ICDL ADVANCED

WORD PROCESSING
Syllabus 2.0
Learning Material (MS Word 2013)

Provided by:
«Name»

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Page ii ICDL Advanced Word Processing 2013 S2.0 V1 220616 © 2016

ICDL Advanced Word Processing

Developing your abilities in one of the most used computer applications can be a vital step
in furthering your professional career, and ICDL Advanced Word Processing will allow you
to demonstrate your expertise with regard to documents. Completion of this module will
allow you enhance quality and save time when creating, producing, reviewing and
distributing complex documents.

On completion of this module the candidate will be able to:

 Apply advanced text, paragraph, column and table formatting.
 Convert text to a table and vice versa.
 Work with referencing features like footnotes, endnotes and captions. Create tables
of contents, indexes and cross-references.
 Enhance productivity by using fields, forms and templates.
 Apply advanced mail merge techniques and work with automation features like
macros.
 Use linking and embedding features to integrate data. Collaborate on and review
documents. Work with master documents and subdocuments. Apply document and
security features.
 Work with watermarks, sections, and headers and footers in a document.

What are the benefits of this module?

Building on your word processing applications skills, the ICDL Advanced Word Processing
module will help you to become more confident, efficient and effective in using these
applications. It will prove your mastery of this application, and give a professional touch to
documents you create and work on. Once you have developed the skills and knowledge set
out in this book, you will be in a position to become certified in an international standard in
this area - ICDL Advanced Word Processing.
For details of the specific areas of the ICDL Advanced Word Processing syllabus covered in
each section of this book, refer to the ICDL Presentation syllabus map at the end of the
book.

How to use this book

This book covers the entirety of the ICDL Advanced Word Processing course. It introduces
important concepts and sets out the specific steps associated with using different features
of the application. You will also have the opportunity to practice some of these activities
yourself using sample files provided in the Student Folder. It is recommended that you do
not save your changes to sample files, as you may want to practice an activity more than
once.

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ICDL ADVANCED WORD PROCESSING

LESSON 1 - REVISING WORD DOCUMENT FORMATTING ................................................... 1

1.1 Applying Multi-Level Outline Numbering ............................................................................. 1
1.2 Modify Multi-Level Outline Numbering ................................................................................. 3
1.3 Creating a Character Style .................................................................................................. 4
1.4 Modify and Update a Character Style .................................................................................. 5
1.5 Creating a Paragraph Style ................................................................................................. 6
1.6 Modify and Update a Paragraph Style ................................................................................. 7
1.7 Automatic Text Formatting .................................................................................................. 7
1.8 Automatic Text Entries ........................................................................................................ 8
1.9 Apply Multiple Column Layout ........................................................................................... 10
1.10 Changing Column Width and Spacing ............................................................................. 10
1.11 Inserting/Removing Lines Between Columns .................................................................. 11
1.12 Inserting Fields................................................................................................................ 12
1.13 Updating Fields ............................................................................................................... 12
1.14 Creating Watermarks ...................................................................................................... 13
1.15 Using Advanced Layout Options ..................................................................................... 14
1.16 Using Find & Replace Options ........................................................................................ 15
1.17 Using the Paste Special Options Button .......................................................................... 16
1.18 Using Paragraph Pagination Options .............................................................................. 17
1.19 Protecting a Word Document .......................................................................................... 18
1.20 Review Exercise ............................................................................................................. 19

LESSON 2 - USING SECTION BREAKS................................................................................. 20

2.1 Working with Section Breaks............................................................................................. 21
2.2 Creating Section Breaks ................................................................................................... 22
2.3 Changing Page Orientation ............................................................................................... 22
2.4 Changing Margins for a Section ........................................................................................ 23
2.5 Apply Different Headers and Footers ................................................................................ 24
2.6 Apply First Page Header ................................................................................................... 25
2.7 Insert Automatic Page Numbering .................................................................................... 25
2.8 Review Exercise ............................................................................................................... 27

LESSON 3 – USING TABLE FEATURES ................................................................................ 28

3.1 Apply Table Autoformat/Style ............................................................................................ 29
3.2 Splitting Table Cell ............................................................................................................ 30
3.3 Changing Cell Margins ...................................................................................................... 31
3.4 Changing Text Direction.................................................................................................... 31

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 3.5 Changing Text Alignment .................................................................................................. 32
3.6 Repeating Header Rows at Top of Each Page .................................................................. 33
3.7 Stop Table Row to Break Across Pages ........................................................................... 34
3.8 Sorting in Table ................................................................................................................. 35
3.9 Adding Formula in Table ................................................................................................... 36
3.10 Formatting Number Field ................................................................................................ 38
3.11 Converting a Table into Text ........................................................................................... 39
3.12 Converting Delimited Text to a Table .............................................................................. 40
3.13 Review Exercise ............................................................................................................. 42

LESSON 4 - WORKING WITH COMMENTS AND REVISIONS .............................................. 43

4.1 Enabling Change Tracking ................................................................................................ 44
4.2 Setting Change Tracking Options ..................................................................................... 44
4.3 Disabling Change Tracking ............................................................................................... 46
4.4 Comparing Documents ..................................................................................................... 46
4.5 Viewing Tracked Changes ................................................................................................ 48
4.6 Accepting/Rejecting All Changes ...................................................................................... 50
4.7 Inserting Comment............................................................................................................ 51
4.8 Managing Comments ........................................................................................................ 51
4.9 Viewing and Navigating Comments................................................................................... 52
4.10 Review Exercise ............................................................................................................. 53

LESSON 5 - USING FORMS & PROTECTION ........................................................................ 54

5.1 Creating a Form ................................................................................................................ 55
5.2 Setting Properties for Controls .......................................................................................... 56
5.3 Protecting a Form ............................................................................................................. 58
5.4 Saving a Form as a Template ........................................................................................... 59
5.5 Review Exercise ............................................................................................................... 61

LESSON 6 - CREATING MASTER DOCUMENTS .................................................................. 62

6.1 Using a Master Document ................................................................................................. 63
6.2 Inserting Subdocuments ................................................................................................... 63
6.3 Collapsing/Expanding Subdocuments ............................................................................... 65
6.4 Unlinking Subdocuments .................................................................................................. 66
6.5 Splitting and Merging Subdocuments ................................................................................ 66
6.6 Locking Subdocuments ..................................................................................................... 67
6.7 Opening Subdocuments.................................................................................................... 67
6.8 Review Exercise ............................................................................................................... 69

LESSON 7 - CREATING A TABLE OF CONTENTS ............................................................... 70

7.1 Using a Table of Contents ................................................................................................. 71

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 7.2 Creating a Table of Contents ............................................................................................ 71
7.3 Using Custom Styles ......................................................................................................... 71
7.4 Updating a Table of Contents............................................................................................ 73
7.5 Using Outline Levels ......................................................................................................... 73
7.6 Review Exercise ............................................................................................................... 76

LESSON 8 - CREATING AN INDEX ........................................................................................ 77

8.1 Using an Index .................................................................................................................. 78
8.2 Creating Main Index Entries .............................................................................................. 78
8.3 Creating Index Subentries................................................................................................. 80
8.4 Typing Index Entries ......................................................................................................... 80
8.5 Cross-referencing Index Entries ........................................................................................ 81
8.6 Generating an Index ......................................................................................................... 82
8.7 Updating an Index ............................................................................................................. 83
8.8 Review Exercise ............................................................................................................... 85

LESSON 9 - USING BOOKMARKS, CAPTIONS AND FOOTNOTES ..................................... 86

9.1 Working with Bookmarks ................................................................................................... 87
9.2 Creating Bookmarks ......................................................................................................... 88
9.3 Viewing Bookmarks .......................................................................................................... 88
9.4 Going to a Bookmark ........................................................................................................ 89
9.5 Cross-referencing to a Bookmark ...................................................................................... 89
9.6 Deleting a Bookmark ......................................................................................................... 91
9.7 Inserting a Caption ............................................................................................................ 91
9.8 Inserting a Table of Figures .............................................................................................. 92
9.9 Inserting a Cross-reference ............................................................................................... 94
9.10 Inserting Footnotes ......................................................................................................... 95
9.11 Setting Note Options ....................................................................................................... 97
9.12 Convert Footnote to Endnote .......................................................................................... 97
9.13 Review Exercise ............................................................................................................. 99

LESSON 10 - USING MAIL MERGE...................................................................................... 100

10.1 Working with Mail Merge ............................................................................................... 101
10.2 Starting Mail Merge ....................................................................................................... 101
10.3 Identifying the Main Document ...................................................................................... 102
10.4 Creating a Recipient List ............................................................................................... 102
10.5 Customising Columns in a Recipient List ...................................................................... 103
10.6 Rearranging Columns in a Recipient List ...................................................................... 103
10.7 Saving a Recipient List.................................................................................................. 104
10.8 Entering Records into a Recipient List .......................................................................... 105
10.9 Sorting Records to be Merged ...................................................................................... 107

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 10.10 Highlighting Merge Fields ............................................................................................ 108
10.11 Inserting Merge Fields into a Document ...................................................................... 109
10.12 Previewing Merged Data ............................................................................................. 110
10.13 If-Then-Else Rule ........................................................................................................ 110
10.14 Merging to a New Document ....................................................................................... 111
10.15 Merging to the Printer.................................................................................................. 111
10.16 Review Exercise ......................................................................................................... 113

LESSON 11 - LINKING/EMBEDDING OBJECTS .................................................................. 115

11.1 Inserting a Hyperlink ..................................................................................................... 116
11.2 Display a Linked Object as an Icon ............................................................................... 117
11.3 Embed Data as an Object ............................................................................................. 118
11.4 Updating a Link ............................................................................................................. 119
11.5 Breaking a Link ............................................................................................................. 119

LESSON 12 - USING MACROS ............................................................................................ 121

12.1 Recording a Macro ........................................................................................................ 122
12.2 Running a Macro........................................................................................................... 124
12.3 Adding a Macro Button to the Quick Access Toolbar..................................................... 125
12.4 Saving a Macro Enabled Document .............................................................................. 126
12.5 Deleting a Macro ........................................................................................................... 127
12.6 Review Exercise ........................................................................................................... 128

ICDL SYLLABUS ..................................................................................................................... 129

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 LESSON 1 -
REVISING WORD DOCUMENT FORMATTING

In this section, you will about:

 Applying multi-level outline numbering

 Modifying multi-level outline numbering
 Creating a character style
 Modifying and updating a character style
 Creating a paragraph style
 Modifying and updating a paragraph style
 Creating automatic text formatting/entires
 Applying multiple column layout
 Changing column width and spacing
 Inserting/removing lines between columns
 Inserting fields
 Updating fields
 Creating watermarks
 Using advanced layout options
 Using find & replace options
 Using paste special options
 Using paragraph pagination options
 Protecting a Word document

1.1 APPLYING MULTI-LEVEL OUTLINE NUMBERING

Concepts

The multilevel list feature is used to show a list of indented items at different
levels.

Steps

Open PRDLIST.docx.
Lesson 1 - Revising Word Document Formatting ICDL Advanced Word Processing
Add bullets or numbers to a multilevel list. Scroll as necessary to view all the text
under the Product Features heading.
1. Select the list items to which you want to add bullets Select the entire list from
or numbers. HandPhone to inkjet
The text is highlighted as you drag. technology
2. Release the mouse button. Release the mouse button
The text is selected.
3. Select the HOME tab, if necessary. Click HOME
The HOME tab is displayed.
4. Select the Multilevel List button in the Paragraph
group.
The Multilevel List gallery opens.
Click
5. Select the desired multilevel list style from the List
Library section in the Multilevel List gallery.
The Multilevel List gallery closes and the selected
style is applied to the selected text. Click

Click anywhere in the document to deselect the list.

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ICDL Advanced Word Processing Lesson 1 - Revising Word Document Formatting

1.2 MODIFY MULTI-LEVEL OUTLINE NUMBERING

Steps

Modify a multilevel list.

Scroll as necessary to view all the text under the Product Features heading.

1. Select the list items to which you want to edit. Select the entire list from
The text is highlighted as you drag. HandPhone to inkjet
technology
2. Release the mouse button. Release the mouse button
The text is selected.
3. Select the HOME tab, if necessary. Click HOME
The HOME tab is displayed.
4. Select the Multilevel List button in the Paragraph
group. Click
The Multilevel List gallery opens.
5. Select the desired option from the gallery. Click Define New Multilevel
The Define new Multilevel List dialog box opens. List
6. Select the drop down arrow under Number style Click
for this level.
The list of number styles is displayed.

7. Select a number style from the list. Click I,II,III,…

The desired number style is selected.
8. Enter the desired text indention in the Text indent at Enter 1.27cm in the Text
box. indent at box.
The desired text indention is entered in the box.
9. Select the OK button. Click OK.
The dialog box closes and the number formatting is
applied.

Click anywhere in the document to deselect the list.

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Lesson 1 - Revising Word Document Formatting ICDL Advanced Word Processing

1.3 CREATING A CHARACTER STYLE

Concepts

Styles allow you to keep the formatting in your document consistent. A style is a
collection of formatting commands under a given name so it can be easily
accessed.

Examples of Character Styles

Steps

Open PRDLIST.docx.

To create a new style, you can format the relevant text and then creating the style
based on that formatting.
1. Select the HOME tab. Click HOME
The HOME tab is displayed.
2. Highlight the text that you want to apply a new Highlight the text Product – by
style to. order of sales
The text is highlighted as you drag.
3. Format the text as desired. Apply Bold and Italic
The text is formatted as intended for the new
style
4. Select the Styles option.
The Styles submenu appears.

5. Click Create a Style.

6. The Create New Style from Formatting dialog Type Special Notes
box appears.
Enter a style name.
7. Click Modify… and select Character from the Click Character
Style type: dropdown list.
The Character option is selected.
8. Select OK. Click OK
The new style is created.

The new style has been created, and now appears as an option in the gallery.

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ICDL Advanced Word Processing Lesson 1 - Revising Word Document Formatting

1.4 MODIFY AND UPDATE A CHARACTER STYLE

Steps

Edit an existing style.

1. Select the HOME tab. Click HOME

The HOME tab is displayed.
2. Click to launch the style task pane

3. Right mouse click on the style name. Right mouse click on Special
Notes
4. Click Modify.

5. The modify style dialog appear. Apply font Times New

Proceed to alter specific styles: font, paragraph, Roman
tabs, and etc.
6. Click OK. Click OK

The existing style has been updated. Note that all instances of text with this style
in the document have been updated.

Close PRDLIST.docx without saving the changes.

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Lesson 1 - Revising Word Document Formatting ICDL Advanced Word Processing

1.5 CREATING A PARAGRAPH STYLE

Concepts

A paragraph style contains both character and paragraph formatting attributes that
can be applied to one or more paragraphs in a document.

Steps

Open PRODUCT.docx. Create a paragraph style.

1. Select the HOME tab. Click HOME

The HOME tab is displayed.
2. Highlight the text that you want to apply a new style Drag to select Delivery
to.
The text is highlighted as you drag.
3. Select the Styles dialog box launcher in the Styles Click
group.
The Styles pane is displayed.

4. Select the New Styles button on the Styles pane.

The Create New Style from Formatting dialog box is
displayed. Click
5. Enter a name for the style in the Name box. Type StyleB in the Name
The desired style name is entered in the Name box. box.
6. Select the type of style you want to apply from the Select Paragraph from the
Style type drop down list. Style type list.
The type of style is selected.
7. Select the format button to define the formats for the Click Format
paragraph.
The format paragraph dialog box is displayed.
8. Proceed to define the formats for the paragraph. Click Paragraph > Line
Use the Format paragraph button to increase line spacing > At least > 20pt
spacing to at least 20pt
9. Select the OK button.
The dialog box closes and the paragraph style is Click
applied to the selected text.

You can set different types of line spacing when formatting a paragraph. The
default style is Single, but you can also have 1.5 lines, Double, At least, Exactly
and Multiple. The latter three options gives you more defined options when
setting line spacing:
1. At least: this option enables you to select a minimum amount of space in
points (the font sizes are measured in points.)
2. Exactly: this option enables you to select an exact amount of space in
points.
3. Multiple: this option enables you to select a multiple amount of line spacing
in lines.
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ICDL Advanced Word Processing Lesson 1 - Revising Word Document Formatting

1.6 MODIFY AND UPDATE A PARAGRAPH STYLE

Steps

Modify and update a paragraph style.

If necessary, display the Style pane.
1. Select the text that uses the style you want to modify. Drag to select Payment
The formatted text is selected.
2. Select the Manage Styles button in the Styles
pane.
The Manage Styles dialog box is displayed. Click
3. Select the Modify button. Click Modify
The Modify Style dialog box is displayed.
4. Select the Underline button.
The underline button is activated.
Click
5. Select the OK button to close the Modify Styles Click OK
dialog box.
The Modify Styles dialog box closes
6. Select the OK button to close the Manage Styles
dialog box. Click
The Manage Styles dialog box closes and the
selected Style is updated with the changes.

Close PRODUCT.docx without saving the changes.

1.7 AUTOMATIC TEXT FORMATTING

Concepts

Having consistent formatting in documents saves time and provides a specific

look to your work. You can use the Autoformat as you Type feature in Word to
easily format the document while you complete it.

Steps

Open a blank document.

1. Open the Backstage View. Click FILE

The Backstage View is displayed.
2. Open the Word Options dialog box. Click Options
The Word Options dialog box is displayed.

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Lesson 1 - Revising Word Document Formatting ICDL Advanced Word Processing

3. Select the Proofing option. Click Proofing

Proofing settings appear.
4. Select the AutoCorrect Options button.
AutoCorrect options appear. Click
5. Select the AutoFormat or AutoFormat As You Click AutoFormat
Type tab.
6. Select the necessary changes. Click the appropriate settings
The selection boxes are selected depending on your
preferences.
7. Implement the changes. Click OK
The changes are made.

1.8 AUTOMATIC TEXT ENTRIES

Concepts

AutoText is a feature in Word that allows you to insert repeated phrases, words or
paragraphs with a particular format that ensures accuracy and can help you
become more efficient with your work. To setup this process you must add text
entries to the AutoCorrect dialog box.

Steps

To create AutoCorrect entries. Open DRAW2.docx from the Student Folder.

