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icdl-module3 Word Processing

The document is a reference manual for ECDL Module 3, focusing on word processing using Microsoft Word 2000. It covers essential functions such as opening and saving documents, formatting text, and using mail merge features. Additionally, it includes guidelines on licensing and the use of Cheltenham Courseware materials for ECDL certification preparation.

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0% found this document useful (0 votes)

32 views

icdl-module3 Word Processing

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You are on page 1/ 85

ECDL Module 3

REFERENCE MANUAL
Word Processing
Microsoft Word 2000 Edition for ECDL Syllabus Four
PAGE 2 - ECDL MODULE 3 (USING OFFICE 2000) - MANUAL

© 1995-2005 Cheltenham Courseware Ltd. International Contact Phone Numbers

Crescent House
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Fax: +44 (0)1242 253200
Email: [email protected]
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All trademarks acknowledged. E&OE.

© Cheltenham Courseware Ltd. 1995-2005 No part of this document may be copied without written permission from
Cheltenham Courseware unless produced under the terms of a courseware site license agreement with Cheltenham
Courseware.

All reasonable precautions have been taken in the preparation of this document, including both technical and non-technical
proofing. Cheltenham Courseware and all staff assume no responsibility for any errors or omissions. No warranties are made,
expressed or implied with regard to these notes. Cheltenham Courseware shall not be responsible for any direct, incidental or
consequential damages arising from the use of any material contained in this document. If you find any errors in these training
modules, please inform Cheltenham Courseware. Whilst every effort is made to eradicate typing or technical mistakes, we
apologise for any errors you may detect. All courses are updated on a regular basis, so your feedback is both valued by us and
will help us to maintain the highest possible standards.

Sample versions of courseware from Cheltenham Courseware

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For current license information

This document may only be used under the terms of the license agreement from Cheltenham Courseware.
Cheltenham Courseware reserves the right to alter the licensing conditions at any time, without prior notice. No terms or
conditions will affect your rights as defined under UK law. Please see the site license agreement available at:
www.cheltenhamcourseware.com/agreement

FOR USE AT THE LICENSED SITE(S) ONLY

ECDL Approved Courseware

IMPORTANT - PLEASE READ
As a condition of providing official approval for this courseware, the ECDL
Foundation demand that the following statement appear within all approved ECDL
courseware, produced by third party courseware providers: -

""European Computer Driving Licence" and ECDL and Stars device are registered trade marks of the European
Computer Driving Licence Foundation Limited in Ireland and other countries. Cheltenham Courseware Ltd. is an
independent entity from the European Computer Driving Licence Foundation Limited, and not affiliated with the
European Computer Driving Licence Foundation Limited in any manner. ‘Cheltenham Courseware Ltd. ECDL
Courseware’ may be used in assisting students to prepare for the European Computer Driving Licence
Examination. Neither the European Computer Driving Licence Foundation Limited nor Cheltenham Courseware
Ltd. warrants that the use of this ‘Cheltenham Courseware Ltd. ECDL Courseware’ will ensure passing the
relevant Examination. Use of the ECDL-F approved Courseware Logo on this product signifies that it has been
independently reviewed and approved in complying with the following standards:

Acceptable coverage of all courseware content related to the ECDL Syllabus Version 4.0. This courseware
material has not been reviewed for technical accuracy and does not guarantee that the end user will pass the
associated ECDL Examinations. Any and all assessment tests and/or performance based exercises contained in
this ‘Cheltenham Courseware Ltd. ECDL Courseware’ relate solely to this ‘Cheltenham Courseware Ltd. ECDL
Courseware’ and do not constitute, or imply, certification by the European Driving Licence Foundation in respect
of any ECDL Examinations. For details on sitting ECDL Examinations in your country please contact the local
ECDL Licensee or visit the European Computer Driving Licence Foundation Limited web site at
http://www.ecdl.com.

“Candidates using this courseware material should have a valid ECDL/ICDL Skills Card/Log book. Without such a
skills card/Log book no ECDL/ICDL tests can be taken, no ECDL/ICDL certificate, nor any other form of
recognition can be given to the candidate. ECDL/ICDL Skills Cards may be obtained from any accredited
ECDL/ICDL Test Centre or from your country's National ECDL/ICDL designated Licensee".

References to the European Computer Driving Licence (ECDL) include the International Computer Driving
Licence (ICDL). ECDL Syllabus Version 4.0 is published as the official syllabus for use within the European
Computer Driving Licence (ECDL) and International Computer Driving Licence (ICDL) certification programme."

IMPORTANT: - Regarding ECDL courseware purchased from Cheltenham Courseware

Ltd.. Cheltenham Courseware Ltd. accept no liability whatsoever arising from any
changes which you make to this courseware, with, or without, ECDL Foundation
approval.

FOR USE AT THE LICENSED SITE(S) ONLY

3.1 USING THE APPLICATION........................................................................................................................ 6

3.1.1 FIRST STEPS WITH WORD PROCESSING ................................................................................................. 6
3.1.1.1 Open (and close) a word processing application. ..................................................................... 6
3.1.1.2 Open one, several documents..................................................................................................... 6
3.1.1.3 Create a new document (based on default, other available template). ................................. 9
3.1.1.4 Save a document to a location on a drive. ............................................................................... 10
3.1.1.5 Save a document under another name. ................................................................................... 11
3.1.1.6 Save a document in another file type such as: text file, Rich Text Format, HTML,
template, software specific file extension, version number................................................................. 11
3.1.1.7 Switch between open documents.............................................................................................. 13
3.1.1.8 Use available Help functions...................................................................................................... 14
3.1.1.9 Close the document..................................................................................................................... 21
3.1.2 ADJUST SETTINGS .................................................................................................................................. 21
3.1.2.1 Change between page view modes.......................................................................................... 21
3.1.2.2 Use magnification/zoom tool. ..................................................................................................... 22
3.1.2.3 Display or hide built-in toolbars.................................................................................................. 23
3.1.2.4 Display or hide non-printing characters. ................................................................................... 24
3.1.2.5 Modify basic options/preferences in the application: user name, default directory/ folder to
open, save documents. ............................................................................................................................ 24
3.2 MAIN OPERATIONS.................................................................................................................................. 26
3.2.1 INSERT DATA .......................................................................................................................................... 26
3.2.1.1 Insert text. ..................................................................................................................................... 26
3.2.1.2 Insert special characters and symbols. .................................................................................... 27
3.2.2 SELECT DATA ......................................................................................................................................... 28
3.2.2.1 Select character, word, line, sentence, paragraph or entire body text................................. 28
3.2.3 EDIT DATA .............................................................................................................................................. 29
3.2.3.1 Edit content by inserting new characters, words within existing text, over-typing to replace
existing text. ............................................................................................................................................... 30
3.2.3.2 Use the undo, redo command.................................................................................................... 30
3.2.4 DUPLICATE, MOVE, DELETE................................................................................................................... 31
3.2.4.1 Duplicate text within a document or between open documents............................................ 31
3.2.4.2 Move text within a document or between open documents. ................................................. 32
3.2.4.3 Delete text..................................................................................................................................... 32
3.2.5 SEARCH & REPLACE .............................................................................................................................. 33
3.2.5.1 Use the search command for a specific word, phrase. .......................................................... 33
3.2.5.2 Use a simple replace command for a specific word, phrase................................................. 34
3.3 FORMATTING............................................................................................................................................. 35
3.3.1 TEXT FORMATTING ................................................................................................................................. 35
3.3.1.1 Change text appearance: font sizes, font types. ..................................................................... 35
3.3.1.2 Apply text formatting such as: bold, italic, underline............................................................... 37
3.3.1.3 Apply subscript, superscript to text. .......................................................................................... 38
3.3.1.4 Apply case changes to text. ....................................................................................................... 38
3.3.1.5 Apply different colours to text..................................................................................................... 39
3.3.1.6 Copy formatting from a piece of text to another piece of text................................................ 40
3.3.1.7 Apply an existing style to a word, a line, a paragraph............................................................ 40
3.3.1.8 Use automatic hyphenation........................................................................................................ 41
3.3.2 PARAGRAPH FORMATTING ..................................................................................................................... 42
3.3.2.1 Insert or remove paragraph marks............................................................................................ 42
3.3.2.2 Insert, remove soft carriage return (line break) marks. .......................................................... 43
3.3.2.3 Align text left, centre, right, justified. ......................................................................................... 43
3.3.2.4 Indent paragraphs left, right, first line, hanging. ...................................................................... 44
3.3.2.5 Apply single, double line spacing within paragraphs.............................................................. 45
3.3.2.6 Apply spacing above, below paragraphs. ................................................................................ 46
3.3.2.7 Set, remove and use tabs: left, centre, right, decimal. ........................................................... 46
3.3.2.8 Apply bullets, numbers to a single level list. Remove bullets, numbers from a single level
list. ............................................................................................................................................................... 48

