STID1103 Computer Applications in Management

Topic 6
Word Processing (MS Word)

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Contents- Part 1

• Introduction
• Elements Windows
• Shortcut Menu
• Dialog Box
• Build and Keep a New Document
• Closing, Opening and Editing Documents
• Keyboard Basic Operations
• AutoText
• Special letters
• Document review
• Writing
• Frame and Color
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INTRODUCTION

Introduction

Microsoft Word is a The software is able to

word processing produce various types of
software that most documents such as memos,
widely used letters, minutes of
meetings, documents,
hypertext internet, charts,
diagrams and other

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Control menu button Tab Min, max and close
Title bar button

Toolbar

Vertical scroll bar

Navigation Pane Document
window

Horizontal scroll bar

Status Bar

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Elements Windows

Elements Description
Title Bar State the name of the application and the name of the current
document. Button for min / max / restore and close

Minimized Shrink the Word window and placed on the taskbar

Button
Maximized Word window enlarge the size of the desktop window. When is the
Button maximum size, the button will change to a restore button. Press this
button to return to the previous size

Close Button Word window enlarge the size of the desktop window. When is the
maximum size, the button will change to a restore button. Press this
button to return to the previous size
Control Menu Open the control menu that provides commands such as Move,
Button Size, Minimized etc.

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Elements Windows(continue)

Elements Descriptions
Tab With the toolbar menu

Toolbar Contains an icon that serves as a "shortcut" for commonly used

commands such as Save, Print, Paste etc..
Scroll Bar Horizontal: move the document from left to right and vice versa
Vertical: move the document from top to bottom and vice versa.

Status Bar Displays information about the current page, the current location of
the document and entry letter (row and column) and typing mode /
store
Navigation Pane Allows us to skip between sections and also to restructure the
document

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Shortcut Menu

A faster way to
Right click on achieve a particular
the mouse and direction.
the new menu
window will
appear

Have a like Cut, Copy, Paste,

hyperlinks, etc. Synonyms are
displayed

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Dialog Box

Menu appears when the user chooses a sign ellipsis (...) point 3
consecutive

Word requires additional

information required to 3 The information
execute instructions guide required is different
2 between each other

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Dialog Box- Font

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Constructing New Document

 There are 6 ways to construct a new document

 Click on File. Select New.

 Menu will appear like above.
 Select one and click on Create

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11
Saving New Documents

• Savings Document
– Documents produced should be kept after completion
– Click on File. Select Save. Select the desired directory
to save the document.
– Click Save. Or
– Click
– Save As is used to store the new document without
losing the original document(duplicate)

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Saving New Documents(continue)

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Closing and Opening Documents

• Closing Documents
– To close the current document, press File, and select Close
– To exit Word, press [X], or select Exit from the File menu
• Opening Documents
– Press the File menu. Select Open. Find the directory where
the files are stored. Click OK.
– Or
– Click on the Tool Bar

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Opening Documents(continue)

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Editing Documents

Add new text Move in the document

• Add text in the middle of the • using a mouse
word (insert) • Move the scroll bar
• connecting text and cursor
• Using the keyboard
• Use the arrows
(arrow)

Editing
Replacing New Word
• Edit
• Replace Selecting text
• Find what •using a mouse
• Replace with.. •Use of the keyboard

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Keyboard Basic Operations

Keyboard button Functions

Home Move to the start line
End Move to the end of the line
CTRL + Right Arrow Move one word to the right
CTRL + Left Arrow Move one word to the left
CTRL + Up Arrow Moving a previous paragraph
CTRL + Down Arrow Move to the next paragraph
Pg Up Move to the top of the window
Pg Dn Move to the bottom of the window
CTRL + Pg Up Move one page up
CTRL + Pg Dn Move down one page
CTRL + HOME Move to the top of the document

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Keyboard Basic Operations(continue)
• Using the Keyboard
– Using the SHIFT key and arrow (arrow) to blacken the word.