1. Select the text from We are pleased to extend all the Highlight the text
way to paragraph space after Conservation Award.
The text is highlighted.
2. Open the INSERT tab. Click INSERT
The INSERT tab is displayed.
3. Select the Quick Parts button, then Save Selection
to Quick Part Gallery.
The Create New Building Block dialog box appears.
Click
4. Fill in the information below the table before moving Fill in information for dialog
onto the next step. box
5. Save the new AutoText block. Click OK
The AutoText entry is saved.
6. Open a new blank document. Open a blank document
A blank document is displayed.
7. Open the INSERT tab and click Quick Parts. Click INSERT, then Quick
The changes are made. Parts
8. Put the cursor over AutoText and select the entry Click Invitation AutoText
you wish.
The entry is entered into the document.

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ICDL Advanced Word Processing Lesson 1 - Revising Word Document Formatting

Name: Invitation

Gallery: AutoText

Category: General

Description: Invitation to the Annual Awards dinner.

Save in: Normal

Options: Insert content only

Close the document without saving the changes.

You can modify an AutoText entry after it has been created, should it need to be
updated or you spot an error.

If necessary, open DRAW2.docx.

1. Edit the date September 11 to October 9, the time Edit and select the text
from 7 p.m. to 9 p.m. and the dress code from
“sporty.” to “formal.” Then highlight the text from
We are pleased to extend all the way to paragraph
space after Conservation Award.
The text is edited and selected.
2. Open the INSERT tab. Click INSERT
The INSERT tab is displayed.
3. Select the Quick Parts button, then Save Selection
to Quick Part Gallery.
The Create New Building Block dialog box appears.
Click
4. Fill in the information below the previous table as Fill in information for dialog
before, then move onto the next step. box
5. Update the AutoText block. Click OK
Confirm that you want to update the AutoText entry.

The AutoText entry is now updated to match the changes made.

To delete an AutoText entry:

1. Open the INSERT tab. Click INSERT
The INSERT tab is displayed.
2. Select the Quick Parts button, then Building
Blocks Organizer.
The Create New Building Block dialog box appears.
Click
4. Select the building block to remove. Scroll as necessary and
The selection is highlighted. select Invitation
5. Select Delete and choose Yes to confirm. Click Delete, then Yes
The AutoText entry is deleted.

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Lesson 1 - Revising Word Document Formatting ICDL Advanced Word Processing
Click Close to return to the document. Close DRAW2.docx without saving the
changes.

1.9 APPLY MULTIPLE COLUMN LAYOUT

Concepts

A multiple column layout is used to display information in two or more columns on

each page of a document, for example, a magazine or newspaper.

Steps

Open COLUMNS.docx and select the whole document.

1. Select the PAGE LAYOUT tab. Click PAGE LAYOUT

The PAGE LAYOUT tab is displayed.
2. Select the Columns button in the Page Setup group.
The Columns menu opens.

Click
3. Select the desired number of columns. Click Two
The document text appears in the selected number of
columns.

Practice the concept: To balance the page, insert a column break in the document.
Place the cursor at the beginning of the paragraph “The Roll n Relax Holiday
Tours is staffed by an all-Asian crew”, click PAGE LAYOUT tab, Break button,
and click Column.

To remove the column break, switch to the draft view, click on the column break
within the document and press the keyboard key [Delete].

1.10 CHANGING COLUMN WIDTH AND SPACING

Steps

Change column width and spacing.

1. Select the PAGE LAYOUT tab. Click PAGE LAYOUT

The PAGE LAYOUT tab is displayed.
2. Select the Columns button in the Page Setup
group.
The Columns menu opens.

Click

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ICDL Advanced Word Processing Lesson 1 - Revising Word Document Formatting

3. Select the desired option from the menu. Click More Columns…
The Columns dialog box appears.
4. If necessary, deselect Equal column width. Deselect
The Equal column width option is deselected.

5. Select the Width box. Click inside the Width box.

The cursor appears in the Width box.
6. Enter the desired width of the columns. Enter 7.24cm in the Width
The desired width is entered in the box. boxes.
7. Select the Spacing box. Click inside the Spacing box.
The cursor appears in the Spacing box.
8. Enter the desired column spacing. Enter 0.76cm in the Spacing
The desired column spacing is entered in the box.
box.
9. Select the OK button. Click OK.
The Columns dialog box closes and the settings
are applied to the document.

1.11 INSERTING/REMOVING LINES BETWEEN

COLUMNS
Steps

Add a vertical line between columns.

1. Select the PAGE LAYOUT tab. Click PAGE LAYOUT

The PAGE LAYOUT tab is displayed.
2. Select the Columns button in the Page
Setup group.
The Columns menu opens.

Click
3. Select the More Columns option. Click More Columns...
The Columns dialog box opens.
4. Select the Line between option. Click Line between
The Line between option is selected and a
line appears between each column in the
Preview box.
5. Select OK.
The Columns dialog box closes, and the Click
vertical line appears between each column
in the document.

Close COLUMNS.docx without saving.

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Lesson 1 - Revising Word Document Formatting ICDL Advanced Word Processing

1.12 INSERTING FIELDS

Concepts

Fields are used by Word to automatically enter particular types of information in a

document, for example, author, file name and path file size, fill-in/input, page
numbers, Table of Contents, and performing calculations. The Quick Parts feature
in Word has a field option used to manually insert fields.

Steps

Open FIELDS.docx

If necessary, click on the right side of File Name: under the heading Sales
Report.

1. Select the INSERT tab. Click the INSERT tab

The INSERT tab is displayed.
2. Select the Quick Parts button in the Text
group.
The Quick Parts menu opens.
Click
3. Select the desired option from the menu. Click Field
The Field dialog box is displayed.
4. Select the field you want to insert from the Field Click FileName
names list.
The field name is selected.
5. Select the OK button.
The Field dialog box closes and the filename Click
FIELDS is inserted in the document.

1.13 UPDATING FIELDS

Steps

You decide to save a copy of the document using another file name. The
FileName field will have to be updated to reflect the change.

1. Select the FILE tab Click FILE

The Backstage view opens
2. Select an option from the menu. Click Save As
The desired option is selected.

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ICDL Advanced Word Processing Lesson 1 - Revising Word Document Formatting

3. Enter the desired file name in the File name Type SR2011
box.
The file name is entered in the File name box.
4. Select the Save button.
The Save As dialog box closes and the file Click
name is changed.
5. Select FIELDS to the right of File Name: Select the Filename FIELDS.
The field is selected.
6. Press the F9 key on the keyboard. Press F9.
The field is updated and displays the new file
name.

To prevent the automatic updating of a field in a document, select the field and
press [Ctrl+F11] to lock the field. To unlock a field and allow automatic update,
select the field and press [Ctrl+Shift+F11]. Close both files without saving and
delete SR2011.docx.

1.14 CREATING WATERMARKS

Concepts

A Watermark is faded text or an image displayed in the background of a

document, for example, a company logo or text that reads Confidential, Draft, or
Do not Copy.

Watermark examples

Steps

Open COLUMNS.docx.

1. Select the DESIGN tab. Click DESIGN

The DESIGN tab is displayed.

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Lesson 1 - Revising Word Document Formatting ICDL Advanced Word Processing

2. Select the Watermark button in the Page

Background group.
The Watermark gallery opens.
Click
3. Select the Custom Watermark option. Click Custom Watermark
The Printed Watermark dialog box opens.
4. To use a picture as a watermark, select the Click Picture watermark
Picture watermark option.
The Picture watermark option is selected.
5. Select the Select Picture button.
The Insert Pictures dialog box opens. Click
6. Select the drive containing the Student Folder. Click From a file, Browse
A list of available folders and files is displayed.
You can insert a picture from a file on your
computer, select clip art from Office.com
7. Select the picture file you want to insert. Click SKIJUMP
The file is selected.
8. Select the left-hand part of the Insert button.
The Insert Picture dialog box closes, and the Click
name and path of the selected picture file
appear in the Printed Watermark dialog box.
10. Select OK. Click OK
The Printed Watermark dialog box closes, and
the watermark appears in the document behind
the existing text.

Preview the document, notice that the watermark appears on each page. The
default formatting is Washout, so that the background image does not obscure the
text. Close COLUMNS.docx without saving.

1.15 USING ADVANCED LAYOUT OPTIONS

Concepts

The Advanced Layout dialog box provides options for precisely positioning an
object in a document, as well as for wrapping text around an object.

The Text Wrapping page in the Advanced Layout dialog box provides all possible
text-wrapping styles. In addition to selecting a text-wrapping style, you can control
to which side of an object the text wraps, as well as specify the distance between
the object and the text.

Steps

Use advanced layout options to position a graphic object on the page. Open
PACKAGE14.docx.

1. Select the graphic object you want to position. Click the road trip object
The object is selected.

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ICDL Advanced Word Processing Lesson 1 - Revising Word Document Formatting

2. Select the Picture Tools Format tab. Click Format

The Picture Tools Format tab is displayed.
3. Select the Position button in the Arrange group.
The Position gallery opens.

Click
4. Select the More Layout Options option. Click More Layout Options
The Advanced Layout dialog box opens.
5. Select the Text Wrapping tab. Click the Text Wrapping tab, if
The Text Wrapping page opens. necessary
6. Under Wrapping style, select the desired Click Square
wrapping style.
The wrapping style is selected.
7. Under Wrap text, select the side to which you Click Right only
want the text to wrap.
The option is selected.
8. Under Distance from text, enter the desired
measurement. Click Right to 0.25cm
The measurement appears in the spin box.
9. Select OK. Click OK
The Advanced Layout dialog box closes, and the
graphic object is positioned accordingly.

Click anywhere to deselect the object. Close PACKAGE14.docx without saving.

1.16 USING FIND & REPLACE OPTIONS

Concepts

Word 2013 can find and replace, text, phrases, font formats, paragraph formats,
paragraph marks and page breaks in a document.
Use the Find & Replace feature to update a text format. If necessary, go to the top
of the document. Open PASTE.docx.
1. Select the Replace button from the HOME tab. Click Replace
The replace dialog box is displayed.
2. Click into the Find what box. Then select More.
The Find and Replace dialog box expands to display Click , if
necessary
the Search Options section.
3. Select the format you want to find using the Format Click Format > Font
and Special dropdown buttons.
Leave blank for the Find what box.
4. Select the format to search for. Select Bold
The Find and Replace dialog box expands to display
the Search Options section.
5. Click OK Click OK
A list of available search directions appears.

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Lesson 1 - Revising Word Document Formatting ICDL Advanced Word Processing

6. Select the Replace With textbox. Click Replace with, Format >
Leave blank for the Replace with box. Font
7. Select the format you want to replace with. Click Bold Italic
The option is selected
8. Click OK Click OK
The replace dialog box is closed.
9. Click Replace All. Click Replace All
Notice that the d

Notice that the bold font is changed to bold and italic.

Click anywhere in the document to deselect the text.

1.17 USING THE PASTE SPECIAL OPTIONS BUTTON

Concepts

The Paste Special option is used to maintain or remove the formatting from text that
has been copied and then pasted using Paste Special, for example, if text with
bolding is copied and then pasted using the Unformatted text option within Paste
Special, the pasted text will not show bolding.
You can hide the Paste Options button by pressing the [Esc] key.

Steps

If necessary, display the HOME tab and open PASTE.docx.

Scroll as necessary to view the Tour Newsletter Dated May 13, 2013 heading.

1. Select the text you want to move or copy. Drag to select the text Tour
The text is selected. Newsletter Dated May 13,
2013 heading
2. Cut or copy the text as desired. Click
The cut or copied text is placed on the Clipboard.
3. Position the insertion point in the location where you Scroll as necessary to the line
want to paste the text. below the last paragraph
The insertion point appears in the new location.
4. Select the bottom part of the Paste button on the
Clipboard group.
A Paste Options list appears below.
Click
5. Select the Paste Special button. Click Paste Special
A list of available paste options appears.
6. Select the desired option. Click unformatted text
The text is pasted accordingly.

Close the PASTE.docx file without saving.

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ICDL Advanced Word Processing Lesson 1 - Revising Word Document Formatting

1.18 USING PARAGRAPH PAGINATION OPTIONS

Concepts

Paragraph pagination gives you control how paragraphs are displayed within a
document, for example, Window/Orphan control prevents the last line of a
paragraph being displayed on a new page or the top line of a paragraph being
displayed at the bottom of the previous page. Keep with next is often used to keep
a paragraph and its title together when a page break occurs. Keeping lines together
will prevent a paragraph being split by a page break. Page break before will make
a paragraph start at the top of a page.

Steps

If necessary, display the HOME tab and open TERMS.docx.

Scroll as necessary to view the Prices heading.

1. Select the text you want apply formatting to. Drag to select the text Prices
The text is selected. heading to the first paragraph
on the next page
2. Right mouse clicked. Right mouse click
The short cut menu is displayed.
3. Select Paragraph. Select Paragraph
The Paragraph dialog box appears.
4. Select the appropriate page from the Paragraph dialog Click Line and Page Breaks
box.
The Line and page break page is displayed.
5. Select the appropriate options from the pagination Checked Keep with next
section.
The option is selected.
6. Confirm the desired option. Click OK
The heading is kept with the paragraph on the next
page.

Close TERMS.docx without saving.

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Lesson 1 - Revising Word Document Formatting ICDL Advanced Word Processing

1.19 PROTECTING A WORD DOCUMENT

Concepts

You can add a password to protect a word document to stop other users from
editing it without permission. This can be a useful tool when working with sensitive
material, or documents that you want to make read-only with no editing function
available to those without access.

Steps

Create a new blank document.

1. Open the Backstage View. Click FILE

Backstage View is opened.
2. Select the Save As option and choose a folder to save Click Save As and then My
to. Documents
The Save As dialog box appears.
3. Click the Tools button in the Save As window. Click Tools
A list of options appears.
4. Select the General Options option. Click General Options
The General Options window appears.
5. Enter a password into the appropriate option. Enter a password into the
The password is set for the selected option. Password to open box
6. Reconfirm the password after clicking OK. Click OK
The password will be applied with the selected
protection settings.

Delete the file upon completion.

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ICDL Advanced Word Processing Lesson 1 - Revising Word Document Formatting

1.20 REVIEW EXERCISE

Revising the formatting of a Word document
1. Open PACKAGE16.docx.
2. Scroll to page 2 and select from Product Features to well-trained, knowledgeable
sales staff.
3. Apply multi-level outline numbering.
4. Scroll to page 4 and select the Terms and Conditions of Sale heading. Create a
new style called Terms and Conditions.

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LESSON 2 -
USING SECTION BREAKS

In this section, you will learn how to:

 Work with Section Breaks

 Create Section Breaks
 Change Page Orientation
 Change Margins for a Section
 Apply Different Headers and Footers
 Apply First Page Header
 Insert Automatic Page Numbering
ICDL Advanced Word Processing Lesson 2 – Using Section Breaks

2.1 WORKING WITH SECTION BREAKS

Concepts

Section breaks make it possible to use more than one page layout in a document.
For example, the page numbering used in the introduction of a document may be
different from the page numbering used in the rest of the document, or a
document that contains several chapters may require a different header for each
chapter. When the document has section breaks each section can have a page
layout different from other sections.

Types of Section Breaks

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Lesson 2 – Using Section Breaks ICDL Advanced Word Processing

2.2 CREATING SECTION BREAKS

Steps

Open AWARD1.docx.

Insert a Next Page section break. If necessary, show the formatting markings.

1. Position the insertion point where you want to Scroll as necessary and click to
create a new section. the left of the text Information
The insertion point appears in the new location.
2. Select the PAGE LAYOUT tab. Click PAGE LAYOUT
The PAGE LAYOUT tab appears.
3. Select the Breaks button in the Page Setup
Click
group.
The Section Breaks menu appears.
4. Select the Next Page option. Click Next Page
The Section Breaks menu closes, a Next
Page section break appears at the insertion
point, and the automatic pagination is adjusted
accordingly.

2.3 CHANGING PAGE ORIENTATION

Concepts

You can change the orientation of a page to optimise its layout for whatever purpose
it serves. This will affect how the document will look when printed, as well as when
viewing it in Microsoft Word.

Steps

Format a section of a document.

1. Position the insertion point in the section you If necessary, click to the left of
want to format. the text Information
The insertion point appears in the new location.
2. Select the PAGE LAYOUT tab. Click PAGE LAYOUT
The PAGE LAYOUT tab appears.
3. Select the Orientation button in the Page
Setup Group.
The selected layout is applied to the section.

Click

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ICDL Advanced Word Processing Lesson 2 – Using Section Breaks

4. Select the desired option. Click Landscape.

The page changes to the selected layout.

2.4 CHANGING MARGINS FOR A SECTION

Concepts

Page margins are the blank space surrounding a page and set a boundary for the
text and content inserted into the document. You can adjust these settings to suit
your needs depending on the document’s purpose.

Page margin examples

Steps

Changing margins in a section.

1. Position the insertion point in the section you If necessary, click to the left of
want to format. the text Information
The insertion point appears in the new location.
2. Select the PAGE LAYOUT tab. Click PAGE LAYOUT
The PAGE LAYOUT tab appears.
3. Select the Margins button in the Page Setup
Group.

Click
4. Select the desired option. Click Narrow.
The page changes to the selected layout.

Practice the concept: To locate a section break that was inserted in the document,
select HOME tab, Find, Advanced Find. Select Section under the Go to What
section.

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Lesson 2 – Using Section Breaks ICDL Advanced Word Processing

Close AWARD1.docx.

2.5 APPLY DIFFERENT HEADERS AND FOOTERS

Concepts

You can make use of the different footer feature to change the page numbering
format between content page and main document.

Steps

Open DIFHEAD.docx.

1. Position the insertion point in the section you Browse to the 2nd Page and
want to format. click anywhere on the page
The insertion point appears in the new location.
2. Select the INSERT tab. Click INSERT
The INSERT tab appears.
3. Select the Footer button in the Header and
Footer Group.
The list of options is displayed.
Click
4. Select the Edit Footer option. Click Edit Footer

5. Select the Link to Previous button to disable

it. Click
The Link to Previous option is disabled.
6. Use the Page number button to apply different
numbering format for the page.
Ensure page number is selected.

Click
7. Select the desired option from the menu. Select Current Position
The desired option is selected.