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3.3.2.9 Change the style of bullets, numbers in a single level list from built-in standard options. 48
3.3.2.10 Add a top and bottom border, box border and shading to a paragraph. ........................... 49
3.3.3 DOCUMENT FORMATTING ....................................................................................................................... 53
3.3.3.1 Change document orientation – portrait or landscape. Change page size. ........................ 53
3.3.3.2 Change margins of entire document, top, bottom, left, right. ................................................ 54
3.3.3.3 Insert, delete a page break in a document............................................................................... 55
3.3.3.4 Add, modify text in Headers, Footers. ...................................................................................... 56
3.3.3.5 Add fields in Headers, Footers: date, page number information, file location. ................... 57
3.3.3.6 Apply automatic page numbering to a document.................................................................... 61
3.4 OBJECTS..................................................................................................................................................... 63
3.4.1 TABLES ................................................................................................................................................... 63
3.4.1.1 Create a table ready for text insertion....................................................................................... 63
3.4.1.2 Insert, edit data in a table. .......................................................................................................... 63
3.4.1.3 Select rows, columns, cells, entire table. ................................................................................. 64
3.4.1.4 Insert and delete rows and columns. ........................................................................................ 64
3.4.1.5 Modify column width, row height. .............................................................................................. 65
3.4.1.6 Modify cell border width, style and colour ................................................................................ 66
3.4.1.7 Add shading to cells. ................................................................................................................... 67
3.4.2 PICTURES, IMAGES AND CHARTS ........................................................................................................... 67
3.4.2.1 Insert a picture, an image, a chart into a document. .............................................................. 67
3.4.2.2 Select a picture, image, chart in a document. ......................................................................... 70
3.4.2.3 Duplicate a picture, image, chart within a document, between open documents. ............. 71
3.4.2.4 Move a picture, image, chart within a document, to another document. ............................. 71
3.4.2.5 Resize a picture, image, chart. .................................................................................................. 72
3.4.2.6 Delete a picture, image, chart. ................................................................................................... 72
3.5 MAIL MERGE .............................................................................................................................................. 73
3.5.1 CONCEPT AND PRACTICE ....................................................................................................................... 73
3.5.1.1 Understand the term mail merge and the concept of merging a data source with a main
document such as a letter or a label document.................................................................................... 73
3.5.1.2 Open, prepare a main document for a mail merge by inserting data fields. ....................... 73
3.5.1.3 Open, prepare a mailing list, other data file, for use in a mail merge................................... 77
3.5.1.4 Merge a mailing list with a letter, label document. .................................................................. 78
3.6 PREPARE OUTPUTS ................................................................................................................................ 80
3.6.1 PREPARATION......................................................................................................................................... 80
3.6.1.1 Understand the importance of proofing your document such as: checking the layout,
presentation (margins, appropriate font sizes and formats) and spelling. ........................................ 80
3.6.1.2 Spell-check a document and make changes such as correcting spelling errors, deleting
repeated words.......................................................................................................................................... 80
3.6.1.3 Add words to a built-in custom dictionary................................................................................. 82
3.6.1.4 Preview a document.................................................................................................................... 82
3.6.2 PRINTING ................................................................................................................................................ 83
3.6.2.1 Choose print output options such as: entire document, specific pages, number of copies.
..................................................................................................................................................................... 83
3.6.2.2 Print a document from an installed printer using defined options, default settings............ 84

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3.1 Using the Application

3.1.1 First Steps with Word Processing

3.1.1.1 Open (and close) a word processing application.

To start Word using the Windows Start menu

• Click on the Start icon to display the Start menu and then move the mouse
pointer onto Programs. From the submenu select Microsoft Word.

To close the Word program

• Click on the Close icon displayed at the top right of the Word window OR
press Alt+F4.

If you have not saved your work, a dialog box will be displayed which asks
you if you wish to save your changes. Make your choice from one of the
following:

- Yes: Saves the changes and exits the program.

- No: Does not save the changes and exits the program.
- Cancel: Cancels the command and stays in the Word program.

3.1.1.2 Open one, several documents.

To open a file
• Click on the Open icon and from the dialog box displayed select the required
file.

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• Use the Look in drop down menu to select the drive or folder which contains
the file you want.
• To open the file you require either: double click on the file name
OR select the file name by clicking on it, and then click on the Open button.

Opening a file from a diskette (floppy disk)

• Click on the Open icon and a dialog box is displayed.

• Click on the down arrow to the right of the Look in section.

• From the list displayed select 3½ Floppy (A:)

• Select the required file and then click on the Open button.

Tools to help you with opening files

• You can use the buttons across the top of this dialog box to help you in
selecting the required file.

Click on the Down arrow to display folders (directories) and drives.

See recent files: Click here to access recently opened files or folders
(acts like a Back button within an Internet browser such as Microsoft
Internet Explorer).

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Move up one folder level: Click here to move up one level through your
folder (directory) tree.

Search the Web: Click here to search the Internet (assuming that you
are connected to the Web!).

Delete the selected file: Click here to delete the selected file or folder.

Create a new folder: Click here to create a new folder beneath the
selected folder.

See different "opening views": Click here to see a drop down menu,
from which you can select commands, as illustrated.

To select a continuous block of files to open

• You can open files one at a time, or if you know how to select multiple files,
you can open two or more files at the same time. This technique can save
you time!
• Click on the Open icon, which will display the Open dialog box. Click on the
first file of the block you wish to select, and then whilst depressing the Shift
key, click on the last file of the required block. When you release the Shift
key the entire block will remain selected.

To select multiple files (to open) which are not in a continuous block
• Click on the Open icon, which will display the Open dialog box. Click on the
first file which you wish to select and whilst keeping the Ctrl key depressed,
click on the other files which you wish to select. When you release the Ctrl
key, the selected files will continue to be highlighted.

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• In either case outlined above, clicking on the Open button, once multiple
files have been selected, will cause all the selected files to open within Word.

3.1.1.3 Create a new document (based on default, other available

template).

To create a new document based on the default template

• Click on the New icon and a new blank document will be displayed on the
screen. This document will be based on the default template within Word.

• To save your new document after you have entered your text, click on the
Save icon and supply a name for the document file.

To create a new document based on another template

• From the File menu select New to display the New dialog box.
• You will normally see a template called Blank Document displayed within
the General tab.
• You can select this Blank Document or select one of the other tabs which
contain other templates.
• Click on the template icon required. You can see a preview of the template in
the Preview box to the right of the dialog box.
• Click on the OK button. The new document will appear based on the selected
template.

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3.1.1.4 Save a document to a location on a drive.

To save a document using the Save icon

• Click on the Save icon and from the dialog box displayed select the required
folder. Enter a file name and then click on the Save button.

• After you have saved the file for the first time, clicking on the Save icon will
automatically save your document with the filename you gave it. It does not
give you the option to rename.

To create a new folder in which to save your document

• Click on the Create New Folder icon, displayed within the Save As dialog
box.
• This will display the New Folder dialog box. Enter the name of the new
folder, and then click on the OK button. NOTE: The folder will be created
under the current folder.

To save a file to a diskette

• Click on the File drop down menu and select the Save As command. A dialog
box will be displayed similar to that illustrated.

• Click on the down arrow to the right of the Save in section of the dialog box,
which will display a drop down menu, as illustrated.

• Select the 3 1/2 Floppy (A:) icon.

• Enter a file name and then click on the Save button.

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3.1.1.5 Save a document under another name.

To save using "Save As"

• The Save As command can be used to save a file under a different name, to
save a file in a different word processor format, or to save a file to a different
drive and/or folder. From the File menu choose Save As command, or press
F12. The File Save As command will rename the document on the screen so
that you can keep the earlier version, as well as saving any changes you
have made.

3.1.1.6 Save a document in another file type such as: text file, Rich Text
Format, HTML, template, software specific file extension, version
number.

To save a file in a format other than Word format

• From the File drop down menu, click on the Save As command and if
necessary, select the folder in which you wish to save the file from the Look
in list box.
• Click on the down arrow to the right of the Save as type: box, and select the
type of file format which you wish to save the file as, i.e. HTML, RTF etc.
Enter a file name and then click on the Save button to save it in the required
format. Some formatting information contained in the original may be lost in
the process!

What is an RTF file?

• An RTF (Rich Text Format) file is a generic file which can be read and used by
a wide range of different programs. Thus if you have Word 2000 installed on
your PC and wish to send a document to someone who has a different version
of Word or maybe a word-processor other than Word, you might wish to send
the file in RTF format. If you have used a lot of complex formatting within
your document then an RTF file can be a much larger file size compared to a
normal Microsoft Word file. This may be relevant if you are moving a file over

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an Internet or Intranet (or saving the file to diskette which is limited to a

1.44 Mb storage capacity).

What is a TXT file?

• If you save your file as Text Only the file will be saved with a .TXT instead of
the normal .DOC file name extension. Also all of your formatting information
will be lost (along with any pictures). Only the text will be saved.

Saving your file in a different Word version format

• This is useful where different departments within your organisation may be
using different versions of the Microsoft Word program. Later versions of
Word will be able to read documents saved in earlier versions. However if
someone using say Word 6, received a document formatted in say Word
2000, they would be unable to open the file. The solution, in this case, is for
the person using Word 2000 to save the file in Word 6 format, as illustrated.

Saving a file as a template

• A template is a special type of file which can be created once and customised
as required. It can then be recycled over and over again. For instance a fax
header could be set up as a template containing all your organisation’s details
and then recycled when required, eliminating the need for you to enter your
company name, phone number and fax number each time you send a fax.
• From the File drop down menu, click on the Save As command. If
necessary, select the folder in which you wish to save the file from the Look
in list box.
• Click on the down arrow to the right of the Save as type: box, and select the
type of file format which you wish to save the file as, i.e. Document
Template (*.dot).

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To save a file in HTM (Web format)

• If you convert your Word document to HTML (Hyper Text Markup Language)
format, then you (or your IT staff) can then use the HTML version on a Web
server and it will be visible as a web page. This Web page can be viewed on
either the WWW (World Wide Web) or your local LAN/Intranet.
• From the File drop down menu, click on the Save As command. If
necessary, select the folder in which you wish to save the file from the Look
in list box.
• Click on the down arrow to the right of the Save as type: box, and select the
type of file format which you wish to save the file as, i.e. Web Page HTML.
Enter a file name and click on the Save button to save it in the required
format. Some formatting information contained in the original may be lost in
the process!

To save a file using a software specific file extension

• In some cases you may wish to specify a file extension name. For instance,
you may want to save a database file, not as a text only file, which by default
will have a file name extension of .TXT, but as a text file using a .CSV file
name extension. To do this we will use the Save As option, select the Plain
Text option, and enter a name, along with a different file name extension,
such as contacts.csv.

