribbon Menu.

2. In the Styles group, Select the <Style>to be customized.
3. Right Click on the desired <Style> and Make the necessary changes.
4. Select Update<Style> to Match Selection

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For example, to modify the size and colour of the font of a Heading (Heading 2).

1. First Select the Home tab of the Ribbon Menu.

2. In the Styles group, Select (Heading 2).
3. Right Click on Heading 2. and make the necessary changes.
4. Select Update Heading 2 to Match Selection

Figure 1.45: Selecting Update Heading 2 to Match Selection

These new customizations will be applied whenever Heading 2 is applied.

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TABLE OF CONTENTS

Creating A Table Of Contents (Using Styles)

ATable of Contents is normally generated from a pre-typed document after applying Heading Styles to the text
that is to be included into the table of contents.

Figure 1.46: Choosing a level to label the text selection

1. Browse through the document and apply Heading Styles to the text needed for the Table of Contents.

2. Position the cursor at the top of the page where the table of contents is to be placed

3. Access the Table of Contents group by Selecting the References Tab of the Ribbon Menu

4. Choose a Level to label the text selection by Clicking on the Add Text in the Table of Contents Group

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Figure 1.47: Choosing the layout of the Table of Contents

5. Then select the Table of Contents tab from the Table of Contents Group

6. Choose the layout of the Table of Contents from among the choices displayed

The automatic table of contents is generated using the header choices previously selected as the
Headings.

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Updating Table of Contents

Figure 1.48: Updating Table of Contents

If you have added or removed headings or other table of contents entries you can update by:

1. Apply headings or mark individual entries as directed previous section above

2. Click the References Tab in the Ribbon
3. Click Update Table
4. Choose to Update Page Numbers Only or to Update the Entire Table

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Deleting Table of Contents

Figure 1.49: Starting a new document

1. Click the References Tab on the Ribbon

2. Click Table of Contents
3. Click Remove Table of Contents

TIPS:
For an easy to follow and complete guide on these and other features of Microsoft Word you may refer to any
online tutorial for Microsoft word 2007. One such site may be found at URL
http://www.gcflearnfree.org/computer/topic.aspx?id=140

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AMERICAN PSYCHOLOGICAL ASSOCIATION (APA) FORMAT

American Psychological Association (APA) format is the official format that is the accepted for assignments at
UTech, Jamaica. APA style formatting specifies among other thing how to present documents with their
constituent Titles, Headings, Tables, Figures, Footnotes, Page Numbers, Citations, References and Appendices,
etc.

We are currently using the sixth edition of the (APA) format. The details of the APA are widely available,
however, we recommend the Owl of Purdue Online Writing Lab website for everything you need to know about
the APA format which may be accessed at the Uniform Resource Locator URL (i.e. the website's address)
https://owl.english.purdue.edu/owl/resource/560/01/

EXERCISES
Exercise 1.1:Writing a Report

Create a report using APA format that gives information about an interesting topic of your area of study.
Chose a topic that best suits your area of study, e.g. Jamaican music, Jamaican flora used in making medicines,
Jamaican foods, Jamaican athletes etc.
Use this information to create a report which should be of a minimum of six (6) pages inclusive of any title
page, references, appendices, etc. The report must include appropriate use of auto generated features such as
table of contents, page numbers, headings, etc.

Exercises should be submitted/presented to your tutor for Review

i

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