• Deleting text
– Select the text to be deleted.
– Press the Delete key or Backspace

• Copying and pasting text

– Select the text to be copied
– Select the Edit menu and then press Copy. Or, select
– Put a sentence / word at the desired location
– Select Paste from the Edit or select

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AutoText

How to build library words or

phrases that are commonly used in
document

AutoText
It may include words such as
the company name, user name,
or anything that is frequently
used
Simplify the user to enter a
word or phrase.

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AutoText (continue)

 Construct Autotext
 Select the text (highlight) the desired
 Select the Insert menu> Quick Parts>
AutoText> Save Selection to
AutoText Gallery

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AutoText (continue)

 Using Autotext in a document

 Put the pointer on the desired line.
 Select the menu Insert > Quick Parts > Autotext and select
the desired word

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AutoText (continue)

• Deleting Autotext
 Select the menu
Insert > Quick
Parts > Building
Blocks Organizer
 Choose the word
that is not required
and press the
button Delete

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Special letters
 Using symbols and special characters
 Symbols and special characters are not present in the keyboard.
 Select the Insert menu. Then select the Symbol menu.
 Select the symbol you want
 Select More Symbols for more options

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Document Review

• Checking spelling
– Help check the spelling words in the English language in
particular.
– There also developed software to check spelling in
another language. For example, Dewan Eja (DBP) to
Bahasa Malaysia.
– To change the configuration check spelling and
grammar:
• Select File > Options > Proofing.
• At the Spelling and Grammar in Word, tick Check spelling as
you type.

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Document Review(continue)

• Using spelling & grammar checker

– Select the desired word
– Select Review > Spelling and Grammar
– We can add any other words that are taken from
Dictionary.

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Document Review(continue)
• Word Synonyms
– Provide a dictionary to find word
synonyms.
– Select Review > Thesaurus.
– Or by using the button SHIFT + F7
– Or Right Click > Synonyms

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Writing
• The letters in text
– Can be read and seen clearly
– Letters must be used in accordance with the document
– Size letter is 12.

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Frame and Color
• Frame
– Placed around text
– Select Home > Borders and Shading.

• Changing font colors

– Color in writing (text) can be converted.
– Select Format. select Font
– or press

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Contents- Part 2

• Tab and Indent

• Changing the Document Display
• Margin
• Interval of Lines
• Document Style
• Change Case and Case Drop
• Header and Footer
• Page
• Printing and Sending Documents
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Tab

• Aligning text(align)
– Allows some important
items clearly visible
– Several types of tabs:
• left tab
• tab middle
• right tab
• decimal tab

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Indent

• Can be done by using the

Ruler
1.Click Tab > check
pada Ruler
2.Click 2 times on Ruler
• Useful for get a good
Alignment uniformity in
text & numbers

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Changing the Document Display

• Users can view documents that are produced from

various form
• These forms are:
– Print - Print Layout
– Full Screen - Full Screen Reading
– web Layout
– Outline - Outline
– Normal / Draft
• Click View & document display will appear
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Changing the Document Display(continue)

Printing – Print Layout

Ordering documents that contain graphics and other objects

Full Screen Web Layout

- Full Screen Reading
View in full screen
B C They HTML documents
Bentuk to web view

Paparan

Outline Normal / Draft

-See the outline of the D E Word processing for general
document use

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Print Layout

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Full Screen Reading

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Web Layout

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Outline

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Draft

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Margin
• Control the amount of empty space
around the text from the edge of the
paper.
• Four types of margin
– left
– right
– on
– Under

• Click Page Layout > Margins >

Custom Margins
• There are two types of orientation
for Page Setup Potret (portrait)
– Landscape (landscape)
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Interval of Lines

• Affect the amount of free

space in the paper.
• Select the desired text
paragraph
• Right click > Paragraph

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Document Style

Document
Style

Simplify users to Style (style) lets

organize letter users edit
format and documents
paragraph in a
document

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Document Style (continue)

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Change Case

• Bold text
• Click Home tab > Font group >
Change Case
• Click at dropdown list
– Sentence case
– Lowercase
– UPPERCASE
– Capitalize Each Word
– tOGGLE cASE.