3.1.1.7 Switch between open documents.

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To switch from one open document to another one (using the Taskbar)
• Click on the required document, as displayed in the Windows Taskbar.

To switch from one open document to another one (using the Window drop
down menu)
• Click on the required Window drop down menu.
• Click on the required open document from the list displayed.

3.1.1.8 Use available Help functions.

Today's Tip
• By default Word will display a "tip of the day" each time you start Word. If
you take the time to read these tips as they are displayed, then you will soon
find that you are becoming a Microsoft Word expert!

What is the Microsoft Office Assistant?

• By default this friendly little creature will watch what you do and offer tips on
how to work more productively. You can ask it questions in plain English!
Occasionally the Office Assistant will display information on the screen. If you
are unsure about how to use this product you should always read the help
offered. You can choose to implement the tip, have it explained, or ignore the
tip.

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Displaying the Office Assistant Help

• The Office Assistant is displayed by default. If the assistant has been
hidden and you wish to reactivate it, click on the Microsoft Word Help icon

To hide the Office Assistant

• Right click on the Office Assistant and from the menu displayed, click on the
Hide command.

"What is this" Help

• Within many dialog boxes you will see a question mark symbol in the top-
right corner of the dialog box. For instance, click on the Format drop down
menu, select the Font command and this will display the Font dialog box with
this sort of help enabled. Not all dialog boxes have this feature however. To
use "What is this", click on the question mark and then click on the item in
the dialog box which you do not understand.

• In the example shown we have clicked on the Shadow check box within the
Font dialog box, and as you can see help is displayed relating to the Shadow
option!

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The Help drop down menu

• Click on the Help drop down menu and select the command which you
require. Remember that if you move the mouse arrow to the down arrow at
the bottom of the menu, the menu will expand to show all available
commands, as illustrated.

Microsoft Word Help dialog box

• Selecting this option from the Help drop down menu will display the Help
dialog box, as illustrated. There are three tabs which you can select from,
Contents, Answer Wizard and Index.

Microsoft Word Help - Contents Tab

• Select the Contents tab within the Microsoft Word Help dialog box to
display this window.

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• In the left side of the window, topics are listed. Clicking on any of the plus
symbols will expand the options available, as illustrated.

• Click on a topic in the left section will display information in the right section
of the window.

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Microsoft Word Help – Answer Wizard Tab

• Click on the Answer Wizard tab within the Microsoft Word Help dialog
box to display this window.

• Type in a question and click on the Search button. In the example shown,
we have asked about setting page margins.

• Clicking on the Search button will display the following information.

• Clicking on the 'Change the page margins' link (in blue), will display the
following help.

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Microsoft Word Help – Index Tab

• Selecting the Index tab within the Microsoft Word Help dialog box will
display the following window.

• Scrolling down the list on the left and double clicking on the item will display
the required help on the right. Or you might enter a keyword and click on the
Search button.

Office on the Web

• Clicking on this option under the Help drop down menu will display the
following dialog box.

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• Click on the area of the map relating to your locations, and follow the on-
screen directions.

WordPerfect Help
• Clicking on this option under the Help drop down menu will display the
following dialog box.

Detect and Repair

• Selecting this option under the Help drop down menu will display the
following dialog box. Click on the Start button and follow through the on-
screen prompts.

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About Microsoft Word

• Clicking on this option under the Help drop down menu will display the
following dialog box. This screen will display the exact release version of the
application. It will also display your Product ID (removed in the illustration for
security reasons).

3.1.1.9 Close the document.

To close a document in Word

• Click on the Close icon displayed at the top-right of the document window.
Be sure to click on the Close Window icon, (as opposed to the Close icon).

3.1.2 Adjust Settings

3.1.2.1 Change between page view modes.

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Different Word views

• This feature allows you to select different views of your document such as
Normal, Outline, or Print Layout view. Print Layout view gives a better
approximation between what you see on the screen and what you will see
when you print. Normal View is often quicker to use as less memory is
required, but often when using complicated formatting does not give a true
indication of how the document will print.

To view a document using different modes

• Click on the View menu, and select the required view.

Normal: Allows you to type, edit and format documents, but does not display
additional information such as headers and footers.

Web Layout: Displays the document as it would appear if published on the

Web.

Print Layout: Allows you to display multiple columns, footnotes, and

headers and footers in the document. You can also view graphics in this
format.

Full Screen: Allows you to type, edit and format a document.

Zoom: Allows you to enlarge or reduce the view of a page on-screen.

3.1.2.2 Use magnification/zoom tool.

The Zoom feature

• This feature allows you to enlarge or reduce the view of a page on the
screen. You can show the whole page, or just a section of it.

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To zoom a document using the Zoom icon

• Use the Zoom icon on the Standard toolbar to quickly zoom to certain
settings. Click on the down arrow next to the Zoom icon to display a drop
down list of pre-set screen zoom values.

NOTE: You can enter any value you like, you do not have to accept the
values offered to you.

3.1.2.3 Display or hide built-in toolbars.

To display or hide a toolbar

• To display a toolbar, select the Toolbars command from the View menu to
display the Toolbars drop down menu. A list of toolbars is displayed which
includes: Standard, Formatting, Borders, Database, Drawing etc. Choose the
Toolbar you want to display by clicking on it from the list.

The quick way of displaying / hiding toolbars

• A quick way of displaying/hiding toolbars is to right click on an existing
toolbar, this will display the Toolbars drop down menu, from which you can
select or de-select toolbars.

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3.1.2.4 Display or hide non-printing characters.

What are the non-printing characters?

• Printable characters are all the characters which you would normally print,
such as the letters of the alphabet, punctuation marks etc. Non-printable
characters include the codes hidden within the document which control how
your pages are formatted. For instance when you press the Enter key, this
embeds a code within the document to insert a paragraph mark, which marks
the end of a paragraph.

When non-printing characters are displayed, the text will look like this.

To display non-printing characters

• Click on the Show/Hide icon, located within the Standard Toolbar.

To hide non-printing characters

• Click on the Show/Hide icon, located within the Standard Toolbar.

To control which non-printable characters are displayed

• Click on the Tools drop down menu and select the Options command.
• Select the View tab. Within the Formatting marks section of the dialog
box, select All, or specify what formatting marks you wish to display.

3.1.2.5 Modify basic options/preferences in the application: user name,

default directory/ folder to open, save documents.

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To modify preference options within Word

• Click on the Tools drop down menu and select the Options command which
will display the Options dialog box.

To modify the User Information: Click on the User Information tab

within the dialog box, and modify the information as necessary. You can
include your name, initials and mailing address. This data can later be used
within Word automatically.

To modify the default directory: Click on the File Locations tab within
the dialog box. Select Documents in the File types sections. Click on the
Modify button, and navigate to the folder which you wish to use as the
default folder. The default folder is the folder which will, by default, be
displayed within the Open or Save dialog boxes in Word.

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3.2 Main Operations

3.2.1 Insert Data

3.2.1.1 Insert text.

To switch between Insert and Overtype text entry

• Word normally functions in Insert mode which means that text is added to a
document without overwriting anything else. Alternatively, Word can function
in Overtype mode which will overwrite existing text with any new text which
you type in. The Status Bar at the bottom of the Word window indicates that
you are in Overtype mode by highlighting the OVR indicator.

Using Insert Mode to enter text

• In Insert mode, text is inserted into the document at the insertion point.
This is the default mode. Text which already exists is moved forward to make
way for the new text.
• Position the insertion point where you want to insert the new text.
• When you begin typing, the existing text will move to the right and wrap to
the next line.

To insert a new paragraph

• When you press the Enter (Return) key, Word automatically creates a new
paragraph. It is important to realise that Microsoft Word treats the area
between depressions of the Enter (Return) key as a paragraph for
formatting purposes. Normally you will press the Enter (Return) key twice
so that a blank line is inserted between your paragraphs.

What is “Click and Type”?

• Introduced in Word 2000 and enables you to double click on any blank area
of your document and immediately begin to enter text at that location.

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To use “Click and Type”

• Ensure that you are in Print Layout view by clicking on the View drop down
menu and selecting the Print Layout command. Double click on any empty
area of the page. Word will move the insertion point to that location. Type
your text.

3.2.1.2 Insert special characters and symbols.

What are special characters and symbols?

• There are only a limited number of keys on your keyboard and even when
you remember that you can use some keys in combination with the Shift key
to display different characters, this limits the number of characters which you
can see on your keyboard. You often need to insert other characters or
symbols, such as a copyright or trademark symbol.

To insert special symbols

• Position the insertion point at the location within the document where you
wish to insert a special symbol. Click on the Insert drop down menu and
select the Symbol command. This displays the Symbol dialog box. You can
select a symbol and then click on the Insert button to insert the symbol into
the document. Clicking on the drop down arrow in the Font section of the
dialog box allows you to view and select other fonts containing symbols, such
as the Wingdings font!

To use AutoCorrect to insert symbols

• AutoCorrect allows you to enter information such as (c) this will automatically
be changed to the copyright symbol.

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To reverse the automatic changing of text by AutoCorrect

• If you enter (c) and it changes to the copyright symbol, then pressing the
Backspace key immediately will reverse the change. This is how we were
able to produce the pages you are reading!

3.2.2 Select Data

3.2.2.1 Select character, word, line, sentence, paragraph or entire body

text.

The importance of selection

• In many cases you need to select something within Word (such as a line of
text), prior to applying formatting information to the selected item!

Sometimes you do not need to select first!

• Normally when using a Windows based product such as Word, the golden rule
is select first, then manipulate. However because Word recognises the
concepts of what a word is and what a paragraph is, in some cases you will
not have to select first. Thus if you wish to apply font (i.e. word) formatting,
such as making a word bold, then you only have to click anywhere within the
word and then apply the font formatting, such as clicking on the Bold icon to
make the word bold. In the same way if you wish to apply paragraph
formatting to a whole paragraph, you need only click anywhere within the
paragraph to apply the formatting. For example to indent an entire
paragraph, click within it and then click on the Increase Indent icon located
on the Formatting Toolbar.