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ICDL Advanced Word Processing Lesson 2 – Using Section Breaks

8. Select the desired page number format. Select Brackets.

The page number is inserted in the document.

Close DIFHEAD.docx.

2.6 APPLY FIRST PAGE HEADER

Concepts

One of the design options for a header or footer is the option to have a first page
header and footer that is different from the rest of the document.

Steps

Open FIRSTHEAD.docx.

1. Select the INSERT tab. Click INSERT

The INSERT tab appears.
2. Select the Header button in the Header and
Footer Group.
The list of options is displayed.
Click
3. Select the desired option.
The HEADER & FOOTER TOOLS DESIGN tab Click
is displayed.
4. Select Different First Page in the Options Tick the Different First Page
group. box.
The Different First Page option is selected.
5. Select the Header button in the Header and
Footer Group.
The list of options is displayed.
Click
6. Select the desired header from the list. Click Austin
The selected header is displayed on the first
page only.

2.7 INSERT AUTOMATIC PAGE NUMBERING

Steps

Insert page numbers in a document.

1. Select the page where you want to insert the Navigate to the 2nd page of the
header. document.
The page is selected.

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Lesson 2 – Using Section Breaks ICDL Advanced Word Processing

2. Select the INSERT tab. Click INSERT

The INSERT tab appears.
3. Select the Page Number button in the Header
& Footer group.

Click
4. Select the desired option from the menu. Select Bottom of Page
The desired option is selected.

5. Select the desired page number format. Select Accent Bar 1.

The page number is inserted in the document.

Close FIRSTHEAD.docx.

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ICDL Advanced Word Processing Lesson 2 – Using Section Breaks

2.8 REVIEW EXERCISE

Use a section break to modify the page format of a document
1. Open Serstbl.docx.
2. Create a next page section break to place the table title, the table, and the
graph on a separate section of the document.
3. Change the orientation of the page containing the table to landscape. (Hint:
Select the PAGE LAYOUT tab.)
4. Select the VIEW tab and use the Multiple Pages button to view the whole
document. Then, select the 100% button.
5. Return to the normal sized view by clicking One Page, and then close the
document without saving it.

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LESSON 3 –
USING TABLE FEATURES

In this section, you will learn how to:

 Apply AutoFormat/Style
 Change Cell Margins
 Change Text Direction
 Change Text Alignment
 Repeat Heading Rows at Top of Each Page
 Set Table Row to Break Across Pages
 Add Table Formula
 Format Number Field
 Convert a Table into Text
 Convert Delimited Text To a Table
ICDL Advanced Word Processing Lesson 3 – Using Table Features

3.1 APPLY TABLE AUTOFORMAT/STYLE

Concepts
The Table Styles option on the ribbon contains a selection of predesigned styles
that can easily be applied to a table. The styles contain various types of borders,
shading, colouring and text formatting. Before applying a style it is possible to
preview how the table will look by hovering the mouse over any of the available
styles.

Table Style Options

Steps
From the Student Folder, open TableStyle.docx.

Use table styles:

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Lesson 3 – Using Table Features ICDL Advanced Word Processing

1. Position the insertion point anywhere in the Click anywhere in the table
table you want to format.
The insertion point appears in the new location,
and the Table Tools Design and Layout tabs
are made available on the Ribbon.
2. Select the TABLE TOOLS DESIGN tab. Click TABLE TOOLS DESIGN
The TABLE TOOLS DESIGN tab is displayed.
3. Position the pointer over the Table Styles Hover the pointer over any table
option buttons in the Table Styles group to style button in the Table Styles
preview the formatting. group
The table style is temporarily applied in live
preview to the table in the document.
4. Scroll through or expand the list of table styles
using the scroll or More buttons. Click
The Table Styles gallery is scrolled or opened,
giving access to all available styles.
5. Select the desired table style. Scroll as necessary and click
The selected table style is applied to the table in Grid Table 4 – Accent 2.
the document and the Table Styles gallery
closes.

3.2 SPLITTING TABLE CELL

Concepts
You can combine two or more cells in the same row or column into a single cell by
using the merge feature. You can reverse the feature using the split function.

1. Position the insertion point anywhere in the cell Click the first table row
you want to split.
The insertion point appears in the location, and
the TABLE TOOLS DESIGN and LAYOUT tabs
are made available on the Ribbon.
2. Select the Layout tab. Click Layout
The Layout tab is displayed.
3. Position the pointer over the Merge group. Click Split Cells
The split cells dialog box is displayed.
4. Enter the number columns cells to split into. Enter 2 for number of columns
The split cells dialog box is displayed.
5. Click OK. Click OK
The split cell is displayed.

Reverse the split cell by selecting both cells and clicking Merge Cells.

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ICDL Advanced Word Processing Lesson 3 – Using Table Features

3.3 CHANGING CELL MARGINS

Concepts
By default every cell in a table will have the same margins. This prevents any cell
content from touching the borders of the cell and possibly making it difficult to
read. Sometimes the margins for one or more cells within a table need to be
increased. This can be done by selecting the cells, clicking on Cell Margins and
entering new values for cell margins in Table Options.

TABLE TOOLS LAYOUT Contextual tab

Steps
Change margins in table cells.
1. Select the cells you want format. Press the icon at the top left
The cells are selected. corner of the table
2. Select the TABLE TOOLS LAYOUT tab. Click LAYOUT
The TABLE TOOLS LAYOUT tab is displayed.
3. Click the Cell Margins button in the Alignment
group to the desired orientation.
The table options dialog box appears.

Click
4. Enter the settings you want to apply to the Enter 0.127cm for both Top
table. and Bottom margins.
The table margin settings are entered.
5. Select the OK button to apply the settings. Click OK.
The cell margin settings are applied.

3.4 CHANGING TEXT DIRECTION

Concepts
Text orientation in a cell can be changed to vertical or horizontal.

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Lesson 3 – Using Table Features ICDL Advanced Word Processing

TABLE TOOLS LAYOUT Contextual tab

Steps
Rotate text in a table.

1. Select the cell(s) containing the text you want to Select the 2nd Row
rotate.
The cells are selected.
2. Select the Table Tools Layout tab. Click LAYOUT
The Table Tools Layout tab is displayed.
3. Click the Text Direction button in the
Alignment group to the desired orientation.
The text orientation changes accordingly.

Click twice

3.5 CHANGING TEXT ALIGNMENT

Concepts
There are several ways to change the alignment of text in a cell. You can use the
paragraph alignment options: Align Left, Center, Align Right, or use the table layout
alignment options: Align top left, Align center left, Align bottom left, Align top center,
Align center, Align bottom center, Align top right, Align center right, Align bottom
right.

TABLE TOOLS LAYOUT Contextual tab

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ICDL Advanced Word Processing Lesson 3 – Using Table Features

Steps
Align table text.

1. Select the cell containing the text you want to Click the cell containing the
align. heading Roll ‘n’ Relax Holiday
The cell is selected. Tours
2. Select the Table Tools Layout tab. Click LAYOUT
The Table Tools Layout tab is displayed.
3. Select the desired Align button from the gallery
in the Alignment group. Click Align Center
The text in the cell is aligned accordingly. (second row, second column)

3.6 REPEATING HEADER ROWS AT TOP OF EACH

PAGE
Concepts
For a table that extends across two or more pages, Word provides an option to
display the header row of the table (which usually displays column headings) at
the top of each page.

Steps
Repeating Heading Rows.

If necessary, switch to Print Layout view.

1. Select the row or rows you want to repeat as a Select the top two rows of the
table heading. table
The rows are selected.
2. Select the Table Tools Layout tab. Click LAYOUT
The Table Tools Layout tab is displayed.
3. Select the Repeat Header Rows button in the
Data group. Click
The table heading is created.

Preview the document in Backstage view. Notice that the table heading appears
on each page.

Close TableStyle.docx without saving.

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Lesson 3 – Using Table Features ICDL Advanced Word Processing

3.7 STOP TABLE ROW TO BREAK ACROSS PAGES

Concepts
When a large table is displayed on two or more pages, the content in the last row
at the end of a page may split between two pages. To keep the content in the row
together, Table Properties has an option to not allow a row to break across pages.

Table Properties Dialog Box showing Options to Allow

Rows to break across pages

Steps
From the Student Folder, open TABLEBREAK.docx.

Set table rows to break across pages. Preview the document to view the table
size and placement on the page.

1. Select the cell, row, or column you want to Click the last row of that table
change. on the first page
The cell, row, or column is selected.
2. Select the Table Tools Layout tab. Click LAYOUT
The Table Tools Layout tab is displayed.
3. Select the Properties button in the Table
group. Click
The Table Properties dialog box opens.
4. Select the tab for the property you want to Click the Row tab, if necessary
change.
The corresponding page is displayed.

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ICDL Advanced Word Processing Lesson 3 – Using Table Features

5. Select the desired option. Click

The option is selected. to
deselect it
6. Select OK. Click OK
The Table Properties dialog box closes, and the
selection is modified accordingly.

Note: Word will automatically repaginate the document to split the table so that
each row is kept intact. This means that a row which was previously split between
two pages will move onto the following page.
You can also apply this feature to the entire table by selecting the entire table by
clicking and following the same steps as above.

Close TABLEBREAK.docx without closing.

3.8 SORTING IN TABLE

Concepts
Occasionally you may need to sort a table by more than one column. For
example, if an address list is sorted by last name and the list has two last names
called Brown, then to differentiate between the two Browns, you could sort by last
name and then by first name.

Steps
From the Student Folder, open TABLE2.docx.
1. Position the insertion point anywhere in the table you Click anywhere in the table
want to sort.
The insertion point is placed in the table.
2. Select the Layout contextual tab on the Ribbon. Click Layout
The Layout contextual tab is displayed.
3. Select the Sort button in the Data group.
The Sort dialog box opens with a column header
selected in the Sort by box. Click
4. Under My list has, select the desired option based on Click Header row, if
whether the table has a Header row. necessary
The option is selected.
5. Select the Sort by list.
A list of available column headings is displayed. Click Sort by
6. Select the column by which you want to sort first. Click Retail Price
The column heading is displayed in the Sort by box.
The Number criterion is displayed in the Type box.
7. Select the Ascending or Descending option, as Click Ascending, if
desired. necessary
The sort order is selected.
8. Select the first Then by list.
A list of available column headings is displayed. Click the first Then by

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Lesson 3 – Using Table Features ICDL Advanced Word Processing

9. Select the column by which you want to sort next. Click Release Date
The column heading is displayed in the first Then by
box. The Date criterion is displayed in the Type box
accordingly.
10. Select the Ascending or Descending option, as Click Descending
desired.
The sort order is selected.
11. Select the second Then by list. Click the second Then by
A list of available column headings is displayed.
12. Select the column by which you want to sort next. Click Product
The column heading is displayed in the second Then
by box. The Text criterion is displayed in the Type
box accordingly.
13. Select the Ascending or Descending option, as Click Ascending, if
desired. necessary
The sort order is selected.
14. Select OK.
The Sort dialog box closes. The table is sorted by Click
multiple columns, in the order specified.

Close TABLE2.docx without saving.

3.9 ADDING FORMULA IN TABLE

Concepts
When a table in a document contains a list of numbers that need a total, you can
insert a sum formula field that will automatically calculate and display the sum
result. The sum formula field will also update the sum result if there are changes
made to any of the numbers in the list, helping to keep the document accurate and
error free.

Note: You can't just add up numbers on different lines - you can only add up
numbers that are presented in either a column or a row inside a table.

Formula button

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ICDL Advanced Word Processing Lesson 3 – Using Table Features

Formula Dialog Box for adding formula in the Sales Table

Steps
From the Student Folder, open SALESTABLE.docx.

Inserting a formula in a table.

1. Select the cell where you want the formula to be Select the empty cell to the right
inserted. of Profit beside Alicia Goh’s
The cell empty cell is selected. name.
2. Select the LAYOUT tab under the TABLE Click LAYOUT
TOOLS contextual tab.
The Layout ribbon is displayed.
3. Select the Formula button in the Data group.
The Formula dialog box appears.
Click
4. Select the format you want to apply from the Select €#,##0.00;(€#,##0.00)
Number format drop-down list. from the Number format list.
The number format is selected.
5. Select the OK button to insert the formula. Click OK
The Formula dialog box closes and the formula
is inserted in the table.

You can press [Alt+F9] to view the formula results instead of the field codes.
Change the Profit value for Alicia Goh from 27,000 to 17,000. Notice that the value
in the Total column is not changed. To refresh the value, select the value and press
F9. Notice, that the value in the Total column is updated now.

Repeat the steps above for each of the SalesReps. However, make sure the
formula reads as =SUM(LEFT).
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Lesson 3 – Using Table Features ICDL Advanced Word Processing

Note: the currency symbol will vary depending on your location, relevant to your
personal settings.

3.10 FORMATTING NUMBER FIELD

Concepts

Formatting the numbers in the formula using the Formula Dialog Box

Sales Table showing the Total Row formatted as Currency

Steps
Formatting a number field.

1. Select the field that you want to format. Select the formula field next to
The field is selected. Total under the Sales column.
2. Select the LAYOUT tab under the TABLE Click LAYOUT
TOOLS contextual tab.
The Layout ribbon is displayed.
3. Select the Formula button in the Data group.
The Formula dialog box appears.
Click

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ICDL Advanced Word Processing Lesson 3 – Using Table Features

4. Select the format you want to apply from the Select #,##0.00 from the
Number format drop-down list. Number format list.
The number format is selected.
5. Select the OK button to apply the format to the Click OK.
field.
The dialog box closes and the formatting is
applied to the field.

The number in the Total row now appears without the currency symbol but with
the layout of how monetary figures are written.

Close SALESTABLE.docx without saving.

3.11 CONVERTING A TABLE INTO TEXT

Concepts

TABLE TOOLS LAYOUT Contextual tab Showing Convert

Word Table

Table converted to Text

Steps
From the Student Folder, open EARNINGS.docx.

Convert a table into text.

1. Select the table rows you want to convert. Select the entire table
The table rows are selected.

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Lesson 3 – Using Table Features ICDL Advanced Word Processing

2. Select the Table Tools Layout tab. Click Layout

The Table Tools Layout tab is displayed.
3. Select the Convert to Text button in the Data
group. Select
The Convert Table To Text dialog box opens.
4. Under Separate text with, select the desired Click Tabs
option.
The option is selected.
5. Select OK. Click OK
The Convert Table To Text dialog box closes,
and the table is converted to text.

Click anywhere to deselect the text.

Display the formatting marks. Notice that a tab now appears in place of each
column marker and a paragraph mark has replaced each end of row mark. Hide
the formatting marks.

Close EARNINGS.docx without saving.

3.12 CONVERTING DELIMITED TEXT TO A TABLE

Concepts
If you have a list created in Word and you want the list to be converted to a table,
you can use the Convert Text to Table feature in Word.

Steps
From the Student Folder, open TEXTTAB.docx.

Convert existing text into a table.

1. Select the text you want to convert into a table. Press [Ctrl+A]
The text is selected.
2. Select the INSERT tab. Click INSERT
The INSERT tab is displayed.
3. Select the Table button in the Tables group.
The Insert Table menu opens.

Click
4. Select the Convert Text to Table option. Click Convert Text to Table
The Convert Text to Table dialog box opens.

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ICDL Advanced Word Processing Lesson 3 – Using Table Features

5. If necessary, specify the desired number of Click Tabs, if necessary

table columns in the Number of columns spin
box under Table size, or select the desired
Separate text at option.
The number in the Number of columns spin
box changes accordingly or the appropriate
option is selected.
6. Select the desired AutoFit behavior option.
The desired AutoFit behavior option is Click Fixed column width
selected. to Auto, if necessary
7. Select OK. Click OK
The Convert Text to Table dialog box closes,
and the existing text is converted into a table.

Click anywhere in the document to deselect the table.

Close TEXTTAB.docx without saving.

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Lesson 3 – Using Table Features ICDL Advanced Word Processing

3.13 REVIEW EXERCISE

Using table features
1. Open TABLEEX1.docx.
2. Select any cell inside the table.
3. Select the DESIGN tab under the title TABLE TOOLS.
4. Apply the Light List – Accent 4 format to the table
5. Close TABLEEX1.docx without saving and open EQUIPTBL.docx.
6. Select the contents of the entire document.
7. Display the INSERT tab.
8. Use the Table button in the Tables group to convert the selected text into a
table. Use the tilde character (~) as the text separator (type it in the Other
text box). Word should suggest two columns. If necessary, select a fixed
column width of Auto.
9. Deselect the text to view the table.

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LESSON 4 -
WORKING WITH COMMENTS AND REVISIONS

In this section, you will learn about:

 Enabling change tracking

 Setting change tracking options
 Disabling change tracking
 Comparing documents
 Viewing tracked changes
 Accepting/rejecting all changes
 Inserting comments
 Managing comments
 Viewing and navigating comments
Lesson 4- Working with Comments and Revisions ICDL Advanced Word Processing

4.1 ENABLING CHANGE TRACKING

Concepts

When one or more people are sent a document to review they can turn on the
Track Changes feature in Word. This will keep track of and mark up any
suggested changes a reviewer makes to the document. When the author receives
the document from the reviewer they will see the suggested changes highlighted
and can choose to accept or reject each change.

Steps

Open TRACK1.docx.

Enabling change tracking.

1. Select the REVIEW tab on the Ribbon. Click REVIEW
The REVIEW tab is displayed.
2. Select the top part of the Track Changes Click Track Changes
button in the Tracking group.
The button changes colour and change tracking
is enabled.

4.2 SETTING CHANGE TRACKING OPTIONS

Concepts

The Track Changes Options include an Advanced Options button that allows the
user to set markup formatting, indicators and colour for each classification.

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ICDL Advanced Word Processing Lesson 4 - Working with Comments and Revisions

Steps

Set change tracking options.

If necessary, switch to Print Layout view and activate change tracking.

1. Select the REVIEW tab on the Ribbon. Click REVIEW

The REVIEW tab is displayed.
2. Click at small arrow at the bottom right corner of
the Tracking option box under the REVIEW
tab. The Change Tracking Options dialog is
displayed.

