ICT IGCSE Practical – Revision Presentation

Word Processing
• Page Layout
• Header & Footer
Chapter 17: Document Production

• Font Styles
• Image wrapping
• List Styles
• Indentation & Spacing
• Find & Replace
• Create/Format Table
• Common Mistakes
• Orphan & Widows
• Completed Example
• Mail Merge

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Page Layout (Size & Orientation)
Chapter 17: Document Production

Top Margin

Left Right
Margin Margin

Click on the Page Layout tab to

make changes to the page(Size,
Orientation and margins).

ms hana | ict | igcse Bottom Margin

 ICT IGCSE Practical – Revision Presentation
Word Processing
Page Layout (Margins)
Chapter 17: Document Production

Margins
1. Click on Page layout
2. Click on Margins
3. Click on Custom
Margins
Enter the margins in
CM.
The top, bottom, left
and right may have
different margins.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Page Layout (Columns)
Chapter 17: Document Production

TIP:

Always double check

where the columns are
Columns after this point meant to start from.

1) Select the
amount of
Columns columns.
1. Highlight the text
2. Click on Page layout 2) Set the spacing.
3. Click on More You may need to
write 1cm.
Columns
4. Select the settings
for your columns
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
Header & Footer

When inserting a header or footer make sure you select the Blank (Three Columns)
option.
Chapter 17: Document Production

Left Centre Right

aligned aligned aligned

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Header & Footer
To insert a Page Number click on Design >> Page
Number >> Current Position
Chapter 17: Document Production

To insert a File name

click on Design >>
Quick Parts >> Field

Click on here the add the path to the filename.

ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
Font Styles

Font styles can be placed in two categories (San-Serif and Serif). San-Serif fonts have
straight edges whereas Serif fonts have little ticks at the edges of each letter.
Chapter 17: Document Production

San-Serif: Arial
Serif: Times New
Roman
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
Font Styles (Exam House Style Example)

Exam
Question
Chapter 17: Document Production

The alignment for the first style will be

different as specific alignment will be
asked for in Question 4. So you canjust
set is as left align as a default value.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Font Styles (Creating a House Style)
Chapter 17: Document Production

To create text styles click

on Home >> Tab under
Change Styles
Click new Style
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
Font Styles (Modifying Style)

Style Name
Chapter 17: Document Production

Text
Formatting

Existing Styles can

also be modified
e.g. Title
Alignment Line Spacing
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
Alignment Line spacing changes the space between lines or paragraphs.
Chapter 17: Document Production

Left Alignment

Centre Alignment

Right Alignment

Justified

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Line Spacing Line spacing changes the space between lines or paragraphs.
Chapter 17: Document Production

Single
Line
Spacing

1.5
Line
Spacing

Spacing
Double between the
Line lines
Spacing increases

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Spacing (Before & After)

To add
Chapter 17: Document Production

spacing click
on Format >>
Paragraph

Edit After to add spacing after

a text style.

Tip: Refer to current font size

or style sheet (house style)

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Formatting Options Additional formatting can also be applied to text by
highlighting the text and click on the relevant icon.
Chapter 17: Document Production

Justify

Select Line Spacing

Left, Centre & Right

Image Wrapping

Wrapping Text around an image

1. Select the image and then click on Format
2. Wrap Text
3. Select Tight
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
List Styles
To apply a list style you need to
highlight the text ad then select the
Chapter 17: Document Production

relevant style icon. You can click on

the arrow for further options.

Bulleted List Numbered List

ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
Remove Spacing
Chapter 17: Document Production

Highlight Text

1. Click on Line Spacing

Icon.
2. Click on Remove Space
After Paragraph.

Before with Space

Space Removed
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
Indentation
Chapter 17: Document Production

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Find & Replace Tool
Find Tool: Find
Specific text in your
Chapter 17: Document Production

document. This tool is

useful in exams as
sometimes you are
asked to insert items
(tables, images etc.)
at certain points.

Find and Replace: Will find

specific text and will replace
Find
it with the text you require
Replace in the entire document.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Create a Table
Chapter 17: Document Production

Merging Rows
Inserting Table
1. Highlight the row >> right click
1. Click on Table >> insert table
mouse >> select merge cells
2. Select the number of rows and columns

Applying Borders Applying Shading

1. Highlight the 1. Highlight the
table and apply row that needs
the appropriate to be shaded.
border settings. Select the
You can also colour making
change the sure you have
weight of the selected the
border. correct
percentage.
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
Formatting Table
1. Top row merged (Highlight row >>
Right Click >> Merge Cells)
2. Text has been centre aligned.
Chapter 17: Document Production

3. Top row selected and

grey shading selected 4. Text has been
from the fill bucket. highlighted and
formatted.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Formatting Table (Insert and Deleting Rows)
1. Highlight the row you would like to
delete.
2
Chapter 17: Document Production

2. Right Click >> Delete>> Delete

Rows

1 3

New row 3
created

1. Highlight the row you would like to

insert the row from (Above/Below) Row
2. Right Click >> Insert >> Insert Above deleted

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Formatting Table (Inserting & Merging Columns)

1. Click on the first column

Chapter 17: Document Production

1 2. Right Click >> Insert >> Insert Columns

to the left (or right)
3. Highlight the newly created column
4. Right Click >> Merge Cells

2 Merged Cells

4
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
Formatting Table (Outside Border)
External Border (outside)
Chapter 17: Document Production

1 1) Highlight the table and

click on the border icon.