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To select a character
• Click just in front of the character you want to select.
• Press the Shift key (and keep it pressed).
• Press the right arrow key.
• Release the Shift key.

To select a word
• Double click on the word.

To select a line
• Move the mouse pointer to the left of the line which you wish to select, until
the mouse pointer changes from an I bar to an arrow pointing upwards and
to the right. You are now in the “Selection Bar”, a hidden screen element.
• Click once with the mouse button to select the line.

To select a sentence
• Move the mouse pointer within the sentence which you wish to select.
Depress the Ctrl key and then click within the sentence.

To select a paragraph
• Move the mouse pointer within the paragraph which you wish to select and
click three times.

To select all text

• Press Ctrl+A
OR select the Select All command, located under the Edit drop down menu.

3.2.3 Edit Data

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3.2.3.1 Edit content by inserting new characters, words within existing

text, over-typing to replace existing text.

To insert text
• If you want to insert text into a document, click at the point where you wish
to insert the next character or word and start typing.

To modify existing text

• If you want to change any text within your document, select the text which
you wish to change and start typing over the selected text. The text you type
in will replace the text you selected.

Using Overtype Mode to enter text

• In Overtype mode, text overwrites the existing text.
• Position the insertion point where you want to type the new text.
• Press the Insert key to switch to overtype mode. The OVR indicator on the
status bar will be highlighted.
• When you begin typing, the existing text will be replaced with your new text.

3.2.3.2 Use the undo, redo command.

To use Undo to reverse your last actions

• From the Edit menu choose the Undo command
OR press Ctrl+Z
OR click on the Undo button on the Standard toolbar.

To repeat a command, action, or typing

• From the Edit menu, select Repeat
OR press F4
OR click on the Redo button on the Standard toolbar.

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To undo or repeat a specific number of commands, actions, or typing changes

• Move the mouse pointer over the down arrow located to the right of the
Undo and Redo icons on the Standard toolbar and click the left mouse
button. A scrollable list is displayed from which you can select actions to redo
or undo.

3.2.4 Duplicate, Move, Delete

3.2.4.1 Duplicate text within a document or between open documents.

To copy text within a document

• Select the text which you wish to copy.
• Click on the Edit drop down menu and select the Copy command.
• Click at the position within the document to which you wish to copy the
selected text.
• Click on the Edit drop down menu and select the Paste command.

To copy text from one document to another

• Within the first document, select the text which you wish to copy.
• Click on the Edit drop down menu and select the Copy command.
• Open, or switch to the second document to which you wish to copy the
selected text.
• Within the second document, click at the position within the document to
which you wish to copy the selected text.
• Click on the Edit drop down menu and select the Paste command.

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3.2.4.2 Move text within a document or between open documents.

To move text within a document

• Select the text which you wish to move. Click on the Edit drop down menu
and select the Cut command. Click at the position within the document to
which you wish to move the selected text. Click on the Edit drop down menu
and select the Paste command.

To move text from one document to another

• Within the first document, select the text which you wish to move. Click on
the Edit drop down menu and select the Cut command. Open, or switch to
the second document to which you wish to move the selected text. Within the
second document, click at the position within the document to which you wish
to move the selected text. Click on the Edit drop down menu and select the
Paste command.

3.2.4.3 Delete text.

To delete a character
• Place the insertion point to the left of the character to be deleted and press
Delete
OR place the insertion point to the right of the character to be deleted and
press Backspace.

To delete a word
• Double-click on the word to be deleted and press the Delete key

To delete a line or lines

• Place the mouse pointer in the left-hand margin, next to the first line of text
or first blank line to be deleted. The mouse pointer changes to an arrow
pointing up and to the right.
• Click on the left-hand mouse button to select the line of text or the blank line
you wish to delete, OR drag the mouse pointer down the left-hand margin to
select the lines you want to delete.

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• Press the Delete key.

To delete a sentence
• Depress the Ctrl key. Place the mouse pointer anywhere on the sentence to
be deleted. Select the sentence by clicking the left-hand mouse button. Press
the Delete key.

To delete a paragraph
• Place the mouse pointer in the left-hand margin, next to the first paragraph
to be deleted. To select the paragraph, double-click on the left-hand mouse
button. Press the Delete key.

To delete a block of text

• Select the block of text you wish to delete by dragging the mouse pointer
over the text with the left mouse button depressed. Once the text is selected
press the Delete key.

3.2.5 Search & Replace

3.2.5.1 Use the search command for a specific word, phrase.

What is "Find and Replace"?

• The Find and Replace feature allows you to change a word or phrase
scattered throughout a document with one simple editing procedure, instead
of having to work your way through the document looking for them. You can
replace specific text, character formats or paragraph formats, and even text,
which has been formatted in a specific way, i.e. bold or italic text, or text
formatted with a style. Note: Under the Edit drop down menu are two
similar commands Find and Replace. In fact, if you use the Find command,
it will display a dialog box with a Replace button which will still allow you to
search for a specific word or phrase and then replace it with a different word
or phrase.

To find text in a document

• Place the insertion point where you want to begin the search.

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• Select the Find command from the Edit menu, or press Ctrl+F to display the
Find and Replace dialog box.
• Type the text you wish to find in the Find what text box. Click on the Find
Next button to find the next occurrence of the text you are looking for.

3.2.5.2 Use a simple replace command for a specific word, phrase.

To find and replace text in a document

• Place the insertion point where you want to begin the search. Select the Find
and Replace command from the Edit menu, or press Ctrl+H to display the
Find and Replace dialog box.
• Type the text you wish to find and replace in the Find what text box, this
can be up to 255 characters in length. Type the replacement text in the
Replace with text box. Depending on the function you wish to perform, you
can select from the following:

Find Next: Finds the next occurrence of the selected word, phrase, or
format.

Replace: Replaces this instance of the word, phrase, or format.

Replace All: Will replace all occurrences of the selected word, phrase, or
format.
Be VERY careful using this particular option, as the results may not be what
you expected!

• If you started searching in the middle of the document, a message appears

when Word reaches the end of the document asking if you want to continue
the search at the beginning of the document. Select Yes to search the rest of
the document, or No to stop searching.
• Select Cancel to stop the search or to close the dialog box.

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3.3 Formatting

3.3.1 Text Formatting

What is Word font (text) formatting?

• This feature allows you to change the font type at the insertion point of the
document or, indeed, to change the font for any amount of selected text. This
enables you to give the text in your documents different looks and styles.

3.3.1.1 Change text appearance: font sizes, font types.

To change the font size or type

• Select the text to which you wish to apply a different font. This can be any
amount of text in the document from a single character, a word, a sentence,
a paragraph, or the entire document.
• A quick way to change the font type or size is to use the icons on the
Formatting toolbar.

Using the Font dialog box

• From the Format menu, choose the Font command. The Font dialog box is
displayed.

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• Font: Also called a typeface, specifies the overall look of the character set.

Font Style: Determines the emphasis given to a character, i.e. Bold or Italic.

Size: Determines the size of the character in points.

Underline: Determines whether you have None, Single, Double, or Words

Only underlining etc.

Color: Determines the colour of the text as it appears on the screen.

Strikethrough: A strikethrough line is drawn through selected characters.

Double Strikethrough: Two strikethrough lines are drawn through selected

characters.

Superscript: Text is raised above its normal position on the text line.

Subscript: Text is lowered below its normal position on the text line.

Shadow: Adds a shadow behind the text.

Outline: Displays the inner and outer borders of each character.

Emboss: Text appears to be raised off the page in relief.

Engrave: Text appears to be printed or pressed into the page.

Small caps: Text is formatted in small capital letters.

All Caps: All text is formatted in capital letters.

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Hidden: Characters are hidden on the page.

Preview: The effect of the font is displayed before you apply it.

3.3.1.2 Apply text formatting such as: bold, italic, underline.

To format selected text as bold or italic

• Select the text you wish to format as bold or italic. Click on the Bold or Italic
icon in the Formatting toolbar.

To underline selected text in a document

• Select the text you wish to underline. Click on the Underline icon in the
Formatting toolbar. To switch off the underline re-click on the Underline
icon in the Formatting toolbar.

To vary the type of underlining applied to selected text (such as single, double
or words only)
• Select the text which you wish to underline.
• Click on the Format drop down menu and select the Font command.
• Click on the down arrow next to the Underline option. This will display a
drop down list of options, as illustrated.
• Select the required option and then close the dialog box.

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3.3.1.3 Apply subscript, superscript to text.

To apply subscript or superscript formatting

• Select the text which you wish to format as subscript or superscript.
• From the Format menu, choose the Font command. The Font dialog box is
displayed.
• From within the Effects section of the dialog box, select either the Subscript
or Superscript command.

• Subscript: Text is lowered below its normal position on the text line. Take as
an example the chemical formula for water. If we type in H2O, it is not
formatted correctly. We need to select the 2 within the formula and then
format it as subscript. The effect is illustrated.

• Superscript: Text is raised above its normal position on the text line. Take
as an example Albert Einstein's famous formula relating mass and energy. If
we type in E=MC2, it is not formatted correctly. We need to select the 2
within the formula and then format it as superscript. The effect is illustrated.

3.3.1.4 Apply case changes to text.

To change the text case

• Select the text of which you wish to change the case.
• Click on the Format drop down menu and select the Change Case
command. From the dialog box displayed, select the required case, and then
click on the OK button. Remember that you can get help about each of these

FOR USE AT THE LICENSED SITE(S) ONLY

options by clinking on the question mark icon (top-right of the dialog box)
and then clicking on an option within the dialog box. In the example shown,
help is displayed for Sentence Case.

