Word Processing
Layout
How can you edit the layout of a document?
Editing the layout changes the overall look and feel of a document
Layout relates to how content is positioned on a page
There are many different way this can be achieved, such as using:
o Headings
o Sub-headings
o Lists
o Templates
o Orientation (portrait & landscape)
o Breaks
Headings & sub-headings
Make documents consistent
Predetermined styles can be applied (size, colour, font style etc.)
Allows for the use of auto index creation
Using headings and sub-headings
Lists
Present information in a clear, concise and easy to read way
Allows users to find key points without being bogged down by paragraphs
Adding lists in a document
Templates
Streamlines document production, saving time
Pre-set formatting included with templates
Help create a consistent look and feel
Creating a new document using templates
Orientation
Weather the page is vertical (portrait) or horizontal (landscape)
Changing the page orientation
Breaks
Breaks are a method of dividing information into manageable
chunks to control the layout and organisation of a document
Breaks can be used in:
o Printed materials
o Websites and applications
Adding breaks to a document
Page breaks
A page break forces content to start on a new page even when there is still
space available.
Common uses include:
o Starting a new chapter or section
o Separating graphics and tables from surrounding text to improve
readability
o Ensuring all page elements appear at the top of a page
Column breaks
A column break divides a page into multiple columns to suit specific
content types
Common uses include:
o Creating a newsletter or brochure
o Formatting content for easier viewing on screen
Section breaks
A section break creates independent sections that can be formatted
differently
Common uses include:
o Changing page orientation for a specific section
o Applying different column layouts in the same document
Headers & footers
What is the purpose of headers & footers?
Headers and footers are areas at the top (header) and bottom (footer) of
documents that can be used to help identify them
Headers and footers can contain:
o Document name
o Author
o Company logo
Headers and footers only need to be added once and are replicated on
each page, saving time and reducing the chance of data errors
Automated objects
Headers and footers can also contain automated objects to enhance the
professionalism of a document
Examples of automated objects include:
o Date/time
o Page numbering
o Total number of pages
Aligning contents
The contents of headers and footers can be aligned consistently within a
document
They can be aligned to the:
o Left margin
o Right margin
o Centred within margins
Formatting
How can you format a document?
Applying different formatting techniques to a document can drastically change
the look and feel
Formatting should always meet the needs of the audience and purpose
Formatting techniques include:
Setting line spacing
Line spacing can be altered from the Home tab, by selecting the 'Line and
Paragraph Spacing' button or by opening the paragraph settings
Changing line spacing in a document
Setting tabulation
Tabulation is setting text to be indented at specific points
Tabulation can be configured via the paragraph settings on the Home tab
Altering tabs in a document
Formatting text
Formatting text is changing the visual appearance of text in a document
Common text formatting includes:
o Fonts
o Colours
o Case
o Emphasis
o Sub & super script
Formatting text in a document
Creating lists
Creating and editing lists, bulleted and numbered can be achieved from
the paragraph section in the Home tab
Creating lists in a document
Finding and replacing text
A useful technique for when a word or phrase needs to be replaced
Using the find and replace tool, all instances of a word or phrase can be
changed automatically
Finding words in a document can be done by matching:
o Case
o Whole words
Finding & replacing text in a document
Adding hyperlinks & bookmarks
Hyperlinks are used as electronic shortcuts to sections in a
document, other documents or websites
Hyperlinks can be added to text or objects
Bookmarks flag specific areas within a document
Bookmarks are not clickable but a hyperlink can be used to navigate to
them
Adding bookmarks & hyperlinks to a document
Tables
How do you create a table?
Tables are created by specifying the desired number of rows and
columns
This can typically be done through a menu option or manually typing them
in, or by dragging the cursor to the desired table size
How can a table be edited and formatted?
Tables can be edited in several ways:
o Insert rows and columns allows the user to add more rows or
columns to your table
o Delete rows and columns allows the removal unnecessary rows or
columns
Merge cells allows the user to join two or more cells into one
Tables can be formatted to improve readability and visual appeal
There are multiple options for formatting a table, some of these include:
o Set horizontal cell alignment
o Set vertical cell alignment
o Showing/hiding cell borders
o colouring of the background of a cell
o Adjusting the row/height width
Mail merge
What is a mail merge?
A mail merge is a time saving way of creating multiple similar looking
documents all in one go
It allows personalised mass production of documents
Mail merge uses two files:
o a data source
o a main document
A data source can be created from a word
processing, spreadsheet or database management application
Case Study
A company wants to send a letter to all of its registered customers telling them about
an event happening soon
They have created a letter that they want to use as a template (main document) and
have created a spreadsheet of all the customers they would like to send the letter to
(data source)
They would like each letter to be personalised by using the customers name at the
start
The process of a mail merge would be:
1. Create the template letter and leave blank spaces where any personalised
data should go
2. Connect the template to the data source
3. Choose which fields in the data source should appear in the main document
4. Complete the merge and have individual letters for each customer ready to
print
Creating a mail merge
from a spreadsheet data
source