2 2) Remove the border

(including internal
border).

Outside Border
3) Then select the outside
border option.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Formatting Table (Editing Border Widths)
Chapter 17: Document Production

Border
Painter

Design >> Border Painter

Border Painter can be used to customize the
border (internal and external) on a table. The
weight of the border can also be specifically set.

Borders have
been applied

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Formatting Table (Text Direction & Alignment)
Chapter 17: Document Production

Layout >> Text Direction

The text direction can be set using
the Text Direction Icon. Text
alignment can also be set.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Common Mistakes (Table)
Chapter 17: Document Production

Top row not

formatted

Row not Inside border

deleted is displayed

Table style
not applied

Corrections have been made.

Numbers not
Text is wrapped right aligned
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing
Common Mistakes
Chapter 17: Document Production

Table split over two

columns
Table now appears in
one column

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Common Mistakes
Chapter 17: Document Production

List split over two

columns

Complete list now

appears in one
column

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Common Mistakes
Chapter 17: Document Production

Inconsistent spacing
between Items

Inconsistent text
styles applied

Inconsistent spacing
between Items

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Orphan
Chapter 17: Document Production

If a word or subtitle (Orphan) is

left then you must insert a break
at the start of the column.

In this case it will be Column

break so the subtitle can be
added to the second column. The
break will be added just before
the Widow.

You can also press enter to move

the title to the next column.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Widow
Chapter 17: Document Production

If the end of a paragraph is left (line

and a half) on a new page then you
need to insert a page break.

The page break will be inserted at the

beginning of the paragraph.

This will mean the new paragraph will

start on the new page.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
Completed Example
Imported Extract
Title and Sub Title from Access Header
Chapter 17: Document Production

Subheading

Correct styles applied

Spacing between all
items is consistent Indented
Bullets
Two columns applied
after first paragraph

Tables/images correctly
formatted and placed
with margins Table
Tables/Lists do not
overlap over two
columns

There are no widowsor

orphans
Footer Inserted Image
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing

A mail merge document is designed to be sent to many people. The Mail

Merge consists of two components:
Chapter 17: Document Production

• Master Document
• Source file containing the data (Spreadsheet or Database)
• Data from the source file (names and addresses) is combined with the
Master document so that key fields do not need to be typed one by one.
• This will save time and reduce the chance of errors in the document.

Master Document Merged Source Data

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing
• For a mail merge you need a master Word Document

• Data Source : Which will contain the recipient data

Chapter 17: Document Production

• Excel (Workbook/CSV)
• Access (Table/Query)

1. Start the Mail Merge Wizard

1) Open the Master
Document

2) Click Mailings
>> Start Mail Merge
>> Step by Step Mail
Merge Wizard

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing

2. Mail Merge Wizard

Chapter 17: Document Production

The mail merge wizard will

start.

Click on Next.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing

3. Browse for Source File

Chapter 17: Document Production

1) Use the current document and click next

2) Browse and select the recipient data
source

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing

4. Recipient Data

The recipient data source is

Chapter 17: Document Production

shown.

Double check if the data

source is correct before
clicking on Ok.

If a record is not required then

you can untick the option.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing

5. Insert Merged Fields You can edit the recipients – deselect

recipients which are not required.
Chapter 17: Document Production

Click on Next to Write

your letter

Then Insert the Merged

Fields in the appropriate
place
This is know as the master document.
You may have to evidence this. Fields will show as:
<<field>>
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing

6. Preview Merged Data

Chapter 17: Document Production

You can then preview all of the merged letters by clicking on the
backward or forward buttons at the top of the page.

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing

Linking to a Database Query

Chapter 17: Document Production

Sometimes you may have filter

(query) data from a data source.

1) Import CSV into a database

application and run the
required query.

2) Save the query

3) Merge the query to your master

document

ms hana | ict | igcse

 ICT IGCSE Practical – Revision Presentation
Word Processing

Example of a Master Document

Chapter 17: Document Production

The master document will show the merged

fields. You will either have to print or print
screen the master document.
ms hana | ict | igcse
 ICT IGCSE Practical – Revision Presentation
Word Processing

Example of Merged Data

Mail merge selection method
Chapter 17: Document Production

Preview Print
Back & Forward
Merged Merged
Merged Records
Data Documents

ms hana | ict | igcse