3.3.1.5 Apply different colours to text.

To apply colours to selected text

• Select the text to which you wish to apply a colour. Click on the down arrow
next to the Font Color icon, which will display a drop down dialog box. Click
on the colour you wish to apply. De-select the selected text to see the effect
of your formatting changes!

To apply different background colours to selected text

• Select the text to which you wish to apply a background colour. Click on the
Format drop down menu, and select the Borders and Shading command.
Within the dialog box displayed, select the Shading tab. Select the required
colour, and then click on the OK button.

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3.3.1.6 Copy formatting from a piece of text to another piece of text.

To copy formatting using the Format Painter.

• Select some text which has been previously formatted.
• Click on the Format Painter icon. You will notice that the mouse pointer
shape has changed to the shape of a small painting brush.
• Select the text to which you wish to copy the formatting, and when you
release the mouse button (and de-select the newly selected text) you will see
that the formatting applied to the first block of text has been copied to the
newly selected text.

3.3.1.7 Apply an existing style to a word, a line, a paragraph.

What are Styles?

• This feature allows you to define a group of paragraph and character formats
as a style, and then save the styles in a style sheet. A style sheet is a list of
styles, which are part of a document or document template. You can then
apply these styles to documents to save time formatting text over and over
by hand with the same styles.

To apply a style
• Select the text to which you wish to apply a style. Click on the down arrow to
the right of the Style box. The Style List box, will display Word styles which

FOR USE AT THE LICENSED SITE(S) ONLY

can be applied to part of a document. Select a style to apply it to the selected

text.

3.3.1.8 Use automatic hyphenation.

To set automatic hyphenation

• Click on the Tools drop down menu and select the Language command.
From the submenu displayed select the Hyphenation command. This will
display the Hyphenation dialog box. To automatically hyphenate a
document as you type, click on the "Automatically hyphenate document"
check box. From this dialog box, you can also set the "Hyphenation zone".
This is the distance from the right hand side of the page which will result in
words being automatically hyphenated. The smaller the value of the
"Hyphenation zone" the straighter the right hand edge of your text will be: -
But more words will be automatically hyphenated!

To set manual hyphenation

• Open the hyphenation dialog box (Tools > Language > Hyphenation).
• Click in the Manual button. Help about the Manual button is illustrated
below.

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• If hyphenation is required, you will see a dialog box, as illustrated.

• In this case Word is suggesting a hyphen before the 'us' at the end of the
word.

• You can select Yes to accept this, or you can click elsewhere within the word
to change the position of the hyphen, then click on the Yes button.

3.3.2 Paragraph Formatting

3.3.2.1 Insert or remove paragraph marks.

To insert a paragraph mark

• Position the insert point at the location on the screen where you wish to
insert a paragraph mark.
• Press the Return (Enter) key.

To remove a paragraph mark

• Either position the insertion point just after the paragraph mark, and press
the Backspace key
or position the insertion point just before the paragraph mark, and press the
Del key

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3.3.2.2 Insert, remove soft carriage return (line break) marks.

To insert a soft carriage return (line break)

• Press the Enter key while depressing the Shift key. An example is shown
below, in which we have clicked on the Show/Hide icon to display the line
break character.

To remove a soft carriage return (line break)

• Click on the Show/Hide icon to display the line break character.
• Use normal deletion techniques to delete the line break symbol.

3.3.2.3 Align text left, centre, right, justified.

What is text alignment?

• The process of aligning text relative to the left and right margins and the
centre of the page will affect the way your documents look. Normally, and for
most office correspondence, text will be aligned to the left-hand side of the
page or column which results in a “ragged right” appearance. If text is
justified, the words will be aligned to the left and right margins as in
newsletters, magazines and newspapers where multiple columns are used.

To align text in a document

• To align text, place the insertion point at the beginning of your new
document or where you want to enter new text
OR select the text you wish to align.

• Use the alignment icons located on the Formatting toolbar.

• Select from the list to achieve the following results:

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Align Left: Aligns text flush with the left margin. This is the default
setting.

Centre: Centres text between the left and right margins.

Align Right: Aligns text flush with the right margin.

Justify: Spreads text evenly between the left and right margins by
expanding or reducing the space between individual words.

3.3.2.4 Indent paragraphs left, right, first line, hanging.

Using the Indent icons

• To quickly indent or un-indent a paragraph, you can use the Increase
Indent or Decrease Indent icons on the toolbar.

To indent a paragraph
• Select the paragraphs you wish to indent or place the insertion point in the
paragraph you wish to indent.
• From the Format menu, select the Paragraph command to display the
Paragraph dialog box. If not already displayed, select the Indents and
Spacing tab. You can choose from the following options:

Left: Aligns the paragraph to the left-hand margin when you enter a positive
number. Entering a negative number will align the paragraph to the left of
the left-hand margin.

Right: Aligns the paragraph to the right-hand margin when you enter a
positive number. Entering a negative number will align the paragraph to the
right of the right-hand margin.

Special: Determines whether the indent is to be a First Line or Hanging

indent.

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None: No indentation

First Line: To indent the first line of the paragraph only.

Hanging: To create a Hanging indent.

By: Determines the distance of the indent from the margin, in tenths of an
inch. To increase or decrease the value, use the up or down arrows.

3.3.2.5 Apply single, double line spacing within paragraphs.

To adjust line spacing in a document

• Place the insertion point where you want to enter new text with new line
spacing, or select the text of which you wish to modify the line spacing. From
the Format menu, click on the Paragraph command to display the
Paragraph dialog box. Click on the Line Spacing down arrow.

Single: The default setting. Specifies single spacing.

1.5 lines: Specifies one and a half line spacing.

Double: Specifies double spacing.

At Least: Specifies the minimum amount of space between lines

Exactly: Specifies a fixed amount of space between lines.

At: Specifies a customised amount of space between lines, in points or lines.

Multiple: In the At box, type or select the line spacing you want.

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3.3.2.6 Apply spacing above, below paragraphs.

To control spacing above and below paragraphs

• Position the insertion point within the paragraph of which you wish to alter
the spacing, or if you wish to modify paragraph spacing of more than one
paragraph at a time, select multiple paragraphs.
• Click on the Format drop down menu and select the Paragraph command.
This will display the Paragraph dialog box.
• Within the dialog box, change the Spacing section of the dialog box, modify
the spacing Before and After, as required.

• Click on the OK button.

3.3.2.7 Set, remove and use tabs: left, centre, right, decimal.

What are Tabs?

• This feature allows you to set left, centred, right, decimal, and dotted leader
tabs quickly and easily. This is not strictly a paragraph formatting feature,
but is included in this chapter for comparison with paragraph indenting.

To set or change tabs using the Ruler

• Select the paragraph(s) into which you wish to place the new tab stops.
• Make sure that the Ruler is displayed (if necessary click on the View drop
down menu and display the Ruler).

• Displayed at the extreme left hand side of the Ruler is the Tab type symbol.
Repeatedly click on this Tab symbol, until the required Tab type is displayed.
• To apply the selected Tab, simply click on the Ruler at the location where
you wish to apply the Tab stop(s).

Used to insert a left aligned tab stop.

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Used to insert a centred tab stop.

Used to insert a right aligned tab stop.

Used to insert a decimal tab stop (in which case numbers will line up on a
decimal point)

To set, change or clear tabs using the drop down menus

• Select the paragraph(s) for which you want to set tabs, or place the insertion
point at the location where you want to start using the tabs. From the
Format menu, choose the Tabs command to display the Tabs dialog box.
• If you want to re-set all the tabs, select the Clear All button to remove any
existing tabs. If you want to adjust a specific tab, type its position in the Tab
Stop Position text box and choose the Clear button.

• To insert a new tab, type its position in the Tab Stop Position text box, or
select a position from the list. Select Left, Centre, Right, Decimal or Bar
from the Alignment section to specify how the tab will be aligned.
• In the Leader section, select 1, 2, 3 or 4.

Type 1 will give you no dot leaders

Type 2 will give you a dotted line

Type 3 will give you a dashed line

Type 4 will give you a solid line.

You can set as many tabs as you want using the above method. To confirm
the tabs and return to the document, select OK or press Enter. The default
tabs are set at intervals of half-an-inch from the left-hand margin. Selecting
Clear All in the Tabs dialog box will return to the default tab settings.

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3.3.2.8 Apply bullets, numbers to a single level list. Remove bullets,

numbers from a single level list.

To apply bullets to a list using the Bullets icon

• Bullets are used to set-off and emphasise sections of text and are symbols
such as dots or diamonds. You can select from a number of different bullet
types or create your own bullets. Any character available within your fonts
can be used as a bullet.
• Select the list to which you wish to apply number or bullet formatting.
• Click on the Bullets tool within the formatting toolbar.

To remove bullet formatting from a list

• Select the list to which the bullet formatting information has been applied.
• Click on the Bullets icon on the Formatting toolbar.

To add numbering to a list using the Numbering icon

• Select the text you wish to re-format as a numbered list and select the
Numbering icon from the Formatting toolbar.

3.3.2.9 Change the style of bullets, numbers in a single level list from
built-in standard options.

To apply alternate bullet formatting to a list

• Select the text to which you want to add bullets. From the Format menu
select Bullets and Numbering to display the Bullets and Numbering
dialog box.

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• The Bulleted option tab should be displayed, if not, select it. A list of
different bulleted styles will appear. Select a bullet style from the Bulleted
folder. Click on the OK button or press Enter.

To add alternative numbering styles to a list

• Select the text you wish to re-format as a numbered list.
• From the Format menu select Bullets and Numbering, which will display
the Bullets and Numbering dialog box.
• Click on the Numbered tab. A list of different numbered styles is displayed,
contained in small rectangular boxes.
• Select the numbering format which you require and click on the OK button.