3. Select Change Tracking Options from the Click Change Tracking

menu. Options
The Track Changes Options dialog box opens.
4. Select the desired options. Click Advanced Options
User may enable or disable the detailed
tracking indicators and adjust markup view and
reviewing pane according. In addition, user
names can be changed by clicking the Change
User Name button at the bottom right of the
window.
5. Modify the Insertions drop down list. Select Double underline

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Lesson 4- Working with Comments and Revisions ICDL Advanced Word Processing

5. Select OK.
The Track Changes Options dialog box closes. Click

4.3 DISABLING CHANGE TRACKING

Steps

Disable change tracking.

1. Select the REVIEW tab on the Ribbon. Click REVIEW

The REVIEW tab is displayed.
2. Select the top part of the Track Changes Click Track Changes
button in the Tracking group.
The button changes colour and change tracking
is disabled.

Close TRACK1.docx.

4.4 COMPARING DOCUMENTS

Concepts

If you want to compare an earlier version of a document with the current version of
a document, you can compare the documents and then merge the changes into
one document.

Compare Documents list options

Steps

Compare two documents.

If necessary, close any open documents (including blank documents, but keep
Word open).

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ICDL Advanced Word Processing Lesson 4 - Working with Comments and Revisions

1. Select the REVIEW tab. Click REVIEW

The REVIEW tab is displayed.
2. Select the Compare button in the Compare
group.
The Compare menu opens.

Click
3. Select Compare from the menu. Click the Compare option in the
The Compare Documents dialog box opens. menu
4. Select the Browse for Original button to the
right of the Original document box. Click beside the Original
The Open dialog box opens. document box
5. Open the folder where the file you want to Select the original document
merge is stored . The filename is displayed REV_1.docx
in the Original document box.
6. Select the Browse for Revised button to the Select the Revised document
right of the Revised document box. REV_EK.docx
The filename is displayed in the Revised
document box and the name of the last
person who saved changes in the Revised
document is displayed in the Label changes
with box.
7. Select the OK button.
The documents are compared and a new Click
version of the document with the differences
marked as tracked changes is displayed in
the Compared Document pane. The Vertical
Reviewing Pane is displayed to the left of the
Compared Document pane. The Original
Document and Revised Document are
displayed in two more panes to the right of
the Compared Document pane.

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Lesson 4- Working with Comments and Revisions ICDL Advanced Word Processing

4.5 VIEWING TRACKED CHANGES

Concepts

The only way to remove tracked changes from a document is to accept or reject
them. Choosing No Markup in the Display for Review box helps you see what the
final document will look like—but it only hides tracked changes from view. The
changes are not deleted, and they’ll show up again the next time anyone opens
the document. To delete the tracked changes permanently, accept or reject them.

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ICDL Advanced Word Processing Lesson 4 - Working with Comments and Revisions

Track changes accept/reject functions

Steps

Review tracked changes.

If necessary, select the REVIEW tab. Open the REVISED.docx.

1. Position the insertion point where you want to Press [Ctrl+Home]
begin reviewing changes.
The insertion point moves to the selected
position.
2. Select the REVIEW tab. Click REVIEW
The REVIEW tab is displayed.
3. Select Simple Markup from the drop-down Click Simple Markup
menu.
4. Word marks up any changes that anyone
makes to the document and shows you where
the changes are by displaying a line near the
margin.

5. Word shows a little balloon where someone’s

made a comment

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Lesson 4- Working with Comments and Revisions ICDL Advanced Word Processing

4.6 ACCEPTING/REJECTING ALL CHANGES

Concepts

There are multiple ways to accept the changes suggested in your document. You
can highlight and choose each change and accept them individually, or simply
click on the Accept button, allowing the app to scroll through the document for
you. Finally, you can Accept All Changes at once, or Accept All Changes and
Stop Tracking which will disable the track changes feature in the document.

Steps

Accept or reject all tracked changes.

If necessary, switch to Print Layout view.

1. Select the REVIEW tab. Click REVIEW
The REVIEW tab is displayed.
2. Position the insertion point where you want to Point cursor to the left of Art of
begin reviewing changes. Touring in Style
The insertion point moves to the selected
position.
3. Accepting a change. Click the Accept
The markup will disappear, and Word will
automatically jump to the next change. You can
continue accepting or rejecting each change
until you have reviewed them all.
4. Select Accept All Changes to remove the Click Accept All Changes
markup.
All changes currently displayed are accepted
and the appropriate revision marks and markup
balloons are removed from the document.
Comments are not classed as a change and
remain in the document

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ICDL Advanced Word Processing Lesson 4 - Working with Comments and Revisions
To set restriction on tracking document, Click REVIEW tab, and click Restrict
Editing from the Protect group. Click on the checkbox of 2. Editing restrictions,
select Tracked Changes from the dropdown list. Click Yes, Start Enforcing
Protection. Close REVISED.docx without saving.

4.7 INSERTING COMMENT

Steps

Open COMMENT.docx.

If necessary, switch to Print Layout view.

1. Select the text to which you want to attach a Drag to select the first
comment. paragraph heading
The text is selected.
2. Select the REVIEW tab. Click REVIEW
The REVIEW tab is displayed.
3. Select the New Comment button in the
Comments group.
A new balloon appears in the Markup Area and
comment marks surround the selected text.
Click
4. Enter the desired comment. Type Include more offerings
The comment text appears in the markup
balloon.
5. Click anywhere outside the markup balloon. Click anywhere outside the
The insertion point appears in the document markup balloon
text.

4.8 MANAGING COMMENTS

Steps

View comments in a document.

If necessary, switch to Print Layout view.

1. Select the REVIEW tab. Click REVIEW
The REVIEW tab is displayed.
2. Select the Show Markup button in the Click Show Markup
Tracking group.
A list of available options is displayed.
3. Point to Reviewers. Point to Specific People
A list of all document reviewers is displayed.

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Lesson 4- Working with Comments and Revisions ICDL Advanced Word Processing

4. Select or deselect the reviewer whose Click All Reviewers

comments you want to view or hide,
respectively, or select All Reviewers.
The comments of the selected reviewers or
those of all reviewers appear or are hidden
accordingly.

4.9 VIEWING AND NAVIGATING COMMENTS

Steps

Manage comments in a document.

If necessary, switch to Print Layout view (select this from the Document Views
group on the VIEW tab).
1. Position the insertion point where you want to Press [Ctrl+Home]
begin reviewing comments.
The insertion point moves to the selected
position.
2. Select the REVIEW tab. Click REVIEW
The REVIEW tab is displayed.
3. Select the Next button in the Comments group. Click Next
The insertion point moves to the next visible
comment.
4. To return to a previous comment, select the Click Previous
Previous button in the Comments group.
The insertion point moves to the previous
comment.
5. To delete the currently selected comment, if Click Delete
desired, select the left-hand part of the Delete
button in the Comments group.
The comment is deleted.

Close COMMENT.docx without saving.

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ICDL Advanced Word Processing Lesson 4 - Working with Comments and Revisions

4.10 REVIEW EXERCISE

Enter a comment and view existing comments in balloons and the
Reviewing Pane. Enable and use change tracking, then disable it.
Combine multiple documents and review the changes.
1. Open INVITEX.docx from the Student Folder.
2. Enable change tracking.
3. Set the following change tracking options:

Markup options Selection

Insertions Italic
Changed lines Outside Border
Comments (color) By author
Formatting Double underline

4. Change the first line of the document from We are pleased to extend to you
an invitation to You are cordially invited.
5. Disable change tracking.
6. Combine INVITE2U.docx into the current document.
7. Accept the first two changes in the document.
8. Select No Markup from the Display for Review list on the Reviewing
toolbar. Notice that all markup is hidden.
9. Accept all changes in the document.
10. Choose Save As and save the document as INVITEFINAL.docx.
11. Delete INVITEFINAL.docx upon completion.

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LESSON 5 -
USING FORMS & PROTECTION

In this section, you will learn how to:

 Create a form
 Set properties for controls
 Protect a form
 Save a form as a template
 Restrict document editing
ICDL Advanced Word Processing Lesson 5 - Using Forms & Protection

5.1 CREATING A FORM

Concepts

A form in Word is used to collect information from people. This is done using
various types of control boxes, that require the user to enter, tick, or select
content. A form may look similar to a table. The form can be printed and
completed on paper or it can be completed from within Word. In Word the form
should be protected so that only relevant areas of the form can be accessed by
the user. When you are creating or working with forms, you need to display the
DEVELOPER tab on the Ribbon.

Steps

Open CUSTPR1.docx.
Create a form by adding content controls to a template or document.
If necessary, display the formatting marks.

1. Select the FILE tab Click FILE

The Backstage view opens
2. Select Options. Click Options
The Word Options dialog box opens and the
Popular options page is displayed by
default.

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Lesson 5 - Using Forms & Protection ICDL Advanced Word Processing

3. Select Customize Ribbon. Click Customize Ribbon

The options for customising the ribbon are
displayed.
4. In the Main Tabs list on the right, select
Developer. Click
Developer is selected.
5. Select the OK button. Click OK
The Word Options dialog box closes.
5. Select the DEVELOPER tab on the Ribbon. Click DEVELOPER
The DEVELOPER tab is displayed.
6. Position the insertion point where you want Click to the right of the tab
to insert a content control. character on the Customer Name
The insertion point is placed in the desired line
location.
7. Select the desired content control in the Click Rich Text content
Controls group. control
The Rich Text content control is displayed in
the document.
8. Position the insertion point where you want Click to the left of Australia
to insert a Legacy Tools control.
The insertion point is placed in the desired
location.
9. Select the Legacy Tools button.
The Legacy Tools gallery appears. Click
10. Select the desired control from the Legacy Under Legacy Forms, click
Tools gallery.
The Check Box Form Field is displayed in
the document.

Practice the concept: Add in meaning message or guide on the control. Double-
click on the checkbox inserted on the document, click Add Help Text button, select
if the message appears on the status bar or Help Key (F1). Enter the text
accordingly.

5.2 SETTING PROPERTIES FOR CONTROLS

Steps

Open CUSTPR1.docx, if necessary.

Set properties for content controls. If necessary, display the formatting marks and
the DEVELOPER tab.

1. In the Controls group on the DEVELOPER Click

tab, select Design Mode.
The Design Mode button is highlighted to
indicate that the mode is enabled. Content
controls in the document change to Design
Mode appearance.

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ICDL Advanced Word Processing Lesson 5 - Using Forms & Protection

2. Select the desired content control in the Click on the Rich Text content
document for which you want to edit the control with the text Click here to
instructional text. enter text
The Rich Text content control changes to
edit mode.
3. Edit the instructional text as desired. Edit the text to read Click here and
The instructional text is changed enter the company name.
accordingly.
4. In the Controls group on the DEVELOPER Click
tab, select Design Mode.
The Design Mode button highlighting is
removed to indicate that the mode is
disabled. Changes to instructional text are
saved. Content controls in the document
change to their normal appearance.
5. Select the desired content control in the Click on the Drop-Down List
document for which you want to edit the content control with the text
properties. Choose an item
The Drop-Down List content control is
highlighted and the Properties button in the
Controls group on the DEVELOPER tab is
enabled.
6. In the Controls group on the DEVELOPER Click
tab, select Properties.
The Content Control Properties dialog box
opens.
7. Edit the properties as desired. Follow the instructions shown
The properties are defined accordingly. below the table before continuing
on to the next step
8. Select OK in the Content Control Properties
dialog box. Click
The Content Control Properties dialog box
closes and the properties are assigned to
the content control accordingly.

Click the Add button and type Retail in the Display Name box in the Add Choice
dialog box. Select OK. Notice that Retail has been added to the Drop-Down List
Properties list in the Content Control Properties dialog box.

In the same way, add Wholesale and Distributor to the Drop-Down List
Properties list.

Return to the table and continue on to the next step (step 8).

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Lesson 5 - Using Forms & Protection ICDL Advanced Word Processing

5.3 PROTECTING A FORM

Concepts

Protecting a form is a useful method of ensuring only the required fields are edited
when it is distributed to other people. Without protecting it the form may be
tampered and completed incorrectly.

Steps

Protect a form.

1. Select the DEVELOPER tab from the Click DEVELOPER

Ribbon.
The DEVELOPER tab is displayed
2. Select the Restrict Editing button from the
Protect group.
The Restrict Formatting and Editing task
pane opens. Click
3. Select the desired editing restriction options Check the box next to Allow only
from the Restrict Formatting and Editing this type of editing in the
task pane. document
The Editing restrictions list box is activated
and the Exceptions (optional) list is
displayed.
4. Select the Editing restrictions dropdown
icon. Click Editing restrictions
A list of options is displayed.
5. Select the Filling in forms option. Click Filling in forms
The desired option is selected and the
Exceptions (optional) list closes.
6. Select the Yes, Start Enforcing Protection
button. Click
The Start Enforcing Protection dialog box
opens and an insertion point is placed in the
Enter new password (optional) field.
7. Type a password into the Enter new Type Pr0t3ct70rm
password (optional) field.
An asterisk is entered for each character of
the password.
8. Select the Reenter password to confirm Press [Tab]
field.
An insertion point is placed in the required
field.

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ICDL Advanced Word Processing Lesson 5 - Using Forms & Protection

9. Retype the password in the Reenter Type Pr0t3ct70rm

password to confirm field.
An asterisk is entered for each character of
the password.
10. Select OK.
The Start Enforcing Protection dialog box Click
closes. A message is displayed in the
Restrict Formatting and Editing task pane
informing you that the document is protected
from unintentional editing. A Stop
Protection button appears at the bottom of
the task pane.
11. Close the Restrict Formatting and Editing Click
task pane.
The Restrict Formatting and Editing task
pane closes and the document window is
maximised.

5.4 SAVING A FORM AS A TEMPLATE

Steps

Save a form as a template.

1. Select the FILE tab Click FILE

The Backstage view opens
2. Select Save As. Click Save As
The Save As dialog box opens with the
text in the File name box selected.
3. Choose a desired location to save the Click the Student Folder
file to.
The folder will appear in a new window.
3. Type the desired template name. Type Sample order Form
The text is entered in the File name box.
4. Select the Save as type list.
A list of available file types is displayed. Click Save as type
5. Select Word Template (*.dotx). Click Word Template (*.dotx)
Word Template (*.dotx) is displayed in
the Save as type box.
Notice the default location is in Custom
Office Template.
6. Select Save.
The Save As dialog box closes, and the Click
form is saved as a template.

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Lesson 5 - Using Forms & Protection ICDL Advanced Word Processing

Close Sample order Form.dotx.

Practice the concept: To modify the template, select File, Open, Recent Folders
(or browse to the directory where the template is saved), Custom Office
Templates, select Sample order form, click Open. Perform the required changes,
and click Save.

Close CUSTPR1.docx without saving. Delete Sample order Form.dotx from the
Student Folder.

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ICDL Advanced Word Processing Lesson 5 - Using Forms & Protection

5.5 REVIEW EXERCISE

Create a form and a template
1. Open CUSTORD.docx.
2. Display the paragraph markings in the document and the DEVELOPER tab
on the Ribbon.
3. Add the following products to the Drop-Down List control in with these
entires:
Life-Fit Treadmill
Treadmaster Treadmill
Life-Fit Exercise Bike
Exer-Fit Stepper
4. Add a Date Picker content control to the right of the tab on the Delivery
Date line.
5. Add Check Box Form Fields beside the two Shipper: options.
6. Using the Legacy Tools gallery, remove the shading from the Check Box
Form Fields.
7. Protect the document by setting an editing restriction that allows people to fill
in the form only.
8. Enforce protection of the form using a suitable password.
9. Close the CUSTORD.docx without saving changes.

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LESSON 6 -
CREATING MASTER DOCUMENTS

In this section, you will learn how to:

 Use a master document

 Insert subdocuments
 Collapse/expand subdocuments
 Unlink subdocuments
 Split and merge subdocuments
 Lock subdocuments
 Open subdocuments
ICDL Advanced Word Processing Lesson 6 - Creating Master Documents

6.1 USING A MASTER DOCUMENT

Concepts
The Master Document feature in Word makes it easier to work with very large
documents by dividing the document into more manageable parts called
subdocuments. Each subdocument is a separate word document stored in a folder
that can be opened and edited separately in Word. The master document contains
a link to each subdocument.

Certain tasks, such as generating a Table of Contents, Index, page numbering or

printing the whole document, may require that all the subdocuments are combined
and displayed in the Master Document. This is done by clicking on the relevant links
in the Master Document to open each subdocument.

In Outline view a Master Document can be created from a new or an existing

document. One or more existing files can be inserted as subdocuments or new
subdocuments can be created by using the Create Subdocument button in the
Master Document.

The Outlining tab provides buttons used to create, insert, and manage the master
document and its subdocuments.

Steps
From the Student Folder, open MASTER.docx.

Use a master document.

If necessary, display the formatting marks.

1. Select the VIEW tab on the Ribbon. Click VIEW

The VIEW tab is displayed.
2. Click the Outline button in the Document View
group.
The document is displayed in Outline view. The
Outlining tab is displayed on the Ribbon. Click

6.2 INSERTING SUBDOCUMENTS

Concepts

Files inserted into a master document are called subdocuments. Subdocuments

are linked to their source files. Therefore, changes made to a source file are
automatically updated to the master document.

When you insert a subdocument into a master document, the subdocument text
appears in Outline view. You can then use buttons available on the Outlining tab
to collapse and expand the subdocument.
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Lesson 6 - Creating Master Documents ICDL Advanced Word Processing

Word inserts a Next Page section break before each subdocument you insert and
a Continuous section break after it.

If the master document and the subdocuments contain duplicate style names with
different formatting, the subdocument text adopts the master document formatting
when inserted into the master document. For example, if the Heading 2 style is
left-aligned in the subdocument but centered in the master document, all
subdocument text formatted with the Heading 2 style will be centered in the
master document.

Steps

Insert subdocuments into a master document.

If necessary, switch to Outline view and display the Outlining tab.

