ADVANCED TECHNIQUES

USING MICROSOFT WORD

LESSON 4
Word processor is an application that allows
users to create, edit, and print documents.
One of the most widely used word processors
is Microsoft Word. It is developed by
Microsoft and was released on October 25,
1983. With Microsoft word, you can create
random things like calendar, newsletter,
invitations, etc.
WHAT IS MICROSOFT WORD?

 Microsoft word or MS word is a graphical word

processing program that can type with.
 Its purpose is to allow users to type and save document.
Similar to other word processors, it has helpful tools to
make documents.
 EXAMPLES OF WORD PROCESSORS:

OPENOFFICE WRITER
LIBREOFFICE WRITER
POLARIS OFFICE
KINGSOFT WRITER
WORDPERFECT
WORDPAD
MICROSOFT WORD
 MICROSOFT WORD VERSIONS

• Word 95 • Word 2007

• Word 97 • Word 2008
• Word 98 • Word 2010
• Word 2000 • Word 2011
• Word 2001 • Word 2013
• Word 2002 • Word 2016
• Word 2003
• Word 2004
WORD 2013
WORD 2016
 SOME FEATURES OF MS WORD:

1. AUTOCORRECT – corrects common spelling

errors as well as capitalization mistakes.
2. AUTOFORMAT – applies formatting to text,
e.g. number listing, bullet, hyperlinks.
3. GRAMMAR CHECKER- proofreads documents
for grammar, writing style, sentence structure
errors and reading statistics.
 SOME FEATURES OF MS WORD:

4. TEMPLATE – a document that contains the

formatting necessary for a specific document type.
5. THESAURUS – provides synonyms for a word in
a document.
6. TABLES – organize information into rows and
columns.
 SOME FEATURES OF MS WORD:

7. MAIL MERGE – a feature that allows you to

create a document and merge them with another
document or data file.
8. TEXT WRAP – adjusts how the image behaves
around other objects or text.
 KEYBOARD SHORTCUTS IN WORD
PROCESSING SOFTWARE

oCtrl + A = Select All

oCtrl + B = Bold Text
oCtrl + C = Copy Text
oCtrl + D= Show Font Dialog Box
oCtrl + E = Align Text to Center
oCtrl + F = Display Find Dialog Box
 KEYBOARD SHORTCUTS IN WORD
PROCESSING SOFTWARE

oCtrl + G = Display Go To Dialog Box

oCtrl + H = Display Replace Dialog Box
oCtrl + I = Italicize Text
oCtrl + J = Justify Text
oCtrl + K= Create a Hyperlink
oCtrl + L = Align Text to Left
 KEYBOARD SHORTCUTS IN WORD
PROCESSING SOFTWARE

oCtrl + J = Justify Text

oCtrl + K = Create a Hyperlink
oCtrl + L = Align Text to Left
oCtrl + M = Tab
oCtrl + N = Create a New Document
oCtrl + O = Open a document
 KEYBOARD SHORTCUTS IN WORD
PROCESSING SOFTWARE

oCtrl + P = Display Print Dialog Box

oCtrl + R = Align Text to Right
oCtrl + S = Save a document
oCtrl + U = Underline Text
oCtrl + V = Paste a copied text
oCtrl + X = Cut a selected Text
 KEYBOARD SHORTCUTS IN WORD
PROCESSING SOFTWARE

oCtrl + Y= Redo the last undone action

oCtrl + Z = Undo the last action
MICROSOFT WORD BASIC
PARTS
Quick Access Toolbar
TAB MENU
TITLE BAR
CONTROL BUTTONS
VERTICAL SCROLL BAR
SCROLL BOX
ZOOM SLIDER
VIEW OPTIONS
VIEW SHORTCUT
RIBBON
GROUP
DIALOG BOX LAUNCHER
FILE MENU
STATUS BAR
DOCUMENT WINDOW
INSERTION POINT
Now, it’s your turn!
CUSTOMIZING A WORD
DOCUMENT
 HOME TAB

 Allows you to change document settings, such as

the font properties, adding bullets or a numbered
list, adjusting styles and other common features.
 INSERT TAB

 Is used to INSERT different features such as

tables, pictures, clip art, shapes, charts, page
numbers, word art, headers and footers into a
document.
 DESIGN TAB

 Gives you access to a variety of design tools,

including document formatting, effects, and page
borders, which can give your document a polished
look.
 PAGE LAYOUT TAB

 Refers to the arrangement of text, images, and

other objects on a page.
 REFERENCES TAB

 Allows you to add annotations to your document,

such as footnotes and citations. From here, you
can also add a table of contents, captions and
bibliography. These commands are especially
helpful when composing academic papers.
 MAILINGS TAB

 Allows you to create a list of mailing addresses

and other information in a data source and then
merge them into a standard document file that is
referred to as the main document.
 REVIEW TAB

 Is used for checking spelling and grammatical

mistakes in the document, write comments, track
changes if the document modified, comparing
document with another and document protection
 VIEW TAB

 Is used for changing the layouts of the pages,

show/hide elements such as –ruler or gridlines,
adjusting pages with zoom option, working with
multiple windows and recording a macro etc.
 WHAT IS MAIL MERGE?

Mail merge lets you create a batch of documents

that are personalized for each recipient. For
example a form of letter might be personalized to
address each recipient by name.
Mail merge is a useful tool that allows you to
produce multiple letters, labels, envelopes, name
tags and more using information stored in a list,
database or spreadsheet.
 STEPS IN USING MAIL MERGE:

1. Create a spreadsheet containing your information

and make sure that the labels are written in the first
row.
 STEPS IN USING MAIL MERGE:

2. Open an Existing word

Document or create a new
one.
3. From the Mailings tab,
click the Start Mail Merge
command and select
Step-by-step Mail Merge
Wizard
4. From the Mail Merge task pane on the right side
of the Word Window, choose the type of
document you want to create. Then click Next:
Starting Document
5. Select Use the current document, then click
Next: Select recipients to move to another step.
6. Select Use an existing list, then Click Browse
to select the file.
7. Locate your file, then Click Open.
 8. If the address list is in an EXCEL workbook,
select the worksheet that contains the list, then
click OK.
 8. If the address list is in an EXCEL workbook,
select the worksheet that contains the list, then
click OK.
 9. In the Mail merge Recipients dialog box, you can
uncheck each box to control which recipients are included
in the merge.
10. Write your letter to move to the next step.
11. Place the insertion point in the document where you
want the information to appear.
12. Choose one placeholder.
13. A placeholder will appear in your document
(<<ADDRESS BLOCK>>)
14. Add GREETING LINE placeholder just above the body
letter.
15. When you’re done, click NEXT: Preview your letters to
move to another step.
Preview the letters to make sure the
information from the recipient list appears
correctly in the letter. You can use the left and
right scroll arrows to view each version of the
document.
 ADVANTAGES OF MAIL MERGE

1. The Mail Merge feature makes it easy to send

the same letter to a large number of people.
2. By using Mail Merge, we don’t have to type each
recipients name separately in each letter.
3. It is economical and saves a lot of time.
4. It is one of the fastest ways to produce hundreds
of personalized letters.
 ADVANTAGES OF MAIL MERGE

5. It is easy to edit letter as a single change made in

the main letter will be reflected in the letters
meant for all other recipients.
 INSERTING ILLUSTRATIONS

An illustration in Microsoft Office is visualization

or drawing that is in the form of pictures, clip art,
shapes, SmartArt, charts or screen clippings.
INSERTING ILLUSTRATIONS