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Drop Case
• Bold (highlight) First letter text or paragraph
• Click Insert> Drop Cap
• example:

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Header dan Footer

Information about
documents that are
Header placed at the bottom of
each sheet on the
document. Can be
adjusted using the
Alignment
Information about
documents that are
placed at the top on
every page of the
document. Can be
adjusted using the Footer
Alignment

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Header

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Footer

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Page

• Assign a number for each sheet

in the order
• Select Insert. Click Page Number.
Enter the desired document
format sheet

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Printing Documents

• Send documents to
printers and print
documents
• Select the File menu.
Select Print. or
• Push Button Control
(Ctrl) + P

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Sending Documents

• Users can save the document and send in all

forms
• Select File > Save & Send
• 4 options available
– Send by E-Mail
– Save the Web form
– Save to Sharepoint
– Blog Post

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Sending Through E-Mail

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Content- Part 3

• Number and Bullet

• Table
• Column
• Graphic
• Mail Merge
• Content
• Word Web

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Number and Bullet

• Used to provide an orderly

arrangement of contents lists
important a document such as
a thesis, reports and letters
• Simplify reader to identify the
details of a topic contained in
the document
– Place the cursor at the
beginning of the sentence in
the document
– Click Home > Bullets &
Numbering

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Number and Bullets (continue)

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Table

• Simplify the production of several documents in like table

– Consists of columns (Columns) and rows (Rows)
– More flexibiliti to organize text rather use tab

• Click Insert > Table

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Jadual (samb.)

• Format jadual
– Jadual boleh
diformatkan secara
automatik dgn
menggunakan Table >
Quick Tables
– Format jadual
membolehkan
pengguna memilih
bentuk jadual dari segi
bingkai, garisan dan
warna.
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Column

• Simplify user form that requires certain documents like

newspaper column, brochures and documents of other special
• user form that requires certain documents like newspaper
column, brochures and documents other special.
• There are various types of columns which
– Column 1 strip
– Column 2 strip
– Column 3 strip
– Column left & right
• Highlight (Bold) paragraph or text
• Click button Format & Colums
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Column (continue)

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Column (continue)

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Graphic

Any graphic design such as photographs

or any of the images obtained from the
Internet or CD-ROM can be stored in a
Word document

Word also provides a gallery Click button Insert

containing graphics that can be used > Clip Art
in the Clip Art

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Graphic (continue)

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Graphic (continue)

• Use the Picture button to align the graphic images in the

document either in the form; Square, Tight, Behind Text
….

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Mail Merge
Mail is a important document in
Management

Mail used to convey Transmission of the same

information to letter to a group of
individuals or groups individuals is one of the
Mail tricky task if without
Merge computer assistance.

Microsoft Word provides It also provides templates for

facilities (Mail Merge) to send those who lack skills to write
a similar letter to many various types of letters and fax
different individuals.

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General Process of Merging:

• 1. Create Main Document

• 2. Create Data Source
• 3. Create link between main document and data
source
• 4. Insert merge fields in the main document as
required
• 5. Perform merge operation.

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Mail Merge (continue)
• Form a list of mail merge
– Open the document / letter to be us
– Type Name, Address and Number.
Phone
– Provide Name & Address of
Organisation in a separate document
– Place the cursor on the common
space for Name & Address of the
organization
– Select Mailing > Start Mail Merge >
Step by Step Mail Merge Wizards
– Follow the next instruction ...
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Mail Merge (continue)

Select Type a new

list and click Create

Select Letters and

click Next

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Mail Merge (continue)

Select Next to start

the letter

Enter the address data

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Mail Merge (continue)

Click to put in a
letter

Select Next to see

the results page

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Mail Merge (continue)

Click to see the

next recipient

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Mail Merge (continue)

Select to end the

Mail Merge

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Mail Merge (continue)

Click here to edit

individual letters

Click Print to print

a letter to all
recipients

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Mail Merge (continue)

Mail merge can also be used for

E-Mail, envelope, label and
Directory

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Content

Management tasks and administrative

today require users to create large Large document refers to a
documents document that has a title page,
contents page, bibliography
page and other pages.

Word 2010 allows users to

regularly document
preparation in accordance
with certain parts
Documents that require compilation are
as financial reports, minutes of
meetings reports, papers and others.