1. Position the insertion point in the document Press [Ctrl+End]
where you want to insert a subdocument.
The insertion point is placed in the desired
location.
2. Select the Show Document button.
The Master Document group of buttons is
displayed.
Click
3. Click the Insert button in the Master
Document group. Click
The Insert Subdocument dialog box opens.
4. Select the drive where the file you want to Click the drive with the Student
insert is stored. Folder
A list of available folders is displayed.
5. Open the folder where the file you want to Double-click the Student Folder
insert is stored.
A list of available folders and files is
displayed.
6. Select the file you want to insert. Click PRODUCT6.docx
The file is selected.
7. Select the left part of the Open button.
The Insert Subdocument dialog box closes, Click
and a Word message box may open asking
if you want to rename a style found in both
the subdocument you wish to insert and the
master document.

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ICDL Advanced Word Processing Lesson 6 - Creating Master Documents

8. If a Word message box opens, asking if you

want to rename a style found in both the Click
subdocument you wish to insert and the
master document, select Yes.
The Word message box closes. The
subdocument file is inserted into the master
document and the Collapse
Subdocuments button in the Master
Document group is highlighted.

Practice the Concept: Insert BENEFIT6.docx and then TERMS6.docx as

subdocuments at the end of the Master Document.

At the top of the document, select and right-click the No table of contents
entries found. field code. Update the table of contents by selecting Update Field
from the shortcut menu. Display the formatted table of contents in Print Layout
view using the View Shortcuts button on the status bar. Then, switch back to
Outline view.

Click the Show Level list in the Outline Tools group on the Outlining tab to
display only level 2 and above. Then, display all the outline levels again.

Save the file to the Student Folder as Master2.docx.

6.3 COLLAPSING/EXPANDING SUBDOCUMENTS

Steps

Collapse and expand subdocuments in a master document.

If necessary, switch to Outline view and display the Outlining tab.

Press [Alt+F9] to display the {TOC} field code instead of the table of contents
text.

1. Click the Collapse Subdocuments button

in the Master Document group.
The text for all inserted subdocuments is
displayed. Click
2. Click the Expand Subdocuments button in
the Master Document group.
The inserted subdocuments are displayed
as hyperlinks with the path and filename of Click
the source file.

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Lesson 6 - Creating Master Documents ICDL Advanced Word Processing

6.4 UNLINKING SUBDOCUMENTS

Steps

Unlink a subdocument.

Switch to Outline view, if necessary. Then, expand the subdocuments.

1. Select the subdocument you want to unlink. Scroll down and click anywhere in
The subdocument is selected. the subdocument under the
Terms and Conditions of Sale
heading
2. Select the Unlink button in the Master
Document group. Click
The link is removed and the text of the
subdocument is copied into the master
document.

6.5 SPLITTING AND MERGING SUBDOCUMENTS

Steps

Split and merge a subdocument.

Switch to Outline view, if necessary, then select the Expand Subdocuments

button to display the text of all subdocuments.

1. Place the insertion point at the point where Click just before the Clothing
you want to split the subdocument. subheading in the first
The insertion point is placed in the desired subdocument
location.
2. Select the Split button in the Master Click
Document group.
The subdocument is split in the master
document. The contents of the original
subdocument are divided between the
original subdocument file and a new file that
contains all the content after the insertion
point.
3. Select the contents of the subdocuments Drag to select the contents of the
you want to merge. split subdocuments (from the
The text in the subdocuments is highlighted Products Distributed heading in
as you drag. the first split document to the end
of paragraph headed Memorabilia,
including any blank paragraphs at
the end)

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ICDL Advanced Word Processing Lesson 6 - Creating Master Documents

4. Release the mouse button. Release the mouse button

The text in the subdocuments is selected.
5. Select the Merge button in the Master Click
Document group.
The content is merged in both the master
document and the first subdocument file.

The new file created when the subdocument was split still exists, containing the
content from the start of the split to the end of the original subdocument. However,
it is no longer linked to the master document and can be deleted safely.

6.6 LOCKING SUBDOCUMENTS

Steps

Lock a subdocument.

Switch to Outline view, if necessary. Then, select the Expand Subdocuments

button to display the text of all subdocuments.

1. Select the subdocument you want to lock. Click anywhere in the first
The subdocument is selected. subdocument.
2. Select the Lock Document button in the
Master Document group. Click
The subdocument is locked. A padlock is
displayed against the subdocument in the
left margin of the master document.

The subdocument can now only be opened in Read-Only mode.

6.7 OPENING SUBDOCUMENTS

Steps

Open a subdocument.

Switch to Outline view, if necessary. Then, select the Expand Subdocuments

button to display the text of all subdocuments. All documents should be unlocked.

Open PRODUCT6.docx and view the Products Distributed by Worldwide

Sporting Goods heading. This is the same heading text that is displayed in the
master document. Then, close PRODUCT6.docx.

In MASTER2.docx, type , Inc. at the end of the Products Distributed by

Worldwide Sporting Goods heading at the top of the first subdocument.

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Lesson 6 - Creating Master Documents ICDL Advanced Word Processing

1. Double-click the subdocument icon to the

left of the subdocument you want to open. Double-click to the left of
The subdocument opens in its own the first subdocument
application window.

Notice that the text , Inc. has been updated to the source file, PRODUCT6.docx.

Close MASTER2.docx.

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ICDL Advanced Word Processing Lesson 6 - Creating Master Documents

6.8 REVIEW EXERCISE

Create a master document
1. Create a new, blank document.
2. Switch to Outline view and insert the following subdocuments: INVITE.docx,
DIRECTN.docx, and LIST.docx.
3. Delete the Next Page section break at the top of the document.
(Hint: Press [Ctrl+Home] to go to the top of the document. Display the
formatting marks and then, select and delete the Next Page section break.
Turn off the formatting marks.)
4. Save the file to the Student Folder as SHOWCASE_L3.docx.
5. Collapse, then expand the subdocuments.
6. In the master document, go to the DIRECTIONS TO THE SHOWCASE
subdocument and change three to four in step 4 and save the Master
Document.
7. Open the DIRECTN.docx subdocument; notice that the text in step 4 has
been updated.
8. Switch back to the SHOWCASE_L3.docx and go to the top of the document.
9. Place the insertion point before the word Morning in the first subdocument
and insert a split.
10. Lock the new subdocument and then, use the subdocument icon to open the
document.
11. Close all open documents without saving them. Delete
SHOWCASE_L3.docx from the Student Folder.

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LESSON 7 -
CREATING A TABLE OF CONTENTS

In this section, you will learn how to:

 Use a table of contents

 Create a table of contents
 Use custom styles
 Update a table of contents
 Use outline levels
ICDL Advanced Word Processing Lesson 7 - Creating a Table of Contents

7.1 USING A TABLE OF CONTENTS

Concepts

A table of contents at the beginning of a large document, such as an instruction

manual, book or report makes it easier to find information by listing the name and
page number of all the topics and subtopics within the document.
For large documents that are used on a computer, a table of contents should also
include hyperlinks for each topic and subtopic that link to their location within the
document, where further information and explanation is available. The hyperlinks
become active when the Ctrl key is held down while clicking the the topic /
subtopic.

7.2 CREATING A TABLE OF CONTENTS

Steps

Open PACK13.docx.

Generate a table of contents.

1. Position the insertion point where you want the Press [Ctrl+Home], if
table of contents to be inserted. necessary
The insertion point is placed in the desired
location.
2. Select the REFERENCES tab on the Ribbon. Click REFERENCES
The REFERENCES tab is displayed.
3. Select the Table of Contents button from the
Table of Contents group.
The Table of Contents gallery opens.
Click
4. Select the required Table of Contents style. Click Automatic Table 1
The Table of Contents based on the selected
style is inserted in document.

Point to the Benefits of Worldwide Telephony Systems heading in the table of

contents and hold [Ctrl]; notice that the mouse pointer changes into a pointing
hand. Click the Benefits of Worldwide Telephony Systems heading; Word goes
to the corresponding document text.

Close PACK13.docx without saving.

7.3 USING CUSTOM STYLES

Steps

Open PACK14.docx.

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Lesson 7- Creating a Table of Contents ICDL Advanced Word Processing
Use custom styles to generate a table of contents.

Go to page 5 and click in the Product Features heading. Display the Styles task
pane by clicking the launcher arrow in the Styles group on the HOME tab. Notice
that the user-defined Features style has been applied to the heading. Close the
Styles task pane and return to the top of the document.

1. Position the insertion point where you want the Click [Ctrl+Home], if necessary
table of contents to be inserted.
The insertion point is placed in the desired
location.
2. Select the REFERENCES tab. Click REFERENCES
The REFERENCES tab is displayed.
3. Select the Table of Contents button in the
Table of Contents group.
The Table of Contents gallery is displayed.
Click
4. Select Insert Table of Contents. Click Custom Table of
The Table of Contents dialog box opens and the Contents…
Table of Contents page is displayed.
5. Select Options.
The Table of Contents Options dialog box Click
opens.
6. Select the Styles option. Click Styles, if necessary
The Styles option is selected. to select it
7. Under TOC level, select the box to the right of Click in the box to the right of
the style you want to include in the table of Features
contents.
The insertion point is placed in the desired TOC
level box.
8. Type the desired table of contents level (from 1 Type 3
to 9) for the corresponding style.
The number is entered in the TOC level box.
9. Select the number in the TOC level box to the Double-click the number 3 in the
right of a style you want to remove from the Heading 3 box
table of contents.
The number is selected accordingly.
10. Press [Delete]. Press [Delete]
The number is deleted and the heading style is
deselected.
11. Select OK.
The Table of Contents Options dialog box Click
closes.
12. Select OK.
The Table of Contents dialog box closes and the Click
table of contents is inserted.

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ICDL Advanced Word Processing Lesson 7 - Creating a Table of Contents

7.4 UPDATING A TABLE OF CONTENTS

Steps

Update a table of contents.

Position the insertion point in the blank line above the Worldwide Sports... text
on the CUSTOMER INFORMATION page (page 2) and press [Ctrl+Enter] to
insert a page break. Press [Ctrl+Home] to move to the top of the document.
1. Select the REFERENCES tab on the Ribbon. Click REFERENCES
The REFERENCES tab is displayed.
2. Select the Update Table button in the Table of Click
Contents group.
The Update Table of Contents dialog box
opens.
3. Select the desired update option. Click Update page
The update option is selected. numbers only, if necessary
4. Select OK.
The Update Table of Contents dialog box Click
closes and the page numbers in the table of
contents are updated.

Notice that the page numbers in the table of contents have changed, beginning
with the PRODUCTS DISTRIBUTED BY WORLDWIDE SPORTS line.

Close PACK14.docx without saving.

7.5 USING OUTLINE LEVELS

Steps

Open OUTTOC.docx.

Use outline levels to generate a table of contents. Go to page 3.

1. Select the text you want to include in the table Click in the selection bar to the
of contents. left of the Delivery text
The text is selected.
2. Select the VIEW tab on the Ribbon. Click VIEW
The VIEW tab is displayed.
3. Select the Outline button in the Document
Views group.
The document view changes to outline and the
Outlining tab is displayed on the Ribbon. Click
4. Select the Outline Level list.
The Outline Level list is displayed. Click the Outline Level list
5. Select the desired outline level. Click Level 3
The level is assigned to the text.

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Lesson 7- Creating a Table of Contents ICDL Advanced Word Processing

6. Assign outline levels to additional text as Follow the instructions shown

desired. below the table before
The outline levels are assigned accordingly. continuing on to the next step
7. Position the insertion point where you want the Press [Ctrl+Home]
table of contents to be inserted.
The insertion point is placed in the desired
location.
8. Select the REFERENCES tab. Click REFERENCES
The REFERENCES tab is displayed.
9. Select the Table of Contents button in the
Table of Contents group.
The Table of Contents gallery opens.

Click
10. Select Insert Table of Contents. Click Custom Table of
The Table of Contents dialog box opens. Contents
11. Under the General section, select the Formats
list. Click Formats
A list of available formats is displayed.
12. Select the desired table of contents format. Click Classic
The selected format is displayed in the Print
Preview and Web Preview boxes.
13. Select the Tab leader list.
A list of available tab leaders is displayed. Click Tab leader
14. Select the desired tab leader. Click ....... (second option)
The selected tab leader is displayed in the Tab
leader box.
15. Select Options.
The Table of Contents Options dialog box Click
opens.
16. Select the Outline levels option, if necessary. Click Outline levels, if
The Outline levels option is selected. necessary to select it
17. Select OK.
The Table of Contents Options dialog box Click
closes.
18. Select OK.
The Table of Contents dialog box closes and Click
the table of contents is inserted in the
document.

Mark the following additional table of contents entries found on page 3.

Document text Table of contents level
Payment 3
Minimum Order 3
Returns 3
Prices 3
Breakage and Loss 3
Cancellation 3

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ICDL Advanced Word Processing Lesson 7 - Creating a Table of Contents
Use the Shortcut Views buttons on the status bar to return to Print Layout view.
Notice that the table of contents has been applied with the specified entries, levels
and formatting.

Close OUTTOC.docx.

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Lesson 7- Creating a Table of Contents ICDL Advanced Word Processing

7.6 REVIEW EXERCISE

Create and update a table of contents
1. Open MANUAL6.docx.
2. Position the insertion point at the start of the document.
3. Create a table of contents using the Distinctive format and 3 levels. Then, generate
the table of contents.
4. Open WORDPROC.docx.
5. Select and copy the entire WORDPROC.docx document.
6. Switch to MANUAL6.docx. Scroll as necessary, position the insertion point on the line
above the Naming New Documents heading and paste the copied text.
7. Update the entire table of contents, not just the page numbers.
8. Close both documents without saving them.

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LESSON 8 -
CREATING AN INDEX

In this section, you will learn how to:

 Use an index
 Create main index entries
 Create index subentries
 Type index entries
 Cross-reference index entries
 Generate an index
 Update an index
Lesson 8 - Creating an Index ICDL Advanced Word Processing

8.1 USING AN INDEX

Concepts

An index is an alphabetical listing of subjects included in a document, book, or

report, including the page numbers on which the references can be found.

An index usually appears at the end of the document. Word can create an index
with up to three levels, which means that each index entry can have one level of
subtopics and each subtopic in the second level can have one additional level of
subtopics. In addition, you can create cross-references to other index entries. A
cross-reference refers the reader to a different topic.

8.2 CREATING MAIN INDEX ENTRIES

Steps

Open PACK16.docx.

Create main entries for an index.

If necessary, go to the top of the document.

1. Select the text you want to mark as an index Click in the selection bar to the
entry. left of the Sporting Equipment
The text is selected. text
2. Select the REFERENCES tab on the Ribbon. Click REFERENCES
The REFERENCES tab is displayed.
3. Select the Mark Entry button in the Index
group.
The Mark Index Entry dialog box opens with the
selected text in the Main entry box.

Click
4. Select Mark or Mark All as desired.
The {XE} field code that marks the index entry Click
is inserted into the document and the formatting
marks are displayed.
5. Select Close.
The Mark Index Entry dialog box closes. Click

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ICDL Advanced Word Processing Lesson 8 - Creating an Index

Practice the Concept: Mark Clothing on page 1 as a main index entry. Leave
the Mark Index Entry dialog box open.

Mark the following index entries by selecting each entry, clicking in the Mark Index
Entry dialog box to activate it, and selecting the appropriate Mark command.

Mark the Supplies and Memorabilia headings on page 1 as main index entries.
Select the word Features (in the Product Features heading) on page 2 and
select the Mark All button to mark all occurrences of the word in the document.

Close the Mark Index Entry dialog box. Hide the formatting marks.

Tip: You can delete a Marked Index Entry by selecting the entire field (including
the field braces) and then pressing the Delete key on the keyboard.

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Lesson 8 - Creating an Index ICDL Advanced Word Processing

8.3 CREATING INDEX SUBENTRIES

Steps

Create index subentries.

If necessary, go to the top of the document and display the REFERENCES tab on
the Ribbon.
1. Select the text you want to mark as the main Drag to select the Products
index entry. Distributed text in the
The text is highlighted as you drag. Products Distributed by
Worldwide Sporting Goods
heading
2. Release the mouse button. Release the mouse button
The text is selected.
3. Select the Mark Entry button in the Index
group.
The Mark Index Entry dialog box opens with the
selected text in the Main entry box.

Click
4. Select the Subentry box. Press [Tab]
The insertion point is placed in the Subentry
box.
5. Type the desired subentry text. Type Equipment
The text is entered in the Subentry box.
6. Select Mark or Mark All as desired.
The {XE} field code for the index entry is Click
inserted in the document.
7. Create additional subentries as desired. Follow the instructions shown
An {XE} field code is inserted into the document below the table before
for each subentry. continuing on to the next step
8. Select Close.
The Mark Index Entry dialog box closes. Click

Click to the right of the existing main index entry after each of the following three
headings: Clothing, Supplies, and Memorabilia.
Create index subentries; typing Products Distributed as the main entry for each
and the corresponding heading as the subentry.
Return to the table and continue on to the next step (step 8).
Notice that each subentry appears in a separate {XE} field and includes the main
entry.

8.4 TYPING INDEX ENTRIES

Steps

Type an index entry.

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ICDL Advanced Word Processing Lesson 8 - Creating an Index

If necessary, go to the top of the document and display the REFERENCES tab on
the Ribbon.

1. Position the insertion point where you want to Scroll as necessary and click in
insert an index entry. the blank line above the
The insertion point is placed in the desired Clothing heading
location.
2. Select the Mark Entry button in the Index
group.
The Mark Index Entry dialog box opens with the
insertion point in the Main entry box.

Click
3. Type the desired text. Type Apparel
The text is entered in the Main entry box.
4. Select Mark or Mark All as desired.
The {XE} field code is inserted into the Click
document at the insertion point and formatting
marks are displayed.
5. Select Close.
The Mark Index Entry dialog box closes. Click

8.5 CROSS-REFERENCING INDEX ENTRIES

Steps

Cross-reference index entries.

If necessary, go to the top of the document and display the REFERENCES tab on
the Ribbon.
1. Select the text you want to cross-reference. Scroll as necessary and drag to
The text is highlighted as you drag. select the limited warranty text
in the second line of the first
paragraph under Sporting
Equipment
2. Release the mouse button. Release the mouse button
The text is selected.
3. Select the Mark Entry button in the Index
group.
The Mark Index Entry dialog box opens with the
selected text in the Main entry box.

Click
4. Select the Cross-reference option. Click Cross-reference
The Cross-reference option is selected and the
insertion point is placed in the Cross-reference
box after the word See.