To control whether separate lists within a document use continuous

numbering (or not)
• If you have a number of separate lists within your document, then you can
choose to have each list restart their numbering (normally at 1), or you can
choose that the number used at the end of one list is the starting number for
the next list. You can control this behaviour via the List numbering section
displayed at the bottom of the Bullets and Numbering dialog box

3.3.2.10 Add a top and bottom border, box border and shading to a
paragraph.

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What are Borders?

• Borders are often used to add emphasis and structure to document items
such as selected text, tables, newsletters and even whole pages. By simply
selecting an object, the Border and Shading feature in Word can draw lines
and boxes to enclose the object. You can also use a Text Box to enclose the
object and define the borders and shading of the Text Box in the same way.

To add a border using the Border icon

• Place the insertion point within the paragraph to which you wish to add a
border.
• Click on the Outside Border icon.

• If you wish to use other types of border, click on the drop down arrow next to
the Outside Border icon and you will see a range of alternative border styles,
such as a top or bottom border, or a left or right border.

Borders between the margins or around selected items!

• Be aware, if you want a “tight border” around, say a name, (as illustrated
below), then you would have to select the text first. If you did not select
specific text first, and applied a border, then this border would stretch from
the left margin to the right margin.

David Murray

To add a border to an object using the drop down menus

• Select the object, i.e. character, word, selected text, paragraph, graphic or
table which you want to enclose in a border and then from the Format
menu, click on Borders and Shading. The Borders and Shading dialog
box appears.

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• Select the Borders tab within the dialog box.

Setting: Allows you to define what sort of border you wish to use

Style: Allows you to define the sort of line which will be used for the border.

Color: Allows you to define the colour used by the border.

Width: Allows you to define the thickness of the border.

Preview: Allows you to preview the effect of applying your border.

To remove a border from an object

• Select the object, i.e. paragraph, graphic or table, from which you want to
remove the border and from the Format menu, choose Borders and
Shading. The Borders and Shading dialog box appears with the Borders
folder displayed.
• Select None from the Preset thumbnail border types.
• To remove the border, choose OK, or press Enter.

To add a Page Border

• From the Format menu, choose Borders and Shading. The Borders and
Shading dialog box appears with the Borders folder displayed.
• Select the Page Border tab and from the Setting section of the dialog,
select the required effect, i.e. Box, Shadow, 3-D etc.

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You can select from a range of line styles.

You can select from a range of colours.
You can select from a range of line widths.
You may also select a range of Art effects.

What is shading?
• You can add borders and boxes to headings, text, pictures and tables to give
them more emphasis and make them stand out. Borders can have a shadow
around them or be shaded in various patterns. You can also remove their
lines or “edges”.

To add shading
• Select the text, or other object, you wish to format. Select Borders and
Shading from the Format menu. The Borders and Shading dialog box is
displayed. Select the Shading tab.

Fill: Sets the shading for the background colour.

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Style: Sets the visual pattern or colour depth of the shading.

Color: Sets the shading for the foreground colour.

• Select OK or press Enter.

To format white text on a black background

• Select the text, or other object, you wish to format. Select Borders and
Shading from the Format menu. The Borders and Shading dialog box is
displayed. Select the Shading tab. From the Style drop down list, select
Solid (100%) shading. Click on the OK button, de-select the selected text
and the text will be displayed as below.

3.3.3 Document Formatting

Document Formatting Options

• The document setup options are located under the File drop down menu and
accessed via the Page Setup command.

3.3.3.1 Change document orientation – portrait or landscape. Change

page size.

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Page Size and Orientation

• This feature allows you to control the paper size and orientation of a page.
Here you can specify different sizes for your pages.

To select a page size for the paper you are printing to

• Select the Page Setup command from the File drop down menu.
• Ensure that the tab is selected so that the Paper Size folder is displayed and
select the paper size you wish to use from the Paper Size drop down list.

To set the page orientation

• To select the paper orientation, click on the Portrait or Landscape buttons
in the Orientation section.

3.3.3.2 Change margins of entire document, top, bottom, left, right.

What are Page Margins?

• On any page, or in any position in a document, you can change the top,
bottom, right and left margins. You can change margin settings for the whole
document, for document pages from the position of the insertion point, or
even for a single paragraph of a single page.

To set margins using the Page Setup command

• From the File menu choose the Page Setup command, the Page Setup
dialog box is displayed.

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• If it is not already displayed, select the Margins tab.

- Top: To set the top margin.

- Bottom: To set the bottom margin.
- Left: To set the left-hand margin.
- Right: To set the right-hand margin.
- Gutter: To set the gutter margin width between pages to allow for binding
etc.

• There are also several other options available under the Margins tab

From Edge Header:

To adjust the distance of the Header from the top margin on a page.

From Edge Footer:

To adjust the distance of the Footer from the bottom margin on a page.

Preview:
To display the adjustments made to margins.

Mirror Margins:
Ensures margins are the same between left and right pages.

Apply To: To apply the margin adjustments to the Whole Document or

Selected Text.

• To set the margins, choose OK or press Enter.

3.3.3.3 Insert, delete a page break in a document.

To insert a hard (manual) page break

• Place the insertion point where you want to end one page and start another.
Press Ctrl+Enter. If you are working in Normal View the page break will

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be displayed as illustrated below.

To delete a hard (manual) page break

• If you want to delete a hard page break, change to Normal View, place the
insertion point below the hard page break (the dotted line) and press
BACKSPACE.

3.3.3.4 Add, modify text in Headers, Footers.

What are Headers and Footers?

• Headers and Footers allow you to insert information at the top or bottom of
every page. This information normally consists of chapter headings, page
numbers etc. You can see header and footer information on your screen when
in Print Layout View and Print Preview, but not in Normal view.

To create a header or footer

• From the View menu, select the Header and Footer command. If necessary
Word automatically changes to Print Layout view and the Header and
Footer toolbar is displayed, as illustrated.

• Header and Footer text entry boxes appear at the top and bottom of the
page. Select the Header or Footer from the toolbar. You can change
between them by clicking on the Switch Between Header and Footer
button.

• Insert the text for the Header or Footer in the appropriate text entry box.
When you have entered your Header and Footer text, click on the Close
button on the Header and Footer toolbar.

• Clicking on the appropriate Header and Footer icons will enable you to insert
the current page number, time, or date in the header or footer.

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Toggles between the header and footer sections, allowing you to edit the
header and footer.

Shows the previous section header/footer (only useful where a document

is made up of multiple sections).

Shows the next section header/footer (only useful where a document is

made up of multiple sections).

Section headers/footers should be the same as the previous section, or

new.

Inserts page numbers into the header or footer.

Inserts the current date.

Inserts the current system time.

Opens the Page Setup dialog box.

Displays or hides document text.

Closes the toolbar.

To modify a header or footer

• From the View menu, select the Header and Footer command. Edit the
text using the normal text editing techniques.

3.3.3.5 Add fields in Headers, Footers: date, page number information,

file location.

What are Word Fields?

• Fields are codes which can be inserted into a Word document to automate
your work in some way, or make the use of Word more effective. For
instance, you can use fields to automatically generate a table of contents at
the start of a long document, or use different fields to insert the current time
or date. In some cases you must consciously insert a field code, in other
cases Word automatically inserts a field code in the document for you. You
will often need to open the Field dialog box, to really get the best effect from
using Fields. This is opened by selecting the Field command from the Insert

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menu.

What is an automatically updating field?

• You can insert the date as 'hard text' or as a field. If you insert the date as
hard text, then the date once inserted will not update automatically if you
open or print the document at a later date. If the date is inserted as a field, it
looks normal on the screen and when printed, but will automatically update if
you open or print the document at a later date.

To insert a date field which will update automatically each time a document is
opened
• Position the cursor within the document at the position where you wish to
insert the date. Click on the Insert drop down menu and select the Date
and Time command. This will display the Date and Time dialog box, as
illustrated. Make sure the Update Automatically box is checked.

• Click on the OK button.

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To insert a date which will not be automatically updated.

• Position the cursor within the document at the position where you wish to
insert the date.
• Click on the Insert drop down menu and select the Date and Time
command. This will display the Date and Time dialog box.
• Make sure the Update Automatically box is not checked.
• Click on the OK button.

To insert page numbering into a header or footer

• From the View menu, select the Header and Footer command. Word
changes to Print Layout view and the Header and Footer toolbar is
displayed.
• Position the insertion point within your header or footer at the location where
you wish to insert the page number, and then click on the Insert Page
Number icon.

Inserting numbering using the X of Y format

• Sometimes, when you are producing a long document you may want to use a
header in the form of say Page 1 of 6 (assuming you have a six page
document). To do this, from the View drop down menu, select the Header
and Footer command. Word changes to Print Layout view and the Header
and Footer toolbar is displayed.
• Position the insertion point within your header or footer, at the location where
you wish to insert the page numbering (using the X of Y format).
• Click on the Insert AutoText button within the toolbar. Select Page X of Y
and the page numbering will automatically be inserted for you, in the
required format.

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To insert the date or time into a header or footer

• To insert the time, click on the Time icon.

To insert the author's name into a header or footer

• From the View drop down menu, select the Header and Footer command.
Word changes to Print Layout view and the Header and Footer toolbar is
displayed.
• Position the insertion point within your header or footer, at the location where
you wish to insert the Author’s name. Click on the Insert AutoText button
within the toolbar. Select Created by and the author’s name (as stored
within Word) will automatically be inserted for you.

NOTE: The authors name is picked up from the name supplied to Word
during the installation process when Word was originally installed onto your
PC. To change this name, click on the Tools drop down menu and select the
Options command. From the dialog box which is displayed, select the User
Information tab and edit as necessary.