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Content (continue)

• Using the Table of Content(TOC)

– Enable users to make more TOC is complete without
losing important parts.
– Readers easily find the desired section without having
to view the entire document
– Open a new document & Save
– At the beginning of each paragraph check Click Heading
number (Various Type Heading, select Heading 3)
– Type the number 1.0 as a start

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Content (continue)

Various formats
can be selected
template

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Content(continue)

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Word Web

Hypertext Markup Language

To develop a website, one must
(HTML) is a programming
master a good HTML
language for developing
websites

However, Word 2010

provides convenience for Users need to design
users to construct their own pages according to their
Word Web creativity.
website without having to
master HTML

There are also Template and Consumers need to save the

Wizard that helps the process of document as a web document.
building a web page Save as Web Page
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Word Web (Continue)

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QUESTIONS MCQ
• 1) How many columns can you insert in a word document in
maximum?
• -45 columns

• 2) What is the smallest and largest font size available in Font Size
tool on formatting toolbar?

• 3) Selecting text means all

• -select a word, an entire sentence, a whole document

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• 4) MS-Word automatically moves the text to the next line when
it reaches the right edge of the screen and is called?
• =Word Wrap

• when Word determines if there is room for a word at the end of

a l ine or if it must go on the
• next line.
• Ww

• 5) In MS-Word, for what does ruler help?

• = to set tabs, indent and change page margin

• 6) Which menu in MSWord can be used to change character size

and typeface?
• =Format 82
7) What is the function of Ctrl + B in Ms-Word
• =selected text bold
8) What is the function of CTRL+R in MS-Word
• =None of the above = Replace
• A open print dialog
• B update current webpage
• C close the current window

• 9) In Microsoft Word shortcut key CTRL+W is used

for
• =close the current window
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• 10) Which shortcut key is used to spell check in
MS-Word
• -F7

• 11) Why headers and footers used in MS -Word

• -to bgi Nampak no page bila print

• 12) In MS-Word shortcut SHIFT+DELETE is used to

• -delete selected item permanently without placing
in the Recycle Bin

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• 13) What is the default number of lines to drop for
drop cap?
• = 3 lines

• 14) What is the maximum number of lines you can

set for a drop cap?
• = 10 lines

• 15) How can you insert a sound file in your word

document?
• = Inset + OBBJEECTT menu option
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• 16) What do you mean by vertical separation between
columns?
• -Margin

• 17) Pressing F8 key for three times selects

• = A sentence

• 18) How many ways you can save a document?

• - 3 ways

• 19) Background color or effects applied on a document

is not visible in
• =print preview 86
• 20) What is a portion of a document in which you set
certain page formatting options?
• =section

• 21) Borders can be applied to

• = cell, paragraph, text

22) Default left margin in Microsoft 2013

- 1 inci (2.5 cm)

• 23)What is gutter margin?

• Margin that is added to the binding side of page when
printing 87
• 25) What is the maximum font size you can apply for any character?
• =1638

• 26) A character that is raised and smaller above the baseline is known as
• number of letter that appears little above the normal text is called :

• -SUPERSCRIPT

• appears little below the normal text is called :

• - s u b script

• 27) From which menu you can insert Header and Footer?
• -View Menu

• 28) In Word, the mailing list is known as the

• - data source
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• 29) Footnotes, endnotes and indexes are all inserted as
• = word field

• 30) Which feature starts a new line whenever a word or

sentence reached a border
• = Text wrapping

• 31) We can remove / hide border of a shape by selecting …

• = No outline

• 32) We can change the thickness of a line from

• = Line style
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• 33) Color and pattern used to fill a closed shape is call
• = Fill style

• 34) Where footnotes appear in a document

• = Bikini bottom of a page.

• 35) In order to save an existing document with a different

name you need to ____________.
• A. Use the Save as.. Command

36) How can you highlight text without using the mouse?
- Use the arrow key while SHIFT
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• 37) In Word you can force a page break
______________________.
• A. By positioning your cursor at the appropriate
place and pressing the CTRL + Enter

• 38)

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