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Lesson 8 - Creating an Index ICDL Advanced Word Processing

5. Type the text to which you want to cross- Type Returns

reference the selected text.
The text is entered in the Cross-reference box.
6. Select Mark.
The {XE} field code is placed at the insertion Click
point in the document.
7. Select Close
The Mark Index Entry dialog box closes. Click

Practice the Concept: On page 4, select the Returns heading and create a
cross-reference to the limited warranty text; italicise the cross-reference entry.
You can italicise the text in the Mark Index Entry dialog box or, in the document.

8.6 GENERATING AN INDEX

Steps

Generate an index.

If necessary, display the REFERENCES tab on the Ribbon.

1. Position the insertion point where you want the Press [Ctrl+End]
index to be placed in the document.
The insertion point is placed in the desired
location.
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ICDL Advanced Word Processing Lesson 8 - Creating an Index

2. Select the Insert Index button in the Index Click

group.
The Index dialog box opens.
3. Under Type, select the desired type of index. Click Indented, if necessary
The option is selected.
4. Enter the number of columns you want to Click Columns to 2, if
appear in the index in the Columns spin box. necessary
The number of columns is displayed in the
Columns spin box.
5. Select the Formats list.
A list of available formats is displayed. Click Formats
6. Select the desired format. Scroll as necessary and click
The format is previewed in the Print Preview Formal
box.
7. Select the Right align page numbers option, if Click Right align page
desired. numbers, if necessary
The Right align page numbers option is
selected.
8. Select the Tab leader list.
A list of available tab leaders is displayed. Click Tab leader
9. Select the desired tab leader. Click ....... (second option), if
The tab leader is displayed in the Tab leader necessary
box.
10. Select OK.
The Index dialog box closes and the index is Click
entered at the insertion point.

Hide the formatting marks and switch to Print Layout view to view the index, if
necessary.

8.7 UPDATING AN INDEX

Steps

Update an index.

Position the insertion point before the Service Features heading on page 2 and
press [Ctrl+Enter] to insert a page break. Then, go to the end of the document
and scroll to view all of the index.

1. Position the insertion point in the index. Click anywhere in the index text
The insertion point is placed in the desired
location.
2. Select the Update Index button in the Index
group on the REFERENCES tab. Click
The index is updated.

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Lesson 8 - Creating an Index ICDL Advanced Word Processing
Notice that the page numbers in the index change to reflect the inserted page
break.

Close PACK16.docx without saving.

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ICDL Advanced Word Processing Lesson 8 - Creating an Index

8.8 REVIEW EXERCISE

Create index entries, generate and update an index
1. Open INDEX6.docx.
2. Mark the Creating a Document heading as a main index entry.
3. Mark the Naming the Document heading as a subentry of Creating a Document.
4. Go to page 3, mark the Modify Document Defaults text at the top of the page as a main
index entry. Do not include the text Screen.
5. On page 3, mark the Allow Widows and Orphans, Automatic Page Breaks, and
Backup Before Edit Document headings as subentries of the text Modify Document
Defaults. Mark them as main index entries as well.
6. Position the insertion point in the line above the Backup Before Edit Document
heading and enter a main index entry of Saving a File Copy. Cross-reference the
Saving a File Copy entry to Backup Before Edit Document and then, mark the entry.
7. Close the Mark Index Entry dialog box.
8. Press [Ctrl+End] to go to the end of the document.
9. Generate a Modern, two column index at the insertion point. Right align the page
numbers and select a tab leader of your choice.
10. Go to page 1 and select the word filename in the first paragraph below the Naming the
Document heading. Mark all occurrences of filename as a main index entry.
11. Press [Ctrl+End] to go to the end of the document, then update the index.
12. Close the document without saving it.

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LESSON 9 -
USING BOOKMARKS, CAPTIONS AND FOOTNOTES

In this section, you will learn how to:

 Work with bookmarks

 Creating bookmarks
 Viewing bookmarks
 Going to a bookmark
 Cross-referencing to a bookmark
 Deleting a bookmark
 Inserting a caption
 Inserting a table of figures
 Inserting a cross-reference
 Inserting footnotes
 Setting note options
 Convert footnotes to endnotes
ICDL Advanced Word Processing Lesson 9 - Using Bookmarks, Captions and Footnotes

9.1 WORKING WITH BOOKMARKS

Concepts

When you are working in a long document, it can be helpful to mark specific
locations in the document so that you can go back to those locations at a later time.
You can use bookmarks to mark a location in a document or to mark selected text,
graphics, tables, and other objects.
Bookmarks can also be used to create cross-references or mark a range of pages
for an index entry.

Bookmark window

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Lesson 9 - Using Bookmarks, Captions and Footnotes ICDL Advanced Word Processing

9.2 CREATING BOOKMARKS

Steps

Open PACK17.docx.

Create a bookmark.

Go to page 5 of the document.

1. Select the item to which you want to add a Drag to select the Fitness
bookmark. Equipment heading
The text is highlighted as you drag.
2. Release the mouse button. Release the mouse button
The text is selected.
3. Select the INSERT tab on the Ribbon. Click INSERT
The INSERT tab is displayed.
4. Select the Bookmark button in the Links
group.
The Bookmark dialog box opens with the Click
insertion point in the Bookmark name box.
5. Type the desired bookmark name. Type fitness
The text is entered in the Bookmark name box.
6. Select the Add button.
The Bookmark dialog box closes and the Click
bookmark is saved.

Practice the Concept: Go to page 4, select the Minimum Order text and create
a bookmark named order.

Go to page 3, select the Advertising Agreement text and create a bookmark

named advertising. Click anywhere in the document to deselect the text.

9.3 VIEWING BOOKMARKS

Steps

View bookmarks.

1. Select the FILE tab Click FILE

The Backstage view opens
2. Select Options.
The Word Options dialog box opens. Click
3. Select Advanced. Click Advanced
The Advanced options are displayed on the
right-hand side of the dialog box.

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ICDL Advanced Word Processing Lesson 9 - Using Bookmarks, Captions and Footnotes

4. Under Show document content, select the Click Show bookmarks

Show bookmarks option.
The Show Bookmarks option is selected.
5. Select OK.
The Word Options dialog box closes and the Click
bookmarks are displayed in the document.

Scroll as necessary to view the bookmarks on pages 3, 4, and 5.

Open the Word Options dialog box again and deselect the Show Bookmarks
option.

9.4 GOING TO A BOOKMARK

Steps

Go to a bookmark.

If necessary, go to the top of the document. Press [Ctrl+Home].

1. Select the INSERT tab on the Ribbon. Click INSERT

The INSERT tab is displayed.
2. Select the Bookmark button in the Links
group.
The Bookmark dialog box opens. Click
3. Select the desired bookmark from the Click order
Bookmark name list box.
The bookmark is displayed in the Bookmark
name box.
4. Select Go To.
The bookmarked text is selected in the Click
document.
5. Select Close.
The Bookmark dialog box closes. Click

Practice the Concept: Open the Bookmark dialog box, go to the fitness
bookmark, and then to the advertising bookmark without closing the Bookmark
dialog box. Then, close the Bookmark dialog box.

9.5 CROSS-REFERENCING TO A BOOKMARK

Steps

Cross-reference to a bookmark.

If necessary, go to the top of the document. Press [Ctrl+Home].

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Lesson 9 - Using Bookmarks, Captions and Footnotes ICDL Advanced Word Processing

1. Position the insertion point where you want to Click at the end of the third
create a cross-reference. paragraph under the Sporting
The insertion point is placed in the desired Equipment heading
location.
2. Type introductory text for the cross-reference, if Type For specific items, see
desired.
The text is inserted at the insertion point.
3. Select the INSERT tab on the Ribbon. Click INSERT
The INSERT tab is displayed.
4. Select the Cross-reference button in the Links
group.
The Cross-reference dialog box opens.
Click
5. Select the Reference type list.
A list of available reference types is displayed. Click Reference type
6. Select Bookmark. Click Bookmark
Bookmark is displayed in the Reference type
box and all bookmarks defined in the document
are displayed in the For which bookmark list
box.
7. Select the Insert reference to list.
A list of available options appears. Click Insert reference to
8. Select the desired option. Click Bookmark text
The option is displayed in the Insert reference
to box.
9. Select Insert as hyperlink. Click Insert as hyperlink, if
The Insert as hyperlink option is selected. necessary
10. Select the bookmark you want to include in the Click fitness
cross-reference from the For which bookmark
list box.
The bookmark is selected.
11. Select Insert.
The bookmarked text is inserted in the Click
document as a cross-reference.
12. Select Close.
The Cross-reference dialog box closes. Click

Add spaces and punctuation as necessary to the cross-reference in the

document. Then, press [Ctrl] and click the cross-reference to go to the cross-
referenced text.

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ICDL Advanced Word Processing Lesson 9 - Using Bookmarks, Captions and Footnotes

9.6 DELETING A BOOKMARK

Steps

Delete a bookmark.

1. Select the INSERT tab on the Ribbon. Click INSERT

The INSERT tab is displayed.
2. Select the Bookmark button in the Links
group.
The Bookmark dialog box opens. Click
3. Select the bookmark you want to delete. Click advertising
The bookmark is selected.
4. Select Delete.
The bookmark is deleted from the Bookmark Click
name list box and removed from the document.
5. Select Close.
The Bookmark dialog box closes. Click

Close PACK17.docx without saving.

9.7 INSERTING A CAPTION

Concepts

If you have created a document that contains images as well as text, you may want
to add captions to those images in order to describe or explain them. A caption is
text linked specifically to an image which, is separate from the main text of the
document. They are often used to provide extra information and to help the reader
correctly identify or interpret the image.

You can also caption tables, equations, and other items using the same method.

Steps

Open CAPTION.docx.

Insert a caption.

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Lesson 9 - Using Bookmarks, Captions and Footnotes ICDL Advanced Word Processing

1. Select the item to which you want to add a Click the first image on the first
caption. page
The image is selected and selection handles
appear around the image. The Format
contextual tab is added to the Ribbon.
2. Select the REFERENCES tab on the Ribbon. Click REFERENCES
The REFERENCES tab is displayed.
3. Select the Insert Caption button in the Select Insert Caption
Captions group.
The Caption dialog box opens. The insertion
point is placed after the default label in the
Caption box. If necessary, select the
Numbering button to change the number
format.
4. Type the desired caption, including any Type : Soccer is growing in
punctuation to appear after the label. popularity. (including the colon
The caption is entered. and the period)
5. Select OK.
The caption is created and inserted below the Click
image.

Practice the Concept: Scroll down and select the second image on the page.
Then, select the Insert Caption button. Note that Word has automatically
assigned the label Figure 2. Type : Baseball is always a winner., then click OK.

Practice the Concept: Scroll to first page, select the Figure 1 box and press
[Delete]. Select the Figure 2 box and press [F9] at the caption. Notice the updated
caption.

9.8 INSERTING A TABLE OF FIGURES

Concepts

A table of figures can list, tables, images, graphs and equations in a document. To
create a table of figures each table, image, graph or equation requires a caption.
Each caption will have a figure number and item description. When creating a table
of figures there are various formatting options to choose from. In a table of figures
each figure can show a page reference or a link.

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ICDL Advanced Word Processing Lesson 9 - Using Bookmarks, Captions and Footnotes

Steps

Insert a Table of Figures.

To create a paragraph in which to insert the Table of Figures, click just before the
Worldwide Goods title, and press [Enter].
1. Position the insertion point where you want to Press [Ctrl+Home], if
insert the Table of Figures. necessary
The insertion point appears in the desired
location.
2. Select the REFERENCES tab. Click REFERENCES
The REFERENCES tab is displayed.
3. Select the Insert Table of Figures button in the Click Insert Table of Figures
Captions group.
The Table of Figures dialog box opens.
4. Select OK.
The Table of Figures is inserted in the Click
document.

Press [Ctrl+Home] and enter a paragraph space. Then type the heading Table of
Figures just above the table.

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Lesson 9 - Using Bookmarks, Captions and Footnotes ICDL Advanced Word Processing

9.9 INSERTING A CROSS-REFERENCE

Concepts

Cross-referencing lets you insert a reference to another item in your document,

such as a specific page, a heading, a subheading, a figure or, a table. The
reference works as a hyperlink, so that a reader viewing the document
electronically can directly go to the referred item. The hyperlink in the reference
will automatically update if the item is moved within the document or the page
numbering changes.

Steps

Insert a cross-reference.

Scroll down to page 2 of the document.

1. Position the insertion point where you want to Click after the text cooperative
insert the cross-reference. advertising agreements in list
The insertion point is placed in the desired item 7
location.
2. Select the REFERENCES tab on the Ribbon. Click REFERENCES
The REFERENCES tab is displayed.
3. Select the Cross-reference button in the
Captions group. Select
The Cross-reference dialog box opens.
4. Select the Reference type list.
The Reference type list is displayed. Click the Reference type
5. Select the desired Reference Type. Click Bookmark
The Insert reference to and For which [type]
boxes are updated based on the selected
Reference Type.
6. Select the specific item you want to refer to in Click Advertising, if necessary
the For which [type] box.
The item is selected.
7. Select the Insert reference to list. Click the Insert reference to
The Insert reference to list is displayed.
8. Select the required text for the reference (e.g. Click Page number
Entire caption, Heading text or Page number,
as appropriate).
The required text is selected.
9. Select Insert.
The cross-reference is inserted in the document Click
as a page number.
10. Select Close.
The Cross-reference dialog box closes. Click

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ICDL Advanced Word Processing Lesson 9 - Using Bookmarks, Captions and Footnotes

11. Type appropriate text before and/or after the Type - see page before the
cross-reference. reference link
The cross-reference is presented as desired.

Point to the cross-reference. Press [Ctrl] and click at the same time to follow the
link.

Close CAPTION.docx without saving.

9.10 INSERTING FOOTNOTES

Concepts

Footnotes are small notes that appear at the end of a page. Each note has a number
or letter that references a piece of text somewhere in the page above it. After each
footnote number there can be a line of text giving further information or comment
about a topic being mentioned in the page above it, or giving a reference to where
further information can be found.
Endnotes are similar to footnotes in that they both consist of two linked parts – the
note reference mark and the corresponding note text – but endnotes appear at the
end of a document rather than at the end of each page.
Sometimes it is better to use endnotes rather than footnotes if it appears that the
document will have too many footnotes at the end of each page therefore taking up
too much space and making it difficult to read.

Footnote and Endnote dialog box

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Lesson 9 - Using Bookmarks, Captions and Footnotes ICDL Advanced Word Processing

Steps

Open PACK18.docx.

Insert a note.

Switch to Draft view.

1. Position the insertion point in the text to which Click after warranty, at the end
you want to add a note. of the first paragraph under the
The insertion point is placed in the desired Sporting Equipment heading
location.
2. Select the REFERENCES tab on the Ribbon. Click REFERENCES
The REFERENCES tab is displayed.
3. Select the Footnotes launcher arrow. Click in the Footnotes
The Footnote and Endnote dialog box opens. group
4. Under Location, select the desired type of Click Footnotes, if
note. necessary
The Footnotes option is selected.
5. Select the Numbering list under Format.
A list of available options is displayed. Click Numbering
6. Select the desired option. Click Continuous
The appropriate option is selected.
7. Select Insert.
The Footnote and Endnote dialog box closes. Click
The note reference mark is placed at the
insertion point and the Footnotes pane opens.
8. Enter the desired note text. Type See specific item
The note text is entered in the Footnotes pane. warranty for details.
9. Select the Close button in the Footnotes pane. Click
The Footnotes pane closes.

Practice the Concept: Go to page 3 and click at the end of the Item 2 Initial
advertising budget. Open the Footnote and Endnote dialog box to insert the
following endnote: This agreement will be reviewed annually to determine
whether adjustments are necessary.

Go to page 6 and click at the end of the Exercise Bikes heading. Open the
Footnote and Endnote dialog box to insert the following footnote: Manufacturer’s
extended warranty is 30 days. Then, close the Footnotes pane.

Preview the document in the Backstage view. Scroll the document to view the
footnotes at the bottom of pages 1 and 6 and the endnote on page 7.

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ICDL Advanced Word Processing Lesson 9 - Using Bookmarks, Captions and Footnotes

9.11 SETTING NOTE OPTIONS

Steps

Set note options.

1. Select the REFERENCES tab on the Ribbon. Click REFERENCES, if

The REFERENCES tab is displayed. necessary
2. Select the launcher arrow in the Footnotes Click in the Footnotes
group. group
The Footnote and Endnote dialog box opens.
3. Under Location, select the desired type of Click Endnotes, if
note. necessary
The Endnotes option is selected.
5. Select the corresponding notes list.
A list of available options is displayed. Click Endnotes
6. Select the desired option. Click End of document
The option is selected.
7. Select the Number format list.
A list of available number formats is displayed. Click Number format
8. Select the desired number format. Click A, B, C,
The number format is selected.
9. Select Apply.
The Footnote and Endnote dialog box closes Click
and the note options are saved.

Go to page 3 in the document. Notice that the endnote at the end of the Item 2
paragraph uses the letter A as the note reference mark.

9.12 CONVERT FOOTNOTE TO ENDNOTE

Steps

Go to page 1 and if necessary, switch to Draft view using the View Shortcuts
buttons on the status bar.
1. Open the document and select the Click REFERENCES
REFERENCES tab.
The REFERENCES tab is displayed.
2. Click the Footnote & Endnote Dialog Box Click in the Footnotes
launcher. group
The dialog box is displayed.
3. Click the Endnote option. Click Endnotes
The endnotes option is selected.
4. Click the Convert option. Click Convert
The Convert Notes dialog box is displayed.

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5. Select the desired option. Click Convert all footnotes to

All the footnotes are converted to endnotes. endnotes
View the changes on the last page of the
documents.

Close PACK18.docx without saving.