FOR USE AT THE LICENSED SITE(S) ONLY

To insert the author's name, date and page numbering into a header or footer
• From the View drop down menu, select the Header and Footer command.
Word changes to Print Layout view and the Header and Footer toolbar is
displayed.
• Position the insertion point within your header or footer, and then click on the
Insert AutoText button within the toolbar. Select Author, Page #, Date
and all three items will automatically be inserted for you.

To insert the file location

• From the View drop down menu, select the Header and Footer command
and the Header and Footer toolbar is displayed.
• Position the insertion point within your header or footer, and then click on the
Insert AutoText button within the toolbar. Select either Filename or
Filename and path, as required. Once saved, this field will change to reflect
changes in either the filename or the storage location of the file.

3.3.3.6 Apply automatic page numbering to a document.

What is Page Numbering?

• This is an extremely useful feature which allows page numbers to be inserted
automatically, rather than manually. As you add or remove pages then the
page number, as displayed in your header, will change automatically.

To number pages within a document

• Choose the Page Numbers command from the Insert menu to display the
Page Numbers dialog box. To position your page number, you can choose
from the following options.

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Position

- Header: Places the page number in the header at the top of each page.
- Footer: Places the page number in the footer at the bottom of each page.

Alignment

Left: All page numbers are aligned with the left margin.

Right: All page numbers are aligned with the right margin.

Center: All page numbers are centred between the margins.

Inside: Page numbers are placed on the inside margin of facing odd and
even pages.

Outside: Page numbers are placed on the outside margin of facing odd and
even pages.

• To install the page numbers, click on the OK button or press Enter.

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3.4 Objects

3.4.1 Tables

What are Tables?

• This feature enables you to create tables in order to organise items in
columns and rows, instead of calculating tab settings. In many cases it is
better to organise your data within a table rather than using tab stops. The
advantage of using a table is that text will flow from one line to the next
within the table. Tables are much more flexible than Word columns, they are
easier to manipulate and are correctly displayed on-screen in Normal view
(unlike columns).

3.4.1.1 Create a table ready for text insertion.

To create a table using the Insert Table icon

• The quickest way to create a table is to use the Insert Table icon on the
Standard toolbar.
• Place the insertion point where you want the table to be inserted. Click on the
Insert Table icon and drag the mouse over the grid to select the number of
rows and columns you require.

Entering data into a table

• Click on any cell and insert text. To move from cell to cell use the Tab key.

3.4.1.2 Insert, edit data in a table.

To insert data into a table

• Click within the cell where you wish to enter your data, and start typing.
Press the Tab key to move to the next cell within the table.

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To edit data within a table

• Click within the cell which contains the data which you wish to edit. Use the
normal word-processing editing techniques to edit the data within the cell.
Press the Tab key to move to the next cell within the table.

3.4.1.3 Select rows, columns, cells, entire table.

To select parts within a table, using the Table drop down menu
• Click within the table at a location where you wish to select a cell, row or
column. Click on the Table command. Then click on Select and from the
submenu displayed select the required item, Table, Column, Row or Cell.

3.4.1.4 Insert and delete rows and columns.

To insert a column or row into the table

• Select the column or row where you want to insert a new column or row.
• From the Table menu, select the Insert Columns or Insert Rows
command.

To delete a column or row within a table

• Select the column(s) or row(s) you want to delete and then from the Table
menu, choose Delete Columns or Delete Rows.

Row or column insertion, using toolbar icons.

• Select a row or column and then click on the icon in the Standard toolbar
which is normally used to insert a table. You will notice that the icon has been
renamed to Insert Row or Insert Column, depending on what you
selected.

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NOTE: If you did not select a row or column and have placed the insertion
point within any cell within the table, clicking on this icon will insert a row
directly above the current row!

Tables and the Del key

• If you select a row or column and press the Del key, then only the data
contained within the selected area is deleted (i.e. not the row or column
itself).
• However if you select a few rows at the top or bottom of a table AND ALSO a
line above or below the table, then depressing the Del key will remove this
line PLUS the selected rows of the table.

3.4.1.5 Modify column width, row height.

To specify row height

• Select a row.
• Click on the Table drop down menu select the Table Properties command.
The Row tab should be selected.
• Click on the Specify Height check box, and enter a value next to this.
• Click on the OK button to apply the change.

To specify column width (the long way)

• Select a column.
• Click on the Table drop down menu select the Table Properties command.
The Column tab should be selected.
• Click on the Preferred width check box, and enter a value next to this.
• Click on the OK button to apply the change.

To specify column width (the easy way)

• Move the mouse pointer to the vertical border, to the right of the column of
which you wish to change the width. You will notice that the mouse pointer
shape changes when you are pointing exactly at the vertical border. When

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the mouse shape changes, depress the mouse button and drag to the left or
right to change the width of the column. When you release the mouse button
the change will be applied.

3.4.1.6 Modify cell border width, style and colour

To add a border to a table

• Click once within your table. Click on the Table drop down menu and then
click on the Select command. From the submenu displayed, click on Table.
This will select the entire table for you. Once the table is selected click on the
down arrow next to the Border icon (on the Formatting toolbar) to select and
apply border formats to your table. De-select your table to view the results.

To specify a border width, style and colour.

• Click within the table of which you wish to charge the border width or style.
Click on the Format drop down menu and select the Borders and Style
command. If necessary, select the Borders tab of the dialog box.

• Select the style as required. You can use the scroll bars within this part of the
dialog box to display a wide range of options as illustrated. Select the width
as required. You can use the scroll bars within this part of the dialog box to
display a wide range of options as illustrated.

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• Select a colour as required from the Color section of the dialog box.
• Click on the OK button to apply your selections.

3.4.1.7 Add shading to cells.

To apply shading to cells within a table.

• Select particular cells within a table, or select the entire table. Click on the
Format drop down menu and select the Borders and Style command. If
necessary, select the Shading tab of the dialog box. Select the required
colour, and then click on the OK button.

3.4.2 Pictures, Images and Charts

3.4.2.1 Insert a picture, an image, a chart into a document.

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To insert Clipart
• Make sure the Drawing toolbar is displayed. If it is not, then click on the
Drawing icon displayed within the Standard toolbar.

• Click on the Insert Clip Art icon, located in the Drawing toolbar. You may
see a small dialog box reminding you that there is much more clip art
available on the Microsoft Office CD-ROM installation disk. If you do see this
informational dialog, press OK to continue. A gallery of clipart will be
displayed. Select the group which matches your requirements, such as
Academic or Animals. In the screen illustrated below, the Animals clipart has
been selected.

• Use the scroll bars to scroll down through the available clip art.
• Click once on the Clipart which you wish to insert, and then right-click on the
picture to display a popup menu. In the example shown the frog picture has
been selected.
• Clicking on the first item in the popup menu (Insert clip) will paste the
clipart into the presentation. You may continue inserting other clipart into
your presentation, and when finished, you can close the clipart dialog box.

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To search for clipart pictures

• In the search for clips section of the clipart dialog box, enter a word and
press Return. In the example shown, the search word used was computer.

To insert a picture held as a file on your hard disk

• Click within your document at the location where you wish to insert the
picture.
• Click on the Insert drop down menu and select the Picture command.
• From the submenu displayed, select From File.

• Use the dialog box which is displayed to select the required file. You may
have to select a different drive or folder if the file is stored in a different
location. You will see a preview of the selected file, as illustrated. Once you
have selected the required file, click on the Insert button.

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To insert a chart
• Click within your document at the location where you wish to insert the
picture. Click on the Insert drop down menu and select the Picture
command. From the submenu displayed, select Chart.

• You can modify the data as required.

• If you look carefully you will see additional toolbar icons are displayed when
you select the chart. These extra icons will enable you to format the chart,
change the chart type and add extra items to the charts.

• For instance, clicking on the Chart Type icon will display the following
options.

3.4.2.2 Select a picture, image, chart in a document.

To select a graphic (or image or chart)

• Click once on the graphic. The selected graphic is surrounded by 8 'handles'
(small black squares) as illustrated.

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3.4.2.3 Duplicate a picture, image, chart within a document, between

open documents.

To copy a graphic within a document

• Select the graphic you wish to copy by clicking on it once.
• Click on the Edit drop down menu and select the Copy command.
• Click within the document at the location to where you wish to copy the
graphic.
• Click on the Edit drop down menu and select the Paste command.

To copy a graphic between open documents

• Select the graphic you wish to copy by clicking on it once.
• Click on the Edit drop down menu and select the Copy command.
• Switch to, or open the second document to which you wish to copy the
selected graphic.
• Click within the second document at the location to where you wish to copy
the graphic.
• Click on the Edit drop down menu and select the Paste command.

3.4.2.4 Move a picture, image, chart within a document, to another

document.

To move a graphic within a document

• Select the graphic you wish to move by clicking on it once.
• Click on the Edit drop down menu and select the Cut command.
• Click within the document at the location to where you wish to move the
graphic.
• Click on the Edit drop down menu and select the Paste command.

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To move a graphic between open documents

• Select the graphic you wish to move by clicking on it once.
• Click on the Edit drop down menu and select the Cut command.
• Switch to, or open the second document to which you wish to move the
selected graphic.
• Click within the second document at the location to where you wish to move
the graphic.
• Click on the Edit drop down menu and select the Paste command.

3.4.2.5 Resize a picture, image, chart.

To resize a graphic within a document

• Select the graphic by clicking on it once.
• Move the mouse pointer to one corner of the selected graphic, until the
mouse pointer changes to a line at 45 degrees with an arrowhead at each
end.
• Depress the mouse button and drag to resize the image within the document.
• Release the mouse button.

3.4.2.6 Delete a picture, image, chart.

To delete an image
• Click once on the image to select it.
• Press the Delete key.

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3.5 Mail Merge

3.5.1 Concept and Practice

3.5.1.1 Understand the term mail merge and the concept of merging a
data source with a main document such as a letter or a label document.

What is Mail Merging?

• The Mail Merge feature is used to insert variable data into a fixed format by
combining two files into one file. Two files need to be created before you can
merge them, these are the data file and the main document file. The variable
information, such as names and addresses, is stored in the data file ready to
merge into the main document file. The information which remains constant
and the field names are stored in the main document file, where each field
name relates to a field name in the data file. The data in the two files is
merged as a series of personalised letters or envelopes.

3.5.1.2 Open, prepare a main document for a mail merge by inserting

data fields.

To create a new main document

• Click on the New icon to create a new document.
• Click on the Tools drop down menu and select the Mail merge command.
This will display the Mail Merge Helper dialog box.
• Within the Main Document section of the dialog box, click on the Create
button. From the drop down menu displayed, select Form Letters.

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• You will see a dialog box. Click on Active Window.

• The main Mail Merge Helper screen will be re-displayed, and this time the
second section will be active.

• Click on the Get Data button within the Data Source section, and from the
drop down menu displayed, select Open Data Source.

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• In this case the data source is a text file, containing details of personnel
within the company. The Open Data Source dialog box is displayed. You may
need to navigate to the folder containing the sample file called MAIL MERGE
DATA.

• By default Microsoft Word will not display .txt files within the open dialog
box, so you will need to click on the down arrow to the right of the Files of
type section of the dialog box. You then need to select Text Files. The file
should be displayed, in which case select the file and click on the Open
button.

• Another dialog box will be displayed. Click on the Edit Main Document
button.

• The screen should be as illustrated below. Notice the Insert Merge Field
button, displayed along the top of the document.

FOR USE AT THE LICENSED SITE(S) ONLY

• Click within the document and then click on the Insert Merge Field button.
A drop down list will be displayed, as illustrated.

• Select Title.
• Press the spacebar once.
• Click on the Insert Merge Field button and select Firstname.
• Press the spacebar once.
• Click on the Insert Merge Field button and select Secondname.
• Press the Enter key.
• Click on the Insert Merge Field button and select Department.
• Press the Enter key three times to insert some space.
• Type in the word Hello.
• Press the spacebar once.
• Click on the Insert Merge Field button and select Firstname.
• Press the Enter key three times to insert some space.

• Then type in the following memo which you wish to send to all the contacts
on your data list.

Please let me know if you can attend a planning meeting at 3 pm next

Wednesday.

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I need to know by the end of today if you can attend or not.

Best wishes

Peter Murray

• Your screen will now look like this.

• The document can now be mail merged to a new file or directly to a printer.

To mail merge to a new document:

To mail merge directly to the printer:

3.5.1.3 Open, prepare a mailing list, other data file, for use in a mail
merge.

To create a mailing list, data file.

• In this case create a new document, and then insert a table containing 4
columns and 7 rows. Enter the following data into the table.

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• Click within the table. Click on the Table drop down menu and select the
Convert command. From the submenu displayed, select Table to Text. In
the dialog box displayed, select Tab, and click on the OK button. This will
convert the table to a format, where the data fields are separated by tabs.
This type of format is called a tab delimited format.

• We need to save the file as a ‘text only’ formatted file. To do this click on the
Save icon, and enter a file name, such as Data File. Click on the down arrow
to the right of the Save as type box and select Text Only. Click on the
Save button to save the file.

3.5.1.4 Merge a mailing list with a letter, label document.

To mail merge to a letter or label

• This was largely covered in the section 3.5.1.2, where we mail merged to a
letter. If you wish to mail merge to a label, the process is largely the same,
except that in the first Mail Marge Helper screen, you need to select Mailing
Labels, rather than Form Letters.

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• Later in the merge process you will be asked to select the type of label
required, as illustrated.

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3.6 Prepare Outputs

3.6.1 Preparation

3.6.1.1 Understand the importance of proofing your document such as:

checking the layout, presentation (margins, appropriate font sizes and
formats) and spelling.

Use the spell checker!

• Always proofread your documents prior to sending them to customers! I once
had a letter sent to me (addressed to Cheltenham Computor Training), from
a very large insurance company and signed personally by their head of IT
training, stating that they had no need of our word processing courses. They
spelt the second word in the letter i.e. computer incorrectly. Personally I
think they needed the training! Also visually check that the document looks
good. Use the Print Preview facility. Check that the letter looks 'visually
balanced'. For instance don't send out a letter consisting of a few lines at the
top of the page, leaving the rest of the page empty. Check whether a portrait
or landscape page orientation would be more appropriate. Consider your use
of fonts. If you use too many fonts the result will look 'cheap' and confused.
Normally restrict yourself to just two font types. Make sure that the font size
is large enough to be easily read. Do not be tempted to reduce the font size
so that you can cram a letter onto a single page! Either use the default
margin sizes offered, or use a size which looks good when printed. If you
make your margins too small, you will have problems when printing your
document!

3.6.1.2 Spell-check a document and make changes such as correcting

spelling errors, deleting repeated words.

Spell Checking
• Word will display incorrectly spelt words as underlined in red. You can run the
Spell checker program at any time by clicking on the Spelling icon in the
Standard toolbar (or pressing F7). You can also check the grammar used
within your document.

FOR USE AT THE LICENSED SITE(S) ONLY

To immediately correct a word you have incorrectly spelt

• TIP: If you enter an incorrectly spelt word and wish to correct it immediately,
then as soon as the red underlining is displayed, right click on the word and a
popup dialog box will be displayed suggesting alternative, correctly spelt
words. In the example, “Words” was incorrectly entered as “Woords”.

To disable automatic spell checking

• Click on the Tools drop down menu and select the Options command.
• Click on the Spelling & Grammar tab.
• Remove the check next to Check spelling as you type.

To check spelling in a document

• Place the insertion point where you want the spell check to begin, or select
the text you wish to check. Click on the Spelling icon in the Standard
toolbar to display the Spelling and Grammar dialog box. The first
unmatched word will be displayed in the Not in Dictionary text box.

• You can select one of the following actions:

Ignore: Leaves the word as it is.

Ignore All: Will not change any further occurrences of the word.

Add: Adds the word to the dictionary.

Change: Will change the word to the suggested word

Change All: Will change all further occurrences of the word to the suggested
word

AutoCorrect: Enables the AutoCorrect feature for any further occurrences of

the word.

Cancel: Exits the Spell check.

FOR USE AT THE LICENSED SITE(S) ONLY

Dictionary Language: Allows you to select the language used for spell
checking.

Undo: Will undo the previous correction.

Suggestions: A list of suggested corrections is displayed.

Options: Enables you to change the Spell Checking options.

Delete: Deletes a duplicated occurrence of a word

3.6.1.3 Add words to a built-in custom dictionary.

To add a word to the custom dictionary

• If a word is displayed as an unknown word within the Spell Checker dialog
box, then if you are sure that this word is spelt correctly you can add the
word to the ‘custom dictionary’ This means that this word will in future be
recognised by the spell checking programs, and will not be displayed as an
unknown word when you re-run the spell checking program. Examples would
include people’s names or company names. Click on the Add to dictionary
button to add the word to the dictionary.

3.6.1.4 Preview a document.

To preview a document
• Click on the Print Preview icon. The Print Preview screen appears.
• Click once in the document and the mouse cursor will change to a Zoom tool.
• Click on the document again to view it more closely and click again to zoom
back out.

The Print Preview Toolbar Icons

Print: The document is sent to the printer.

FOR USE AT THE LICENSED SITE(S) ONLY

Magnifier: The same as clicking inside the document. It gives a single-

level zoom.

One Page: Single-page view.

Multiple Pages: Allows you to print preview up to six pages at a time on

the screen.

Zoom Control: Allows you to control Zoom view percentages.

View Ruler: Allows you to view the ruler showing tabs and
measurements.

Shrink to Fit: Enables you to fit a document onto a single page.

Full Screen: Allows you to change to Full Screen view.

Close: Allows you to leave Print Preview and return to the Word
screen.

Help: Allows you to get Help on Print Preview.

3.6.2 Printing

3.6.2.1 Choose print output options such as: entire document, specific
pages, number of copies.

To specify what to print

• Click on the File drop down menu and select the Print command. Make
changes as required within the Page range section of the dialog box.

- To print the entire document, click on All.

- To print only the page you are viewing, click on Current page.
- To specify the pages you wish to print, click on Pages and

FOR USE AT THE LICENSED SITE(S) ONLY

enter the pages which you wish to print. For instance if you want to print
page 3, and also pages 6-7 inclusive, you would enter 3, 6-7

To specify the number of copies required

• Click on the File drop down menu and select the Print command. Enter the
number of copies required within the Copies section of the dialog box

Why print to disk (as a print file)?

• This is useful when the printer is not available and you wish to print to disk
for copying to a printer at a later date!

To print a document to a file

• Click on the File drop down menu and select the Print command. Within the
Printer section of the dialog box select the Print to file option.

• A dialog box will then be displayed in which you can specify a file name and
storage location.

3.6.2.2 Print a document from an installed printer using defined options,

default settings.

Printing within Word

• Word requires a Windows printer driver to be installed which matches the
printer you are currently using. All Windows programs share this same printer
driver. If you change your printer type, then another printer driver suitable
for that printer must be installed.

FOR USE AT THE LICENSED SITE(S) ONLY

• If more than one printer driver has been installed, you can easily and quickly
change from one printer driver to another. Windows will only allow one
printer driver to be active at any one time.
• Most printers are only supplied with limited amounts of printer memory in
which to store the images to be printed. If you have problems printing
documents which contain a large amount of graphics you should consider
adding more memory to your printer.

To select a printer
• From the File menu, choose the Print command to display the Print dialog
box.
• Select the printer you wish to use from the list of installed printers. If the
printer you want is not on the list you will need to install the proper printer
drivers and configure it for use under Windows and Word 2000. You can do
this by using the Windows Control Panel / Printers facility.

To print to the default printer

• Click on the Print icon.

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