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ICDL Advanced Word Processing Lesson 9 - Using Bookmarks, Captions and Footnotes

9.13 REVIEW EXERCISE

Inserting Captions and Bookmarks
1. Open CAPTIONEX.docx.
2. Select the first image on the right of page 1.
3. Add a caption and type - Meet world renowned figure skaters in the Caption
box.
4. Change the Numbering format to uppercase letters and then, click OK. (Hint:
Click Numbering)
5. Insert the caption.
6. Open INVITEX1.docx.
7. Create bookmarks for the following items:

Item Page Bookmark

Name
Directions to the Showcase 2 directions
Seminars and Demonstrations 2 seminars
EXERCISE BIKES 3 bikes
ROWING MACHINES 3 rowers
STEPPERS 3 steppers
TREADMILLS 4 treadmills

8. Select the Show bookmarks option on the Advanced page in the Word Options
dialog box.
9. Use the directions bookmark to go to the Directions to the Showcase text.
10. Go to the top of the document. Position the insertion point at the end of the second
paragraph and type: See:
11. Create a hyperlinked cross-reference to the seminars bookmark. Close the Cross-
reference dialog box. Add spacing and punctuation as necessary. Press [Ctrl] and
click the cross-reference to jump to the cross-referenced text.
12. Delete the bikes and treadmills bookmarks.

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LESSON 10 -
USING MAIL MERGE

In this section, you will learn how to:

 Work with mail merge

 Start mail merge
 Identify the main document
 Create a recipient list
 Customise columns in a recipient list
 Rearrange columns in a recipient list
 Save a recipient list
 Enter records into a recipient list
 Sort records to be merged
 Highlight merge fields
 Insert merge fields into a document
 Preview merged data
 Merge to a new document
 Merge to the printer
ICDL Advanced Word Processing Lesson 10 - Using Mail Merge

10.1 WORKING WITH MAIL MERGE

Concepts

Mail merge is a feature in Word that makes it easy to send the same letter to many
different people with different addresses. This is achieved by creating the letter and
then merging it with a data source that contains a list of individual names and
addresses and possibly other specific data that is needed. The end result is an
individual letter for each name and address on the data source ready to distribute.

Mail Merge options

10.2 STARTING MAIL MERGE

Steps

Open CANCUN1.docx.

Note: The steps in this lesson are specific to merging an existing letter with a new
data source. With the guidance provided by the Mail Merge task pane, however,
you will be able to apply what you learn in this lesson to other circumstances,
whether you are working with a new main document, an existing data source, or
any combination of such files.

1. Select the MAILINGS tab. Click MAILINGS

The MAILINGS tab is displayed.
2. Select the Start Mail Merge button in the Start
Mail Merge group.
The Start Mail Merge menu opens.

Click
3. Select Step by Step Mail Merge Wizard. Click Step by Step Mail Merge
The Mail Merge task pane opens. Wizard

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10.3 IDENTIFYING THE MAIN DOCUMENT

Steps

Identify the main document.

1. Under Select document type, select the Click Letters, if necessary

desired document type.
A document type is selected.
2. Under Step 1 of 6, select the Next: Starting Click Next: Starting document
document link.
Step 2 of 6 is displayed in the Mail Merge task
pane.
3. Under Select starting document, select the Click Use the current
desired main document. document, if necessary
The Use the current document option is
selected.

10.4 CREATING A RECIPIENT LIST

Steps

Create a data source or recipient list.

1. Under Step 2 of 6, select the Next: Select Click Next: Select recipients
recipients link.
Step 3 of 6 is displayed in the Mail Merge task
pane.
2. Under Select recipients, select the Type a Click Type a new list
new list option.
Type a new list is selected and the task pane
displays the corresponding options.
3. Under Type a new list, select the Create link
button. Click
The New Address List dialog box opens, with
the insertion point in the Title box.

Leave the New Address List dialog box open.

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10.5 CUSTOMISING COLUMNS IN A RECIPIENT LIST

Steps

Customise the columns in a recipient list.

1. Select the Customize Columns button in the

New Address List dialog box. Click
The Customize Address List dialog box opens
with the first Field Name selected.
2. Select Add.
The Add Field dialog box opens with the Click
insertion point in the Type a name for your
field box.
3. Type the desired field name in the Type a Type Region
name for your field box.
The field name is displayed in the Type a name
for your field box.
4. Select OK.
The Add Field dialog box closes. The new Field Click
Name is displayed below the first Field Name in
the Field Names list.
5. Select the field you want to remove from the Click Company Name
Field Names list.
The field is selected.
6. Select Delete.
A Microsoft Office Word message box opens Click
asking you to confirm the deletion.
7. Select Yes.
The Microsoft Office Word message box closes Click
and the field is deleted from the Field Names
list.

Practice the Concept: Add another field called Qtr Sales. Remove the following
Field Names: Home Phone and Work Phone.

Select the Country or Region field and click Rename. Change the Field Name to
Country then click OK.

Leave the Customize Address List dialog box open.

10.6 REARRANGING COLUMNS IN A RECIPIENT LIST

Steps

Rearrange fields in a recipient list.

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1. Select the field you want to move. Click Region

The Field Name is selected.
2. Select Move Up or Move Down as desired.
The field moves up or down the Field Names Click twice (to
list accordingly. below the Last Name field)

Practice the Concept: Move the Qtr Sales field below the Country field. Move
the E-mail Address field above the Qtr Sales field.

Leave the Customize Address List dialog box open.

10.7 SAVING A RECIPIENT LIST

Steps

Save a recipient list.

1. Once you have finished customising the

recipient list fields, select OK. Click
The Customize Address List dialog box closes.
The New Address List dialog box displays the
columns arranged according to the
customisation.
2. Select OK.
The New Address List dialog box closes. The Click
Save Address List dialog box opens with the
insertion point in the File name box.
3. Type the desired file name in the File name Type sales1
box.
The text is displayed in the File name box.
4. Select Save.
The Save Address List dialog box closes. The Click
Mail Merge Recipients dialog box is displayed.

Leave the Mail Merge Recipients dialog box open.

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10.8 ENTERING RECORDS INTO A RECIPIENT LIST

Steps

Enter records into a recipient list.

1. Double-click the data source file name in the Double-click SALES1.MDB

Data Source list of the Mail Merge Recipients
dialog box.
The Edit Data Source dialog box is displayed
with the insertion point in the first field.
2. Type the desired information into the first field. Type Ms.
The text is displayed in the first field.
3. Press [Tab]. Press [Tab]
The insertion point moves to the next field in the
first record.
4. Enter information as desired into the remaining Follow the instructions shown
fields of the record. below the table before
The information is displayed in the data fields. continuing on to the next step
5. To add another record, select the New Entry
button. Click
A new, blank data record is displayed.
6. Enter information as desired into additional Follow the second set of
records. instructions shown below the
The information is entered into the new records. table before continuing on to the
next step
7. When you have entered all the desired records,
select OK. Click
A Microsoft Office Word message box opens
asking you to confirm that you want to update
your recipient list and save the changes to the
data source file.
8. Confirm the action as appropriate. Select Yes to
confirm saving the changes to the data source. Click
The Microsoft Office Word message box and
Edit Data Source dialog box close. The records
are displayed in the Mail Merge Recipients
dialog box.
9. Select OK.
The Mail Merge Recipients dialog box closes. Click
The main document and Mail Merge task pane
are displayed.

Complete the first record with the information shown in the following table, leaving
the Address Line 2 field blank. Since you have created separate city, state, and
ZIP code fields, you do not need to type a comma after the city name.

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Lesson 10 - Using Mail Merge ICDL Advanced Word Processing

Field Record 1
Title Ms.
First Name Elaine
Last Name Chua
Region Central
Address Line 1 Sims Avenue
Address Line 2
City Singapore
State Singapore
ZIP Code 08734
Country Singapore
Qtr Sales 23,445

Return to the table and continue on to the next step (step 5).

Add the following two records to the data source. Do not create a new entry after
adding Record 3.

Field Record 2 Record 3

Title Mr. Ms.
First Name Frank Jackie
Last Name Lim Smith
Region West Coast East Coast
Address Line 1 10, West Coast Road 102 Dove Road
Address Line 2
City Singapore Singapore
State Singapore Singapore
Zip Code 18888 09999
Country Singapore Singapore
Qtr Sales 28,450 32,295

Return to the table and continue on to the next step (step 7).

Notice that the file name of the saved data source now displays under Use an
existing list in the Mail Merge task pane.

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10.9 SORTING RECORDS TO BE MERGED

Steps

Sort records to be merged.

1. Select the Edit recipient list link under Use an
existing list in the Mail Merge task pane. Click
The Mail Merge Recipients dialog box opens.
2. Select the column heading of the field by which Scroll as necessary and click
you want to sort. the State column heading
The records are sorted by the selected field in
ascending order.
3. Select the Sort link.
The Filter and Sort dialog box opens with the Click
Sort Records page displayed.
4. Select the Sort by list.
A list of available fields is displayed. Click Sort by
5. Select the field by which you want to sort. Click Last Name
The field name displays in the Sort by box.
6. Select the desired sort order. Click Ascending, if
The sort order is selected. necessary

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7. To sort by additional fields, select one or both Follow the instructions shown
Then by lists, and select the desired fields and below the table before
sort orders. continuing on to the next step
The field names are displayed in the Then by
boxes and the sort orders are selected.
8. Select OK.
The Filter and Sort dialog box closes and the Click
records are sorted accordingly.
9. Select OK.
The Mail Merge Recipients dialog box closes. Click

Set the following sort options:

Sort Field Order

Then by First Name Ascending
Then by Region Ascending

Return to the table and continue on to the next step (step 8).

10.10 HIGHLIGHTING MERGE FIELDS

Steps

Set document display options for merging.

1. Select the FILE tab Click FILE

The Backstage view opens
2. Select the Options button.
The Word Options dialog box opens. Click
3. Select Advanced. Click Advanced
The Advanced page displays.
4. Scroll down to the Show document content Scroll down to Show document
section. content
The Show document content options are
displayed
5. Deselect the Show field codes instead of Click Show field codes
their values option. instead of their values to deselect
The Show field codes instead of their it, if necessary
values option is deselected.
6. Select the Field shading list.
A list of available options is displayed. Click Field shading
7. Select the Always option. Click Always
The Always option is displayed in the Field
shading box.
8. Select OK.
The Word Options dialog box closes and the Click
document display options are set.
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ICDL Advanced Word Processing Lesson 10 - Using Mail Merge

10.11 INSERTING MERGE FIELDS INTO A DOCUMENT

Steps

Insert merge fields into a document.

1. Under Step 3 of 6, select the Next: Write your Click Next: Write your letter
letter link.
Step 4 of 6 is displayed in the Mail Merge task
pane.
2. Position the insertion point in the main Press [Ctrl+Home], if
document where you want to insert a grouped necessary
merge field.
The insertion point moves to the new location.
3. Under Write your letter, select the link for the
grouped merge field you want to insert. Click
The Insert Address Block dialog box opens.
4. Select or deselect the desired options. Click Mr. Josh Randall Jr. in
The options are selected or deselected the Insert recipient’s name in
accordingly and a preview of the first address in this format list
your recipient list is displayed on the right.
5. To preview other addresses from your recipient
list, use the arrows above the Preview box. Click twice
Other addresses are displayed accordingly.
6. Select OK.
The Insert Address Block dialog box closes. Click
The grouped merge field is inserted into the
main document at the insertion point.
7. Position the insertion point where you want to Click after the Region: text
insert an individual merge field.
The insertion point moves to the new location.
8. Under Write your letter, select the More Click
items... link.
The Insert Merge Field dialog box opens.

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Lesson 10 - Using Mail Merge ICDL Advanced Word Processing

9. Select the desired field. Click Region

The field is selected.
10. Select Insert.
The merge field is inserted into the main Click
document at the insertion point.
11. Select Close.
The Insert Merge Field dialog box closes. Click

Practice the Concept: Use the Greeting line... link in the Mail Merge task pane
to insert Mr. Randall, on the second line below Region. (Hint: Set the first list box
to (none).) To preview other Greeting lines from your recipient list, use the arrows
above the Preview box.

Finally, insert the Qtr Sales field after the dollar sign (but before the full stop) in
the fourth line of the letter body. Close the Insert Merge Field dialog box.

10.12 PREVIEWING MERGED DATA

Steps

Preview the merged document.

1. Under Step 4 of 6, select the Next: Preview Click Next: Preview your letters
your letters link.
Step 5 of 6 is displayed in the Mail Merge task
pane. The first merged record is previewed in
the document window.
2. Under Preview your letters, select the Next
Record button to preview each of the merged Click twice
records.
The merged records are previewed accordingly.
3. Under Preview your letters, select the
Previous Record button to navigate back Click twice
through the merged records.
The previous merged records are previewed
accordingly.

10.13 IF-THEN-ELSE RULE

Step

1. Place the cursor at the end of the paragraph, Click Rules

“For more enquiries, please contact your
programme manager at: “

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ICDL Advanced Word Processing Lesson 10 - Using Mail Merge

2. Select the rule from the drop down list. Click IF..Then…Else
The insert word field of IF..Then..Else dialog
box is displayed.
3. Select the field to set the rule on. Select Country from the drop-
The IF..Then..Else dialog box is selected. down list.
4. Type the result for Insert this text. Type 6123 1234
The text appear in the textbox.
4. Type the criteria for Otherwise Insert this Type +65 62251221
text..
The text appear in the textbox.

The telephone number displayed will be dependent on the first record in the mail
recipient.

10.14 MERGING TO A NEW DOCUMENT

Steps

Merge to a new document.

1. Under Step 5 of 6, select the Next: Complete Click Next: Complete the
the merge link. merge
Step 6 of 6 is displayed in the Mail Merge task
pane.
2. Under Merge, select the Edit individual letters
link. Click
The Merge to New Document dialog box opens.
3. Select the records you want to merge to a new Click All, if necessary
document.
The records are selected accordingly.
4. Select OK.
The Merge to New Document dialog box closes. Click
The records are displayed in a new, merged
document.

Scroll through the new document to view the merged letters. Then, close the
document without saving it.

10.15 MERGING TO THE PRINTER

Steps

Merge to the printer.

1. Under Merge, select the Print link.

The Merge to Printer dialog box opens. Click

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Lesson 10 - Using Mail Merge ICDL Advanced Word Processing

2. Select the records you want to merge to the Click All, if necessary
printer.
The records are selected accordingly.
3. Select OK.
The Merge to Printer dialog box closes and the Click
Print dialog box opens.
4. Select the desired options in the Print dialog
box, then select OK. Click
The Print dialog box closes, and Word prints the
merged letters.

Close the Mail Merge task pane. Close all open documents without saving them.

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ICDL Advanced Word Processing Lesson 10 - Using Mail Merge

10.16 REVIEW EXERCISE

Use mail merge to send a letter to a list of recipients
1. Open INTRVW1.docx and display the formatting marks, if necessary.
2. Deselect the Show field codes instead of their values option and set Field
shading to Always, if necessary. (Hint: Go to Word Options in the FILE tab, then
select the Advanced page.)
3. Begin the mail merge by opening the Mail Merge task pane.
4. Create a letter to send to a group of people using the current document.
5. Create a new list of recipients. Customise the data source by removing the following
fields: Company Name, Address Line 2, Home Phone, Work Phone, and E-mail
Address, State.
6. Add the following fields to the data source: Appt Date and Appt Time. Move the
Appt Date field below the Last Name field then, move the Appt Time field below the
Appt Date field.
7. Save the data source as prosp1.
8. Add the following data records:

Addressee Appointment Appointment

Date Time
Mr. John Smith October 1 9:30 AM
305 Windsor Drive
Singapore 19107
Singapore
Ms. June Jones October 3 10:00 AM
654 Fifth Avenue
Singapore 19406
Singapore
Mr. George Yeo October 4 9:45 AM
777 King Edwards Road Singapore
19108
Singapore

9. Use the Mail Merge Recipients dialog box to sort the records in ascending order by
Last Name.
10. Insert the Address block grouped merge field on the second line below the date.
Use any recipient name format that includes the title, and format the addresses to
include the destination country or region.
11. Insert the Greeting line grouped merge field on the second line below the Address
block field. Use the Title and Last Name format.
12. Insert the Appt_Date field after the word on then, insert the Appt_Time field after
the word at, in the third line of the first paragraph below the GreetingLine field.
13. Preview the merged letters.
14. Merge all records to a new document. Review the merged document and then,
close it without saving.
15. Close all open documents without saving them.

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Lesson 10 - Using Mail Merge ICDL Advanced Word Processing

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LESSON 11 -
LINKING/EMBEDDING OBJECTS

In this section, you will learn how to:

 Inserting a Hyperlink
 Display a Linked Object as an Icon
 Embed Data as an Object
 Updating a Link
 Breaking a Link
Lesson 11 - Linking/Embedding Objects ICDL Advanced Word Processing

11.1 INSERTING A HYPERLINK

Concepts

In Word you can choose to insert a hyperlink on selected text or an image within
the current document, to link to an existing file or webpage, to a another location
within the current document, or create a link from an email address to open in an
email application.

Insert Hyperlink dialog box

Steps

Open WSGINFO.docx.

Inserting a Hyperlink

If necessary, scroll to view the Products & Services paragraph.

1. Select the text you want to link. Highlight Catalog

The text is selected.
2. Select the INSERT tab. Click INSERT
The INSERT tab is displayed.
3. Select the Hyperlink button in the Links group.
The Insert Hyperlink dialog box opens.
Click
4. Under Link to, select Existing File or Web Click Existing File or Web
Page. Page, if necessary
The Existing File or Web Page page opens.
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ICDL Advanced Word Processing Lesson 11 - Linking/Embedding Objects

5. Select the Look in list.

A list of available drives opens. Click Look in
6. Select the drive containing the file to which you Click the drive with the Student
want to link. Folder
A list of available folders and files opens.
7. Select the folder containing the file to which you Click the Student Folder
want to link.
A list of available files opens.
8. Select the file to which you want to link. Scroll as necessary and click
The file is selected, and the file name appears CATALOG
in the Address box.
9. Select OK.
The Insert Hyperlink dialog box closes, and the Click
selected text is formatted as a hyperlink.

Point to the Catalog link. Notice that a ScreenTip displays the path and file name
of the link, as well as instructions on how to access it. Hold [Ctrl] and notice that
the pointer changes into a pointing hand when you point to the link.

11.2 DISPLAY A LINKED OBJECT AS AN ICON

Concepts

Embedded objects are documents or other files you have inserted into a document.
Instead of having separate files, sometimes it's easier to keep them all embedded
in a document.

Steps

Displaying a Linked object as an icon.

1. Select the location in the document where you Select the blank line below the
want to insert the link object. text Catalog.
2. Select the INSERT tab. Click INSERT
The INSERT tab is displayed.
3. Select the Object button in the Text group. Click Object
The Insert Object dialog box is displayed.
4. Select the Create from File tab Click Create from File
The options are displayed.
5. Select the Browse button and navigate to the Click Browse.
Student Folder.
The Browse dialog box is displayed.
6. Select the file you want to insert. Scroll as necessary and click
The file to be inserted is selected. CATALOG
7. Select the Link to file and Display as icon options. Click Link to file and Display as
The additional options are selected. icon.

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Lesson 11 - Linking/Embedding Objects ICDL Advanced Word Processing

8. Select OK.
The dialog box closes and the link to the file is Click
inserted as an Icon.

11.3 EMBED DATA AS AN OBJECT

Steps

Embedding data as an object.

1. Select the location in the document where you Select the blank line below the
want to insert the link object. text that begins with We
specialize in fitness
equipment…
2. Select the INSERT tab. Click INSERT
The INSERT tab is displayed.
3. Select the Object button in the Text group.
The Insert Object dialog box is displayed. Click
4. Select the Create from File tab Click Create from File
The options are displayed.
5. Select the Browse button and navigate to the Click Browse.
Student Folder.
The Browse dialog box is displayed.
6. Select the file you want to insert. Scroll as necessary and click
The file to be inserted is selected. SALES.xlsx
7. Select the Link to file check box. Click Link to file
The additional options are selected.

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ICDL Advanced Word Processing Lesson 11 - Linking/Embedding Objects

8. Select OK.
The dialog box closes and the document is Click
inserted as a linked object.

To remove the object, select the object and press [Delete].

11.4 UPDATING A LINK

Steps

Update a link.

Switch to the SALES.xlsx. Change the figure in the North QTR1 cell from 25000
to 35000, then save and close the file.
1. Right-click the link object you want to update. Right click on the inserted linked
The link is selected and a shortcut menu opens. object.
2. Select the Update Link option from the shortcut Click Update Link
menu.
The link is updated with the new information.

11.5 BREAKING A LINK

Steps

Breaking a link.

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Lesson 11 - Linking/Embedding Objects ICDL Advanced Word Processing

1. Right-click the link object you want to update. Right click on the inserted linked
The link is selected and a shortcut menu opens. object.
2. Select the Linked document object option Click Linked Worksheet
from the shortcut menu. Object
The shortcut menu appears.
3. Select Links from the shortcut menu. Click Links.
The Links dialog box is displayed.
4. Select the Break Link button, click Yes to Click Break Link and then click
confirm. Yes.
The link to the file is removed from the
document.

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LESSON 12 -
USING MACROS

In this section, you will learn how to:

 Record a macro
 Run a macro
 Edit a macro
 Add a macro button to a toolbar
 Delete a macro
Lesson 12 - Using Macros ICDL Advanced Word Processing

12.1 RECORDING A MACRO

Concepts

A macro is used to run previously recorded steps that make up a task. To create a
macro, select the macro feature in Word, give the macro a name and then record
the necessary steps needed to carry out a task. When the task is finished, stop
recording and the macro is saved. Select and run the saved macro to automatically
execute the recorded steps of the task.
The advantage of using macros is the consistency, speed and accuracy at which
they run recorded tasks.
Before you create a macro, it is a good idea to make sure to know all the steps
needed to perform the desired procedure so that you can record the macro
accurately.

Steps

Open PHLIST1.docx.
Make sure the DEVELOPER tab is available on the Ribbon.
Select all of the text below the Regional Sales Representatives heading.
1. Select the DEVELOPER tab on the Ribbon. Click DEVELOPER
The DEVELOPER tab is displayed.
2. Select the Record Macro button in the Code
group. Click
The Record Macro dialog box opens with the
text in the Macro name box selected.
3. Type the desired macro name. Type SortInfo
The name is displayed in the Macro name box.
4. Select the Store macro in list.
A list of available templates and documents is Click Store macro in
displayed.
5. Select the template in which you want to store Click All Documents
the macro. (Normal.dotm), if necessary
The template name is displayed in the Store
macro in box.
6. Place the insertion point in the Description Click in the Description box
box.
The insertion point is placed in the Description
box.
7. Type the desired description for the macro. Type Sorts by region in
The text is entered in the Description box. alphabetical order

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ICDL Advanced Word Processing Lesson 12 - Using Macros

8. Select OK.
The Record Macro dialog box closes and the Click
mouse pointer changes to a cassette tape. The
Stop Recording and Pause Recording
buttons are displayed in the Code group on the
DEVELOPER tab. A button is displayed on the
status bar to indicate that a macro is currently
recording.
9. Perform the steps of the procedure you want to Follow the instructions shown
automate. below the table before
Each command is recorded by the macro continuing on to the next step
recorder.
10. When you have finished recording the macro, Click DEVELOPER
select the DEVELOPER tab on the Ribbon.
The DEVELOPER tab is displayed.
11. Select the Stop Recording button in the Code Click
group on the DEVELOPER tab.
The macro recorder stops. The Record Macro
button displays again and the macro is
recorded.

Perform the following steps to create the macro:

Select the HOME tab then, select the Sort button in the Paragraph group.
Select the Header row option, if necessary.
Select the Region option from the Sort by list. Then, select the Text option
from the Type list and the Ascending option, if necessary.
Select OK to close the Sort Text dialog box.
Press the left arrow [  ] to deselect the text.

Return to the table and continue on to the next step (step 10).

Notice that the list is now sorted alphabetically by the Region column. Save the
files as PHLIST2.docm (as a macro enabled document)

Close PHLIST2.DOCM.

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Lesson 12 - Using Macros ICDL Advanced Word Processing

12.2 RUNNING A MACRO

Macros dialog box

Steps

Open PHLIST2.docx (regular Word document).

Run a macro.

Make sure the DEVELOPER tab is available on the Ribbon.

Select all of the text below the Regional Sales Representatives heading. We will
now sort this text by running the macro recorded in the last topic.

1. Select the DEVELOPER tab on the Ribbon. Click DEVELOPER, if

The DEVELOPER tab is displayed. necessary
2. Select the Macros button in the Code group.
The Macros dialog box opens.

Click
3. Select the desired macro from the Macro name Click SortInfo, if necessary
list box.
The macro name is displayed in the Macro
name box.

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ICDL Advanced Word Processing Lesson 12 - Using Macros

4. Select the Run button.

The Macros dialog box closes and the macro Click
runs.

Notice that the list is now sorted alphabetically by the Region column. Close
PHLIST2.docx without saving. Delete PHLIST2.docm upon completion of these
steps.

12.3 ADDING A MACRO BUTTON TO THE QUICK

ACCESS TOOLBAR
Steps

Open LIST2.docm.

Add a macro button to the Quick Access Toolbar.

1. Select the Customize Quick Access Toolbar

button to the right of the Quick Access Click
Toolbar.
The Customize Quick Access Toolbar menu
opens.
2. Select More Commands. Click More Commands
The Word Options dialog box opens with the
Customize page displayed.
3. Select the Choose commands from list. Click Choose commands from
A list of available options is displayed.
4. Select Macros. Click Macros
A list of available macros is displayed in the
Commands list box.
5. Select the desired macro from the Commands Click
list box. Normal.NewMacros.SortInfo
The macro name is selected.
6. Select the Add button.
The macro is added below the current buttons Click
in the Customize list box.
7. Select the Modify button.
The Modify Button dialog box opens displaying Click
a gallery of available button images.
8. Select the desired button image.
The button image is selected. Click (third row, seventh
column)
9. Select the text in the Display name box. Triple-click the text
The text in the Display name box is selected. Normal.NewMacros.SortInfo
10. Type the desired button name. Type Sort Last Name
The text is displayed in the Display name box.

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Lesson 12 - Using Macros ICDL Advanced Word Processing

11. Select OK.

The Modify Button dialog box closes. The Click
selected button image and the revised macro
name are displayed in the Customize list box.
12. Select OK.
The Word Options dialog box closes. The new Click
macro button is displayed in the Quick Access
Toolbar.

Select the entire list including the headings, and use the customised Quick
Access Toolbar button to run the Sort Last Name macro.

Notice that the information is now sorted alphabetically in ascending order by the
second column (Last Name).

Select the Customize Quick Access Toolbar button then, choose More
Commands. Select the Reset button below the Customize list box and then,
select Yes to Reset the Quick Access Toolbar to its default settings. Click OK.

Notice that the customised button has been removed from the Quick Access
Toolbar.

12.4 SAVING A MACRO ENABLED DOCUMENT

Steps

Save a file as a Macro Enabled document.

1. Select the FILE tab Click FILE

The Backstage view opens
2. Select Save As. Click Save As
A list of options is displayed.

3. Enter a name for the file in the File name box. Type AutoList
The file name is inserted in the File name box.
4. Select the type of file from the Save as type Select Word Macro-Enabled
list. document.
5. Select the Save button. Click Save
The dialog box closes and the file is saved in
the specified format.

Close the file.

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ICDL Advanced Word Processing Lesson 12 - Using Macros

12.5 DELETING A MACRO

Steps

Open LIST2.DOCM.

Delete a macro.

Make sure the DEVELOPER tab is available on the Ribbon.

1. Select the DEVELOPER tab on the Ribbon. Click DEVELOPER, if

The DEVELOPER tab is displayed. necessary
2. Select the Macros button in the Code group. Click Macros
The Macros dialog box opens.
3. Select the macro you want to delete from the Click SortInfo, if necessary
Macro name list box.
The macro name is displayed in the Macro
name box.
4. Select Delete.
A Microsoft Office Word warning box opens Click
asking if you want to confirm the deletion.
5. Select Yes.
The Microsoft Office Word warning box closes. Click
The macro is deleted and removed from the
Macro name list box.
6. Select Close.
The Macros dialog box closes. Click

Close LIST2.docm without saving.

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Lesson 12 - Using Macros ICDL Advanced Word Processing

12.6 REVIEW EXERCISE

Work with macros
1. Open MACRO.docx.
2. Select the entire list, from the Quality Products text through the
Semi-Annual Promotions text.
3. Record a new macro. In the Record Macro dialog box, name the macro
bullet and type the following description: Creates a bulleted list.
4. To record the macro, perform the following steps:
Display the HOME tab. Apply the bullet style of your choice.
Open the Define New Multilevel List dialog box and increase the Text indent
to 2.5cm.
5. Complete the macro by clicking the Stop Recording button.

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ICDL Syllabus
Ref ICDL Task Item Location 1.5.3 Change cell margins,
3.3 Changing
1.1.1 Apply text wrapping alignment, text direction.
1.15 Using Cell Margins
options for graphical
Advanced 3.4 Changing
objects (picture,
Layout Options Text Direction
image,chart, diagram,
drawn object),tables. 3.5 Changing
1.1.2 Use find and replace Text Alignment
1.16 Using Find
options like: Font 1.5.4 Automatically repeat
& Replace 3.6 Repeating
formats, paragraph heading row(s) at the top
Options Header Rows at
formats, paragraph of each page.
marks, page breaks. Top of Each
1.1.3 Use paste special Page
1.17 Using the 1.5.5 Allow, do not allow
options: formatted text, 3.7 Stop Table
Paste Special row(s) to break across
unformatted text. Row to Break
Options Button pages.
1.2.1 Apply line spacing within Across Pages
1.5 Creating a 1.5.6 Sort data by one column,
paragraphs: at least, 3.8 Sorting in
Paragraph Style by multiple columns at
exactly/ fixed, Table
multiple/proportional. the same time.
1.2.2 Apply, remove paragraph 1.5.7 Convert delimited text to
1.18 Using 3.12 Converting
pagination options. a table.
Paragraph Delimited Text
Pagination to a Table
Options 1.5.8 Convert a table to text.
3.11 Converting
1.2.3 Apply, modify outline a Table into
1.1 Applying
numbering in multi-level Text
Multi-Level
lists. 2.1.1 Add a caption above,
Outline 9.7 Inserting a
Numbering below a graphical object,
Caption
1.3.1 Create, modify, update a table.
1.3 Creating a 2.1.2 Add, delete a caption
character style. 9.7 Inserting a
Character Style label.
1.3.2 Create, modify, update a Caption
1.5 Creating a 2.1.3 Change caption number
paragraph style. 9.7 Inserting a
Paragraph Style format.
1.4.1 Apply multiple column Caption
1.9 Apply 2.1.4 Insert, modify footnotes,
layouts. Change number 9.10
Multiple Column endnotes.
of columns in a column Inserting
Layout
layout. Footnotes
1.4.2 Change column widths
1.10 Changing
and spacing. Insert, Ref ICDL Task Item Location
Column Width
remove lines between
and Spacing 2.1.5 Convert a footnote to an
columns. 9.12 Convert
1.4.3 Insert, delete a column endnote. Convert an
1.9 Apply Footnote to
break. endnote to a footnote.
Multiple Column Endnote
Layout 2.2.1 Create, update a table of
7.2 Creating a
contents based on
Table of
specified heading styles
Ref ICDL Task Item Location Contents
and formats.
1.5.1 Apply a table 7.4 Updating a
3.1 Apply Table Table of
autoformat/table style.
Autoformat/Styl Contents
e 2.2.2 Create, update a table of
1.5.2 Merge, split cells in a 8.2 Creating
3.2 Splitting figures based on
table. Main Index
Table Cell specified styles and
Entries
formats.
9.8 Inserting a
Table of Figures

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2.2.3 Mark an index: main 3.4.1 Insert, edit, remove a
8.2 Creating 11.1 Inserting a
entry, subentry. Delete a hyperlink.
Main Index Hyperlink
marked index entry.
Entries 3.4.2 Link data from a
11.2 Display a
document, application
8.3 Creating Linked Object
and display as an object,
Index as an Icon
icon.
Subentries
3.4.3 Update, break a link.
2.2.4 Create, update an index 11.4 Updating a
8.7 Updating an
based on marked index Link
Index
entries.
11.5 Breaking a
2.3.1 Add, delete a bookmark.
9.1 Working Link
with Bookmarks 3.4.4 Embed data into a
11.3 Embed
2.3.2 Create, delete a cross- document as an object.
9.5 Cross- Data as an
reference to: numbered
referencing to a Object
item, heading, bookmark,
Bookmark 3.4.5 Edit, delete embedded
figure, table. 11.3 Embed
data.
2.3.3 Add a cross-reference to Data as an
8.5 Cross-
an index entry. Object
referencing
Index Entries
3.1.1 Insert, delete fields like:
1.12 Inserting Ref ICDL Task Item Location
author, file name and
Fields
path, file size, fill-in/input. 3.5.1 Apply automatic text
1.7 Automatic
3.1.2 Insert a sum formula field formatting options.
3.9 Adding Text Formatting
code in a table.
Formula in 3.5.2 Create, modify, insert,
1.8 Automatic
Table delete automatic text
Text Entries
3.1.3 Change field number entries.
3.10 Formatting
format. 3.5.3 Create, modify, insert,
Number Field 1.8 Automatic
delete automatic text
Ref ICDL Task Item Location Text Entries
entries.
3.1.4 Lock, unlock, update a 3.5.4 Record a simple macro
1.13 Updating 12.1 Recording
field. like: change page setup,
Fields a Macro
3.2.1 Create, modify a form insert a table with a
5.1 Creating a repeating heading row,
using available form field
Form insert fields in document
options: text field, check
box, drop-down menu. header, footer.
3.2.2 Add help text to a form 3.5.5 Run a macro.
5.1 Creating a 12.2 Running a
field: visible on status Macro
Form
bar, activated by F1 Help 3.5.6 Assign a macro to a
key. 12.3 Adding a
custom button on a
3.2.3 Protect, unprotect a form. Macro Button to
5.3 Protecting a toolbar.
the Quick
Form Access Toolbar
3.2.4 Modify a template. 4.1.1 Turn on, off track
5.4 Saving a 4.1 Enabling
Form as a changes. Track changes
Change
Template in a document using a
Tracking
3.3.1 Edit, sort a mail merge specified display view.
10.9 Sorting 4.1.2 Accept, reject changes in
recipient list. 4.6 Accepting /
Records to be a document.
Merged Rejecting All
3.3.2 Insert ask, Changes
10.13 If-Then- 4.1.3 Insert, edit, delete, show,
if…then…else… fields. 4.7 Inserting
Else Rule hide comments/notes.
3.3.3 Merge a document with a Comment
10.14 Merging 4.1.4 Compare and merge
recipient list using given 4.4 Comparing
to a New documents.
merge criteria. Documents
Document

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4.2.1 Create a new master
6.1 Using a
document by creating
Master
sub documents from
Document
headings.
4.2.2 Insert, remove a
6.2 Inserting
subdocument in a master
Subdocuments
document.

Ref ICDL Task Item Location

4.2.3 Use text outline/navigator
6.3 Collapsing /
options: promote,
Expanding
demote, expand,
Subdocuments
collapse, move up, move
down.
4.3.1 Add, remove password
1.19 Protecting
protection for a
a Word
document: to open, to
Document
modify.
4.3.2 Protect a document to
4.6 Accepting /
only allow tracked
Rejecting All
changes or comments.
Changes
5.1.1 Create, modify, delete
2.1 Working
section breaks in a
with Section
document.
Breaks
5.1.2 Change page orientation,
2.3 Changing
page vertical alignment,
Page
margins for sections of a
Orientation
document.
5.2.1 Apply different headers
2.5 Apply
and footers to sections,
Different
first page, odd and even
Headers and
pages in a document.
Footers
5.2.2 Add, modify, remove a
1.14 Creating
watermark in a
Watermarks
document.

© 2016 «PageFooterText» Page 131

Congratulations! You have reached the end of the ICDL Advanced Word Processing book.
You have learned about the key advanced skills relating to word processing software,
including:
 Apply advanced text, paragraph, column and table formatting.
 Work with referencing features like footnotes, endnotes and captions.
 Enhance productivity by using fields, forms and templates.
 Use linking and embedding features to integrate data.
 Work with watermarks, sections, and headers and footers in a document.

Having reached this stage of your learning, you should now be ready to undertake ICDL
certified testing. For further information on taking this test, please contact your ICDL test
centre.
«Name»
«Addressline1»
«Addressline2»
«Addressline3»
«Region»